PRESOL | T | Firm Fixed Price for Document Scanning and indexing of Federal and Indian records generated for the period of November 1, 2004 to the present.

FBO DAILY ISSUE OF AUGUST 18, 2006 FBO #1726
SOLICITATION NOTICE

T -- Firm Fixed Price for Document Scanning and indexing of Federal and Indian records generated for the period of November 1, 2004 to the present.

Notice Date: 8/16/2006
Notice Type: Solicitation Notice
Contracting Office: Minerals Management Service, Procurement Branch, WASC P.O. Box 25165, MS 2730 Denver Federal Center Denver CO 80225
ZIP Code: 80225
Solicitation Number: 0206RP27956
Response Due: 8/28/2006
Archive Date: 8/16/2007
Small Business Set-Aside: Total Small Business
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 in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Offerors shall submit a technical proposal (Reference "Who Does What, When Report" in the Scope Of Work). Offerors shall provide past performance information not to exceed a total of 3 pages in Times New Roman Font, 12 pt to include all points of contact information for clients/contracts. Offerors shall provide a Firm Fixed Price for the complete statement of work. The Government shall make award based on the offer which is most advantageous to the Government, all factors considered. Offers shall mail proposals to Western Administrative Service Center, Denver Federal Center, P.O. Box 25165, MS2730, Denver, Colorado 80225-0165. Attn: Danny J. Lavergne, Contracting Officer Proposals are due n later no later than August 28th, 2006, 4:00 PM local time. Offerors should contact the Contracting Officer via email to obtain electronic (Soft) copies of all Appendices and attachments associated with this combined Synopsis/Solicitation. Email is danny.lavergne@mms.gov NAICS code is 561439. This is 100% set-aside for Small business. All Federal Acquisition Regulation references and clauses can be viewed at the following link: http://farsite.hill.af.mil/vffara.htm STATEMENT OF WORK (SOW) For DOCUMENT SCANNING and INDEXING Of FEDERAL and BACKLOGGED INDIAN RECORDS SCANNING REQUIREMENTS Financial Management (FM) Project Purpose The Indian Oil & Gas Project has evolved to provide improved maintenance and electronic access to all Federal and Indian oil and gas lease, agreement, and correspondence files. The Indian Oil & Gas project, which is currently underway, involves the imaging and indexing of approximately 60,000 pages. As the Indian project continues, Minerals Management Service (MMS) seeks to begin a second phase. This phase will include all (both Federal and Indian) lease, agreement, and correspondence files plus deposit tickets and associated check stubs. MMS will continue to evaluate the possibility of including additional FM file applications in subsequent phases. The work requested in this phase includes the document preparation, scanning, indexing and development of all applications and systems necessary to provide a customized workflow and indexing application to support the aforementioned files on MMS' existing Global 360?, (formerly ViewStar?) system. This system will contain both active and terminated lease and agreement files, along with other files containing a variety of document types. This system will provide the capability to scan, index, retrieve and archive these records. Existing lease, agreement and correspondence paper and microfiche files must be prepared and then scanned, indexed and quality checked. Concurrent with the conversion of pre-existing files all new incoming lease, agreement, correspondence and deposit ticket records must be scanned, indexed, quality checked and routed to a Minerals Revenue Management (MRM) Analyst. Scanning and indexing of new records will occur on-site. Agency Background MMS/MRM is an agency of the U.S. Government under the Department of the Interior (DOI). Its mission is to collect, account for, and disburse funds collected from private industry and other governmental agencies. In so doing, the MMS/MRM manages extensive information systems covering historical property and fiscal data. A great deal of information is generated in historical record archiving of physical file folders through document image scanning. Magnitude of Work Scan and Index all existing MRM 'Federal Records' and backlog of 'Indian Records' from November 1, 2004 to present. Objectives These are the overall Project Objectives. They are provided for background information/understanding. All aspects of the SOW contribute to attaining these objectives. " Support the Agency to fulfill its mission; " Achieve goal of physical record archiving by providing an electronic filing capability; " Scan and index 90,000 physical folders containing documents and microfiche images, totaling approximately 500,000 pages and 250,000 microfiche images. " Provide the images and indexes in a format that is suitable to import to our existing ETL (extract, transfer and load) process. Template and file attributes to be forthcoming. Benefits Imaging provides the following benefits: " Improved retention of all record material " Customer needs " Easy retrieval and access to documentation for financial files, including on-site and off-site retrieval, by telecommuters and others " Reduce/Eliminate lost or misfiled documents " Reduce processing time " Leases and Agreements are complex and oil and gas analysts rely entirely on the information contained in these files as well as other documentation. No automated system currently contains this data. " Reduce paper copies (Paperwork Reduction Act - USC Title 44, Chapter 35, 3504 http://www.archives.gov/federal-register/laws/paperwork-reduction/3504.html) " Improved security control over all documents " Increased productivity " Can be expanded to include additional file types throughout FM " Save costs on storage, retrieval and maintenance of hard copy files " Meets organizational goal to expand electronic document scanning and retrieval " A necessary step to implement automated workflow processes throughout the organization Period of Performance This section identifies the general period of performance for this proposal. Oct 1 2006, Work begins on SOW. March 30, 2007 SOW completed and final deliverables accepted. References All applicable documents referenced in this SOW are listed below. Where appropriate, a brief annotation should be provided to indicate the relevance of the document. Reference any specific requirements with regard to the use of these documents in performing the work under this SOW. Appendix A - contains the lease conversion tables Appendix B - contains the work codes and associated descriptions Appendix B1 - contains page sizes and orientations Appendix C - contains a list of state codes Appendix D - contains a list of all Distributee codes Appendix E - contains the agreement conversion tables Appendix F - contains a preliminary list of correspondence types Appendix G - contains a preliminary list of document types Appendix H - Attributes_ALL.doc contains the lease, agreement, correspondence and check stubs file attributes and business rules. Requirements and Deliverables All images will be scanned in TIFF format compatible with and in accordance with Department of Justice (DOJ) standards used for similar DOI records. All indexes will be provided in Microsoft? Access format compatible with the MRM Global 360? (formerly ViewStar?) ETL process. Vendor will provide one year warranty with this SOW bid. Project milestones "Who Does What When Report" Weekly progress and status reports via email The contractor shall provide [2] DVD/CD copies of all deliverables. Tasks The tasks to be performed under this contract are described below in several categories. The contractor must be cognizant of all these task dimensions in order to perform them completely, correctly, and meet the Government's expectations. These tasks can be done in phases or task sequence (sub-tasks). The contractor shall conduct the following tasks: " Scan and index the physical backlog of folders containing Indian documents. " Scan and index the entirety of folders containing Federal documents. " Provide capability to index 20 fields for the above process. The index values will be made available through lookup tables, populated from CSV (comma separated value) files. " Provide an Admin panel to add, delete, and update index values. All work shall be performed on the Denver Federal Center. (DFC) Do to the sensitivity and legal status surrounding the Indian records documents, the work shall be performed on the grounds of the Denver Federal Center. For purposes of preparing bids, contractors not already present on the DFC can assume a square foot lease price of DFC space to not exceed $21.20 per square foot. Leases may be executed for less than 1 year. Space can be altered to meet the needs of the offeror at the offerors expense. Space available is considered adequate to secure Federal and Indian records. Up to 10,000 square foot of space is available for use and includes all utilities. Who Does What, When Report (Technical Proposal) The "Who Does What When Report" shall be provided by the contractor with proposal submission, and potentially revised following negotiations and award to the successful offeror. This report shall be used by the Government to assess the adequacy of the resources proposed by the contractor to accomplish the SOW. Contract shall include discussion concerning safeguarding of all records and how the offeror will comply with chain of custody requirements and any additional security safeguards the offeror uses to perform work under this SOW. See attached Chain of Custody Plan (Atch 1) and DOI move form. All records moved from buildings where currently maintained (DFC Building 85) shall require DOI Senior management approval prior to moving records. Progress/Compliance The Government requires the following from contractors in order to monitor progress and ensure compliance: * Weekly Status Report via email * Monthly Progress Report via conference call and email * Project Management Team (PMT) Meetings via conference call * Outlines and Drafts 1 copy of all preceding documents to Contracting Officer Technical Representative (COTR) 1 copy to Contracting Officer File Volumes Existing files: Lease: 49 cubic feet Agreement: 34 cubic feet Correspondence: 17.5 cubic feet Microfiche: approx 50,000 fiche pages (250,000 images) Average incoming volume for a six-month period: Lease: 2.5 cubic feet Agreement: 2 cubic feet Correspondence: 11.5 cubic feet Deposit Tickets: 26 cubic feet Proposed or possible File Preparation 1. Remove all paper clips, staples, etc. 2. Copy all tissue paper copies for scanning. [Indian files - Keep original tissue in file, clipped together with a cover sheet that says "DO NOT SCAN". Federal files - the tissues can be disposed of only after a good clean copy is made.] 3. Place all notes and sticky notes on individual 8x11-size paper. 4. Items with blue highlight must have a copy attached that states what is contained in the original document. [Blue highlight scans black] 5. Separate Indian from Federal, if possible. If a file (ex: Unit file) has both Indian and Federal, it is considered an Indian file. 6. All double-sided documents must be recopied to 1-sided. (If 2-sided document is an original, with original signatures, it must stay in the file to the back with a cover sheet that says "DO NOT SCAN". (The copy will be scanned) 7. Place correspondence/memos in date order, most recent on top. 8. Place correct corresponding bar code scanning sheet for each section in the lease file. [ex: Log Sheet - Code 00; Lease 1st Productions - Code 02] Collate and place in file in order. 9. Identify and prepare for scanning all microfiche contained in file. Lease and Agreement Workflow Process Incoming Documents - Current Process: 1. Mailed from Agency (Bureau of Indian Affairs [BIA], Bureau of Land Management [BLM], etc) to MMS 2. Delivered to Post Office (PO) Box 3. Document Processing Section (DPS) receives mail 4. DPS reviews the mail 5. DPS assigns work codes to appropriate documents 6. DPS inputs assigned documents into the Database Entry Workload System (DEWS) 7. DPS delivers all documents to Reporting Services into the individual State folders for Analyst to complete 8. Lease/Agreement file is requested from Central Files 9. Analyst obtains the incoming document and completes the necessary work 10. Analyst enters the Completion date to DEWS for documents that have been completed 11. Analyst enters the Cancel date to DEWS for documents that no action was required 12. Document is added to the appropriate Lease/Agreement file 13. Action taken is manually noted on the Log sheet 14. Folder is returned to Central Files Incoming Documents - After Imaging Process: 1. Mailed from Agency (BIA, BLM, etc) to MMS 2. Delivered to PO Box 3. Document Processing Section (DPS) receives mail 4. DPS reviews the mail 5. DPS assigns work codes to appropriate documents 6. DPS inputs the work code types into DEWS 7. DPS scans images 8. Appropriate index fields are created and associated with the scanned image 9. DPS emails or otherwise routes the assigned images to the appropriate Analyst in Reporting Services to complete or for QA (rescan the image or correct an index). 10. Analyst requests the appropriate Lease/Agreement file from Central Files 11. Analyst completes the necessary work 12. Analyst adds any comments or remarks to the scanned image and saves 13. Analyst enters the Completion date to DEWS for completed documents. 14. Analyst enters the Cancel date to DEWS for documents with no action required 15. Hard copy of document is added to the appropriate Lease/Agreement file 16. Action taken is noted on the Log sheet 17. Log sheet is returned to DPS to be scanned and replaced as the newest version 18. Folder is returned to Central Files Initial Index Attributes Lease Files Attribute Name Fields to be indexed DOC_NUMBER System generated number containing creation date AGENCY_NO BLM/BIA/OMM Agency Number (Appendix A) LEASE_NO MMS Lease Number (Appendix A) RECEIPT_DATE Date Rec'd by MMS WORK_CODE_NO Work Code Number (Appendix B) WORK_CODE_TYPE Work Code Description (Appendix B) ACTION_EFFECTIVE_DATE Effective Date of Action DOCUMENT_TYPE Document Type (Appendix G) DOCUMENT_DATE Date the document was created FED_IND_MXD Federal, Indian or Mixed Indicator STATE State (Appendix C) DISTRIBUTEE_CODE Distributee Code (Appendix D) DISTRIBUTEE_DESCRIPTION Distributee Code Description (Appendix D) Agreement Files Attribute Name Fields to be indexed DOC_NUMBER System generated number containing creation date AGENCY_NO BLM/BIA/OMM Agency No (Appendix E) AGREEMENT_NO MMS Agreement No (Appendix E) CONTRACT_NAME Name of Contract PARTICIPATING_AREA_NAME PA, Formation or Well Name REVISION_NO PA Revision Number RECEIPT_DATE Date Rec'd by MMS WORK_CODE_NO Work Code No (Appendix B) WORK_CODE_TYPE Work Code Description (Appendix B) ACTION_EFFECTIVE_DATE Effective Date of Action DOCUMENT_TYPE Document Type (Appendix G) DOCUMENT_DATE Date the document was created FED_IND_MXD Federal, Indian or Mixed Indicator STATE State (Appendix C) Correspondence Files Attribute Name Information to be entered in the Corresponding Field DOC_NUMBER System generated number containing creation date CUSTOMER_NO Customer ID number (5 digits) COMPANY_NAME Company Name RECEIPT_DATE Date Rec'd by MMS CORRESPONDENCE_TYPES Correspondence Types (Appendix F) DOCUMENT_DATE Date the document was created FED_IND Federal/Indian Indicator Deposit Ticket Files Attribute Name Information to be entered in the Corresponding Field DOCUMENT_NUMBER Control number assigned used by imaging system DEPOSIT_TICKET_NO Deposit ticket number DEPOSIT_DATE Date of deposit DEPOSIT_AMOUNT Amount of deposit DEPOSIT_TYPE Deposit type; 2014, CN, Federal Royalty, Indian Royalty, Rent PAYOR_CODE List of payor codes associated with deposit PAYOR_CHECK_NUMBERS List of check numbers associated with deposit PAYOR_CHECK_AMOUNTS Amount of check REFERENCE_IDENTIFIER An identifier to reference the Lease, Invoice or other receivable being paid. Security of Paper and Electronic Data. In order to protect the security and integrity of the Federal and Indian Records and all government data, the CONTRACTOR, shall develop and maintain a registry of all computers, servers, and terminals that are used to access data and records included as part of the Scope of Work. The CONTRACTOR shall develop guidelines for physical and network security of any covered computers, servers, and terminals. This may include (but is not limited to) installing personal firewall software on desktop, laptop, or home computers that are used by employees to access contract data and information, and encrypting or otherwise securing the data and information contained on such computers from theft, loss, or unauthorized access. CONTRACTOR assumes the responsibility of assuring that patches for operating systems or software environments are reasonably up to date, and will keep records of patching activity. CONTRACTOR will review its procedures for patches to operating systems and software, and will keep current on potential threats to the Contract data. The CONTRACTOR will conduct a survey of other physical security risks, including the storage of contract paper records in non-secure environments, and other procedures which may expose the government to risks. The CONTRACTOR bears primary responsibility for the identification of internal and external risk assessment, but all members of the CONTRACTOR are involved in risk assessment. The CONTRACTOR, will develop and maintain a data handbook, listing those persons or offices responsible for contract data activities. CONTRACTOR will conduct ongoing audits of activity on these systems, and will report any significant questionable activities to the government COTR. CONTRACTOR will develop a plan to ensure that all electronic covered contract data is encrypted in transit within the organization and that the central databases are strongly protected from security risks. CONTRACTOR will develop written plans and procedures to detect any actual or attempted attacks on systems containing contract data and will develop incident response procedures for actual or attempted unauthorized access to covered data or information. Contract data in paper form shall be protected and maintained on the contractor site or on servers within the confines of the contractor facility. Under no circumstances shall data be transmitted outside of the Contractors facility via email or other means of electronic transmission. Electronic versions of the data may be transmitted to approved subcontractors only. Contractor shall notify the government of subcontractors chosen prior to allowing data to be transmitted to any subcontractors. Under no circumstance shall employees of contractor remove any government data from the site, whether it is hard copy or electronic copies. Access to data shall be limited to U.S. citizens determined to require access to data in the performance of official duties, except that the Government may grant access to a non-U.S. citizen upon written request from the Contractor. Documents furnished by the Government to the Contractor in connection with this Contract may contain classified matter. The Contractor shall be responsible for protecting such information from unauthorized dissemination. Failure to adhere to these requirements shall be at the risk of the contractor and contractor shall bear all costs to repair/return and correct any and all violation's of this requirement. END of SOW As a minimum, offers must show-- (1) The solicitation number; (2) The time specified in the solicitation for receipt of offers; (3) The name, address, and telephone number of the offeror; (4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(j) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments; (10) Past performance information, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and (11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in this announcement by the time specified. Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and- (A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or (B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or (C) If this solicitation is a request for proposals, it was the only proposal received. (ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted. (3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel. (4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.
Web Link: Please click here to view more details.
(http://ideasec.nbc.gov/j2ee/announcementdetail.jsp?serverId=MM143501&objId=330074)
Place of Performance: Address: Minerals Management Service, Western Area Service Center, Denver, Co 80225-0165; Zip Code: 802250165; Country: USA
Record: SN01117124-W 20060818/060816221840 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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T -- Firm Fixed Price for Document Scanning and indexing of Federal and Indian records generated for the period of November 1, 2004 to the present.