SOLICITATION NOTICE
R -- Records Management Services
- Notice Date
- 3/23/2010
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-10-00123
- Response Due
- 4/3/2010
- Archive Date
- 5/3/2010
- Point of Contact
- Point of Contact, Frank Bottalico, Purchasing Agent, Phone (202) 564-0141
- E-Mail Address
-
U.S. Environmental Protection Agency
(Bottalico.Frank@epamail.epa.gov)
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 541611 NAICS Code: 541611This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Thesolicitation number is RFQ-DC-10-0000123 and is being issued as a Request for Quotations (RFQ), in conjunction with FAR 13 Simplified Acquisition Procedures. The solicitation document and incorporated provisions are those in effect through FAC 2005-38. The United States Environmental Protection Agency (US EPA) is seeking a contractor to provide management services for offices within the Office of Policy, Economics, and Innovation. The North American Industry Classification System (NAICS) code is 541611. The Small Business Size Standard is $7.0M. This requirement is a total set aside for Service-Disabled, Veteran-Owned Small Business (SDVOSB). Contractors shall indicate in their response how it meets the small business size standard to qualify for award. The anticipated contract type will be a fixed-rate, Labor Hour order for a 12-month period with two (2) optional periods. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). EPA estimates the level of effort for this requirement at 430 hours for each of the base and subsequent optional periods. 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. EPAAR 1552.235-71 and 1552.235-76 are hereby incorporated by reference. Prospective sources are reminded that an award can only be made to a Contractor who is registered in the Central Contractor Registration Database, IAW FAR 4.11. Contractors may obtain information on registration and annual confirmation requirements by calling 1-866-606-8220 or online at http://www.ccr.gov. Evaluation Factors: All quotes submitted will be evaluated on the technical factors below and cost. Award should be made on best value basis. Prospective offerors should submit any questions they may have concerning this requirement by-mail to Frank Bottalico at Bottalico.Frank@epa.gov by COB March 29, 2010. Responses to such questions will be provided to all prospective offerors. Proposals shall be due COB on April 3, 2010. Proposals shall be provided via email to the above address and shall be in either Word or PDF format. Prospective offerors should contact the above either prior to or after proposals are sent. Statement of WorkTitle: Office of Policy, Economics Innovation Records Management Support Services Estimated Period of Performance: April 18, 2010 to April 18, 2011 Location of Work to be Performed: 1200 Pennsylvania Avenue, NW 3rd and 6th Floors, Ariel Rios North and 1st and 4th Floors, EPA West Washington, DC 20460 I. Introduction EPA's Office of Policy, Economics, and Innovation supports the Agency's mission by promoting innovation that achieves greater and more cost effective public health and environmental protection and by managing and participating in the regulation development process. The Office, in consultation with its different internal and external stakeholders and partners, supports and oversees the testing of new and innovative approaches to environmental protection and related policy changes. OPEI is the focal point for regulatory analyses, policy development, and economic analyses necessary to support EPA's regulatory development process and changes in today's business conditions. OPEI's role in the regulatory development process is to manage the process and ensure that the underlying policy analyses are sound. OPEI helps strengthen the analytic foundation of the Agency's decision making processes, working with EPA's Science Advisor to strengthen the integration of scientific and economic analyses. The Office is organized into three independent offices, including two national centers. Areas of expertise and the types of records that are created and maintained vary significantly between the offices. Consequently, in order to create and implement sound records management practices that comply with Agency and National Archives and Records Administration (NARA) policies, technical experts from each of the offices have been identified and are integral to the successful delivery of the work in this contract. II. Purpose and Scope: The purpose of this contract is to provide OPEI's Associate Administrator's Immediate Office, the four immediate offices associated with OPEI's sub-Offices, and the twelve divisions collectively in the National Center for Environmental Innovation (NCEI), the National Center for Environmental Economics (NCEE), and the Office of Regulatory Policy and Management (ORPM) with support in the form of Records Management Support Services. OPEI's Offices compile information in many forms which they use to interact with the Office of Management and Budget, other federal agencies, Congress, states, tribal and local governments, individuals, communities, organizations, corporations, and other government agencies. OPEI's Offices must be able to readily access all of its records to answer Freedom of Information Act (FOIA) and Congressional requests and prepare for various kinds of outreach activities to promote environmental health protection. This means that an effective records management system must be in place. Such a system must provide consistency in the way records are managed, greater efficiency in the filing and retrieval of documents, increased document security, and improved utilization of available space. III. Performance Objective 1: Intellectual Control of Records The contractor shall prepare documentation to preserve records (any medium) according to guidelines issued by EPA and NARA. The contractor shall be responsible for meeting with each of OPEI's Offices and their designated Technical Expert. The contractor shall also be responsible for meeting with any other designated EPA employee in these offices. The purpose of these meetings is for the contractor to determine the nature of the files in each of the offices, and the need and type of filing system to develop for each office and their employees. The contractor then shall provide this information to the COR and the COR will provide technical direction to the contractor on how to proceed. The contractor will be responsible for meeting with the designated Technical Experts to conduct records inventories and identify what documents the staff has. The contractor shall collect, organize, index, and inventory records in accordance with established structures. Records shall be clearly labeled and handled in accordance with EPA guidance documents. All phases of records disposition shall be performed, including identification by EPA Records Disposition Schedule, retirement to inactive storage, and destruction as authorized by EPA/OPEI personnel in accordance with the guidance documents. Records identified by OPEI as support contract documents shall be clearly labeled and handled in accordance with EPA guidance documents. Acceptable performance for this task means: (a) that files are organized and filed in accordance with EPA and NARA guidance documents, and that confidential and sensitive files are clearly labeled as to be easily distinguishable from "routine" files, (b) that a list of records recommended for purging, destruction, or retirement are identified and submitted to the PO, (c) that destruction and retirement activities are recorded in the final technical report; (d) that no shipments of transferred or retired records are refused due to improper indexing, boxing, labeling, and shipping procedures, and (e) that documents approved for destruction are destroyed in a timely manner. Contractor personnel may have access to confidential and sensitive information. Contractor staffs are prohibited from releasing any information about EPA files, data processing activities or functions, or any other knowledge of EPA operations or data. All contractor employees must adhere to Confidential Business Information (CBI) regulations, policies, and procedures. IV. Performance Objective 2: Specialized Services The contractor shall provide a draft OPEI records management policy and procedure guide that complements and arguments the Agency's records management policy, as well as a filing systems and file plans for each of the three major offices (NCEI, NCEE, ORPM). In order to do this, the contractor will interview OPEI staff and management to determine options for OPEI-specific policies and procedures and draft options for OPEI management. The contractor will be required to conduct records management training sessions that provide information on NARA and Agency records management policies, procedures and requirements and provide clear delineation of employee records management responsibilities to familiarize OPEI staff with procedures and responsibilities. This includes producing any training or administrative support materials used to conduct the training. Support materials shall be approved by the OPEI project officer to any training being given. Acceptable performance for this task means: (a) that any policy and procedure guide complements (NARA and EPA record management policies and practices and is clear, informative and ease to use; (b) that training sessions are informative and materials useful as reference, and (c) that any file system developed is user friendly and easy to maintain. V. Evaluation Criteria:Technical Approach to SOW"The project manager must have at least a minimum of three (3) years government information/records management experience."Contractor personnel must be well versed in NARA and EPA records management policies, as well as in the following legal and regulatory authorities and background documents:oLegal Authority- 44 U.S.C. chapter 3101, Records Management by Agency Heads; General Duties - 44 U.S.C. Chapter 33, Disposition of Records- 18 U.S.C. Chapter 101, Records and Reports- 5 U.S.C. 522, Freedom of Information Act as amended- 5 U.S.C. 553, Rule Making- 40 C.F.R. 2, Public Information- 36 C.F.R. Chapter XII, Part 1236 - Management of Vital records- The Paperwork Reduction Act of 1995oRegulatory Authority-National Archives and Records Administration (NARA)-Federal Emergency management Agency (FEMA) Federal Preparedness Circular - Vital Files, Records, and Databases-EPA Vital Records Order-U.S. EPA Uniform EPA National Security Emergency Preparedness Policy (2040.1A1)-U.S. EPA Records Management Manual (Directive 2160)oBackground Documents- EPA Confidential Business Information procedures Point of ContactPoint of contact, Frank Bottalico-(202)564-0141Email your questions to U.S. Environmental Protection Agency at Bottalico.Frank@epa.gov. This synopsis/solicitation is also available athttp://www.epa.gov/aomhpod1/admin-placement/opeirm/index.htm
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