SOLICITATION NOTICE
R -- Records Management Services
- Notice Date
- 5/16/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-07-00193
- Response Due
- 6/6/2007
- Archive Date
- 7/6/2007
- Point of Contact
- Point of Contact, Bradley Austin, Purchasing Agent, Phone (202) 564-5574
- E-Mail Address
-
U.S. Environmental Protection Agency
(Austin.Bradley@epa.gov)
- Description
- NAICS Code: 541611 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is RFQ-DC-07-00193 and is being issued as a Request for Proposal (RFP) in conjunction with the procedures in FAR Part 13, Simplified Acquisition Procedures. The United States Environmental Protection Agency (US EPA) is seeking vendors to provide records management services for its Science Advisory Board (SAB) Staff Office. The North American Industry Classification System (NAICS) code is 541611. The Size Standard is $6.5 million. The anticipated contract type will be a performance-based fixed-rate Time and Materials order for a 12-month period with two (2) optional 12-month periods. EPA estimates the level of effort for this requirement at 830 hours for the base period and 500 hours for each of the two (2) subsequent optional periods. Offerors shall submit a cost proposal utilizing fixed rates, the above level of effort and any anticipated other direct costs estimates to develop a proposed overall ceiling price for each anticipated contract period. This requirement is a total set aside for Service-Disable, Veteran-Owned Small Businesses (SDVOSB). The following provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial Items; 52.212-3, Offeror Representations and Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-3, FAR 52.222-19, FAR 52.222-21, FAR 52.222-26, FAR 52 .222-35, FAR 52.222-36, FAR 52.222-37, FAR 52.222-39, FAR 52.232-33, FAR 52.222-41 and FAR 52.222-42. All offerors shall include a completed Representations and Certifications based on FAR 52.212-3 within their proposal. As an alternate, vendors may complete this at the ORCA website, located at https://orca.bpn.gov/. Evaluation Factors: Proposals submitted in response to this solicitation will be evaluated on a best value basis. Technical proposals shall address all aspects of the Statement of Work. Past performance information shall include at least two (2) similar projects of a similar scope and nature. Information regarding this requirement will also be posted to the EPA website at the following address: http://www.epa.gov/oam/hpod/index.htm#solam. Prospective offerors should submit any questions they may have concerning this requirement by e-mail to Bradley Austin at Austin.Bradley@epa.gov by COB Wednesday, May 23, 2007. Responses to such questions will be provided to all prospective offerors. Proposals shall be due on Wednesday, June 6, 2007, at 3:00 p.m. EST. The courier delivery address is USEPA, 6th Floor Bid & Proposal Room (Ronald Reagan Bldg.), Attn: Bradley R. Austin, 1300 Pennsylvania Ave., Washington, DC 20004. The offeror shall provide two (2) copies of the proposal/quote. As an alternate method of delivery, proposals may be sent via email to the above address. Prospective offerors should contact the above either prior to, or after, proposals are sent via this method to ensure delivery. Performance Work Statement Records Maintenance Support for the Science Advisory Board Staff Office BACKGROUND The U.S. Environmental Protection Agency (EPA) Science Advisory Board (SAB) Staff Office manages and provides administrative and technical support to the EPA's SAB, the Clean Air Scientific Advisory Committee (CASAC) and the Advisory Council on Clean Air Compliance Analysis (Council). These Committees provide independent scientific and technical advice to EPA Administrator on a broad range of scientific and technical aspects of EPA environmental and research programs. These Committees operate under the provisions of the Federal Advisory Committee Act (FACA). This statute provides public involvement by means of open access to advisory meetings and records and an opportunity for the public to submit comments to the committee for its consideration. The SAB Staff has in place an approved record management plan in accordance with the EPA Records Management Guidelines, EPA Records Schedule and the National Archives and Records Administration (NARA). Major record categories include advisory committees' records, publications, controlled correspondence, program development files, and FOIA requests and responses. The Contractor shall provide support to the SAB Staff Office in conducting an initial and periodic inventory, updating, and retiring all records required by FACA since 2002. The Contractor shall also provide support in conducting an initial and periodic inventory, updating, and retiring all records related to deliberations in establishing ad hoc committees and panels and selecting their membership since 2002. SCOPE The Contracting Officer will issue performance-based Time and Material for all work required under this contract in accordance with the terms and conditions of the contract. In all contact with the public and Government officials, contractor personnel shall identify themselves as contractor employees working under contract to the EPA. Contractor identification badges/visitor badges shall be prominently displayed at all times and shall be clearly visible in all public settings. The contractor shall submit all analyses, options, recommendations, reports, and training materials required under this contract in draft for critical review by the contracting officer or the contracting officer's representative (COR). The Government will make all final regulatory, policy, and interpretive decisions resulting from contractor-provided technical support under this contract and make the final decision on all contractor provided recommendations. The contractor shall not publish or otherwise release, distribute, or disclose any work product generated under this contract without obtaining EPA's express written approval. When submitting materials or reports that contain recommendations, the contractor shall: - explain or rank Process or action alternatives, - describe procedures used to arrive at recommendations, - summarize the substance of deliberations, - report any dissenting views, - list sources relied upon, and - detail the methods and considerations upon which the recommendations are based. The contractor shall not provide any legal services to EPA under this contract. TASK AREAS Each Task will outline the specific Performance Requirements, Performance Indicators, Performance Standards, and the method of Quality Assurance. - The Base Period shall include Tasks 1, 2, 3 & 4 (to be performed in sequential order) and Tasks 5, 6 and 7. - The Option Period shall include Tasks 4, 6 and 8. Estimated hours for the individual tasks are as follows: - Task 1 (120hrs); Task 2 (120hrs); Task 3 (60hrs); Task 4 (80hrs); Task 5 (80hrs); Task 6 (120hrs); Task 7 (240hrs); Task 8 (300 hrs). TASK 1- Develop Initial Work Plan for Conducting an Initial Inventory of FACA files The SAB Staff maintains a file room and SAB Product Database that lists advisory meetings held since 2002. The contractor shall examine the physical lay-out of the file room and the structure and general contents of the SAB Product Database pertaining to advisory meetings. The SAB Staff includes Designated Federal Officers (DFOs) responsible for advisory meetings who are responsible for maintaining hard copies of records required by FACA. Administrative professionals in the SAB Staff assist DFOs in the physical storage and cataloguing of FACA files. To prepare to develop the work plan, the contractor shall review and be familiar with: " Federal Advisory Committee Act (Pub. L. 92-463) - especially statutory requirements for recordkeeping " Federal Advisory Committee Management; Final Rule (41 CFR Parts 101-6 and 102-3), especially: o ?102-3.165 How are advisory committee meetings documented? o ?102-3.170 How does an interested party obtain access to advisory committee records? o ?102-3.175 What are the reporting and recordkeeping requirements " SAB Staff Approved Record Management Plan Manual " FACA File check list in the SAB Product Database " EPA Records Schedule 180, Function Code 316-259 " SAB Web Site (www.epa.gov/sab) information related to meetings that relates to FACA requirements (e.g., Federal Register Notices announcing advisory meetings, agendas, rosters of advisory committee or panel members, review materials, , committee deliberative documents, public comments, minutes, public draft advisory reports , and final advisory reports). Within 21 days, the contractor will submit to the TOPO a schedule and plan for conducting an inventory of records currently held in the EPA file room documenting FACA meetings. The plan would detail how the contractor will: 1) inventory the physical FACA files in the SAB file room; 2) compare the physical FACA files in the SAB file room with the FACA meetings held since 2002, as documented in the SAB Product Database; and 3) compare the physical FACA files in the SAB file room with the minimum recordkeeping requirements of FACA 4) compare the physical FACA files in the SAB file room with information posted on the SAB web-site pertaining to meetings The plan will also detail the design of a report from the Inventory. The report will be generated from the SAB Product Database and will identify 1) the meetings since 2002 for which the physical FACA files in the SAB file room were present, contained the minimum recordkeeping requirements of FACA or missing; 2) availability of documents related to the meeting on the SAB web site; 3) DFO responsible for the meeting 4) Retirement date for FACA records 5) FACA records eligible for removal and/or destruction (duplicative records or not part of the FACA records). In developing the plan, the contractor will work with the TOPO to identify any fields or vocabulary necessary to be added to the SAB Product Database, so that the existing information can be supplemented to generate the proposed report. The plan will also identify interim points for reporting to the TOPO on the status the inventory. The contractor shall routinely consult with the TOPO for guidance as appropriate in developing the plan. The TOPO will approve the plan before Task 2 begins. Performance Indicator: Timeliness and Completeness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review determines that the plan is designed to identify all types of documents required by FACA and that the contractor has accurately identified the SAB Staff paper and electronic files that would be required for the Inventory. TASK 2 - Develop Initial Inventory of SAB Staff Office Federal Advisory Committee Act (FACA) Files Within 60 days of approval of the work plan, the contractor will complete the inventory and submit to the TOPO an inventory report for approval. Performance Indicator: Timeliness and Completeness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review of random sample of files to determine the accuracy of the inventory. TASK 3 - Develop Plan for Updating FACA Files Within 30 days of receiving approval of the Inventory Report, the contractor will submit a plan detailing how: " to obtain DFO certification of the FACA files through completion of the existing "certification of completion field" in the SAB Product Database; " how to update FACA files, where necessary for certification " how to retire records according to EPA and NARA schedule " how to update related information concerning file management in the SAB Product Database. Performance Indicator: Timeliness and Completeness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review determines that the plan is designed to identify all types of documents required by FACA, that the contractor has accurately identified the SAB Staff responsible for each meeting and related FACA files, and the contractor's plan will provide meaningful reports concerning the status of file management from the SAB Product Database. TASK 4- Update SAB FACA Files and Quarterly Maintenance The contractor shall complete updating 2002-2007 FACA files within 6 months of TOPO approval of the plan described in Task 3. The contractor shall work with SAB DFOs through the TOPO to complete files which are incomplete or missing as identified the contractor's inventory report and to update the status of those files in the SAB Product Database. The contractor shall routinely consult with the TOPO for guidance or adjustments to the records management process. The contractor shall complete another cycle of inventorying and updating FACA files every 4 months. The date will be set by the TOPO in planning from completion of the last update. Performance Indicator: Timeliness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review of random sample of files TASK 5 - Development of a Plan for File Management of Maintaining SAB Staff Deliberative Records Related to Ad Hoc FACA Committee and Panel Establishment and Membership. The SAB Staff generates non-FACA deliberative records related to the establishment of ad hoc committees and panels and choice of membership. At a minimum, the SAB Staff has required, since 2002, "Short List Biosketches" and "Determination Memoranda" for Ad Hoc Panels and Committees. Electronic files in PDF form for these documents are stored in the SAB Product Database. In 2006, the SAB Staff has required a "Project Initiation Memorandum" and a "Short List Memorandum" for ad hoc Panels and Committees. The SAB Staff Office will add fields in the SAB Product Database for these documents. In addition, DFOs keep records related to establishment of ad hoc Committees and Panels, including internal and external communications (in both paper and electronic form) related to the nomination and selection of candidates for specific committees and panels for each advisory projects. Within 30 days of initiation of the Task 5 request from the TOPO, the Contractor shall develop a proposed plan to develop, maintain and retire hard copy SAB files for all the deliberative records related to establishment and membership of ad hoc FACA committees and panels that are available. The proposal should be in compliance with EPA Records Management Guidelines, EPA Records Schedule, and the National Archives and Records Administration guidelines, and EPA's Electronic Content Management System. The plan shall include: an estimate of the space required for the deliberative files to be maintained, separate from SAB FACA files; a design of the file structure for the deliberative files; and identification of the retirement and retention requirements for these files. The plan will detail how the contractor will: " obtain from DFOs any existing deliberative information related to establishment or membership of an ad hoc committee or panel that is not in the SAB Product Database; " organize the deliberative files " retire or dispose of records according to EPA and NARA schedule The plan will include a report concerning the current status of deliberative files. The report will identify: 1) the ad hoc panels and committees established since 2002 for which the SAB Product Database contains: " Project Initiation Memorandum " Short List Memorandum " Short List Biosketches" " Determination Memoranda 2) the DFO responsible for the ad hoc committee or Panel Performance Indicator: Timeliness and Completeness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review determines that the plan is designed to identify all types of deliberative documents required by the SAB Staff Office and that the contractor has accurately identified the DFOs whose assistance is required to complete the task. TASK 6 - Creation and Ongoing Maintenance of SAB Staff Deliberative Records Related to Ad Hoc FACA Committee and Panel Establishment and Membership. The contractor shall complete updating deliberative files created since 2007 within 6 months of TOPO approval of the plan described in Task 5. The contractor shall work with SAB DFOs through the TOPO to complete files where there are emails or other correspondence relating to committee and panel establishment and Membership. The contractor shall routinely consult with the TOPO for guidance or adjustments to the records management process. The contractor shall complete another cycle of inventorying and updating FACA files every 4 months. The date will be set by the TOPO in planning from completion of the last update. Performance Indicator: Timeliness and Completeness Performance Standard: The Contractor meets the time frame outlined in the Task Order. Quality Assurance: TOPO review of random sample of files to determine the accuracy of the inventory. TASK 7 - Development of a Plan Assessing the Potential of Using EPA's Electronic Content Management System with the SAB Staff People Database and/or SAB Product Database to Create a Central Searchable Database for Email Correspondence Related to the Establishment and Membership of Ad Hoc Committees and Panels and Suggesting Alternative Designs for Possible Integration of those systems Within three months of The Contractor shall evaluate the feasibility and practicality of using the Agency's Ele NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (16-MAY-2007); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.fbo.gov/spg/EPA/OAM/HQ/RFQ-DC-07-00193/listing.html)
- Record
- SN01295896-F 20070518/070516221917 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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