SOURCES SOUGHT
R -- : Maintenance of the Automated File Systems, Maintaining and Destroying Records, Mail Delivery and Messenger Services
- Notice Date
- 6/25/2013
- Notice Type
- Sources Sought
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Rockville, Maryland, 20852, United States
- ZIP Code
- 20852
- Solicitation Number
- SS-NCI-130072-EB
- Archive Date
- 7/16/2013
- Point of Contact
- Erin M. Breedlove, Phone: 2402765387, Seena Ninan, Phone: 240-276-5419
- E-Mail Address
-
breeerin@mail.nih.gov, ninans@mail.nih.gov
(breeerin@mail.nih.gov, ninans@mail.nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This Small Business Sources Sought Notice (SS) is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the National Cancer Institute (NCI). The purpose of this Sources Sought Notice is to identify qualified GSA small business concerns including 8(a), HUBZone or Service-Disabled Veteran-owned business concerns that are interested in and capable of performing the work described herein. The NCI does not intend to award a contract on the basis of responses received nor otherwise pay for the preparation of any information submitted. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This requirement is assigned North American Industry Classification System (NAICS) code 561110 with a size standard of $7.0M is being considered. As a result of this Sources Sought Notice, the NCI may issue a Request for Quotation (RFQ) through eBuy. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against NCI shall arise as a result of a response to this Sources Sought Notice or the NCI's use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement. The purpose of this contract is to provide maintenance of the automated file system in the file room for the NCI Director (Office of the Director) using INMAGIC database software; maintain and destroy records by keeping with Federal agencies which is controlled by laws and regulations; and mail delivery and messenger services, which includes regular daily pick up and special delivery and pickups. The contractor shall: A. Maintain the Automated File System for the Office of the Director The contractor shall maintain an Automated File Reference System in the File Room for the NCI Director (Office of the Director) using INMAGIC database software to accurately monitor the status of all correspondence that has been received and to rapidly locate and retrieve documents. These documents will be sent to the file-room by the Director's staff. Specifically the contractor shall: -File documents of historical, technical and legal nature. -Screen files for periodic disposal according to Federal regulations and policies referenced below. -Identify records vital to operations of programs as determined and confirmed witht eh NCI Records Management Officer/COR. -Keep abreast of organizational changes and various NCI committees by periodically checking the NCI org charts and through contact with the Director's Office. -Follow through on keeping the records of all programs and committees current. -Ensure file controls and security. The file room is located in NCI Shady Grove, 9609 Medical Center Drive, Terrace Level, Rockville, MD. The government will provide the space and equipment necessary for the task. The contactor must provide and be able to be contacted by the Director and staff at all times via wireless communication (Blackberry for e-mail and Sprint/Nextel for phone).They are required to be on site near the files with access to the database software (inMagic). B. Maintain and Destroy Records The contractor shall be responsible for the disposition of records. Record keeping by Federal agencies which is controlled by laws and regulations (listed below) which require that (1) government records be kept only for authorized periods of time as governed by applicable regulations; (2) no government records be destroyed, mutilated or removed from government custody without government authorization; (3) records which are valuable enough to be preserved permanently be kept intact and transferred to the National Archives as appropriate, (4) records which are not in active use, but which cannot be destroyed for some time, be transferred to the Federal Records Center (FRC). The local FRC is the Washington National Records Center (WNRC) in Suitland, MD. 1.Title 44 United States Code 2101-2114, 2901-2909, 3101-3107, 3301-3314. 2.Federal Property Management Regulations 101-11.4, 101-11.5, 101-32.1207. 3.GAO Manual for Guidance of Federal Agencies, Title 8. 4.DHHS Records Management Manual, Part 4. 5.PHS Records Management Manual, Part 4. 6.NIH Manual 1743, Keeping and Destroying Records. Prior approval of the Government Contracting Officer's Representative (COR) shall be obtained in writing/email before disposition of any questionable records. C. Mail Delivery and Messenger Services The contractor shall provide mail services for buildings 31 and 37 (both on campus buildings in Bethesda). Mail shall be picked up from the NIH designated area in each of these buildings and sorted by contractor personnel for delivery to final destination. Deliveries and pickups shall be made to the areas once a day at either approximately 10am or 2pm depending on the NIH Mail Services delivery schedule. Occasionally, special deliveries and pickups may be required to rooms that are not part of the regular mail route. The approximate number of mail drops per building is as follows: 30 mail drops in Building 31 70 mail drops in building 37 D. Other Duties The contractor shall perform other general, light office duties as required such as answering the phone, copying documents, filing, communicating via e-mail, etc. Knowledge for operating a Signature machine is also required for periodic auto-penning of certificates and other such documents for the NCI Director and NCI Division Directors. Period of Performance: Six (6) Month Base with Ten (10) Six-Month Option Periods. How to Submit a Response: 1. Page Limitations: Interested qualified small business organizations should submit a tailored capability statement for this requirement not to exceed 10 single sided pages including all attachments, resumes, charts, etc. (single spaced, 12 point font minimum) that clearly details the ability to perform the requirements of the notice described above. All proprietary information should be marked as such. Responses should include a minimum of a two page resume of the individuals meeting the requirements, and up to two pages demonstrating experience over the past two years meeting the requirements of this notice. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferable placed under the eligible small business concern's name and address). Responses will be reviewed only by NIH personnel and will be held in a confidential manner. 2. Due Date: Capability statements are due no later than 4:00 a.m. EST on July 1, 2013. 3. Delivery Point: All information furnished must be in writing and must contain sufficient detail to allow the NCI to determine if it can meet the unique specifications described herein. All questions must be in writing and can be faxed (240) 276-5401 or emailed to Erin Breedlove, Contract Specialist at breeerin@mail.nih.gov. A determination by the Government not to compete this requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to receive an award, contractors must have valid registration and certification in the Central Contractor Registration (CCR) www.ccr.gov and the Online Representations and Certifications Applications (ORCA), http://orca.bpn.gov. No collect calls will be accepted. Please reference number SS-NCI-130072-EB on all correspondence. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, an RFQ may be published in eBuy. However, responses to this notice will not be considered adequate responses to a solicitation(s). Point of Contact: Inquiries concerning this Notice may be direct to: Erin Breedlove 9609 Medical Center Dr, Room 1E144 Bethesda, MD 20892-9705 breeerin@mail.nih.gov
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