MAS - Progressive Technology Federal Systems Inc. - 47QTCA19D005Y

Progressive Technology Federal Systems Inc. 47QTCA19D005Y 1

GENERAL SERVICES ADMINISTRATION

Federal Acquisition Service

Authorized Federal Supply Schedule FSS Price List Online access to contract ordering information, terms and conditions, pricing, and the option to create an electronic delivery order are available through GSA Advantage!®. The website for GSA Advantage!® is: https://www.GSAAdvantage.gov.

Multiple Award Schedule (MAS) FSC Group: Information Technology FSC Class: 7030, J070, D399, U012, 0000

Contract number: 47QTCA19D005Y

Contract period: February 15, 2019, through February 14, 2029

Progressive Technology Federal Systems, Inc.

1801 Research Blvd, Suite 310

Rockville, MD 20850 Phone: 301-654-8088 Fax: 301-654-5789

Contracts@ptfs.com

Website: www.ptfs.com Contract Administrator: John Yokley

Email: jyokley@ptfs.com Telephone: 240-447-8970

Business size: Small Business Concern Price list current as of Modification: PS-0025 Effective Date: May 29, 2025

Prices Shown Herein are Net (discount deducted)

For more information on ordering from Federal Supply Schedules click on FSS Schedules at GSA.gov.

http://www.ptfs.com/

Progressive Technology Federal Systems Inc. 47QTCA19D005Y 2

CUSTOMER INFORMATION

1a. Table of awarded special item number(s) with appropriate cross-reference to item descriptions and awarded price(s).

SIN SIN Title 511210 Software Licenses 54151 Software Maintenance Services 54151S Information Technology Professional Services 611420 Information Technology Training 518210DC Document Conversion Services 518210ERM Electronics Records Management Solutions OLM Order Level Materials

1b. Identification of the lowest priced model number and lowest unit price for that model for each special item number awarded in the contract. This price is the Government price based on a unit of one, exclusive of any quantity/dollar volume, prompt payment, or any other concession affecting price.

Those contracts that have unit prices based on the geographic location of the customer, should show the range of the lowest price, and cite the areas to which the prices apply.

1c. If the Contractor is proposing hourly rates, a description of all corresponding commercial job titles, experience, functional responsibility, and education for those types of employees or subcontractors who will perform services shall be provided. See pages Page 5 to 28

2. Maximum order:

511210 $500,000 54151 $500,000 54151S $500,000 611420 $250,000

518210DC $1,000,000

518210ERM $1,000,000

OLM $250,000

3. Minimum order: $100

4. Geographic coverage (delivery area). Conus, AK, HI, PR

5. Point(s) of production (city, county, and State or foreign country). USA

6. Discount from list prices or statement of net price. Government Net Prices (discounts already deducted.)

7. Quantity discounts. None

8. Prompt payment terms. Information for Ordering Offices: Prompt payment terms cannot be negotiated out of the contractual agreement in exchange for other concessions. .25% 10 days, Net 30 Days

Progressive Technology Federal Systems Inc. 47QTCA19D005Y 3

9. Foreign items (listed items by country of origin). Not Applicable

10a. Time of delivery. 30 Days ARO

10b. Expedited Delivery. Items available for expedited delivery are noted in this price list. Contact Contractor

10c. Overnight and 2-day delivery. Contact Contractor

10d. Urgent Requirements. Contact Contractor

11. F.O.B. point(s). Destination

12a. Ordering address(es).

PTFS

1801 Research Blvd, Suite 310 Rockville, MD 20850 Attn: Jon Sievert (jsievert@ptfs.com)

12b. Ordering procedures: For supplies and services, the ordering procedures, information on Blanket Purchase Agreements (BPA’s) are found in Federal Acquisition Regulation (FAR) 8.405-3.

13. Payment address(es).

PTFS

1801 Research Blvd, Suite 310 Rockville, MD 20850 Attn: Accounts Receivable (aosuagwu@ptfs.com)

14. Warranty provision. Standard Commercial Warranty

15. Export packing charges, if applicable. Not Applicable

16. Terms and conditions of rental, maintenance, and repair (if applicable). Not Applicable

17. Terms and conditions of installation (if applicable). Not Applicable

18a. Terms and conditions of repair parts indicating date of parts price lists and any discounts from list prices (if applicable). Not Applicable

18b. Terms and conditions for any other services (if applicable). Not Applicable

19. List of service and distribution points (if applicable). Not Applicable

20. List of participating dealers (if applicable). Not Applicable

21. Preventive maintenance (if applicable). Not Applicable

Progressive Technology Federal Systems Inc. 47QTCA19D005Y 4

22a. Special attributes such as environmental attributes (e.g., recycled content, energy efficiency, and/or reduced pollutants). Not Applicable

22b. If applicable, indicate that Section 508 compliance information is available on Electronic and Information Technology (EIT) supplies and services and show where full details can be found (e.g., contractor’s website or other location.) The EIT standards can be found at: www.Section508.gov/.

Not Applicable

23. Unique Entity Identifier (UEI) number. N38NEXPESGF8

24. Notification regarding registration in System for Award Management (SAM) database. Contractor registered and active in SAM.

http://www.section508.gov/

SIN 518210ERM Vendor Certification for Electronic Records Management Solutions Version 3.0 (As of MAS Refresh 18)

For the purposes of the MAS Solicitation, eight (8) specific elements of Electronic Records Management (ERM) Services have been identified. These 8 elements are fully defined and the corresponding requirements are identified in NARA’s Universal Electronic Records Management Requirements spreadsheet attachment to the Solicitation. These requirements have been established and are administered by the National Archives and Records Administration (NARA).

Vendors may provide any combination of the 8 elements of ERM solutions; however, vendors must certify that they are capable of meeting all standards associated with the elements they propose by completing this self-certification. Vendors must include a completed copy of this certification in their published GSA MAS Contract Price List to help illustrate their ERM capabilities to federal customer agencies.

Proposed Elements of Electronic Records Management Services:

By selecting the below Elements, you are self-certifying you meet NARA’s Universal ERM Requirements for that Element. Select all Elements that apply.

☐ Element 1 - Office Management Applications ☐ Element 2 - Electronic Messages ☐ Element 3 - Social Media ☐ Element 4 - Websites ☐ Element 5 - Photographs (Born-Digital and Scanned Images) ☐ Element 6 - Digital Audio and Video ☐ Element 7 - Structured Data ☐ Element 8 - Shared Drives

In the space below you must provide a brief summary description for each of the above Elements that you have checked off. The summary must include which ERM products/ services/ solutions — currently awarded under SIN 518210ERM of your MAS contract — are related to the respective Element. Example questions are provided for each Element to assist with your response. Those questions are based on NARA’s Universal Electronic Records Management Requirements and reflect common questions from agencies. If you cannot provide a summary description for a given Element, or you do not currently offer products/services/solutions under SIN 518210ERM related to that Element, you cannot self-certify that Element on this form. Please use as much space as you need below, but be concise!

Please respond as “Not applicable” for any Element you did not select above.

The specifics of your below responses are not part of the evaluation criteria for adding SIN 518210ERM. The intention of the below section is to assist agencies with market research and help agencies understand your offerings / capabilities as they relate to the above ERM Elements you have selected.

If you have questions about the above ERM Elements and the information on NARA’s Universal ERM Requirements spreadsheet, please contact NARA’s Records Management Policy Team at rmpolicy@nara.gov.

Element 1 - Office Management Applications Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 1. Some example questions to consider are: Which office management applications does your service/solution manage (e.g. Microsoft 365, Google Workspace, etc.)? How do you associate Office Management documents with a records schedule? How do you apply metadata to Office Management documents?

Knowvation Records Management currently supports integration with popular platforms such as SharePoint, and is well-equipped to extend these capabilities to include Microsoft 365 and Google Workspace. We already integrate with popular Cloud Platforms and their services like AWS and Azure. Using available APIs, we can swiftly develop and deploy management solutions tailored for these platforms. This approach ensures that documents within these applications are automatically linked with applicable records schedules, effectively managed through their lifecycle. Metadata is applied to enhance searchability and manageability, supporting workflows, approvals, and version control in compliance with records management standards.

Element 2 - Electronic Messages Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 2. Some example questions to consider are: Which electronic messages does your service/solution manage (e.g. SMS/MMS, iMessage, WhatsApp, social media messages, voicemail, etc.)? Are you able to capture SMS/MMS at the carrier-level? How do you apply metadata to electronic messages? Where are records stored (e.g. managed in the system in which they were created or in a dedicated recordkeeping system)?

Knowvation Records Management manages electronic messages, with existing capabilities for handling messages in Outlook formats and supporting Microsoft 365 SAML login for authentication and integration. Additionally, our system can send emails directly via our Java API, for outbound communications. We also manage and store voicemail messages in various audio formats including WMV and MP3. Building upon this solid foundation, we can extend these capabilities to include additional messaging platforms using standard protocols such as POP3 and IMAP in the future. For SMS/MMS and other electronic messages, provided we can access these via API, our system is capable of archiving and managing these records.

Metadata application across all forms of electronic messages ensures accurate categorization, searchability, and compliance with retention schedules.

Element 3 - Social Media Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 3. Some example questions to consider are: Which social media platforms does your solution/services capture and manage (e.g. Facebook, YouTube, Instagram, WordPress)? What technology is used to capture social media records? What frequency can your solution/services capture? How do you address changes in what social media platforms allow for capture?

Knowvation Records Management can manage social media records through both custom scraping techniques and direct integration with existing social media APIs. Our engineers have successfully developed custom scrapers and integrated with platforms like Facebook and Twitter, allowing us to capture, retain, and track social media content, as well posting files/metadata to them. This approach is similar to how we currently ingest and crawl other web-accessible applications and websites. The frequency and specifics of the posts and data captured can be customized to meet agency needs, ensuring that social media interactions are archived in compliance with federal records schedules. Using API integrations, Knowvation provides a flexible and comprehensive solution for managing the dynamic and diverse content found on social media platforms.

Questions for Element 4 - Websites Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 4. Some example questions to consider are: What technology do you use to crawl websites? Do you have the capability to capture internal and external sites? What formats do you use for web captures? Can you capture websites in NARA-acceptable formats? What quality assurance processes/tools do you offer?

Knowvation Records Management applies its proven capabilities in scraping and API integration to the management of websites. How we manage this is utilizing the same technology and techniques for social media: we can ingest, crawl, and archive web-accessible applications and websites. Our system can capture both internal and external sites, ensuring coverage and compliance with federal records schedules. The frequency and depth of website captures can be customized based on agency requirements. This ensures that website content, whether static pages or dynamic interactions, is captured in NARA-acceptable formats, maintained, and managed with standard processes to preserve the integrity and accessibility of records over time.

Questions for Element 5 - Photographs (Born-Digital and Scanned Images) Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 5. Some example questions to consider are: How do you associate Photographs with a records schedule? How do you apply metadata for categorization and searchability to Photographs?

PTFS has a Digitization Services Department that has the capability and capacity to digitize photographic assets that include, but are not limited to, still photographs, negatives, slides (35MM) and transparencies. The existing hardware, software and workflow is compliant with the requirements for digitization as defined in NARA’s Universal Electronic Records Management Requirements spreadsheet. Images captured from original hardcopy photographic assets or born-digital image are handled, validated, and processed in this manner. The appropriate administrative, technical, and descriptive metadata is captured either directly during the scanning or metadata indexing facet of the workflow or incorporated from customer provided metadata source (for example: inventory spreadsheet or *.csv file). The output images along with the associated metadata are ingested into Knowvation Records Management. Each photograph, whether born-digital or scanned, is tagged with metadata that includes information crucial for records scheduling, such as creation dates, source details, content description, and retention requirements. This metadata facilitates the automatic linkage of each photograph to the appropriate records schedule within our system.

Questions for Element 6 - Digital Audio and Video Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 6. Some example questions to consider are: How do you associate Digital Audio and Video files with a records schedule? How do you apply metadata for categorization and searchability to Digital Audio and Video?

PTFS has a Digitization Services Department that has the capability and capacity to digitize digital, audio and video assets. These tend to be primarily legacy audio, video and film formats.

The focus is to make the content on these various formats accessible for both archival and dissemination purposes. Our traditional deliverable outputs for video or film have been an archival quality digital file as well as a web res digital file for everyday use. For audio it is MP3.

Our most common formats supported by our digitization conversion efforts are:

• Film o 16MM movie with or without audio o 35MM movie film with or without audio

• Video o VHS (all formats) o Sony Umatic 3/4 video tapes o Betacam o Betacam SP o Digital Betacam o DV-Cam o DVC-Pro o Mini-DV o HD-Cam o HD-D5 o HD-DV

• Audio o Reel to Reel o Cassette o CD o DVD

• DVD

• All formats

The existing hardware, software and workflow is compliant with the requirements for digitization as defined in NARA’s Universal Electronic Records Management Requirements spreadsheet.

Digital files captured from original digital, audio and video assets or born-digital ones are handled, validated, and processed in this manner. The appropriate administrative, technical, and descriptive metadata is captured either directly during the conversion facet of the workflow or incorporated from customer provided metadata source (for example: inventory spreadsheet or *.csv file). The output files along with the associated metadata are ingested into Knowvation

Records Management. Each digital file, whether born-digital or converted, is tagged with metadata that includes information crucial for records scheduling, such as creation dates, source details, content description, and retention requirements. This metadata facilitates the automatic linkage of each digital file to the appropriate records schedule within our system. The Knowvation Records Management system can support and utilize a wide range of digital, audio and video files that include, but are not limited to, MPEG2, MP4, MOV, WAV and MP3.

Questions for Element 7 - Structured Data Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 7. Some example questions to consider are: What is your approach to managing structured data? Do you offer solutions additional to what the agency uses, work with their current systems, or both?

For Knowvation, structured data presents distinct advantages for records management, particularly when it comes to using metadata not just for compliance, but also for enhancing our current and future capabilities, including artificial intelligence applications. Structured data allows for easier indexing, searchability, and automation, which are key components in effectively managing large datasets. Our system offers personalized customization for each agency, building on our experience with managing structured data. This capability ensures that we are not only complying with current regulations but are also ready to incorporate advanced AI technologies to further refine data analysis and management processes the way we do now with our upcoming AI Services, with local LLM and RAG. Our approach ensures that all structured data is not only manageable and compliant but also set up for future technological advancements, making it a valuable asset for any agency.

Questions for Element 8 - Shared Drives Please provide a brief summary of your awarded offerings (products/services/solutions) under SIN 518210ERM that help agencies meet Element 8. Some example questions to consider are: What capabilities does your solution/services provide for identifying duplicates? What other organizational methods do you employ for managing shared drives?

Knowvation Records Management addresses the challenges associated with managing shared drives by implementing advanced duplicate detection and comprehensive crawling capabilities.

Our system is designed to identify duplicates via a unique hash of the file. Users can decide to keep or delete duplicates, ensuring that only unique and necessary files are retained, which enhances the efficiency of data storage and retrieval processes. This helps us optimize space but also simplifies the management of records by reducing clutter and potential confusion. In addition we have current integration with storage services like Amazon’s S3 bucket, and Azure Blob storage.

Furthermore, Knowvation's approach to ingesting and crawling shared drives is to ensure that all relevant data is captured and indexed. Our technology scans shared drives systematically to categorize, tag, and apply metadata to files, making them easily searchable and retrievable.

This process adheres to NARA's ERM standards, ensuring compliance with federal records management requirements.

By utilizing these capabilities, Knowvation provides agencies with a single comprehensive solution for managing the complexities of shared drives, ensuring data integrity, and supporting compliance with records management regulations. Our brief summary of awarded offerings that help agencies meet this Element are as follows [NEED INFO HERE]

Progressive Technology Federal Systems (PTFS) hereby certifies that we are capable of meeting all standards described in the solicitation and NARA’s Universal Electronic Records Management Requirements attachment for each of the sections of ERM Elements we have proposed, as indicated above.

Offeror (To be signed only by an authorized principal, with authority to bind the undersigned contractor)

__Sean Brown___________________________ Name (Printed)

___Director of Contracts___________________ Title

___June 27, 2024________________________ Date

Change log for Version 3.0

1. The following ERM Elements were removed or updated in order to remain at parity with the Elements listed in NARA’s

Universal Electronic Records Management Requirements spreadsheet (Version 3)

○ Removed Cloud Services

○ Removed Engineering Drawings

○ Changed Digital Media (Photo) to Photographs

○ Combined Digital Audio and Video

2. The following ERM Elements names have been updated to remove the reference to their former name used in Version 1 of this document:

○ Element 1 - Office Management Applications: removed “(formerly ‘Desktop Applications’)” from the Element name

○ Element 7 - Structured Data: removed “(formerly ‘Databases’)” from the Element name

3. Added requirement for contractors to provide a brief summary of awarded offerings for each ERM Element that they self-certify. Added instructional language along with example questions for each Element to assist contractors with their responses.