SOLICITATION NOTICE
D -- This Combined Synopsis/Solicitation is for Digital Conversion and Repository Management Services of physical records.
- Notice Date
- 1/11/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- USPFO for Montana, P.O. Box 4789, Helena, MT 59604-4789
- ZIP Code
- 59604-4789
- Solicitation Number
- W9124V-11-T-4010
- Response Due
- 2/15/2011
- Archive Date
- 4/16/2011
- Point of Contact
- Chad Brown, 406-324-3411
- E-Mail Address
-
USPFO for Montana
(chad.b.brown@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- 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. Montana Army National Guard W9124V-11-T-4010 Request For Quote for Digital Conversion and Repository Management Services 01 May 2011 through 30 April 2012 This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in the Federal Acquisition Regulations (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The NAICS code is 518210 and size standard is less than $7.0 million. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26, effective 1 June 2008 & Class Deviation 2005-00001. Proposers shall quote a firm fixed hourly rate for one staff member to provide the agreed upon services. The hourly rate must be fixed for the expected duration of the contract, projected to be twelve months. The length of the contract may be less than twelve months, however, at the sole option of the Montana Army National Guard, according to the FAR 52.249-1. This RFP is for a small business set aside. If a proposal conforming to the requirements of this RFP is not received from a small business, proposals from large businesses will be accepted. Performance Work Statement: Description of Services The Montana National Guard anticipates contracting with a single contractor for digital conversion and repository management who will be capable of performing the following: Service Component Work Process Descriptions Service Configuration Parameters Operations Administration Contractor performs operational and job administration processes and duties as outlined below: Customer Interface/Job Receipt The Contractor serves as the point of contact to receive and enter customer jobs, review job requirements, and provide customer consultation as required. Site production facility will be open on the following days of the week: _Monday - Friday_ For _8_ hours per day, with standard hours of _8:00_to _5:00_. And will operate 1 standard shift per day Job Estimating, Scheduling, and Tracking The Contractor schedules and manages the digital conversion process, which includes: Job entry Requirements confirmation Job requests are categorized and tracked as "normal" or "rush" Capacity planning Quality control MTNG job tickets are tracked from receipt to delivery. Job turnaround times can vary dramatically depending on the nature and quality of the hard-copy, files, indexing requirements, and the work to be done. Turnaround times for jobs are dependent on many parameters. Turnaround time is subject to the measurement described in the Standards of Performance herein. Quality Assurance Quality assurance processes are implemented using a variety of QA process techniques to ensure file integrity. Quality failure modes will be identified, tracked and reported. Contractor will document measures used to eliminate errors. MTNG Problem Resolution Support resources are available during normal working hours to facilitate resolution of production or technical problems. MTNG issues and problems will be acknowledged on average within __4_business hours of receipt of the initial communication. Service Component Work Process Descriptions Service Configuration Parameters Hard Copy Document Preparation Contractor removes documents from storage or shipping containers, remove binding material, insert separator sheets (as required), organize and rehabilitate documents and divide them into batches for processing. Documents will be reassembled at the end of the conversion process. Average number of document pages handled: Monthly_20,000 sheets Per Shift_1___ Document Scanning Hard copy documents are scanned and converted into digital formats. Average number of scans: per shift _900_ per week _4,500_ Maximum scan resolution required __400 dpi Maximum document size _11_ x _17__ Scan the majority of the paper documents in our records holding area into a digital format that is indexed and searchable using the Xerox 4110, docushare and Kofax software. Assist NGMT Networking department in setting up method for customers to retrieve their own records (with security and user rights). This includes a web interface for users and admins. Assist in setting up existing Xerox MFC on network to scan to the document repository. Create and Manage processes, procedures, and guidebooks for users to follow to scan directly to repository. Shred documents that need to be destroyed. Assist in keeping the records holding area organized/secure. Handle any requests for records (go and find Mr Smith's personnel record from 1945 in storage, make a copy and give it to them). During any downtime call our customers and check that status of helpdesk tickets. Definitions: 1.Job: An agreed upon, definable production quantity. This production quantity could be a document, piece, or file. 2.Project: A unique combination of jobs that are bundled together as one ultimate deliverable (For instance scanning and indexing 5 million legal files) 3.Job Submitted: A job is submitted when job specifications are documented and agreed to by MTNG and Contractor. 4.Electronic Repository: A central electronic database of MTNG's required documents, including an index for easy retrieval of documents. Assumptions: 1.Periodic meetings will be scheduled by Contractor with the MTNG to review ongoing status of jobs involving large projects (volumes, duration). 2.Contractor and the MTNG will mutually agree to a schedule for updating the Electronic Repository database with document revision information. Deliverables: Contractor will provide a monthly report on turnaround time, job quality / accuracy, and electronic repository management. Quality Control Plan The contractor shall develop a quality control plan for its own use to ensure that it performs and delivers high-quality service. This quality control should be submitted with the vendor's quote and may be incorporated into the resultant contract. At a minimum, the quality control plan shall address the following: Performance CriteriaMeasurementDescriptionCalculation Job Quality / Accuracy95% AccuracyContractor will provide document conversion, document scanning and maintain an electronic repository for all jobs submitted based on the end user's specification(s).The measurement of Accuracy is calculated by dividing the total completed jobs accepted by the end user by the total completed jobs processed on a monthly basis. Turnaround Time95% On TimeUpon receipt of a request (document preparation, scanning, retrieval, or delivery), the job will be provided within the agreed upon turnaround time.The measurement for Turnaround Time is calculated by dividing the number of jobs completed on time by the total number of jobs received during each month. Electronic Repository Management95% Inventory AvailabilityContractor will provide the most current version of a required document for end user access.The measurement for Electronic Repository Management is calculated by dividing by the total number of attempts to access forms minus the total number of documented unsuccessful attempts to access forms by the total number of attempts to access forms. This is calculated on a monthly basis. Required training and experience: Contractor will have the following levels of experience: -Knowledge of the Xerox 4110 and how to use it for scanning. -Skill in setup and configuration of docushare and Kofax scanning and records storage software. -Skill in records management -Background check and ability to manage Personally Identifiable Information/sensitive data -Ability to create and manage electronic records storage system (input and retrieval) Government Furnished Equipment: -The government will provide suitable office space and work area for one contractor employee at or near Fort Harrison, MT 59636. -The government will provide and maintain the equipment necessary for performance of these services, such as a Xerox 4110. Proposals must include: A.A pricing schedule showing both the contractor's firm, fixed hourly rate, and an annual rate based on 2,080 hours of service. Additional or setup charges, minimum charges, or charges for early termination (before twelve months of service) must be disclosed. B.An exception list clearly disclosing any requirements the proposer cannot fulfill. C.A listing of the contractor's training and experience. D.A listing of any past performance of similar services performed during the last twenty four months, with references and contact information. Submission of references in response to this solicitation shall constitute consent for the government to contact the references without further notice. E.A proposed time schedule for all work including proposed start and end dates. Optional information: A.Additional services and costs beyond the minimum/base solution must be priced separately. B.Creative, innovative, or alternative solutions not conforming to the above proposal format, which must be priced separately. Additional Information COR: The Contracting Office shall appoint a COR to assist in the administration of this contract and its associated Quality Control Plan. Quality Control: The contractor shall adopt a quality control program that monitors all service activities to ensure contract compliance. The government will monitor the contractor's performance in accordance with the Quality Control Plan provided by the contractor. Regulatory Compliance: The contractor shall ensure the requirements of Occupational Safety and Health Administration (OSHA), HIPPA, and other applicable Federal regulations are met. Security Requirements: All contract employees shall adhere to all local and National Guard security regulations and directives. Travel and Per Diem: If vendor offers travel and per diem to employees and includes these costs in their proposal they must be broken out separately. Invoicing and Payment: Advance payments for services will not be made. Final payment will be authorized only after all services, including submission, inspection, and acceptance of the required Digital Conversion and Repository Management Services, has been completed. Questions and Answers Email all questions to SSgt Chad Brown, chad.b.brown@us.army.mil. Questions must be received NLT close of business 01 February 2011. Answers will be provided with questions on a non-attribution basis and will be posted to the GPE as an amendment to this solicitation. Instructions to Offerors Proposals shall also include no more than 3 past performance narratives describing past performance of services of similar scope as described in the performance work statement. Proposal shall also include technical approach narrative that addresses the contractor's ability to meet the requirements in the above Performance Work Statement and the contractor's experience. 52.212-2, Evaluation-- Commercial Items (January 1999). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the government. The following factors shall be used to evaluate offers: price, past performance, and the following technical factors in descending order of importance: 1) The contractor's ability to meet the requirements in the above Performance Work Statement; and 2) Contractor's experience with and knowledge of Army National Guard behavior health operations and regulations. The technical evaluation factors listed above, and past performance, when combined are approximately equal in value to Price. Offerors shall ensure that the above technical factors are addressed in their proposals. The following Federal Acquisition Regulation (FAR) and its supplements DFAR and AFAR provisions and clauses apply to this acquisition; 52.203-3 Gratuities APR 1984 52.203-6 ALT 1 Restrictions on Subcontractor Sales to the Government OCT 1995 52.204-4 Printed on Copied-Double Sided on Recycled Paper AUG 2000 52.204-7 Central Contractor Registration APR 2008 52.204-9 Personal Identity Verification of Contractor Personnel SEP 2007 52.212-1 Instructions to Offerors - Commercial Items JUN 2008 52.212-2 Evaluation-Commercial Items JAN 1998 52.212-3 ALT I Offeror Representations and Certifications--Commercial Items APR 2002 52.212-4 Contract Terms and Conditions--Commercial Items FEB 2007 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items JUN 2008 52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns JUL 2005 52.219-28 Post-Award Small Business Program Representation JUN 2007 52.222-21 Prohibition of Segregated Facilities FEB 1999 52.222-3 Convict Labor JUN 2003 52.222-19 Child Labor - Cooperation with Authorities and Remedies FEB 2008 52.222-21 Prohibition of Segregated Facilities FEB 1999 52.222-26 Equal Opportunity MAR 2007 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans SEP 2006 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans SEP 2006 52.222-39 Notification of Employee Rights Concerning Payment of Union Dues or Fees DEC 2004 52.222-36 Affirmative Action for Workers with Disabilities JUN 1998 52.222-41 Service Contract Act of 1956 NOV 2007 52.222-50 Combating Trafficking in Persons AUG 2007 52.222-54 Employment Eligibility Verification 52.223-5 Pollution Prevention and Right to Know Information AUG 2003 52.225-13 Restrictions on Certain Foreign Purchases JUN 2008 52.228-5 Insurance-Work on a Government Installation JAN 1997 52.232-33 Payment by Electronic Funds Transfer--Central Contractor Registration OCT 2003 52.233-2 Service of Protest SEP 2006 52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.237-2 Protection of Government Buildings, Equipment and Vegetation OCT 1995 52.252-2 Clauses Incorporated by Reference FEB 1998 252.201-7000 Contracting Officer's Representative AUG 1992 252.203-7000 Requirements Relating to Compensation of Former DoD Officials 252.203-7002 Whistleblower Rights 252.204-7004 Alt A Central Contractor Registration (52.204-7) Alternate A SEP 2997 252.207-7001 Disclosure of Ownership or Control by the Government of a Terrorist Country 252.212-7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation) MAR 2008 252.223-7006 252.225-7001 Buy American Act-Balance of Payments Program Certificate JUN 2005 252.225-7012 Preference for Certain Domestic Commodities MAR 2008 252.232-7010 Levies on Contract Payments DEC 2006 252.243-7002 Requests for Equitable Adjustment MAR 1998 The provisions of DFAR 52.212-3 Alt I, Offeror Representations and Certifications-Commercial Items (April 2002) apply to this RFP. The provisions of DFAR 52.212-3 Alt I clause need to be completed and a signed copy of this provision submitted with any offer. You can visit the website at http://farsite.hill.af.mil for the provisions and clauses needed for this synopsis/solicitation. Proposals may be submitted by hard copy to: USPFO for Montana Purchasing & Contracting Department ATTN: SSgt Chad Brown 1956 Mt. Majo Street Post Office Box 4789 Fort Harrison, Montana 59636-4789 Or, electronically by e-mail to: chad.b.brown@us.army.mil Deadline for proposals is no later than 15 February 2011 by 4:00 P.M. Mountain Standard Time. If you have any questions, please contact SSgt Chad Brown at 406-324-3411 or email chad.b.brown@us.army.mil
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA24/W9124V-11-T-4010/listing.html)
- Place of Performance
- Address: USPFO for Montana P.O. Box 4789, Helena MT
- Zip Code: 59604-4789
- Zip Code: 59604-4789
- Record
- SN02358119-W 20110113/110111234248-ddcaaa0a6ccfec2d5ea1b630dffd7d6d (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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