FILE | D | U S Army Records Management Declassification Agency ARIMS/FOIA Support Services - Attachment

FBO DAILY ISSUE OF JULY 26, 2012 FBO #3897
DOCUMENT

D -- U S Army Records Management Declassification Agency ARIMS/FOIA Support Services - Attachment

Notice Date: 7/24/2012
Notice Type: Attachment
NAICS: 541990 — All Other Professional, Scientific, and Technical Services
Contracting Office: N00104 NAVSUP Weapon Systems Support Mechanicsburg PA NAVSUP 5450 Carlisle Pike PO Box 2020 Mechanicsburg, PA
Solicitation Number: N0010412RQ781
Response Due: 8/2/2012
Archive Date: 8/17/2012
Point of Contact: Linda L. Ebbets None
E-Mail Address: linda.ebbets@navy.mil
(linda.ebbets@navy.mil)
Small Business Set-Aside: N/A
Description: Modify original Sources Sought July 23, 2012 to correct the small business size threshold for NAICS code 541990 as $14 million. INTRODUCTION The NAVSUP Weapon Systems Support IT Contracts Department (M0271), Mechanicsburg, PA announces its intention to procure on a competitive basis the services to provide support to the U. S. Army Records Management Declassification Agency (RMDA), IT Directorate, Alexandria, VA. The results of this Sources Sought will be utilized to determine if any Small Business Set-Aside opportunities exist. All Small Business Set-Aside categories will be considered. Furthermore, this market research tool is being used to identify potential and eligible firms, of all sizes, prior to determining the method of acquisition and issuance of a Solicitation. PLACE OF PERFORMANCE Location% On-Site Government% Off-Site Contractor Alexandria, VA100%0% DISCLAIMER œTHIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY. PROGRAM BACKGROUND The United States (U.S.) Army is obligated to protect the rights and interests of Government, soldiers, and civilians by the judicious and efficient management of Army records. Thus, the U.S. Army is required to maintain an information management system for the review of classified and unclassified records, which also undergo a declassification review, if applicable. The U.S. Army Records Management and Declassification Agency (RMDA) is responsible for operating the Army Records Management Program. The Administrative Assistant to the Secretary of the Army has directed RMDA to revitalize and streamline this program to achieve economy and efficiency in the management of Army records. The Information Technology (IT) director supports the four production divisions within RMDA: The Army Declassification Activity (ADA), Records Management Division (RMD), Freedom of Information and Privacy Acts Office (FOIA/PA), and the Joint Services Records Research Center (JSRRC). The Army Records Information Management System (ARIMS) is the technology component developed to identify, collect, store, retrieve, and preserve Army records in electronic and hard copy format. ARIMS provides a web-based set of records management tools to assist Army personnel in the management of both short-term (six years or less) and long-term records created in the business process. ARIMS is the portal for access to the Army Electronic Archives and Master Index; it is managed by the IT director and used by the four production divisions. This requirement is a consolidation of several tasks previously procured on a sole source basis on contracts N00104-11-F-Q998, N00104-11-F-Q997, and N00104-11-F-QW80 currently being performed by Intergraph Corporation. The existing contracts are Firm Fixed Price Type. These contracts are due to expire 21 September 2012, 26 September 2012, and 30 September 2012, respectively. REQUIRED CAPABILITIES The contractor shall provide support services in support of the areas specified in Program Background (above). Further detail is provided in the draft Performance Work Statement (PWS) attached to this announcement (Attachment 1). These requirements are continuous and ongoing and therefore, a contiguous work force is mandatory. A DD Form 254 Contract Security Classification Specification shall apply to this requirement and the prime contractor shall have or demonstrate ability to obtain œTop Secret Facility and œSecret Safeguarding Clearances. ELIGIBILITY The applicable NAICS Code for this requirement is 541990 with a Small Business Size threshold of $14.0 Million. Businesses of all sizes are encouraged to respond; however, each respondent must clearly identify their business size in their capabilities statement. ADDITIONAL INFORMATION AND SUBMISSION DETAILS (CAPABILITIES STATEMENT) A draft Performance Work Statement (PWS) is attached for review. (Attachments 1) Interested parties are requested to submit a capabilities statement of no more than ten (10) pages in length in Times New Roman font of not less than 10 pitch. This documentation must address at a minimum the following items: 1.)What type of work has your company performed in the past in support of the same or similar requirement? 2.)Can or has your company managed tasks of this nature? If so, please provide details. 3.)Can or has your company managed a team of subcontractors before? If so, provide details. 4.)What specific technical skills does your company possess which ensure capability to perform the tasks? 5.)Please note that under a Small-Business Set-Aside, in accordance with FAR 52.219-14, the small business prime must perform at least 51% of the work themselves in terms of the cost of performance. Provide an explanation of your company ™s ability to perform at least 51% of the tasking described in this PWS for the base period as well as the option periods. 6.)Provide a statement including current small/large business status and company profile to include number of employees, annual revenue history, office locations, DUNs number, etc. 7.)Respondents to this notice also must indicate whether they qualify as a Small, Small Disadvantaged, Women-Owned, Hub Zone, or Service Disabled Veteran-Owned Small Business Concern. 8.) Include in your response your ability to meet the requirements in the Facility and Safeguarding requirements. The estimated period of performance consists of a base year and 4 one year options with performance commencing in September 2012. The contract type is anticipated to be Firm Fixed Price Type. For informational purposes only, the Level of Effort for five years is estimated at approximately 51,000 man-hours. The proposed contract may include tasking that would be accomplished by labor categories that are subject to the Service Contract Act. Upon evaluation of the capability statements, if it is determined that this requirement will be an unrestricted competition, the Government intends to evaluate the Small-Business responses and conduct further market research to identify a subcontracting goal. Your response to this Sources Sought, including any capabilities statement, shall be electronically submitted to the Contract Specialist, Linda L. Ebbets, in either Microsoft Word or Portable Document Format (PDF), via email at linda.ebbets@navy.mil. The deadline for response to this request is 2 pm, EST, 31 July 2012. All data received in response to this Sources Sought that is marked or designated as corporate or proprietary will be fully protected from any release outside the Government. No phone calls will be accepted. All questions must be submitted via email at the address above. The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government shall arise as a result of a response to these Sources Sought. DRAFT PERFROMANCE BASED STATEMENT OF WORK 1. INTRODUCTION The United States (U.S.) Army is obligated to protect the rights and interests of Government, soldiers, and civilians by the judicious and efficient management of Army records. Thus, the U.S. Army is required to maintain a classified and unclassified information management system for the review of classified and unclassified records, which also undergo a declassification review, if applicable. The U.S. Army Records Management and Declassification Agency (RMDA) is responsible for operating the Army Records Management Program. The Administrative Assistant to the Secretary of the Army has directed RMDA to revitalize and streamline this program to achieve economy and efficiency in the management of Army records. The Information Technology (IT) director supports the four production divisions within RMDA: The Army Declassification Activity (ADA), Records Management Division (RMD), Freedom of Information and Privacy Acts Office (FOIA/PA), and the Joint Services Records Research Center (JSRRC). The Army Records Information Management System (ARIMS) is the technology component developed to identify, collect, store, retrieve, and preserve Army records in electronic and hard copy format. ARIMS provides a web-based set of records management tools to assist Army personnel in the management of both short-term (six years or less) and long-term records created in the business process. ARIMS is the portal for access to the Army Electronic Archives and Master Index; it is managed by the IT director and used by the four production divisions. 2. SCOPE The scope of this requirement encompasses technical, analytical, data entry in support of ARIMS training support, FOIA/PA, JSRRC research, and Publications Technical support. All support and services provided shall comply with the following Department of Defense (DoD), Defense Information Systems Agency (DISA), and Army regulations: Army Regulations 15-1, Information Management DoD Standard 5015.2 EO 13526 3. REFERENCE DOCUMENTS None. 4. TECHNICAL REQUIREMENTS The objectives of this requirement are to provide technical support services necessary to assist RMDA in managing the complete life cycle of ARIMS. Life cycle management of records includes, but is not limited to, record identification, creation, maintenance, indexing, preservation, collection, conversion, disposition, review for declassification, research, FOIA/Privacy Act (PA) review for release, and retirement/destruction. The contractor shall provide technical, analytical, and professional support as required to satisfy the objectives stated above. This support should be provided within the core hours of 6:30 am-5:00 pm, as a minimum. The following requirements are anticipated in the performance of this contract. 4.1 Training Support The contractor shall assist RMDA in preparing and presenting mission related training as required. The technology trainer will deliver quality training of end-user programs, which includes the development of informal and formal Microsoft Office and Adobe training, course content and student learning objectives, course syllabi, lesson plans, and student handouts/manuals. This will encompass meeting with government personnel, determining training requirements, and preparing for and delivering required training. Emphasis on ensuring excellent customer service will be a key to success and serve as a single point of contact for all Microsoft Office training, as well as additional training/Computer-Based Training (CBT) on government developed applications (i.e., ARIMS, ADAMS, FOIA/FACTS) or RMDA technology environment (i.e., SharePoint). In support of the training environment, the contractor shall create and maintain help documents to assist RMDA personnel with Word, PowerPoint, Excel, SharePoint, and Acrobat, as well as create and maintain a training wiki for employees to find answers to commonly asked questions. The contractor shall provide guidance on technology and industry direction to RMDA on the latest trends, in addition to educating personnel on Army directives. The contractor will maintain, update, and/or revise Computer-Based Training and Web-Based Training on all RMDA supported business applications to benefit and enhance records, research, and declassification support to the U.S. Army. This includes keeping ADA ™s classification and declassification guides (ACG and ADG) updated, which will aid RMDA employees with specific tasks. Additionally, the Acronym List will be updated and managed in a searchable format for ease of use. 4.2 JSRRC Research Records research support includes document handling and accountability, records review for information pertinent to a veteran ™s claim, quality assurance, systems management, and database IT and management support. The records to be reviewed are a variety of media, including paper, electronic data, microfilm, microfiche, maps, and hand-written documents. The contractor will be required to research paper records at various locations and use a laptop computer to access records and correspond with RMDA, National Archives and Records Administration (NARA), and DoD staff. The contractor will be responsible for safeguarding and maintaining any records used in the research of claims. The contractor will comply with all records handling requirements to include requests for documents, signing out documents, and returning documents to the proper location. Contractor personnel shall be able to conduct independent reviews or participate as part of a team. In accordance with JSRRC guidance to include monthly metrics and production statistics, the contractor will prepare and submit reports. JSRRC estimates that trained reviewers will be able to process a minimum of 30 claims per month. The contractor shall ensure compliance with all NARA policies and perform all duties necessary to receive, process, and respond to requests for information from JSRRC analysts. The contractor will participate in the collection and categorization of operational records for the purpose of expanding the Post-Traumatic Stress Disorder (PTSD) research library. 4.3 FOIA/PA Records research support will also apply to the FOIA and Privacy office. Utilizing FACTS, the contractor shall provide RMDA on-site FOIA/PA records analytical and research support. This support will include assisting in the resolution of FOIA/PA requests, preparing written reports, briefings, and other correspondence as required, analyzing other DoD Information Systems for FOIA/PA compliance, and compiling assessment reports on analysis conducted over 2,500 systems. The contractor will review FOIA requests and research supporting information from various paper and information system sources to determine a recommended response. Using the FACTS web-based, global information system, he or she must conduct research and compile metrics as required. Additionally, the contractor will assist government FOIA/PA staff in the research, validation, and recommendations of FOIA requests. By using sophisticated research and statistical techniques and methodologies, the contractor shall aid in the resolution of FOIA/PA issues. 4.4 Publication Technical Support The Publications Project includes revising/updating 12 publications: AR 25-400-2 (The Army Records Information Management System [ARIMS]), DA Pam 25-403 (Guide to Recordkeeping in the Army), AR 25-50 (Preparing and Managing Correspondence), DA Pam 25-50 (Compilation of Army Addresses), AR 25-51 (Official Mail and Distribution), AR 25-52 (Authorized Abbreviations Brevity Codes, and Acronyms), DA Pam 25-52 (Mail Facility Security and Handling Suspicious Mail), AR 25-59 (Office Symbols), AR 335-15 (Management Information Control System), DA Memo 25-53 (Official Mail and Distribution), DA Memo 25-52 (Staff Action Process and Correspondence Policies), and DA Memo 25-51 (Records Management Program). This publication support also relates to FOIA/PA. The contractor shall provide research and analyst support to design and implement a process to ensure compliance of policy pertaining to Freedom of Information Act and Privacy within the Agency. This will include developing a process to ensure that the field is provided with the latest policy and guidance pertaining to Office of the Administrative Assistant to the Secretary of the Army (OAA) publications. This support shall include the following: (1) evaluation of RMDA/Army practices and procedures; (2) monitoring compliance of Army organizations; (3) participating in study groups; and (4) preparing and presenting training materials to update the field. The contractor shall provide a dedicated technical Subject Matter Expert (SME) to ensure compliance of updated policies in a timely manner. 5. TRAVEL In accordance with RMDA ™s needs, the contractor shall conduct travel inside and outside of the Washington, District of Columbia area. Additionally, in an effort to continue to gain new, emerging knowledge of Records Management, the contractor may be required to travel to seminars/conferences. Such events would allow contractors to network with other employees in the Records Management and Information Technology industry. Networking would provide new ideas and ways to improve business processes at RMDA. Examples of conferences and seminars may include Managing Electronic Records (MER) and SharePoint governance sessions. 6. PERSONNEL QUALIFICATIONS Due to the fact that these tasks and projects are for the U.S. Army, it is vital that the contractor is familiar with Army organizational structures, Army Records Management Policies (Office Records Lists, Record Schedules, and annual requirements), AR 25-400-2, Army Electronic Archive, AKO (Army Knowledge Online) account authentication, and authorization procedures. It is also important that the contractor be well-versed in overall Records Management Programs and the applicable Federal regulations and laws. It is preferred the contractor be knowledgeable of NARA policies, guidance, and latest trends, and have experience in managing Army records, especially electronic, at various levels. Knowledge of the Army Publishing Directorate (APD) publication process is also a plus. Since RMDA houses various applications, the contractor must be able to understand detailed technical operation of them. These include AAO, Agent Orange, ARIMS, DAF, FACTS, and JCAPS. Additionally, the contractor must be able to develop an in-depth and thorough knowledge and understanding of RMDA business processes and work-related subject matter and materials in order to address specific customer needs for each application. In addition to graphical and digital content, the contractor will have the ability to create video assets for online video tutorials and other resources for use by RMDA, in order to support and enhance applications, websites, and various needs of the customer and the user audience. The contractor shall possess the expertise and capabilities to develop and deliver video, audio, and graphics through the life cycle of video development to rendering and publishing video for user consumption. The contractor must be fully responsible for safeguarding all material upon receipt and for ensuring that the contents of materials are protected and not publicly released. Documents and data to be captured may be classified or otherwise considered sensitive. All personnel assigned to the various projects in the agency will be required to adhere to the guidelines prescribed under FOIA and the Privacy Act. Non-disclosure statements will need to be signed by those involved in the various projects and provided to the Government. All personnel involved must be U.S. citizens and all work is to be performed at the three government facilities RMDA resides at in Alexandria, Virginia; and the NARA in College Park, MD. The contractor may have to transport segments of the collections. The security classification of these documents is such that personnel will require the appropriate clearances, either Secret or Top Secret, and courier card authorizations. 7. DELIVERABLES Program Management Plan (PMP) as defined: The contractor will create and maintain, throughout the Period of Performance (POP), a Program Management Plan (PMP) that shall be used as a foundation for technical direction and resources management planning. The PMP will contain, at a minimum, the following information: A matrix of all personnel assigned to the program (including the status of personnel clearances and training), and total aggregate level of effort for all tasks The PMP shall be kept up-to-date and submitted once a month with the Monthly Status Report. Status Reports as defined: The contractor must prepare a Monthly Status Report identified with the Contract number, POP, reporting period, report date, name of the Contracting Officer Representative (COR), contractor name, phone number, program manager, and the total dollar value of the contract. The monthly status report will contain, at a minimum, the following information: Description of work performed on the contract during the reporting period and work expected to be performed during the next month, including discussion of any problems/issues and recommendations for correction Key deliverable status Quality assurance compliance reports Travel information Budget information (planned versus actual, including incurred, but not billed by task and subtask) Provide monthly, or as requested, cost burn rate charts of actual and projected through the POP
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DON/NAVSUP/N000104/N0010412RQ781/listing.html)
Document(s): Attachment; File Name: N0010412RQ781_12RQ781_PWS_ARIMS_DRAFT_for_Sources_Sought.docx (https://www.neco.navy.mil/synopsis_file/N0010412RQ781_12RQ781_PWS_ARIMS_DRAFT_for_Sources_Sought.docx); Link: https://www.neco.navy.mil/synopsis_file/N0010412RQ781_12RQ781_PWS_ARIMS_DRAFT_for_Sources_Sought.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: US Army Records Management Declassification Agency; Zip Code: IT Directorate - Casey Building, Telegraph Road, Alexandria, VA
Record: SN02813785-W 20120726/120725000408-58f6cd8d94dccbd8389b3393e6c9bc9c (fbodaily.com)
Source: FedBizOpps Link to This Notice
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D -- U S Army Records Management Declassification Agency ARIMS/FOIA Support Services - Attachment