R -- Document Scanning, Indexing, & Managing

Please email questions to contact@example.gov. Only questions received by 12:00 pm et, Thursday, January 10, 2008 will be answered. Please email proposals to contact@example.gov or fax to +1 (555) 000-0000 no later than 12:00 pm et, Tuesday, January 15, 2008. Only complete packages received by the due date and time are acceptable. This combined synopsis/solicitation is issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-22. 52.212-4 Contract Terms and Conditions - Commercial Items. (FEB 2007) Addendum to 52.212-4 52.204-9 Personal Identity Verification of Contractor Personnel 52.217-8 Option to Extend Services. (NOV 1999) 52.217-9 Option to Extend the Term of the Contract. (MAR 2000) 1052.201-70 Contracting Officer's Technical Representative (COTR) Designation and Authority. (MAR 2002) INVOICING PROCEDURE 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. (JUN 2007) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.219-3, Notice of Total HUBZone Set-Aside (Jan 1999) (15 U.S.C. 657a). 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)). 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)). 52.219-28, Post Award Small Business Program Rerepresentation (June 2007) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212). 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793). 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212). 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). 52.222-41, Service Contract Act of 1965, as Amended (July 2005) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). 52.222-43, Fair Labor Standards Act and Service Contract Act-Price Adjustment (Multiple Year and Option Contracts) (Nov 2006) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). Federal Maritime Commission Performance Work Statement Scanning Services 1. Background The Federal Maritime Commission (FMC or Commission) is an independent regulatory agency responsible for the regulation of ocean borne transportation in the foreign commerce of the United States. The FMC administers the Shipping Act of 1984, as amended by Public Law 105-258 (The Ocean Shipping Reform Act of 1998), Section 19 of the Merchant Marine Act of 1920, the Foreign Shipping Practices Act of 1988 and Public Law No. 89-777. All of these statues were amended and modified by the Ocean Shipping Reform Act, which took effect on May 1, 1999. To achieve its statutory mandates, the FMC relies heavily on technology to support its mission. 2. Objective/Scope The FMC's objective is to obtain on-site scanning and indexing services. The contractor is responsible for providing 40 hours per week of on-site labor, 52 weeks per year, excluding the following federal holidays: a) New Years Day b) Martin Luther King, Jr. Day c) Presidents Day d) Memorial Day e) Independence Day f) Labor Day g) Columbus Day h) Veterans Day i) Thanksgiving Day j) Christmas Day 3. Deliverables Scanning/Indexing. The contractor is responsible for utilizing the Laserfiche 7.2 document scanning software to accurately and completely scan and index documents securely in the system to ensure that they can be promptly located. The FMC document scanning and indexing program requires the development of extensive knowledge of the FMC's specialized and unique document types. The contractor must develop the ability to independently and accurately extract pertinent indexing information not readily apparent from a cursory review of the documents, accurately categorize each document within the indexing structure, properly evaluate the appropriate security requirements for each document, and correctly place each document in the system according to that document's security requirements. The scanning/indexing will include a wide variety of specialized Commission documents from adjudicatory proceedings, investigative case files, enforcement proceedings, fact-finding investigations, current and historical docketed proceedings, Commission minutes, legislative matters, legal opinions, and a variety of other regulatory matters. Quality Control. The contractor is responsible for performing quality control by verifying that documents identified for electronic conversion have been accurately digitized, categorized, secured, and placed in the appropriate area/file within the Laserfiche system. Re-Indexing. The contractor is responsible for re-indexing approximately 50,000 documents recovered from a system crash of the previous scanning software, FileNet. This task is to be incorporated into the contractor's daily duties and is to be accommodated, as time permits, after each day's scanning and indexing workload has been completed. Demonstrated experience with the FileNet system software is valuable to achieve this re-indexing task. Recommendations. The contractor is responsible for participating in discussions and making recommendations that identify the benefits and liabilities of available alternatives that optimize both technology and business processes in light of the FMC?s present and future needs, and participating in evaluating the FMC's current scanning and indexing structure. Training. The contractor is responsible for providing guidance, direction, and training to additional contractor staff and/or FMC staff as needed. Training and direction for any additional Contractor staff will include initial orientation and follow-up as needed on: (1) the FMC's business processes as they relate to the document scanning/indexing program; (2) the Laserfiche system's capabilities, functions, and features as they are applied to the FMC's document scanning/indexing program; (3) the wide variety of FMC documents - imparting guidance on how to decipher and accurately extract pertinent information to be used in the indexing process; (4) acceptable document/scanning product quality and techniques for correcting deficiencies; and (5) responses to other questions relating to the FMC's document scanning/indexing program as needed. Training and guidance provided to FMC staff by the Contractor will include: (1) assisting OS staff in conducting, as needed, either initial or refresher training to FMC staff on basic Laserfiche system features and capabilities; and (2) responding to questions regarding researching and extracting documents scanned and stored in the FMC's Laserfiche system. Assistance. The contractor is responsible for assisting the FMC staff with software questions, providing research assistance, and working directly with OS/IT staff to address system issues. Productivity. The contractor is responsible for maintaining productivity standards, which support the FMC's document scanning and indexing program. Written productivity standards will be provided to the Contractor within two (2) weeks of the start of the contract. The need to update or adjust such standards will be re-evaluated annually by FMC Office of the Secretary management. Updated standards, if any, will be re-issued annually within two (2) weeks of the start of any exercised option period. 4. Place of Performance Federal Maritime Commission 800 North Capitol Street, NW Washington, DC 20573 5. Period of Performance Base Period: January 29, 2008 - January 28, 2009 Option Period 1: January 29, 2009 - January 28, 2010 Option Period 2: January 29, 2010 - January 28, 2011 Option Period 3: January 29, 2011 - January 28, 2012 Option Period 4: January 29, 2012 - January 28, 2013 *The actual dates for the Period of Performance may change depending on the actual award date. 6. Security The work is considered SENSITIVE. Individuals assigned to this contract are required to sign a FMC non-disclosure statement. 7. Government Furnished Resources The FMC will provide access to its building and offices, the required network access, and any available technical documentation regarding the existing scanning system and process. Training on FMC procedures and scanning equipment/software will be provided by designated FMC staff or FMC-approved vendors. 8. Personnel Security Requirements The contractor shall immediately notify the COTR of any changes in personnel assigned to this award. Any new personnel are required to sign a non-disclosure statement before they can begin work. 9. Quality Assurance Surveillance Plan (QASP) The Government will periodically evaluate the Contractor's performance in accordance with the QASP. The purpose of the QASP is to ensure reliable, uninterrupted services are provided in accordance with the PWS. The plan ensures unnecessary complaints and acceptable performance. The Government's QASP includes the following elements: Periodic inspection of the Contractor's work Communicating complaints Progress meetings with the Contractor Methods of Surveillance: Random Evaluation: This method employs a "spot check" style of evaluation and may be adjusted, based on quality and/or productivity trends. The Government retains the right to inspect all requirements of the contract. Unacceptable performance will be recorded and the Contractor shall be required to correct the unacceptable condition within a 24-hour time period. If the Contractor does not correct the unacceptable condition within 24-hours, the COTR will notify the Contracting Officer who will take appropriate administrative action for unacceptable performance. Performance Requirements Summary Deliverable/Task Acceptable Quality Level Evaluation Method Incentive/Disincentive Scanning/Indexing 95% Random Sampling. See QASP Performance Rating Quality Control 95% Random Sampling. See QASP Performance Rating Re-Indexing 95% Random Sampling. See QASP Performance Rating Recommendations 95% Random Sampling. See QASP Performance Rating Training 95% Random Sampling. See QASP Performance Rating Assistance 95% Random Sampling. See QASP Performance Rating Productivity 95% Random Sampling. See QASP Performance Rating 52.212-1 Instructions to Offerors - Commercial Items. (SEP 2006) Offerors must submit each of the following as part of the proposal package. a)Pricing: firm fixed hourly rate for the base and each of the option years. b)Non-Price Factors (this portion must not exceed 15 pages in total): Technical Proposal Past Performance c)Representations and Certifications (52.212-3, or statement that they have been completed in ORCA) 52.212-2 Evaluation - Commercial Items. (JAN 1999) Award will be made to the responsible offeror whose proposal is determined to be the best overall value to the government. The government will consider making an award at a slightly higher price only in order to achieve superior technical quality. The Contracting Officer will use the technical merits of each proposal and the price to determine the successful offeror. As technical merit becomes more equal, price may be the deciding factor. As the price becomes more equal, technical merit may be the deciding factor. The Contracting Officer will determine what trade-off between technical merit and price promises the greatest value to the government. The technical evaluation team will determine the technical merits of each proposal and provide a written summary of the evaluation results to the Contracting Officer. Technical merit is based on an evaluation of the non-price factors listed below. The non-price portion of the proposal package must not exceed 15 pages in length. The non-price factors to be evaluated are as follows: 1.Technical Proposal: The offeror shall provide a description of the offeror's ability to successfully perform the work requested in this PWS. This should include a description of services provided to other clients, preferably federal government agencies, in areas the same or similar to the work requested. 2.Past Performance: The offeror must provide at least three references. Each reference must include the following information: Company Name Contact Name Telephone Number Project title Dates of Service 13.Note Interested offerors may register at http://www.fedbizopps.gov to receive notification when any amendments are issued and available for downloading. Please note that the General Services Administration provides the notification service as a convenience and does not guarantee that notifications will be received by all persons on the mailing list. Therefore, we recommend that you monitor the FedBizOpps site for all information relevant to desired acquisitions. Please email proposals to contact@example.gov or fax to +1 (555) 000-0000.