Document Delivery and Inter Library Loan Request Management System

This is a Small Business Sources Sought notice. The NAICS code for this Small Business Sources Sought notice is: 541511. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. All responsible sources may submit a capability statement which will be considered by the National Library of Medicine. This Sources Sought Notice is not a Request for Quotations (RFQ), nor is an RFQ available. Interested firms responding to this Sources Sought Notice must provide a capability statement that displays the following: (a) Microsoft Word or PDF file in 12 point font; (b) DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc) pursuant to the applicable NAICS code); (c) Technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses; (d) Staff expertise, including their availability, experience, and formal and other training; (e) Current in-house capability and capacity to perform the work; (f) Prior completed projects of similar nature; (g) Corporate experience and management capability; and (h) Examples of prior completed Government contracts, references, and other related information. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 6 pages (excluding attachments.) This sources sought notice requires capability statements to be submitted via eCPS.: 1) Electronic copy via the NLM electronic Contract Proposal Submission (eCPS) website at https://ecps.nih.gov/NLM. For directions on using eCPS, go to https://ecps.nih.gov/NLM/home/howto NOTE: To submit your electronic capability statement using eCPS, all offerors must have a valid NIH External Directory Account, which provides authentication and serves as a vehicle for secure transmission of documents and communication with the NLM. The NIH External Directory Account registration process may take up to 24 hours to become active. Submission of proposals by facsimile or e-mail is not accepted. All capability statements must be submitted electronically no later than 10:00am Eastern time on March 11th, 2016 via the method indicated above. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). National Library of Medicine Preservations Services Division Background The mission of the National Library of Medicine (NLM) is to collect, preserve and disseminate biomedical information. In support of this mission, NLM has assembled one of the largest collections of biomedical literature in the world. NLM's biomedical collection contains nearly 8 million print and non-print items. NLM makes its collections available to the global library community by participating in interlibrary loan activities. NLM processes over 200,000 interlibrary loan requests yearly. NLM has the need for a document delivery and Inter Library loan (ILL) request management system. The system shall facilitate tracking of the ILL requests from receipt to delivery. The system shall also facilitate the scanning of documents on document scanning workstations and the automatic delivery of these documents via the Internet or to be printed and mailed to the requesting institution. Billing and reporting features are also essential requirements of the system. Requirement NLM requires an automated ILL management system that can accept orders from DOCLINE, which is NLM's automated interlibrary loan request routing and referral system. The required system must: - provide a web form to allow borrowing libraries to submit ILL requests - communicate with other library request systems i.e. OCLC, ILLiad, RapidILL - identify the requesting organization and specific requestor details - search within the NLM online catalog - sort documents according to the location where they are shelved in the library - redirect orders to alternate locations when library materials are relocated temporarily or permanently - manage exception handling for specific criteria such as cost or holdings - convert documents to the format the client requested (digital, paper) - transmit the document to the client via the requested delivery method (e.g. email, post to Web, Odyssey) - alert NLM to failed document deliveries and allow for resending of failed documents - alert NLM to requests submitted without call numbers - produce loan labels, track due dates and issue overdue notices via DOCLINE or email - determine billing amounts and produce billing reports - have the ability to assign requests in batches to individuals/groups and track the status and the assignee of each order in the system at all times - provide a complete tracking history for each document from the time it is transferred to the ILL request management system to the time it is delivered to the patron which includes a record of the time the requests were printed at different print queues based on their location, the time the request was automatically assigned to a staff person, the time the request was scanned, number of pages scanned, record of the time the document was delivered successfully and for loans calculate the due dates and time the item is ready for shipment - history of delivery failed documents and attempted re-sends - provide real time update on the status of all requests in various queues in the system - produce statistics reports The benefits of the system must include reductions in labor requirements and reduced cycle times for fulfilling ILL requests. NLM requires that the system be MS Windows compliant and network-based. The vendor must support an internally hosted SQL Server Database. The system must operate with scanners capable of reproducing journal articles at the rate of 40 pages per minute. The system must support access for Crystal Reports and other reporting tools. The vendor must be able to provide custom workflow enhancements in a timely manner to support changing ILL needs. The vendor must provide monitored remote server and database system support to the NLM site as scheduled. The vendor must provide all the necessary technical support to keep the system functioning and also provide free software upgrades as needed. The vendor must respond promptly to flagged security threats and provide ad hoc software patches.