R -- Paper Data Capture and Conversion Services

The Office of Personnel Management intends to issue a Request for Proposal (RFP) for historical paper data capture and conversion services under the Retirement Systems Modernization (RSM) initiative. We will solicit the proposed acquisition under Full and Open Competition procedures. We will consider all responsible sources that submit a proposal and price quotation. The resulting performance-based contract will enable us to accurately capture (image) and convert the paper records of more than one million active or former (not retired) Federal employees. By procuring capture and conversion services from an existing, proven capture and conversion provider, we will be able to convert, with minimal implementation time and risk, a large volume of historical data that can be used by new systems to deliver relevant, accurate, and prompt services to retirement program participants. We encourage interested parties to submit offers either as a single entity or as a teaming effort. The chosen offeror will provide services to capture and convert historical paper records into an electronic format to support our administration of the Civil Service Retirement System (CSRS) and the Federal Employees Retirement Systems (FERS). We will determine the total set of capabilities to be provided based upon your submissions and we will weigh the costs, benefits, and risks of your submissions. Your submissions must include the following services, which we may purchase at our discretion: (1) Document retrieval and tracking, (2) Document transport and preparation, (3) Document imaging and indexing, (4) Document reassembly, (5) Document disposal, (6) Data conversion, (7) Image and data storage, (8) Image and data retrieval, and (9) Image and data transfer. We wish to purchase the services described in this solicitation under terms and conditions similar to those that typically apply to similar purchases in the private sector. However, we have unique Federal Government constraints and we must ensure that the services we purchase meet the Federal retirement systems unique characteristics as we will describe in the RFP. Place of Contract Performance: The paper records are located at our secure storage facility in Boyers, Pennsylvania. You will be responsible for retrieving records to be captured and converted from this facility. We will determine the place of performance, for capture and conversion services, based on your submission. However, the place of performance must not exceed the boundaries of the continental United States. Offshore personnel and facilities are prohibited for this procurement. Duration of the Contract Period: The period of performance includes a base period plus two (2) or three (3) one-year option years. The base period will equal implementation, must not exceed 6 months, and we would prefer that implementation is completed in less than six months. We prefer to complete the entire capture and conversion effort within the shortest period possible and that it take no more than two years. If you believe it is advisable and have compelling reasons for using a third option year, you must describe your rationale within your RFP response. The fourth option year is available as a contingency only, which will be negotiated by us and you, if needed. You should not assume that a fourth year will be necessary. Preproposal Conference and Site Visit: On October 20, 2005 you will have an opportunity to tour the storage facility at our Boyers, Pennsylvania location during the preproposal conference and site visit. You are strongly encouraged to attend this preproposal conference and site visit. This is the only opportunity available for you to tour our unique facilities. Attending the preproposal conference and site visit will help you learn more about our storage facility and will help you prepare a stronger response to this procurement. If you plan to attend the preproposal conference and site visit, you must email David Shively, by October 14, 2005, and include the following registration information: (1) Your Company Name, (2) Single Company Point of Contact (first name, last name, title, telephone, fax, email, and mailing address), (3) Your Company Website, (4) List of Attendees (total number of your staff expected to attend the conference, first and last names, titles, social security numbers, U.S. citizenship status (yes or no), telephone, fax, email, and mailing addresses), (5) Your Business Classification Code, and (6) One-page executive summary of your Company (including a general overview of the services and products you offer) in MS Word format. You will be limited to two participants at the preproposal conference and site visit. After we receive your registration information, we will email your Company Point of Contact a preproposal conference and site visit Information/Registration Packet. The packet will include information related to directions to our facility, hotel/lodging, transportation, special accommodations, and an example agenda for the site visit. Note: We will be reserving a block of hotel rooms for all site visit attendees. The packet will provide you with instructions for notifying us of the hotel at which you are staying. We anticipate issuing the solicitation on or about October 3, 2005. Proposals will be due on or about November 16, 2005. We will award to the responsible offeror whose proposal we determine provides the best value to the Government. Our anticipated contract award date is April 1, 2006. Points of Contact For information regarding your registration for the Preproposal Conference and Site Visit: David Shively, Phone 724/794-2005 ext. 5206, Fax 724/794-4323, E-mail contact@example.gov For all other questions: Cheryl D. Allen, Contract Specialist, Phone 202/606-2054, Fax 202/606-1464, E-mail contact@example.gov - Matthew Johnson, Contracting Officer, Phone 202/606-1518, Fax 202/606-1464, E-mail contact@example.gov