SOLICITATION NOTICE
R -- Digital Conversion & Repository Management Services
- Notice Date
- 4/20/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 519190
— All Other Information Services
- Contracting Office
- USPFO for Montana, P.O. Box 4789, Helena, MT 59604-4789
- ZIP Code
- 59604-4789
- Solicitation Number
- W9124V10T4012
- Response Due
- 4/26/2010
- Archive Date
- 6/25/2010
- Point of Contact
- Brad Willcockson, 4063243407
- E-Mail Address
-
USPFO for Montana
(brad.willcockson@us.army.mil)
- 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 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 Combined Synopsis/Solicitation W9124V-10-T-4012 REQUEST FOR QUOTE FOR: Digital Conversion & Repository Management Services This is a combined synopsis/solicitation for commercial items 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 hereby requested and a written solicitation will not be issued. The NAICS code is 519190 and the size standard for consideration as a small business is less than $7.0 million in annual revenue. The incorporated provisions and clauses are those in effect through FAC 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 Federal Acquisition Regulations governing termination for convenience. Synopsis: The Montana Army National Guard (MTARNG) anticipates purchasing from a single vendor the following services: Digital Conversion and Repository Management Services. Performance Work Statement: The Contractor shall be responsible for performance of 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 "Jobs 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 Control Plan and Procedures Quality control processes will be implemented using a variety of techniques to ensure file integrity. Quality failure modes will be identified, tracked and reported. Contractor will document measures used to eliminate errors. See below requirement for Contractors development and implementation of a Quality Control Plan 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 MTNGs 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. Reporting/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 vendors quote and may be incorporated into to 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 users 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. Expected levels of training and experience: The Contractor will be expected to have the following levels of training and 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 -Demonstrated 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. Quotes from Contractors must include: A.A pricing schedule showing both the contractors 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 12 months of service) must be disclosed. B.An exception list clearly disclosing any requirements the proposer cannot fulfill. C.A listing of the Contractors training and experience. D.A listing of any past performance of identical or similar services performed during the last 24 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. Additionally, and optionally, the following may be included in the proposal: A.Additional services and costs beyond the minimum/base solution, which must be priced separately. B.Creative, innovative, or alternative solutions or options not conforming to the above proposal format, which must be priced separately. All questions and/or requests for additional information shall be directed exclusively to the Contracting Officer, Major Brad Willcockson, at brad.willcockson@us.army.mil. Proposers shall not communicate with other members of the Montana Army National Guard, or its business associates, for the purpose of obtaining information about this requirement. After the deadline for questions a list of all questions and answers will be compiled and sent to all proposers who have expressed and interest in this RFQ to make all proposers privy to the same information. Proposers shall not visit any Montana Army National Guard facility for the purpose of obtaining information about this proposal. All site visits will be conducted post-award. The deadline for submitting questions or requests for additional information is: 1000 hours on 23 April 2010, Mountain Standard Time. The deadline for submitting quotes is: 1500 hours on 26 April 2010, Mountain Standard Time. State whether prices are Open Market or GSA. The provision of 52.212-3 Alt I, Offeror Representations and Certifications-Commercial Items (April 2002) applies to this RFQ. 52.212-3 Alt I clause needs to be completed and a signed copy of this provision shall be submitted with any offer. 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 represent the best value to the Government. The best value determination will be made by evaluating the contractors offer based on training, experience, quality control plan, price, and availability. Should the factors of training, experience, quality control plan, and availability between vendors be essentially equal, price shall be the differentiating factor in selecting an awardee. 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 EvaluationCommercial 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 52.219-8 Utilization of Small Business Concerns MAY 2004 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 InsuranceWork 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 Officers Representative AUG 1992 252.203-7000 Requirements Relating to Compensation of Former DoD Officials 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 252.211-7003 Item Identification and Valuation AUG 2008 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 252.225-7000 Buy American ActBalance 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 252.247-7023 Transportation of Supplies by Sea MAY 2002 You can visit the website at http://farsite.hill.af.mil/ for the provisions and clauses needed for this synopsis/solicitation. Complete descriptions of the provisions and clauses referenced in this synopsis/solicitation may be viewed on the internet at http://farsite.hill.af.mil. Submit all questions and quotes by e-mail to: brad.willcockson@us.army.mil.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA24/W9124V10T4012/listing.html)
- Place of Performance
- Address: USPFO for Montana P.O. Box 4789, Helena MT
- Zip Code: 59604-4789
- Zip Code: 59604-4789
- Record
- SN02127411-W 20100422/100420235636-26fe258feecfdaf9f31ed1da825b034a (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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