ML20235L095

Mod 9,authorizing Enhancement of Document Control Sys,To Operation & Maint of NRC Document Control Sys

ML20235L095
Person / Time
Issue date:	09/25/1987
From:	Mowery E, Matt Thomas, Wiggins E NRC OFFICE OF ADMINISTRATION & RESOURCES MANAGEMENT (ARM), SMALL BUSINESS ADMINISTRATION, TECHNASSOCIATES, INC.
To:
Shared Package
ML20235L078	List: ML20235L076 ML20235L095
References
CON-FIN-D-1874, CON-NRC-10-86-251 NUDOCS 8710050345
Download: ML20235L095 (13)

Text

_ _ _ _ - _ _ _ _.

1

1. CON T R AC T 10 000L PAGL OF PAGES -

" t.

AM ENDMENT OF SOLICITATION / MODIFICATION _OF CONTRACT 1 l 10

2. AMENOMENT/MOUlFICAT4ON NO.

3. EP F LCTIVE. DAT E

' 4. Request i aON/PUH CHASE.HEQ. NO.

5. PROJECT hO. (t/ eppideable)

Nine (9)

A L 1 7-B87 ADM-86-251 dated 2/10/87

s. 855U00 ev

7. AOutNesi0REO uv tt/ ather than item 6) yl U.S. Nuclear Regulatory Commission i

Division of Contracts Washington, DC 20555

6. NAME AND ADORE 55 OF CONT RACTO R (No.. street, county, State and 2fr Code)

(g) 9A. AMENOMENT OF 50LtC4 TAT 80N NO.

PRIME:

U.S. Small Business Administration 1111 - 18th Street, NW, 6th Floor l

Washington, DC 20036

90. DATED (SEE ITM J J) l SUB:

Technassociates, Inc.

20^ gDRICAT60N OF CONT RACT/OHOER 1700 Rockville Pike SB3-86-1-6252 Rockville, MD 20852 NRC-10-86-251 100. DAT EO (SEE ITEM 13)

CODE l FACILITY CODE 2/3/86

11. THIS ITEM ONLY APPLIES TO AMENOMENTS.0F SOLICITATIONS

{

The above numbered solicitation is amended as set forth in item 14. The hour and date stmcified for receipt of Offers is extended, is not en-tended.

Of fers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or es amerded by one of the following rnethods:

(a) By compictirig Items 8 and 15.and returning copies of the amendment; (b) By acknowledging,eceipt of this amendment on each copy of the of fer i

submitted; of (c) Dy separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDG.

l MENT TO BE RECEIVED AT THE PLACE DESIGNATEO FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT l

IN REJECTION OF YOUR OFFER. af by virtue of this amendment you desire to change an offer already submitted. such change may be made by teiegram or letter,provided each telegrarn or letter makes reference to the solicitation and this amendment,and is received prior to the opening hour and date specified.

l

12. ACCOUNTING AND APPROPHI ATION OATA (t/ required) i l

B&R 10-20-25-22 FIN D1874 Obligated:

$577,167.00

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS / ORDERS, iT MODIFIES THE CONTRACT / ORDER NO. AS DESCRIBED IN ITEM 14 l

g A. T HIS CHANGE OHOE H 15 ISSUED PUR$UANT TOs (Specify authonty) THE CHANGES SET F OH T H IN 11EM 14 ARE MADE IN T HE CON.

TRACT ORDER NO. tN ITEM noA.

D. THE ADOVE NUMUCHEO LONTR ACT/OHOER IS MOOlFICO TO REFLECT THC ADMINISTR ATIVC CHANGES (such as changes in paying office, Appropriation date. e er ) SET FOH TH IN IT EM 14, PURSUANT TO THE AUTHORITY OF F A R 4 3.lo3(b).

C. THIS SUPPLEMEN t AL AGHELMEN T IS EN T EHED INTO PURSUAN T TO AUTHOR 11 Y OF r X

Mutual Agreement O O' HE H ISpecaly type of modnincatuon and au thorsty)

X 2

E. IMPORTANT: Contractor is not.

is required to sign this $oCument and return Copies to the issuing of fiCe.

TG>LsC nlP1nON OF AMENOMEN stMOOsrIC AT SON torgansaed by UCreeceson head nes. incrudme soucatetsonicontract ss 6iect, natter whe,* Transkle I SEE PAGES 2 TilROUGil 10 8710050345 870925 PDR CONTR NRC-10-es-g5g pyg g.,g.3 P,.. oeo n....n..

t.....no conotoon, o, In. oocum.nt,

t.,,nc...n..,n.A o, i oA. e, n.,,ioto,. < n n,.o...m.in, onen.n.. ano in tun fou.

15 A. N AME AND it T LC OF StGNE R (Type orprint) 16A. NAME AND T l1LE OF CONT RACT 4NG OF FICEH (Type or pnnt)

SEE SIGNATURE PAGE SEE SIGNATURE PAGE ISH. CON T RAC T OR/Of F L HOH 15C. DATE SIGN ED 160. UNIT EO 5T AT ES OF AML HIC A 16C. DATE SIGNED BY iSagnato,e of person authonsed to signy (signature of Contracting Officer)

NsN 754041152 2070

.30105 STANDARD FORM 30 (REv.10 83)

PREVIOUS EDf 710N UNUSAOLE P,e scribe by GSA

i l

s'

)

NRC-10-86-251 Modification No.'9 Page 2 i

The purpose of this modification is to authorize the contractor to improve the search and retrieval capabilities of the NRC Document Control System (DCS), and to revise the contract Statement of Work.

The following changes are applicable.

A.

Paragraph B.2 is deleted in its entirety, and the following I

paragraph.is substituted in lieu thereof "B.2.

Igtal_Estigated_Cgstg a.

Total Estimated Costs Tasks 1 -5

$5,928.743.00

___gg3 4ZZ.gg Award Fee Tasks 1 -5 3

Total Estimated Cost and Award Fva q

Tasks 1 -5

$6,482,220.00 b.

Total Estimated Cost Task 6 308,883.00 Fixed Fee Task 6

____12 115 99 3

Total Estimated Cost Plus Fixed Fee Task 6 220,998.00 c.

Total Estimated Cost Task 7 541,941.00 Fixed Fee Task 7 3g3226z99 Total Estimated Cost Plus Fixed Fee Task 7 577,167.00 i

B.

Paragraph C.1, Statement _gf_Wgtk, is revised to include the requirement for the contractor to perform efforts necessary to enhance the DCS, as described in the Statement of Work for Task 7, appended as " attachment 1" of this modification.

The effort shall be performed in accordance with the contractor's technical proposal No. 99873043, dated April 16, 1987, and revised proposals dated June 16, 1987 and June 25, 1987, which are incorporated herein by reference.

C.

Paragraph C.1.A.2, gaily _Dgcument_yglugei 1.

Delete the sentence beginning, " Documents entering the system are...."

2.

Delete the. chart and the second and third paragraphs beginning with the words " Documents in Categories..." and "The regular flow documents....".

Substitute the following paragraph in lieu thereof:

I NRC-10-86-251 Modification No. 9 Page 3

" Documents will be processed, generally in the order in which they are received, with RIDS documents taking precedence over non-RIDS documents.

This schedule /prioritization may be modified by the Contracting Office (CO)".

D.

Paragraph C.1.B, Tasks, is changed as follows:

1.

Subparagraph 1,

Introduction - add the following sentences:

" Task deliverables are listed on pages 31-36 of the contract.

No modifications to these lists may be made without the approval of the CO."

(

2.

Change the title of subparagraphs 1.6, 2.5, 3.3.10, 4.5 and 5.6 from " Contractor Provided Supplies" to "

Contractor Provided Supplies / Equipment".

Add the following statements to each section:

"Upon authorization, the contractor shall be responsible for acquiring for the NRC, property or equipment required to operate and maintain the total DCS system, when not furnished i

by the mRO.

The contractor shall integrate such equipment into the total system, whether purchased by the NRC or the contractor.

I 3.

Subparagraph 2.1 - the first sentence is revised to read:

)

i "The task of Document Coding encompasses the Duplicate Check, Encoding (which includes indexing and abstracting)...."

4.

Subparagraph 2.3.2 - change the title of the subparagraph 1

from " Encoding" to " Encoding and Data Entry".

I i

i Add the f ollowing paragraph af ter paragraph is j

"The contractor shall update the indexing volume of the NRC Document Operations Manual in accordance with new document types and data elements as required by NRC.

Draft updates of the manual for preparing abstracts, j

full-text and other index data elements shall be j

submitted before implementing the revised encoding I

l procedures."

1 NRC-lO-86-251 Modification No. 9 Page 4 5.

Subparagraph 2.3.3, Data _Eetty, is revised to include the following statements as the first sentences of the paragraph:

"The contractor shall be responsible for integrating the procedures for document flow, duplicate check and initial data entry, with the procedures for controlling document packages by the NRC Document Control Desk (DCD). The procedures and program modifications required to implement changes in the document flow patterns will be coordinated with the DCD.

Data entry required to enhance q

document control may be performed by the DCD or by l

contractor staff.

6.

Subparagraph 2.3.4 Dual i ty_ggnitgl, lines 5 and 6 -

delete the sentence, "The contractor may elect to perform a post data entry quality review, if necessary to maintain the required accuracy levels. "

7.

Subparagraph 2.3.5, ygcabulaty_ggetrg1LTable_ Maintenance, add the following after paragraph 1:

"The contractor shall be responsible for maintaining all a

vocabularies and vocabulary control tools. These include but are not limited to, an i ni ti al subject index vocabulary, a kill and/or stop word list, the on-line search vocabulary and the thesaurus.

The contractor shall prepare an indexing guide for internal use of the vocabularies in preparation of titles or abstracts, and a user guide to be used in training NRC staff in subject searching.

The thesaurus shall conform to ANS/COSATI standards to the degree possible and will be coordinated with other NRC vocabularies.

Deliverables:

a.

Initial and operational vocabulary lists b.

Indexing Guide (i nternal )

c.

User Manual for subject search d.

Thesaurus e.

Thesaurus maintenance manual i

G.

Subparagraph 2.3.6.2, Drawings, line 10 - delete the 1

remainder of the paragraph after the sentence ending

"...the NRC Document Operations Manual."

t i

l NRC-10-86-251 Modification No. 9 i

Page 5 l

I l

9.

Subparagraph 2.3.6.3, Offigg_gi_thg_ggctgtary_JgEgY1 Dgcument_Elgw, lines 2 and 3 of paragraph 2 - delete the sentence "A monthly listing shall also be provided to the Atomic Safety and Licensing Board Panel."

10.

Subparagraph 2.4, Ggvgrnmgnt-gwngd_Eguipmgnt_and ECgvidgd_guggligs, line 4 - delete the words "NRC Form 435 (See Attachment 5)".

11.

Subparagraph 3.1 Intrgdugtign/Bgchgtgund, paragraph 3 -

delete all but the first and last sentences of this

(

paragraph.

12.

Subparagraph 3.3.6.1, Micrgliche, lines 4 and 5 - the words "Up to" should be placed in front of " Fifty duplicates" and " Forty-five duplicates."

13.

Subparagraph 3.3.7.3 Iub_Eilg_ Audits, line 3 - delete the word "four" and substitute the word "six".

14.

Subparagraph 4.3.1.1, Usgrs_Manugls - delete the following sentences:

"The contractor shall also provide an ANS (Auto-dialing j

Network Service) user guide.

This guide shall be updated and reprinted as necessary."

15.

Subparagraph 4.3.1.2 Dgg_Ngwsigttgt, line 2 - Substitute the following for all text in this paragraph after the word "information" l

"... requested by ITS for incorporation into the ITS quarterly newsletter.

This information shall be submitted in diskette form using Displaywrite3."

16.

Subparagraph 5.1 Introductignfgackgrgund, line 6 -

delete all text after the words ".. 6MB memory" 17.

Subparagraph 5.2 Tash_Managemgeti line 22 - delete all text after the words "... designated by the PO" 18.

Subparagraph 5.3.1, Systgmf0ggtatigg_Mgigtggggge -

delete the first sentence of the second paragraph.

19.

Subparagraph 5.3.1.1 Systgm_Bachugs, lines 4 and 5 -

delete the words "...at least four...".

1' l

l l

NRC-10-86-251 Modification No. 9

^

Page 6 20.

Subparagraph 5.3.1.5 Reggt _Ggnetgtign:

t a.

Delete the first paragraph.

b.

Insert the following after the first sentence of the remaining text:

"These reports will either be printed at the contractor facility or will be transmitted electronically to a remote NRC station for printing. The contractor shall recommend software to be used at the user PC end to accomplish the transmission, storage and local print of the ASCII files.

The contractor shall demonstrate an f

end-to-end transmission of existing data records, abstracts (such as from the NUREG Abstract data base) and designated full-text records to be selected by the Project Officer."

21.

Subparagraph 5.3.2.2 Tglecgmmunicgtions_ggd_ANS Mgintengnce - delete the subparagraph in its entirety.

22.

Subparagraph 3.3.3 Sygtgm_Sgftwgtg_Mgigtggggcg - add to the end of the first sentence :

" including modification to data element, RIDS and document control related software."

Subparagraph 5.4 P ggtgm_Mgnggement_Anglygig_Sugggrt -

23.

t add the following text:

"The contractor shall conduct on going reviews with the NRC, of all data elements included in the DCS data bases, to insure their current usefulness.

The contractor shall recommend to the NRC changes, additions and/or deletions to the data elements, and changes to the input and user screens.

24.

Subparagraph 5.5 Ggyetnment gwned_Eguipment_and_Prgyided Supplieg'- delete the last sentence of paragraph 1.

E.

Paragraph C.2 Megtingg_agd_Trgyg1:

1.

Revise the first sentence to read: "The contractor shall, at the request of the PO, visit each of the regional offices for training and a microfiche audit."

~ _ _ _ - _ - _ - -

n-_-

c

_a n

e~x__

l l

l 1

NRC-10-86-251 Modification No. 9 Page 7 Paragraph F.1 Rgggt s1_Qgcumegtetigg_ggd_Othgr_Delivetgh,lg t

F.

End_ Items:

1.

C90ttact_Delivgtgbleg_ _Igsh_1, - Reduce the number of copies of the Monthly Progress Report from 11 to 6.

2.

ggettegt_pelivetablgs_ _Igsh_2i a.

Change NUREG Abstract Journal frequency from monthly to quarterly.

b.

Delete ASLB as a recipient of the Monthly List of

(

Docketed Material.

c.

Add the f ollowing deliverables:

3.

gggttagt_pellvgtablgs_n_Iggh_4 delete the first deliverable, and substitute the following:

"DCS Input to ITS NEWS ITS 1 Floppy Disk Quarterly" 4.

Ggnicact_Delivetablgg_ _Igsh_51 a.

Delete the ANS Management Report and Monthly Archival

Tapes, b.

Change " Monthly PDR Accession List" to " Monthly PDR Accession Tape".

c.

Add the f ollowing:

" Data Transfer PO Demo Upon Completion DCS Coding Documentation PO 5

Upon Completion PDR Cumulative Docket Tape PDR 3

Weekly"

J NRC-10-86-251 Modification No. 9 Page 8 G.

Paragraph F.2, Durgtign_gf_Ggnttgc_t_Pgt gd, is revised to add i

~

the following subparagraph:

"b.

Task 7 shall commence on the effective date of this modification. The estimated completion date of task 7 is December 31, 1 9,8 7, the expiration date of the contract."

H.

Paragraph G.1.A, Egtimatgd_Gggt_gnd_Obliggtign, is deleted in its entirety and the following paragraph is substituted in lieu thereof.

"A.

Egtimatgd_Gggt_gnd_Obliggtign 1.

The total estimated cost for completion of all tasks required by this contract is $7,280,385.00.

I a.

The total amount of estimated cost and fee for tasks 1 - 5 of this contract is $6,482,220.00.

b.

The total estimated cost for full performance of task 6 is $220,998.00, of which the sum

$208,883.00 represents estimated reimbursable costs, and $12,115.00 represents the fixed fee.

c.

The total estimated cost for full performance of task 7 is $577,167.00, of which the sum

$541,941.00 represents estimated reimbursable costs and $35,226.00 represents the fixed fee.

1 2.

The amount currently obligated and available for payment under this contract is $7,127,167.00.

It is estimated that the amount obligated will cover j

performance of the contract f rom its ef f ective date through September 30, 1987.

I.

In summary, this modification accomplishes the following:

1.

Authorizes the contractor to perform efforts necessary to enhance the capabilities of the NRC Document Control System.

2.

Revises the contract Statement of Work (SOW) to include the enhancement effort, and to reflect changes to the SOW resulting from implementation of the enhancements.

l I

l

4 j

NRC-10-86-251 i

Modification No. 9 Page 9 F

l 3.

Increases the total cost estimated for performance of the contract by $577,167.00, from $6,703,218.00 to

$7,280,384.00.

4.

Obligates additional funding in the amount of

$577,167.00.

e

-a

, ) 2. '.',

)

')

-o NRC-10-86-251 Modification 9 Page 10 TRIPARTITE AGREEMENT Signature Page i

PRIME CONTRACTOR:

U.S. Small Business' Admin' ation By:

Date:

M

'[ //

Name:

yAn p,runume _

Title:

SU8 CONTRACTOR:

Technassocia Int.

e By:

. /tul

. (AAr Date: JUL 0 2 1997 Name:

ELAINE C. MOV RY Director of Contracts

Title:

. and Avie-nt Trz-n,rer ADMINISTRATIVE OFFICE:

U.S. Nuclear Regulatory Conrnission By:

i D

Date-7 /6/67 g

f.

Name:

Elois L'iggins

Title:

Contracting Officer e

i M

p.

NRC-10-86-251 Modification No. 9 STATEMENT OF WORK (50W)

Document Control System (DCS)

Enhancements Project BACKGROUND The DCS is the NRC's major information system for the cataloging, storage and retrieval of regulatory and adjudicatory documents related to the licensing and operation of nuclear power reactors, waste disposal sites and processing facilities.

Upgrading of the system is required to meet agency needs into the next decade.

In a November 7, 1986 memorandum to the Chairman from the Executive Director for Operations, entitled, " Improving Document Search and Retrieval," the followino improvements to the DCS capabilities were outlined:

a.

" Full text search, display and retrieval of selected categories of J

documents."

j b.

" Replacement of microfiche storace of documents by storage en other media, (e.g., optical disks)."

l c.

" Electronic transfer of textual material to a central computer for full I

text search and retrieval."

i d.

" Orderly transfer of current DCS functions of the new document retrieval I

system."

J Modification nunber Seven to the current DCS contract, which required the purchase and installation of new operatino software for the system, is the first step in meeting commitments to the Chairman.

Other actions necessary to move to an upgraded DCS have been identified as:

a.

Upgrade of computer capability and capacity.

j b.

Development of Thesaurus / Controlled language.

j c.

Development of the capability for direct data transfer.

d.

Development of a new data element display.

I e.

Providing the capability for abstracting / full text capture.

l f.

Improving document control processing.

1 g.

Development of a new training package.

SCOPE OF WORK 1.

Hardware Acquisition The contractor shall be responsible for the acquisition, installation and maintenance of hardware equipment necessary to implement full text processing, optical disk storage and other program changes necessitated by the above actions.

A minimum of the following equipment upgrades and acquisitions will be necessary:

I 1

1 1

. f.'

• 6 2

a.

8 MB memory board for.the MV/10000, b..

2 MB memory board for the MV/4000, c.

upgraded of MV/.4000 for MV/10000 compatibility, d.

'ARZ-1 controller, e.

2 disk drives 600MB each for the'MV/10000, f.

2 disk drives 600MB each for-the MV/4000, g.

Optical disk (WORM) system for MV/10000, h..

2 PCs for project-development (software to be provided by the NRC).

2.

-Thesaurus / Controlled Languaoe-The contractor shall be responsible for the development and deployment of a Thesaurus / controlled languace reference, to be applied to the. full text data fields. The NRC Public Document Room (PDR) has done some. thesaurus development. Any PDR material, as well as any other government thesaurus 1.

. development packages, may be utilized.

The contractnr shall also be 1

l responsible for the maintenance and modification of the thesaurus over the life of this contract.

3.

Data Transfer / Transmittal f

l The contractor shall be responsible for development and implementation of the capability to download DCS data to individual terminals for manipu-laticn, perusal, or printout. This information would include OCS searches, subjects, abstracts, and full text and direct transfer of data electronically. (i.e., 5520 to DCS).

4.

Data Element / Screen Review The contractor shall be responsible for the review of existing data elements.

The contractor shall recomend new data elements and their displays to the NRC.

The new display screens shall not be. restricted in number, and should be tailored to user needs.

5.

Abstraction / Full Text Capture

'The contractor shall be responsible for the development of an. abstracting schene for NRC DCS documents.

There shall be'4 levels of document entry--title only; title and abstract; title, abstract and full text; and title and full text. The abstracting scheme shall include indexing principles. applicable to keyword and full text document retrieval, and any combination of document entry level.

6.

Docusent Control of Processing The contractor, with the NRC, shall develop and implement procedures and equinment necessary to establish up front document control, and the capability to traik distribution and disposition of document packages.

The contractor shall establish a communications link with the document control desk to allow for the transfer of indexing, and to distribute data to and from the Document Control Desk.

l l

3 7.

Training Package The contractor shall develop a training packaoe for use by NRC personnel, to train DCS users in all aspects of DCS searchina, either in the old or new systems.

DELIVERABLES The following is a listing of deliverables for the stated requirements.

1.

A plan and schedule for implementing each enhancement.

2.

Hardware as listed.

^

3.

Thesaurus /ccntrolled lanouage reference book, sof tware and procedures.

4.

Software for data transfer, and documentation.

5.

Recommendations for data elements and display, sof tware, and documentation.

6..

Abstract plan, sof tware, and documentation.

7.

Document control processing plan, hardware, and sof tware documentation.

8.

Training plan.

I PERIOD OF PERFORMANCE All efforts described in this SOW will be completeJ prior to December 31, 1987, the scheduled expiration date of the contract.

I

!l

'i I