Electronic Archive and Records Management System (EARMS)

Added: Jul 29, 2016 3:27 pm The Department of Defense Education Activity (DoDEA) hereby issues this Request For Quotation (RFQ) on behalf of Department of Defense Inspector General (DoDIG) for an Electronic Archive Records Management System (EARMS) and Professional Support for the configuration and installation supporting software components to be deployed throughout the DoDIG.

This will requirement will be solicited as a 100% Small Business Set-Aside acquisition. Please follow all instructions in the attached SF1449.

Added: Jul 06, 2016 3:05 pm This notice is for information only. The Department of Defense Education Activity (DoDEA) on behalf of the Department of Defense Office of the Inspector General (DoDOIG) intends to synopsize and award a single award Firm Fixed Price (FFP) contract for an Electronic Archives and Records Management System (EARMS).

This synopsis is associated with RFI - HF1026-16-RFI-8003

The total period of performance will be five years from the date of award that will consist of a base period and four option periods. The place of performance will be 4800 Mark Center Drive, Alexandria, VA 22350. This will be solicited as a 100% Small Business set-aside using FAR Part 12 and FAR Part 13.5 procedures. This is not a solicitation notice therefore vendors should not submit formal proposals or questions until the Request for Proposals (RFP) solicitation is posted to this website. The projected date for the solicitation is around late July 2016, with an anticipated start date of September 2016.

Please note that SAM registration is required pursuant to FAR provision 5.207, and prospective Offeror's are encouraged to register prior to the submittal of proposals.

Description: The requirement is for an Electronic Archive and Records Management System (EARMS) and Professional Support for the installation, configuration, and integration of the software components to be deployed. The Contractor shall implement the installation in three phases. The Contractor shall provide software that is compliant with DoD 5015.2 STD version 3 certified for baseline and Section 508 of the Rehabilitation Act. The system shall be able to support the full lifecycle management (capturing, indexing, auto-categorizing, storing, managing-in-place, records declaration, archiving, migrating, deleting, transferring, auditing and exporting). The system shall automatically identify electronic information as records, capture, and store information within various locations and move them to a single electronic repository or archive in accordance with requirements of this Performance Work Statement (PWS). The system shall auto-categorize or organize records within the archive in a way that accurately reflects OIG business processes. The system shall cull (e.g. remove duplicates, apply version control, delete trash) data within the archive. The software shall provide advanced searching and retrieval methods that supports litigation and other requests for information. The system shall provide easy access to all relevant records and metadata. The system shall protect records from unauthorized access, alteration or deletion and provide audit trail of all actions. The system shall auto-delete or transfer data when authorized and provides the ability to override or manually perform these actions. The system shall provide analytical and reporting capabilities to ensure the government can assess how well the system is working and how effective OIG information is being managed by the system. Additionally, the tasks in this PWS require a physical presence in order to ensure successful performance.

The contractor shall provide onsite professional support to install software on the OIG's networks, load and configure business rules for the system to meet agency needs, integrate with existing OIG business systems, and test software to ensure it is fully operational and compliant with DoD security directives. The contractor shall provide yearly maintenance and upgrades for the software. The contractor shall provide technical system configuration and maintenance documents. The contractor shall provide user and administrator system training to meet the goal of improving physical and electronic records management within DoD OIG that meets OMB (M-12-18) requirements.

Please Note: This notice is not a request for quote. This notice is only a synopsis for an anticipated solicitation to procure an Electronic Archive and Records Management System (EARMS).