SOLICITATION NOTICE
R -- SCANNING TECHNICIAN AND ARCHIVIST
- Notice Date
- 6/20/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61, 1305 East West Highway, 7th Floor, Silver Spring, Maryland, 20910
- ZIP Code
- 20910
- Solicitation Number
- DG1335-11-RQ0841(GJB)
- Archive Date
- 7/21/2011
- Point of Contact
- Georgia J. Barrett, Phone: 301-713-0833, 140, Sandra K. Souders, Phone: 301-713-0833, 141
- E-Mail Address
-
jean.barrett@noaa.gov, Sandra.K.Souders@noaa.gov
(jean.barrett@noaa.gov, Sandra.K.Souders@noaa.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for a for commercial items prepared in accordance with FAR Parts 12 and 13, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotations are being requested and a separate solicitation will not be issued. The attached SOW is incorporated into this solicitation. Solicitation Number DG1335-11-RQ0841(GJB) is being issued as a Request for Quotation. This acquisition is being solicited using Simplified Acquisition Procedures. The North American Industry Classification System Code (NAICS) is 561110 and business size is $ 7.0. The U.S. Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), National Telecommunications Information Administration (NTIA), The Interdepartmental Radio Advisory Committee (IRAC) Secretariat, IRAC Support Branch, Office of Spectrum Management (OSM) requires an Scanning Technician and Archivist to assist the work of this contractor must also be closely monitored by other management personnel within OSM as well as by the Federal Government Representatives on the IRAC and its Subcommittees/ad hoc groups. Since the IRAC Secretariat has been designated as the depository for the IRAC and its Subcommittees documentation, it will be quite evident by these forums that the contractor is not performing her tasks in accordance with the contract agreements. In addition to the oversight provided by the IRAC, the Government will monitor on a monthly basis the completeness of the incorporation of the IRAC related documents into an electronic media. Office Monday through Friday for eight hours a day, except Government holidays, with controlled correspondence, regulatory package review, document flow, miscellaneous services in support of the Interdepartmental Radio Advisory Committee (IRAC) Secretariat, IRAC Support Branch, Office of Spectrum Management (OSM) communications for the Directorate, scanning and electronic record keeping, and assisting with some human resource services. Please see attached Statement of Work for additional listing of duties. The resulting purchase order shall be awarded on a firm fixed price basis. Period of Performance: Initial (Base) Period - estimated at 864 hours starting about August 20, 2011- ending about August 19, 2012 for both line item; Option Period #1 estimated at 864 hours starting about August 20, 2012 - ending about August 19, 2013. The award will be made on a best value. The best value evaluation factors include the following: 1) Approach - Effectively meeting the requirements; 2) Past Performance - Includes relevant experience which describes at least two (2) relevant projects performed in the last two years and quality of performance and two (2) resumes for qualified persons; and 3) Price - The amount, realism and consistency of the evaluated price. The evaluation shall be based on use of the adjectival scheme as follows: Excellent (E) - Superior or first class; Good (G) - Acceptable, Beneficial and worthwhile; sound and valid; (P)-Fails to meet two or more requirements; Unsatisfactory (U) - Not acceptable, not adequate to carry out. Incomplete quotes will not be evaluated or considered. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-51. The provisions and clauses may be downloaded at http://www.arnet.gov/far. The following provisions and clauses shall apply to this solicitation: FAR 52.212-1, Instructions to Offerors - Commercial, FAR 52.212-2, Evaluation - Commercial Items - The Government will award a purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. FAR 52.212-3, Offeror Representations and Certificates - Commercial Item, FAR 52.212-4, Contract Terms and Conditions - Commercial Items, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. FAR 52.217-8, Option to Extend Services; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.219-14, Limitations on Subcontracting; FAR 52.222-3, Convict Labor; FAR 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.232-33, Payment be Electronic Funds Transfer-Central Contractor Registration; FAR 52.239-1, Privacy or Security Safeguards; FAR 52.222-41, Service Contract Act; and FAR 52.222-42, Statement of Equivalent Rates for Federal Hires. All responsible sources that can meet the requirements and provide the items as listed above may respond to this solicitation by submitting a proposal on setting forth an approval to perform the work, location, past performance and price addressed to Jean.Barrett@noaa.gov, to be received no later than July 6, 2011 at 11:00am local time. The Government reserves the right to make one award or no award at all as a result of this solicitation. Responses are to be emailed to Jean.Barrett@noaa.gov. Reference # DG1335-11-RQ0841(GJB)!!   Statement of Work IRAC Archive Scanning A. Background Information: The Interdepartment Radio Advisory Committee (IRAC) Secretariat, IRAC Support Branch, Office of Spectrum Management (OSM), National Telecommunications and Information Administration (NTIA), Department of Commerce, provides technical and administrative support to the Interdepartment Radio Advisory Committee (IRAC), its Subcommittees and Ad Hoc Groups. The IRAC is the oldest continuing functioning Government advisory committee (Chartered June 1, 1922) and currently functions to advise the Assistant Secretary of Commerce for Communications and Information on telecommunication matters. The IRAC assists the Assistant Secretary in assigning frequencies to U.S. Government radio stations and in developing and executing policies, programs, procedures, and technical criteria pertaining to the allocation, management, and use of the radio spectrum. The IRAC is comprised of 21 representatives from Federal Government Departments and Bureaus. The IRAC itself meets every three weeks. Counting meetings of its subcommittees and its various ad hoc groups, there are IRAC related meetings held at least three times every week. The IRAC Secretariat provides support to all IRAC related meetings by the arrangement and the maintenance of meeting schedules, the processing and distribution of documents on meeting agendas, the drafting of meeting minutes, and the maintenance of a library of all meeting agendas, minutes and agenda item documents. As a part of this support function, NTIA was charged with the responsibility of establishing an archival document storage system whereby IRAC documents could be scanned into a database with the capability of capturing and retrieving the entire content of the documents on a real-time basis. Having one storage system would preclude each Federal Agency represented on the IRAC to maintain a duplicate file. In the past, all documentation was stored on microfilm but a new media was needed due to the shelf life of microfilm, and the fact that it could not be electronically searched. It was agreed that a storage media would be derived to provide a mechanism to electronically search historical documents, and assist in the automation initiative to receive, store, and distribute all meeting materials electronically. At this time, well over a million pages of documents have been scanned, indexed and incorporated in the IRAC Documentation Database (IDD). This included documents from the initiation of the IRAC to the present. The documentation of the IRAC and its subcommittees are scanned into this database regularly to maintain an active updated searchable database. The IRAC plans to have this scanning accomplished on a monthly basis or at least quarterly. B. Purpose and Objectives of the Procurement A follow-on contract is needed for a scanning technician and archivist. It is imperative that the IRAC archive remain up-to-date or the Federal government's spectrum management operations could be greatly impacted if reference documents are not available to be searched and retrieved. C. Contractor Requirements The purpose of this contract is to assist with the tasks regarding the capturing of the IRAC documentation (to include its subcommittees) and scanning them into a retrievable database. The requirements for these tasks are: 1. The contractor must have a security clearance up to the SECRET level in order to perform the tasks. 2. The contractor must work on-site at the Herbert Hoover Building, Room 1092, 1401 Constitution Avenue, N.W., Washington, DC. This is required because of the sensitivity and classification of certain documents. The Government will provide adequate work space for the contractor, including desk, chair, telephone, and computer hardware. The Government will provide access to photocopiers, facsimile machines, and printers necessary to perform the necessary duties. 3. Contractor must meet the DOC IT Security Program Policy & Minimum Implementation Standards. (The C&A requirements of CAR 1352.239-73 (clause 73) do not apply, and that a Security Accreditation Package is not required.) 4. The contractor must have a good working knowledge of the ZyImage software that is used for the IRAC document database in order to ensure that documents are properly stored in the database. 5. The contractor must have a good working knowledge of the Kodak Document Scanner 5500D that is used for this scanning process. The current interface software with the ZyImage software will only work with this scanner. The contractor must know how to perform operator level maintenance and corrective actions on the scanner. 6. The contractor must gather all documents to be scanned in sequential order from the IRAC Secretariat and identify and assist the secretariat staff in locating missing documents. 7. The contractor must know how to prepare and file the unique bar code identifier that precedes each document to be scanned. This identifier plays a primary role in identifying each record during the search and retrieval process. The records of the (IRAC) and its subcommittees are scanned separately so that these records will be stored and indexed as a unique database. 8. The contractor must review each document (Quality Control) after scanning in an electronic format to ensure that each page of the document was scanned and the information contained on the pages are legible. 9. The contractor must assist in the preparation of the documentation for transmittal to the Federal Records Center and also be familiar with the National Telecommunication and Information Administration Federal Record Control Schedule. 10. The contractor must be familiar with security classification guidelines for the use and storage of classified records. D. Government Responsibilities This contract must be performed at the Government site, Herbert C. Hoover Building, Room 1605, 1401 Constitution Avenue, N.W., Washington, D.C. The Government is to provide adequate work space for the contractor, including desk, chair, telephone, and computer hardware. The Government is to provide access to photocopiers, facsimile machines, and printers necessary to perform the duties detailed in Paragraph C. E. Reporting Requirements and Deliverables The contractor must develop and maintain a progress report log for the completion of assigned tasks. This information shall be available to the Government for review upon request. A status report must accompany each monthly invoice outlining the accomplishments during the past month. Monthly invoices submitted by the contractor shall be coordinated with the designated COTR prior to payment to certify that the service for which the invoice is provided has been completed. F. Program Management and Control Requirements Program oversight will be accomplished by the IRAC Executive Secretary in consultation with the COTR. They will work directly with the contractor to prioritize and schedule the assigned tasks. They will be available to respond to any questions posed by the contractor with respect to scheduling conflicts. G. Inspection and Acceptance Criteria What will be inspected and approved? The Government will inspect and approve the database of IRAC related documents to ensure that a) it is inclusive of all the available documentation, and b) the records are legible. Who will inspect and approve and when will the inspection occur? The IRAC Executive Secretary in consultation with the COTR will be performing the inspection. The inspection will be completed on a monthly basis. What procedures will the Government use? The work of this contractor must also be closely monitored by other management personnel within OSM as well as by the Federal Government Representatives on the IRAC and its Subcommittees/ad hoc groups. Since the IRAC Secretariat has been designated as the depository for the IRAC and its Subcommittees documentation, it will be quite evident by these forums that the contractor is not performing her tasks in accordance with the contract agreements. In addition to the oversight provided by the IRAC, the Government will monitor on a monthly basis the completeness of the incorporation of the IRAC related documents into an electronic media.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/AGAMD/DG1335-11-RQ0841(GJB)/listing.html)
- Place of Performance
- Address: U.S. Dept.of Commerce, National Telecommunications Information Administration (NTIA), 1401 Constitution Avnue, N.W., Room 6898A, Washington, District of Columbia, 20230, United States
- Zip Code: 20230
- Zip Code: 20230
- Record
- SN02477689-W 20110622/110620235249-332624a03e80ba0f445ca62752932cca (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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