THIS MODIFICATION IS BEING ISSUED TO NOTIFY ALL INTERESTED PARTIES OF NOTICE, RFI-CD-2009, THAT ANY QUESTIONS CONCERNING THIS RFI SHOULD BE SUBMITTED BY WEDNESDAY, MARCH 4, 2009, 10:00AM. ANY QUESTIONS RECEIVED AFTER THIS DATE, MAY NOT BE ADDRESSED. PLEASE SEND ALL QUESTIONS AND CORRESPONDENCE TO CHARLOTTE DEJAN AT
[email protected] OR CALL 504-426-0280. THE DATE AND TIME OF THE RESPONSE TO THE RFI REMAIN AS STATED IN THE ORIGINAL POSTING OF THIS REQUEST. ANY FURTHER MODIFICATIONS WILL BE PUBLICIZED IN FEDERAL BUSINESS OPPORTUNTIES. THIS MODIFICATION IS BEING ISSUED TO INCLUDE THE RESPONSES TO QUESTIONS REGARDING, RFI-CD-2009, SUBMITTED BY WEDNESDAY, MARCH 4, 2009, 10:00AM. ANY QUESTIONS RECEIVED AFTER SUCH DATE, WERE NOT ADDRESSED. THIS PUBLICATION REMAINS A SOURCES SOUGHT PUBLICATION AND SEEKS ONLY INFORMATION. THE DATE AND TIME OF THE RESPONSE TO THE RFI REMAIN AS STATED IN THE ORIGINAL POSTING OF THIS REQUEST. ANY FURTHER MODIFICATIONS WILL BE PUBLICIZED IN FEDERAL BUSINESS OPPORTUNTIES. 1. Statement: Output data must be preserved in an unalterable form Question: Is any compression allowed? RESPONSE: As long as the data can be displayed in the original format and cannot be modified, compression would be considered. 2. Statement: Output data must be accepted from the legacy mainframe and accepted into the new process. All proposed solution must be able to accept the legacy data streams from the mainframe. Capability to export output to PDF formats preferred. Question - what are the output formats of the legacy data streams coming from the mainframe? RESPONSE: The output formats of the legacy data streams are line print data -132 standard landscape reports from an IBM mainframe. 3. Statement: The line print data streams are processed through an interface software package, PME, and placed in the JES output queue ready for microfiche processing. Question: Can you provide additional information on capabilities of PME? RESPONSE: The PME software determines the formatting of the job on the microfiche - start/stop/ carriage controls. 4. Statement: Microfiche and microfilm is sent to the National Archives and Records Administration (NARA) in St. Louis, Missouri for long-term storage Questions: What percentage is sent to NARA? Will the data be allowed to transit a data network? RESPONSE: About 60% of the current microfiche is shipped to NARA. We would consider any proposals to transfer the data electronically. 5. Question: Is there a preference for media type with the new system? RESPONSE: No, we are looking for all recommendations. 6. Statement: Output data must be organized and indexed for easy retrieval Question: Are there preferred databases? RESPONSE: We are more interested in a product that will best fit our overall functionality. We are looking for a server -based solution. We currently maintain several ORACLE databases but we do not want to exclude an excellent product using a different database. 7. Statement: 15 million images annually, Server-based solution preferred, Question: What are the ‘uptime' requirements for your production system? RESPONSE: Our systems are "up" except for a bi-weekly twelve hour maintenance window every other Saturday. 8. Question: What is the retrieval transaction rate? RESPONSE: Moving from a hard copy microfiche system to an online system, it is difficult to estimate. For purposes of this RFI, please use 100 concurrent users retrieving 20 documents each. 9. Statement: We produce a second master copy of all microfiche today in case of lost or damaged microfiche replacement Statement: Any proposed solution should include a fully developed disaster recovery strategy. Question: Will all archived data be required to be "mirrored" at another location? RESPONSE: We would consider any backup strategy based on cost and effectiveness. We need to ensure that we have a backup of all critical data at an alternate site. This could be mirroring to our Backup Computing Center, offsite tapes at an offsite storage facility, etc. We ask for the optimum DR strategy based on the product. 10. Statement: System must demonstrate full compliance with all National Archive and Administration (NARA) rules and regulations. Statement: All proposals must demonstrate compliance with all Federal technical guidelines and physical security specifications. Statement: All Proposals must demonstrate compliance with all Federal certification and accreditation. Question: Can you provide links/copies for review? RESPONSE: We follow the NIST guidelines. You can view the following website: http://www.csrc.nist.gov/publications/PubsSPs.html SP800-37. There is a draft out for comment (rev 1). The current is dated May2004. 11. Statement: All proposed solutions must define a detailed migration strategy to transition from the current microfiche process to the new process. Question: Do you prefer a flash cut of the systems or expect both old and new to be in operation for some time? RESPONSE: Our current plan is to develop and test the new product; and parallel for a short period. 12. Question: Do you see a need to re-engineer the business process? Will you be re-engineering the business process yourself or will it also be part of the final RFP? RESPONSE: The current business process is not expected to change in next few years (i.e. legacy mainframe data). 13. Statement: Demonstrate scalability in the case of rapid growth or requests for longer retention images. Question: What are your retention growth forecasts over the next 5 years? RESPONSE: For purpose of this RFI, project 10% growth annually. 14. Statement: USDA would be testing for accuracy of data transferred, data retention rules, encryption and data results as well as the overall system performance in terms of online response time, batch processing time, security access, and data backup time and accuracy Question: What is the current system performance and what do you hope to achieve with the new system? RESPONSE: The current system is hard-copy microfiche so many of the factors do not apply. The RFI Concept of Operations provides an overview of the objectives of the new system. 15. Question: What is the format of the data from the PME/JES system? How many different types of files/reports come out of the PME/JES system? How many pages are they on average? RESPONSE: The format is standard line print data 132 character landscape reports. 16. Question: What types of information is microfilmed instead of microfiched? RESPONSE: Currently, we microfilm three different documents. But, we may add additional forms and documents dependent on the proposed solution. 17. Question: How is microfilming accomplished? Is it an automatic procedure as the microfiche process appears to be? RESPONSE: Currently, the microfilm process is a manual document by document filmed process. 18. Question: How many people are currently running this system? Sending fiche/film to St. Louis/external recipients? RESPONSE: Currently, there are seven employees. 19. Question: How many customers does the USDA have for this system? How much of the data belongs to USDA? RESPONSE: Not able to determine total number of users. All data belongs to USDA. 20. Question: Is the current process run by the USDA entirely or is there an existing contractor? RESPONSE: Currently, USDA only. 21. Question: Does the current system dispose of fiche/film after its retention time? RESPONSE: Yes. 22. Question: What is the current government spending on the annual maintenance and support of the microfiche and microfilm services? RESPONSE: Information unavailable. 23. Question: Utilizing the "day forward" approach, can we assume there will be no backward compatibility required? For example, the new approach does not have to incorporate the ability to view / retrieve existing microfiche documents RESPONSE: Correct. 24. Question: Of the current output of 15MM pages, is there a general breakdown of document types (output) currently being sent to microfiche / microfilm? For example, mainframe reports/MS Office RESPONSE: All 15 million are being sent to microfiche. 25. Question: Is there a specific need for the use of Microfilm (from the Kodak Imagelink) vs. microfiche? RESPONSE: We need the capability to capture forms and hard copy documents. 26. Question: Is the government currently using a Document Management System (DMS) today and if so what is the name of the product? RESPONSE: We are not currently using a DMS onsite. 27. Question: If the proposed solution data will exist in electronic form, will the government still require physical storage at the NARA facility? RESPONSE: No. 28. Question: Is there a preference between a in-house or a vendor hosted solution? RESPONSE: No. 29. Questioni: Is there a sample of the data output available? RESPONSE: Due to PII data, we prefer not to release any samples. The format is standard microfiche. 30. Question: If a hosted solution is acceptable, could the data be transferred thru a secure ftp site? RESPONSE: All proposals will be considered. 31. Question: What is the deadline for the questions to be answered? RESPONSE: Close of Business, Friday, March 6, 2009. 32. Question: What are the current access controls that are in place to manage clear text Personally Identifiable Information (PII)? RESPONSE: See #29 above. 33. Question: What is assumed to be included in offered pricing estimates? For example are the current legacy license charges and maintenance agreements included in our pricing and staffing requirements? RESPONSE: Do not include any legacy charges but do include all charges with a complete turn-key solution from development through implementation. 34. Question:Given 90% of the microfiches and all of the microfilms are processed, delivered and retained onsite at the NFC in New Orleans, Louisiana or sent to the National Archives and Records Administration (NARA) in St. Louis, Missouri, the USDA intend to specify where contracted systems, staff and archive storage are to be located? RESPONSE: This would depend on the proposed solution. 35. Question: What is the anticipated contract duration since the retention requirements may be for over 10 years? RESPONSE: No decision on any contract has been determined at this time. 36. Question: Please specify the Federal technical security guideline, physical security specification, certification and accreditation requirements that must be met. RESPONSE: See #29 above. 37. Question: Given the proposed solution must be able to accept the current legacy data streams from the mainframe, what are the current legacy data stream formats and protocols? RESPONSE: See #15 above. 38. Question: Given a proposal should document projected performance and retrieval response times based on a given number of concurrent users, what are the current and projected numbers of concurrent users? RESPONSE: Current system is hard copy microfiche- no "on-line" access. For projections, see #8 above. 39. Question: Does the current process support full-text searching of the documents? RESPONSE: Current system is hard copy microfiche. No search capability. 40. Question: Is the metadata information entered in the current process done manually? If so, what is the document index and system response/turnaround time? RESPONSE: Current system is hard copy microfiche. Microfiche are filed by job and date manually. Requests are usually completed in 1-2 days. 41. Question: This end state is desired in order to reduce the current dollars expended. What is the current dollars expended? RESPONSE: We are looking for the most efficient, cost effective end state that will meet our requirements. Path: