MOD | R | FEC Records Management Program

FBO DAILY ISSUE OF JULY 10, 2002 FBO #0220
MODIFICATION

R -- FEC Records Management Program

Notice Date: 7/8/2002
Notice Type: Modification
Contracting Office: Federal Election Commission, Office of the Staff Director, Administrative Division, 999 E Street, N.W., Washington, DC, 20463
ZIP Code: 20463
Solicitation Number: Reference-Number-NAICS541611
Response Due: 7/12/2002
Point of Contact: Aaron Ford, Contracting Officer, Phone 202-694-1328, Fax 202-219-3505,
E-Mail Address: aford@fec.gov
Description: The Federal Election Commission (FEC) has a requirement to conduct a Records Management Program in accordance with the requirements set forth in the following documents: 44 United States Code 21, 29, 21 and 33; Code of Federal Regulations, Chapter XII, Subchapter B, National Archives and Records Administration (NARA) Publications. The Federal Election Commission is seeking sources that are capable of performing the tasks and duties that will ensure that the FEC satisfies these requirements to the fullest extent possible. The Federal Election Commission is issuing this Request for Information (RFI) to industry to obtain market research in order to assist in the development of a preliminary acquisition planning. All interested parties must respond via e-mail with information on their services with sufficient technical and price detail to allow for a detailed evaluation to the Contracting Officer, Mr. Aaron H. Ford at aford@fec.gov or via telephone (202) 694-1328. no later than 12 July 2002. The subject line of the e-mail message should be "Records Management Program". The applicable North American Industrial Classification System code is 541611. Proprietary information will be safeguarded in accordance with applicable Government regulations. Firms that wish to respond to this RFI should provide the following information: (1) a brief summary of the services offered in response to this RFI, a statement indicating an interest and capability to provide the services as described, a technical approach to the Statement of Work provided herein, and a cost estimate. The cost estimate will be used for budgetary planning purposes. The Federal Election Commission is issuing this Request for Information to industry. THIS IS A REQUEST FOR INFORMATION ONLY!!! It is neither a Request for Proposals (RFP)/Solicitation, nor an indication that FEC will contract for the services described in this RFI. There is no obligation on the part of the Government to acquire any services . The Government does not intend to award a contract solely on the basis of the RFI. The Government will NOT pay for information received in response to this RFI. Submitted documents will NOT be returned to those firms who provide responses to this RFI. Statement of Work--(A) Introduction: The Federal Election Commission (FEC) has a requirement to conduct a Records Management Program in accordance with the requirements set forth in the following documents: 44 United States Code 21, 29, 21 and 33; Code of Federal Regulations, Chapter XII, Subchapter B, National Archives and Records Administration (NARA) Publications. The purpose of this Statement of Work is to solicit contractor support to perform specific tasks and duties that will ensure that the FEC satisfies these requirements to the fullest extent possible. (B) Background--FEC Headquarters is located at 999 E Street NW, Washington DC 20463. The Federal Election Commission consists of approximately 350 employees. The FEC generates both hardcopy and electronic records but the hardcopy records constitute the official recordkeeping copy. Most records are filed either at or near the employee's office/workstation in individual file cabinets or, when necessary, sent to the Washington Records Center for immediate storage. (C) Definitions--(1) Disposition: An action that removes a record from retention by the FEC because it is no longer needed for current agency operations/business. Disposition of all records must be approved by NARA and may consist of actions such as the destruction, the deletion, and the shipment of records to a records center or directly to NARA for permanent retention. (2) General Records Schedule: A document that lists all FEC records not listed in the NARA's General Records Schedule. This document consists of NARA approved records schedules and provides instructions for what to do with records that are no longer needed for current agency operations/business. It is also called records disposition schedule, record control schedule, records retention schedule, or schedule. (3) Record: All books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government because of the informational value of data in them. (4) Unscheduled Record: A record whose final disposition has not been approved by NARA. (D) Scope of Work--Work will be performed within the main office of the FEC at 999 E Street NW, Washington DC 20463. The Contractor will provide all the personnel, expertise, materials, and services necessary to successfully perform the contract. The approach/methodology to be used to accomplish this Statement of Work is to be the methodology that will be the most effective and economically feasible for the FEC. Proposals for this effort should clearly show the methodology and the proposed cost structure and the Contractor's plans for accomplishing this effort. E. Work to Be Performed--(1) Review and inventory all FEC paper records down to the custodian level. The inventory shall include a descriptive listing of each record series, including but not limited to, function, purpose, content, location, arrangement, reference activity, annual accumulation and retention period for each record. (2) Assist the FEC's Office of Deputy Staff Director for Management and associated offices (i.e., Administrative Office, Data Systems Development Division, and Finance Office) in setting up their paper files to conform to file plans and record-schedules. Assistance includes the following--(a) Preparing/assisting in labeling file folders; (b) Preparing disposition guides; (c) Reviewing nonrecords and preparing them for removal from the applicable offices. (3) Prepare file plans for each office within the Office of the Deputy Staff Director for Management in accordance with NARA direction and guidance. (4) Prepare drafts and finalize requests for record disposition authority for any unscheduled FEC records and to review all existing records to be updated. (5) Review and update the FEC Records and Disposition Schedule. (6) Prepare record schedules for any unscheduled records identified during the inventory and draft revisions for existing records schedule items as necessary. F. Contract Deliverables--(1) Action Plan and schedule for completing the contract--10 business days after contract award. (2) Weekly Progress Reports on the status of action plan elements--beginning second week of contract. (3) Documented Inventory--Per awarded contract schedule (See attached milestone schedule (Appendix 1)). (4) File Plans--Per awarded schedule (See attached milestone schedule (Appendix 1)). (5) Records schedules for unscheduled records and revised records items--Per awarded schedule (See attached milestone schedule (Appendix 1)). (6) Update the FEC Records Schedule--Per awarded contract schedule (See attached milestone schedule (Appendix 1)). G. Data Requirements--(1). Action Plan and schedule for completing the contract--Due Date: 10 business days after contract award. Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies ( 1 copy paper/ 1 copy electronic), FEC Administrative Officer: 1 copy (paper), NARA Representative: 1 copy (paper). (2) Weekly Progress Reports on the status of action plan elements--Due Date(s): Every Friday beginning the second week of contract. Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies (1 copy (paper)/1 copy electronic). (3) Documented Inventory--Due Date(s): Per awarded contract schedule (See Appendix 1). Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies (1 copy (paper)/1 copy electronic), FEC Administrative Officer: 1 copy (paper), NARA Representative: 1 copy (paper). (4) File Plans--Due Date(s): Per awarded schedule (See Appendix 1). Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies (1 copy (paper)/1 copy electronic), FEC Administrative Officer: 1 copy (paper), NARA Representative: 1 copy (paper). (5). Records schedules for unscheduled records and revised records items--Due Date(s): Per awarded schedule (See Appendix 1). Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies (1 copy (paper)/1 copy electronic), FEC Administrative Officer: 1 copy (paper), NARA Representative: 1 copy (paper). (6) Update of the FEC's Records Schedule--Due Date(s): Per awarded contract schedule (See Appendix 1) Deliver to: FEC Contracting Officer's Technical Representative: 1 copy (paper), FEC Contracting Officer: 2 copies (1 copy (paper)/1 copy electronic), FEC Administrative Officer: 1 copy (paper), NARA Representative: 1 copy (paper). H. Performance Standards--Weekly status reports submitted to the FEC Contracting Officer's Technical Representative under the subject contract shall identify the work that had been performed during the week, the deliverables that had been submitted, and the name of the Government representative that had received the deliverable. The FEC COTR will be required to rate the quality of the deliverable in terms of timeliness and quality on a rating scale of one (1) to five (5). The rating scale is as follows: 5--Significantly Exceeds Expectation, 4--Exceeds Expectation, 3--Meets Expectation, 2--Barely Meets Expectation, 1--Fails to Meet Expectation. The rating definitions are as follows: (5) Significantly Exceeds Expectation: Deliverables are completed on or prior to their respective due date 100% of the time without further revisions being required. (4) Exceeds Expectation: Deliverables are completed on or prior to their respective due date 100% of the time with only minor revisions being required on approximately 5% of the items submitted. The required rework does not negatively impact upon the respective program. (3) Meets Expectation: Deliverables are completed on or prior to their respective due date 100% of the time with minor revisions being required on approximately 10% of the items submitted. The required rework does not negatively impact upon the respective program. (2) Barely Meets Expectation: Deliverables are completed on or prior to their respective due date approximately 95% of the time with minor revisions being required on approximately 15% of the items submitted. The delayed submission and required rework of deliverables results in a minor negative impact to the respective program. (1) Fails to Meet Expectation: Deliverables are completed on or prior to their respective due date less than 90% of the time with significant revisions being required on greater than 15% of the items submitted. The delayed submission and required rework of deliverables results in a significant impact to the respective program. NOTE: Deliverable acceptance will be made by the FEC COTR upon the Contractor having achieved an overall rating of all deliverables of "Meets Expectation" or better. I. Government Furnished Information--Location of Documents Referenced in this Statement of Work. The Contractor can obtain the documents referenced in this Statement of Work from the websites listed below or from the Contracting Officer's Technical Representative. (1) 44 United States Code 21--http://www.nara.gov/nara/nara.html, (2) 44 United States Code 29--http://www.nara.gov/fedag.html, (3) 44 United States Code 33--http://www.nara.gov/nara/disrec.html, (4) 36 Code of Federal Regulations, Chapter XII, Subchapter B-http://www.nara.gov/nara/cfr/subch-b.html, (5) National Archives and Records Administration publications--http://www.nara.gov/publications/recsmgmt.html#pubs. J. Government Responsibilities--(A) FEC will provide Records Management Program guidance, administrative guidance, needed information about FEC, reference documents, and coordination/liaison between the contractor, FEC employees, and the NARA representative. (B) Contracting Officer's Technical Representative (COTR). The COTR for this project will be--Ms. Sandra Holmes, Federal Election Commission, 999 E Street NW Washington DC 20463, Telephone: (202) 694-1240, Fax: (202) 219-3505, E-mail: sholmes@fec.gov. (C) Work Location--999 E Street NW, Washington DC 20463. (D) Special Considerations--Personnel Qualifications: All Contractor employees must have a journeyman level working knowledge of Federal Government Records Management regulations and requirements and skilled in providing documents and records management processes, structures, and results required by Federal Government records management regulations and requirements. (1) Senior Employees: A minimum of six years experience in records management, including adequately satisfying all Federal records management personnel in establishing records systems and meeting program requirements. (2) Junior Employees: A minimum of three years experience in record management, having demonstrated knowledge in all major records management skills areas (i.e., inventory, file plans, record schedules, disposition forms preparation) conduct or guide FEC employees in conducting all major records management processes. K. Appendixes Appendix 1--Project Milestone Plan/Deliverable Schedule The project milestone plan/deliverable schedule plan is as follows: (A) Award Contract:---1 day, (B) Kickoff Meeting: 1 day after contract award, (C) Records Management for Deputy Staff Director for Management--Complete 15 days after kickoff meeting Project Status Meeting 1:-----3 days after completion of records management for Deputy Staff Director for Management. (Deliverables Due:--(1) Document Inventory, (2) File Plan, (3) Records Schedules for Unscheduled Records and record items, and (4) Consolidated Records Schedule for Deputy Staff Director for Management). Records Management for Administrative Office:----Complete 30 days after Project Status Meeting 1. Project Status Meeting 2--3 days after completion of records management for Administrative Office. (Deliverables Due:--(1) Document Inventory, (2) File Plan, (3) Records Schedules for Unscheduled Records and record items, and (4) Consolidated Records Schedule for Administrative Office). Records Management for Finance Office--Complete 30 days after Project Status Meeting 2. Project Status Meeting 3--3 days after completion of records management for Finance Office. (Deliverables Due:--(1) Document Inventory, (2) File Plan, (3) Records Schedules for Unscheduled Records and record items, and (4) Consolidated Records Schedule for Finance Office). Records Management for Data Systems Development Division--Complete 30 days after Project Status Meeting 3. Project Status Meeting 4---3 days after completion of records management for Data Systems Development Division. (Deliverables Due:--(1) Document Inventory, (2) File Plan, (3) Records Schedules for Unscheduled Records and record items, and (4) Consolidated Records Schedule for Finance Office)
Web Link: Link to FedBizOpps document.
(http://www.eps.gov/spg/FEC/OSD/AD/Reference-Number-NAICS541611/listing.html)
Place of Performance: Address: 999 E Street NW Washington DC; Zip Code: 20463; Country: USA
Record: SN00112319-F 20020710/020708214550 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's FBO Daily Index Page |

Loren Data's SAM Daily™

R -- FEC Records Management Program