Update to DOC US Patent and Trademark Office RFI for COTS Legal Document Management System indicates new Alternate Competition Method

Updated September 1, 2021

Notice ID CombinedSynopsisSolicitation

Related Notice ACQ21-1012

“The United States Patent and Trademark Office (USPTO), Office of General Counsel (OGC) plays a vital role in the agency’s mission to issue patents and trademark by providing timely and innovative legal advice and legal representation. OGC serves as legal counsel to the USPTO on intellectual property law matters and collaborates with the Department of Commerce (DOC) on interagency intellectual property law matters. OGC is responsible for representing the USPTO in matters other than those involving intellectual property issues, providing advice and written legal opinions on areas concerning the administration and management of the USPTO. OGC currently stores documents on a shared network drive, though attorneys and paralegals store much of their work products in non-shared email folders and individual hard drives.  The purpose of the project is to procure a Commercial Off-The-Shelf (COTS) Legal Document Management System (LDMS) supporting OGC. This LDMS will provide OGC a comprehensive, centralized repository for storing and retrieving legal documents and emails that are easy to access and efficient for use.

The Contractor shall provide COTS software to fulfill USPTO’s current and future requirements of a USPTO Legal Document Management System.  This software will need to be a turn-key solution and not require code modification from the vendor to implement.  The vendor will be responsible for installation and configuration, training, and provide for the efficient migration of existing historical documents.

The Contractor shall provide effective and efficient COTS software to fulfill USPTO’s current and future requirements for software management of the legal document management requirement.

The associated North American Industry Classification System (NAICS) code for this requirement is 511210, proposed Federal Supply Code (FSC) is 7030, and the Small Business Size Standard is $38,500,000.00. The estimated ceiling amount is $400,000.00.

This requirement was publicized on May 14, 2021 using a Request for Information notice posted at www. sam.gov and the results indicate that a limited number of qualified vendors are most likely to successfully meet the agency’s needs under the stated scope of services.

As a result of the USPTO’s exemption from the Competition in Contracting Act, the subject requirement is being procured using the Alternate Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines Subpart 6.1.1 and the Patent and Trademark Office Efficiency Act 35 U.S.C. §2(b) (4)(A) and as a result, the solicitation shall only be issued to a limited number of qualified vendors.

The anticipated award date is September 30, 2021 and the base period of performance is September 30, 2021 through September 29, 2022.

This notice is not a request for submission of competitive proposals…”

Read more here.

Posted April 26, 2021

Notice ID ACQ21-1012

“The purpose of this Statement of Objectives (SOO) is to procure a COTS LDMS and implement the COTS product for the OGC. The COTS LDMS will support the OGC’s document management requirements as they provide advice to USPTO clients on the full range of the agency legal issues: fiscal, procurement, rulemaking, administrative law, labor and employment, and information law.”

“The Contractor shall provide a LDMS COTS product and facilitate the implementation, configuration, and testing of the COTS LDMS, user training, and support to the OGC. In executing this scope of work, the Contractor shall comply with the enterprise USPTO Agile Methodology tailored for a COTS system.

The Contractor shall provide COTS software to fulfill USPTO’s current and future requirements of a USPTO Legal Document Management System. This software will need to be a turn-key solution and not require code modification from the vendor to implement. The vendor will be responsible for installation and configuration, training, and provide for the efficient migration of existing historical documents.

The core services required include requirements analysis, implementation and configuration, training and maintenance. Services should also include investigation, resolution, and documentation of any issues found during testing and implementation. Project work should be a collaborative effort between the contracted developers and existing USPTO government and system employees.”

“The following requirements must be fulfilled through this contract:

  • 1.1 The System must interface and keep up to date with USPTO software standards of OCIO Enterprise Architecture such as MS Office 2016.
  • 1.2 The System must encourage user adoption through, e.g., intuitive work processes, minimizing number of steps required to attain desired results.
  • 1.3 The System must comply with the standards in the UI Design Library of the OCIO User Experience Branch available at http://uspto.github.io/designpatterns/.
  • 1.4 The System must allow documents – including emails and attachments, all MS Office file types, Portable Document Format (PDF) files, image files, and audio files – to be readily saved in their native formats.
  • 1.5 The System must permit users to make document-specific decisions about whether to save a document locally, on a network drive, and/or in the document management System.
  • 1.6 The System must contain search capabilities and allow for keyword, Boolean, full text, natural text, and conditional (if-then) searches throughout all stored files, regardless of original format. System search capabilities shall allow users to retrieve the most relevant document(s) with a high degree of certainty.
  • 1.7 The System must act as a “secure container” – i.e., must permit for System copies of imported records to be stored and preserved separately even if the original is deleted.
  • 1.8 The System must perform Optical Character Recognition (OCR) on documents in order to create full-text searchable documents.
  • 1.9 The System must include version control and version comparison capabilities.
  • 1.10 The System must provide the ability to create a taxonomy such as hierarchical folders for efficient document storage and retrieval.
  • 1.11 The System must provide the ability to add metadata (e.g. keywords, tags, etc.) to LDMS documents and be able to use the information in searches.
  • 1.12 The System must provide for user customization; e.g., personalized default storage settings, personalized user interfaces, etc…”

“The period of performance is date of award up to 12 months after award. Four option years are included to extend the term of the contract and provide additional quantities as needed for required maintenance and support.”

Read more here.


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