Offices, Imaging, and Document Solutions Services

GS-25F-0063N

EXPLANATION of GSA SIN CATEGORIES
SIN NumberDescription
51-501OFCA Assessment and Analysis Services
51-503OFCA Education and Training support
51-504OFCA Record Management Services
51-505OFCA Document Production On-site and Off-site Services
51-506OFCA Document Conversion Services
51-508Litigation Support Services LLS
733-1Mail Room Management Services
733-3Miscellaneous Mail Services

Needs assessment and analysis services provide professional support in analyzing and developing customer's requirements. Based on the customer's overall objectives, the OFCA conducts a comprehensive need assessment and analysis of the customer's current and required capabilities. 

Based on the assessment and analysis, the OFCA develops and provides detailed recommendations in meeting the customer's objectives, for example:

  • Required platform
  • Operating systems
  • User interfaces
  • Network support
  • Application software
  • Equipment requirements
  • Specific equipment including application software meeting the requirements
  • Quantity and location of the required equipment and software
  • Maintenance of the required equipment and software
  • Consumable supplies and replacement items
  • Training
  • Required processes, procedures, and controls. 

In addition, the contractor provides recommendations for acquiring a wide spectrum of equipment offered herein, for example:

  • Document management systems
  • Digital cameras
  • Photographic equipment
  • Laboratory imaging systems
  • Mailroom machines and Mail mobile delivery systems binding equipment service
  • Purchases and lease (e.g., laptop and desktop)
  • Rentals
  • Conversion of rentals to purchase leasing
  • Cost-per-copy
  • Flat-rate monthly fee
  • Document production outsourcing
  • Document conversion
  • Educational and training
  • Destruction
  • Litigation
  • Milestone schedule for acquiring and deploying the recommended equipment including the required training
  • Projected costs
  • Operational management support services are typically used to effectively implement the recommendations contained in a needs assessment and analysis report. 

(SIN 51-501) NEEDS ASSESSMENT & ANALYSIS SERVICES 

Needs assessment and analysis services provide professional support in analyzing and developing customer's requirements. Based on the customer's overall objectives, the OFCA conducts a comprehensive need assessment and analysis of the customer's current and required capabilities.

Based on the assessment and analysis, the OFCA develops and provides detailed recommendations in meeting the customer's objectives, for example:

• Required platforms
• Operating systems
• User interfaces
• Network support
• Application software
• Equipment requirements
• Specific equipment including application software meeting the requirements
• Quantity and location of the required equipment and software
• Maintenance of the required equipment and software
• Consumable supplies and replacement items
• Training
• Required processes, procedures, and controls.

In addition, the contractor provides recommendations for acquiring a wide spectrum of equipment offered herein, for example:

• Document management systems
• Digital cameras
• Photographic equipment
• Laboratory imaging systems
• Mailroom machines and Mail mobile delivery systems binding equipment services
• Purchases and lease (e.g., laptop and desktop)
• Rentals
• Conversion of rentals to purchase leasing
• Cost-per-copy
• Flat-rate monthly fee
• Document production outsourcing
• Document conversion
• Educational and training
• Destruction
• Litigation
• Milestone schedule for acquiring and deploying the recommended equipment including the required training
• Projected costs
• Operational management support services are typically used to effectively implement the recommendations contained in a needs assessment and analysis report.


(51-503) EDUCATION AND TRAINING SUPPORT 

Education and training support services provide the customer with a comprehensive knowledge for example:

• Operational capabilities
• User-training
• Maintenance training
• Repair techniques of products offered herein (for example):

• Color copiers
• Computer-enhanced copiers
• Special-application copiers
• Multi-functional digital copiers
• Duplicators
• High-speed Printers
• Scanners
• Digital cameras
• Software applications
• Photographic laboratories
• Shredding machines
• Mail mobile delivery systems
• Media storage
• Network and optical systems
• Procedures
• Processes
• Applications
• Services may include (for example)
• Destruction
• Document conversion
• Records management (Photographic)

Training may be offered in various forms (for example):

• Onsite/Offsite
• CD ROM based training
• Interactive on-line training

Note: Training of personnel that is required to be provided at initial installation or during the course of the contract and training that is normally provided by the contractor to commercial and/or government customers (at no additional cost to the customer) is not included.


(51-504) RECORD MANAGEMENT SERVICES 

Record management services provide a comprehensive capability to solve the complex challenges posed by the movement, manipulation, archiving, security, and management of records.

OFCA provides professional management and administrative support personnel having the necessary skills to perform effective record management services for both classified and/or unclassified records.

The services are provided using either Government or contractor equipment and facilities or a combination of both. The contractor provides those services necessary to meet the following record management objectives using Government equipment and facilities. The Record management objectives are to maintain the existing file room in a manner that permits the easy location, retrieval, and storage of files. 

File Organization and Maintenance Services
Generally on-site services i.e., organization of files not for storage, tracking of files, information and documents indexing, scanning, labeling, bar-coding and filing.

Storage Services
Generally preparation of files for pick-up, storage and retrieval of records. Storage Facilities must conform to National Archives and Records Administration (NARA) standards.


(51 505) Document Production On-site and Off-site Services

Services Document production on-site and off-site services provide customers a practical turn-key solution to a customer's requirements for production of documents. A typical document production service would include the required equipment (e.g., high-volume digital color copiers, scanners) and contractor provided operational and management personnel required for effective on-site/off-site document production.


(51-506) Document Conversion Service (DCS) 

The process of document conversion involves state-of-the-art scanning of the original document's text and graphic image into digital data, which is then transferred to a new media and formatted for use in a document imaging and storage system.

Comprehensive DCS are used to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, legal instruments, etc.) in whatever media they currently exist (e.g., paper, aperture cards, microfiche, microfilm, roll film, etc.) onto a new delivery/storage media (e.g., CD-ROM disks, 4mm/8mm magnetic tape, magnetic storage disks, aperture cards, microfiche, microfilm, roll film, etc.) in any required format (e.g., raster images, ASCII text, SGML tagged for electronic distribution or publishing, PDF image files, etc.) required for use in a document imaging and storage system.

Customized coding and indexing options are also available as part of the document conversion process. Complete DCS will be used for both unclassified and classified documents using Government or contractor facilities or a combination of both.


(51-508) Litigation Support Services 

Provides professional and nonprofessional services support in the area of managing legal documents. These types of Support Services include but are not limited to (e.g., document preparations, organizing, copying materials, files, coding and, scanning. Indexing, database development, document analysis, software and systems support.

Certain types of services are not included under this contract:

• Paralegal services
• Attorneys
• Accountants, or
• Other professional labor categories that may be construed as legal services or professional support for legal services are not included and will not be procured under this SIN


(733-1) Mail Room Management Services 

As specified in a task order, OFCA shall provide daily mailroom administrative services consisting of, but not limited to:

  • Accepting incoming mail from USPS and courier services such as UPS and FEDEX
  • Accepts and signs for certified mail, registered mail, and overnight mail
  • Makes distribution of all mail using an Office Roster.
  • Processes outgoing mail, metering flats, letters, packages, etc.

(733-3) Miscellaneous Mail Service

Miscellaneous Mail Services - Provides management, supervision, labor & equipment and plans, schedules, coordinates and assures effective performance of all services described. Consists of:

• Preparing/packaging mail
• Addressing
• Labeling
• Folding
• Inserting
• Bursting
• Collating
• Mail match wrapping
• Software services
• Metering & Stamping mail