CBD COMBINED/SYNOPSIS SOLICTATION (i)This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This proposed action is for services for which the Government intends to solicit and negotiate with one source - Inter-Analog under authority of FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. Interested persons may identify their interest and capability to respond to the requirement (see xvi). (ii) This Solicitation MDA946-02-T-0037 is a Request for Quote to provide document conversion services for the Department of Defense (DOD). (iii) This Solicitation document and incorporated provision and clauses are those in effect through Federal Acquisition Circular 01-07, effective May 15, 2002. (iv) The applicable North American Industry Classification System code is 541519 and the corresponding size standard is $18.0 million. The Small Business Competitiveness Demonstration Program does not cover this procurement. (v) & (vi) Statement of Work: SERVICES, NON-PERSONAL: Conversion of documents into digital format for Labor & Management Employee Relations (LMER), Executive & Political Personnel and Personnel Services (E&PP and PS), Military Personnel requires that documents that have been currently converted to CD ROMs and optical disks be transferred to a server. These divisions are part of the Washington Headquarters Services (WHS), Personnel and Security Directorate (P&SD), Rosslyn Plaza North, 1777 N. Kent St., Arlington, VA 22209. The Contractor shall provide all necessary labor, material, equipment and supervision to provide documentation conversion or transfer as specified in the Statement of Work. Background: The Personnel and Security Directorate has decided to expand the conversion of documents to digital format and transfer documents that have been converted to CD ROM and optical disks to a server in divisions within the Directorate. This will allow access to information for research and retrieval by employees. Objective: The purpose of this procurement is to provide the conversion of documents into Free View software developed by Inter-Analog Corp, maintaining data access consistency, with deliveries and converted data to be on CDs or other media as required by Personnel and Security Directorate. "Free View" software enables the customer to operate in a Microsoft Windows environment. This tool produces a consistently higher quality end product and a sharp reduction in mistakes. The user needs little training to operate the application. There are no additional software purchases or maintenance to use the Free View. Adobe Acrobat can be integrated into Free View; the system can support either single page or multi-page data formats and up to 15 index fields on the user data. In addition, Personnel and Security Directorate requires the transfer of documents that have been converted to CDs by Inter-Analog and transferred to optical disks, to be integrated into our server systems. Within the first six months of the contract, 800,000 documents are to be converted. Scope: The contractor will be required to convert all paper, electronic, and microfiche documents to digital format in order to fully utilize them within the FreeView environment. In performance of services the contractor will be required to: 1. Pick up documents at the following locations: Labor & Management Employee Relations, room 12063 at 1777 North Kent Street, Rosslyn, VA, Executive & Political Personnel, room 4C881 at the Pentagon Building in Arlington, VA, Personnel Services, room 2E22 at the AMC Building in Alexandria, VA, 2. Transfer documents from CDs and Optical disks to a server: Military Personnel, room 4A948 at the Pentagon Building, Arlington, VA, 3. Scan each document and convert to a digital format. 4. Index the documents using the following data fields so they can be retrieved by: LMER: "AWARD FILES, Last Name, SSN, Organization (list will be provided), Award Type (list will be provided), Award Approved (list will be provided), Reason Award submitted (list will be provided), Date (MM/YY)". OWCP (Office of Workers - Compensation Program): "Last Name, SSN, Organization, Case#s, Charge Back Code (list will be provided". EMPLOYEE RELATIONS: "Last Name, SSN, Organization, Offense (list will be provided), Decision (list will be provided), Date (MM/YY)". E&PP and P&S: "Last Name, SSN#, Organization, Subject, Date(MM/YY)". MILPERS: Currently MIPERS is using the Mutli Retrieval System (MARS). Index the documents using data fields so they can be retrieved by: "Last Name, SSN#, Organization, Subject, Date (MM/YY)", 5. Deliver the converted documents on CD-Rom in-groups as they are converted, beginning the conversion with Labor Management and Employee Relations, (Awards, OWCP, Employee Relations) Executive & Political Personnel and Personnel Services. Transfer the Documents that are currently on CDs and optical disks to a server for Military Personnel. Deliverables: a. When the conversion is completed, provide master CD-ROMs that contain all the scanned documents and is retrievable using the FreeView application developed by Inter-Analog Corp. Hold the original documents until such time as directed by the Contracting Officer. Once the converted documents have been approved the contractor will destroy the original documents by shredding. b. After the initial conversion, all new documents that have been generated should be picked up, converted and returned to the point of origin on a quarterly basis. Period of Performance: The period of performance for this service is five years (one year base period with four - 12 month renewal option periods). The initial (800,000 documents) is to be completed in six months after contract award. Additional work is to be completed each quarter thereafter. The base year period of performance is June 17, 2002 through June 16, 2003. (vii) Date(s) and place(s) of delivery and acceptance and FOB point: See Item number (v & vi) for dates/performance period. (viii) The following provision applies to this acquisition: Federal Acquisition Regulation (FAR) 52.212-1 entitled Instructions to Offerors - Commercial. The following provision is being added as an Addendum: FAR 52.214-31 Facsimile Bids/Quotes. (ix) The following provision does not apply to this acquisition: FAR 52.212-2 entitled Evaluation -- Commercial Items. Award will be based on the best value to the Government. (x) Offers are to include a completed copy of provision FAR 52.212-3 entitled Offeror Representations and Certifications -- Commercial Items. (xi) The following provision does apply to this acquisition: FAR 52.212-4 entitled Contract Terms and Conditions -- Commercial Items. (xii) The following clause is applicable to this acquisition: FAR 52.212-5 entitled Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items. The following FAR Clauses within the previous clause are applicable: 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37,52.225-16, 52.232.33, 52.222-41, 52.222-42, and 52.222-43. Other applicable clauses are: 52.252-5, 52.217-8, 52.217-9, 52.232-19, DFARS 252.204-7004, Required Central Contractor (CCR) Registration and DFARS 252.212-7001. Vendors may obtain CCR information by calling 1-888-227-2423 or via the Internet at https://www.ccr.dlis.dla.mil/. ONLY FIRMS REGISTERED IN THE CCR ARE ELIGIBLE FOR CONTRACT AWARD. (xiii) There are no additional contract requirement(s) or terms and conditions applicable to this requirement. (xiv) There is not a Defense Priorities and Allocations System (DPAS) number assigned to this acquisition. (xv) See Numbered Note 22. (xvi) Submission and delivery of capability statement from interested sources are to be forwarded by June 15, 2002 by 12:00 A. M. local time, through one of the following: via facsimile 703-692-0811, via e-mail to
[email protected], or to Pentagon South Parking Entrance (Corridor 2). (xvii) The points of contact for this acquisition are: Contract Specialist, Ms. Elizabeth I. Colvin,
[email protected] or Contracting Officer Ms. Joyce Lofty,
[email protected]. ANY INQUIRIES SHOULD BE IN WRITING VIA FACSIMILE ON 703-692-0811 or e-mail to
[email protected]. NO TELEPHONE INQUIRIES WILL BE ANSWERED REGARDING THIS SOLICITATION.