Loren Data's SAM Daily™

FBO DAILY ISSUE OF OCTOBER 18, 2004 FBO #1057
SOURCES SOUGHT

R -- Management and Technical Support Services in Support of the Directives and Records Division, Executive Services and Communications Directorate, Washington Headquarters Services, Arlington, Virginia

Notice Date

10/16/2004
 

Notice Type

Sources Sought
 

NAICS

561499 — All Other Business Support Services
 

Contracting Office

US Army Space and Missile Defense Command, Deputy Commander, ATTN SMDC-CM-AP, P.O. Box 1500, Huntsville, AL 35807-3801
 

ZIP Code

35807-3801
 

Solicitation Number

W9113M-04-0008
 

Response Due

11/12/2004
 

Archive Date

1/11/2005
 

Small Business Set-Aside

N/A
 

Description

The U.S. Army Space and Missile Defense Command on behalf of Washington Headquarters Services in Arlington, VA, is hereby soliciting information about potential sources to perform the services described below. This notice is for information and plan ning purposes only, does not constitute a formal Request for Proposal, and is not to be construed as a commitment by the Government to procure any items/services or to otherwise pay for the information solicited. Vendors having the capabilities necessary to meet or exceed the stated requirements are invited to submit appropriate documentation, literature, brochures, and references. Vendors are requested to provide detailed information demonstrating their understanding of the work requirements identified b elow, as well as their qualifications, capabilities of providing effective and efficient services, and experience and past performance history for such work. Interested sources should provide a capability statement to address the requirements below. Your response should include the following: (1) name and address of the firm; (2) size of business, including average annual revenue for the past 3 years and total number of employees for NAICS Code 561499; (3) ownership, that is large, small, small disadvanta ged, HUBZone, 8(a), veteran-owned, or woman-owned; (4) year the firm was established; (5) names of two principals to contact, including title and phone number; and (6) previous experience to include information for on-going contracts or contracts completed within the last 5 years under NAICS Code 561499. Pertinent information required is (a) name of contracting activity, (b) contract number, (c) contracting officers name and current telephone number, (d) contract type, (e) period of performance, (f) contr act value, and (g) summary of contract work. All responses shall be submitted by mail not later than November 12, 2004, to the following address: U.S. Army Space and Missile Defense Command, Attention: SMDC-CM-AK (Patricia Duggan), P.O. Box 1500, Huntsvil le, AL 35807-3801. Background: As part of the Executive Services and Communications Directorate (ESCD), the Directives and Records Divisions (D&RD) mission is to implement the Records Management Program for the Office of the Secretary of Defense (OSD); manage the Departmen t of Defense (DOD) Directives System and other issuances; manage the DOD Federal Register System, Privacy Act, and Historical Research Programs; and implement and administer the Automatic/Systematic and Mandatory Declassification Review Programs for OSD an d components of the DOD. Structured to execute these responsibilities, the D&RD is comprised of the Directives and Records Branch (D&RB) and Declassification and Historical Research Branch (D&HRB). D&RDs mission and functions are vital elements supporti ng the DOD and implementing laws and governances. Additionally, D&RD provides operational support for records management, document control, and has responsibilities for the planning, training, and execution of continuity of operations for ESCD. To meet i ts mandate, D&RDs focus is to keep pace with and benefit from the application of information technology. The following programs are central to the execution of D&RDs mission. The Records Management Program provides oversight and assists the DOD components in the establishment and maintenance of a system for maintaining and protecting records. This oversight extends to the retirement of records to a temporary records storage fa cility in accordance with the Records Disposition Schedule, and authorizes the transfer to the National Archives records of permanent historical value. All media are covered under this program. A major element of records management and in support of the Government-wide effort to create a paperless work environment, the DOD Records Management Program is establishing a total electronic records environment. It will include the creation, storage, retirement, and tra nsfer to the National Archives all records of permanent historical value in electronic format. This effort is prudent and in concert with the National Archives and Records Administration mandated Electronic Records Management (ERM) initiative. The curren t records population pending review is over 60 million pages at the Washington National Records Center (WNRC) with an annual addition of 2.5 million pages. The effort now is to establish an ERM system within the OSD and other DOD Components and to convert existing OSD records to electronic media. The Directives System Program is responsible for issuing DOD policy and guidance on the implementation of various Public Laws, Executive Orders, and Federal Regulations as they pertain to DOD and its missions. This program monitors the development, approv al, distribution, and updating of all issuances as well as conducting format quality control and editing. All issuances are currently being processed and maintained electronically in SGML format. Unclassified issuances are available to all Government Age ncies and the public via the Internet. This programs requirement is to ensure that all current and new issuances are timely processed in electronic format. The Federal Register System Program is responsible for the submission to the Federal Register System all DOD rulemaking documents including Directives, Instructions, Publications, and their changes and notices. These documents are then published in the Fe deral Register if they affect the general public or members of a class of persons outside the Government. The focus of this effort is to ensure that all old and new publications required to be published in the Federal Register are done in electronic forma t. The Privacy Act Program is responsible for the timely publication of Privacy Act Notices in the Federal Register. The Automatic/Systematic Declassification Review Program is responsible for reviewing for possible declassification all classified permanent historical information. The bedrock requirements and instructions for declassification are set forth in Executive Orders. The focus of the Declassification Program is to (1) review for declassification documents (within both OSD and other agency records) currently located at the National Archives and Records Administration (NARA), College Park, MD, and Washington Nat ional Records Center, Suitland, MD; (2) scan all classified documents to permit electronic review; (3) record those documents that are not declassified for future review and reference; and (4) transfer declassified document images to various storage media for reference and use by researchers. A secondary requirement is to review for declassification records residing at Presidential Libraries or other Government locations. The Mandatory Declassification Review Program is responsible for responding to requests from the public and other Government Agencies for the declassification and release of specific documents. A final response is required within 1 year of receipt of the request. Key to this program is to scan into electronic file all old and new cases for processing, tracking, and reference purposes; to conduct electronic (on-line) declassification review; and to transfer declassified documents to suitable storage media for use by researchers. Scope of Work: The scope of this work encompasses all supplies and services necessary to support comprehensive Records Management, Directives Management, Federal Registry System, Automatic/Systematic Declassification Review, and Mandatory Declassification Review Programs for D&RD. Additionally this work includes policy development, policy execution, general office support, and operational requirements. The contractor shall have knowledge of the National Laws, Federal Regulations, Executive Orders, Implem enting Instructions, and mandated requirements. The contractor shall have knowledge of DOD practices, policies, and procedures for the manag ement of records, correspondence, directives, and declassification. The contractor shall also provide administrative support to ESCD for continuity of operations, document/correspondence control, and information management. The estimated yearly work production by program is as follows: (1) Records Management Program: record reviews, 10,000,000 pages; record conversion, 3,000,000 pages; record destruction, 10,000,000 pages; and record storage and transportation, 1,500 linear f eet minimum to meet workflow requirements. (2) Directives System Program: document management and editorial support, 1,500 documents; and document conversion, 15,000 pages. (3) Federal Register System Program/Privacy Act Program: document management, 250 notices. (4) Automatic/Systematic Declassification Review Program: declassification review (manual and electronic) to include referral declassification review (other agency records), Presidential libraries, etc., 5,000,000 pages; record conversion (NATO microfilm), 500,000 pages; and NATO declassification review, 500,000 pages. (5) Mandatory Declassification Review Program: case management tracking, 300 cases; document conversion, 30,000 pages; and electronic declassification review, 30,000 pages. (6) G eneral Support: correspondence management, 30,000 documents; document conversion, 100,000 pages; record search/data mining (20 searches, 200,000 pages); and continuity of operation support. The contractor shall support the comprehensive programs for records management, correspondence control, directives, declassification, and office administrative support. A component of these programs will be the development and maintenance of comprehensive databases that reflect work status and meet reporting requirements. The following tasks are required to support these programs: (1) PROGRAM MANAGEMENT AND TECHNICAL SUPPORT - The contractor shall be responsible for providing effective program management support and technical support services to D&RD under this task. The contractor shall support the overall mission of the D&RD by providing assistance, expertise, and support for the development and implementation of plans, policies, procedures, and directives. This includes the review/editing and updating of administrative instructions, guides, directives, and plans. The contractor shall be responsible for ensuring that all wor k activities are performed in a timely and cost effective manner while maintaining the highest quality of performance. (2) DOCUMENT AND RECORD CONVERSION - The contractor will provide a Record Conversion Facility capable of converting large volumes of OSD records into various digital formats (TIFF, JPEG, PDF, SGML, etc.). The standard is PDF format, text searchable. The contractor must be capable of conduct ing record conversion twice a year at the Presidential Libraries and other Government locations for collections of 30,000 to 70,000 pages. The records population and associated conversion requirements are characterized as follows: (a) classified up to Top Secret; (b) various media and forms - legal-size paper, microfilm, microfiche, electronic text documents, compact disks, floppy disks; (c) less than 5 percent of the records will require color; (d) deliverable will be on compact disk unless stated otherwi se (for large projects, work will be incrementally delivered); (e) the condition of the paper documents will be from good to poor, a significant amount (20 percent) of the paper documents consist of thin carbon copies, and less than 10 percent of the docum ent population requires flatbed scanning; (f) nominally, records are captured at the document level and indexed at the archival box level; (g) document population includes less than 1 percent maps, books, pamphlets, pictures, drawings, and ledgers, and lar ge paged documents may be scanned in segments; (h) all conversion programs must be supported by a database that is capable of reflecting the processing of re cords at the archival box level and by exception at the folder or document level, and the MDR Program will be at the case level; and (i) the database must reflect the status of each programs progress, what has been accomplished, what needs to be accomplis hed, classification, and able to meet the reporting requirements. The scanning capabilities must handle the variances in document type, quality, and condition to achieve the maximum clarity in an easily readable fashion (i.e., no skewed images, good resolution for viewing, and printing using a variety of equipment). Thr ee hundred (300) dots per inch (dpi) resolution shall be used for the majority of the monotone documents and two hundred (200) dpi for gray-scale or color to facilitate the long-term storage of the images and optical character recognition requirements. Wh en required to capture color images the color shall be reproduced accurately reflecting the true original color. (3) DOCUMENT REVIEWS - The contractor shall apply all appropriate policies, procedures, regulations, directives, classification guides, or other proper guidance to conduct content analysis of documents or records that D&RD has directed the contractor to review. The contractor s hall establish process controls and tracking, continually monitor progress towards meeting production goals, for each of the below listed review programs. Concomitant to all reviews is a quality control program ensuring standards are routinely attained. For document reviews, the contractor conducts content analysis and recommends to the Government actions specific to each document. The contractor shall institute quality assurance methodologies to continually improve the quality and accuracy of their revi ews. The contractor shall maintain an accuracy rate of 99 percent averaged across all document reviews. (4) STANDARD OPERATING GUIDELINES - Based upon existing procedures for the D&RDs programs, the contractor shall provide recommended standard operating guidelines that will identify a detailed set of procedures for the following operations: (a) Employ an electronic records management system, to include the creation, storage, retirement, and transfer to the National Archives of all permanent historically valuable documentation pertaining to the missions assigned to the OSD in an electronic for mat. The system will be based on Administrative Instruction 15 using the TRIM Context Integration software package. (b) Process existing records by retrieving, tracking, and programming large quantities of OSD documents for records management review and conversion to PDF. (c) Conduct automatic/systematic declassification reviews, to include declassification reviews of OSD, other Agencies, and NATO records. (d) Conduct mandatory declassification case processing, including declassification review, and document redaction and publication. Document reviews will be conducted electronically. (5) GENERAL, FACILITIES, AND INFRASTRUCTURE SUPPORT - The contractor will provide a Top Secret facility for processing, reviewing, and storing classified OSD records. The facility shall be capable of providing temporary storage of at least 1,500 linear feet of records. The contractor shall provide services to securely transport large volumes (300 archival boxes) of classified records from various locations in the National Capitol Region. The preponderance of the transport requirement is to and from both the Pentagon and the Washington National Records Cente r in Suitland, MD. The scheduling of the transport is based on meeting the requirements outlined in the yearly work production by program. On a continuing basis, the contractor shall provide courier services for moving small quantities of classified docu ments and correspondence between various locations within the National Capitol Region, including the Pentagon, the White House, and Crystal City. For ESCD contingency operations, the contractor shall support the planning, preparation, and execution of emergency operations that support this scope of work and the mission of the ESCD. This pertains to the institutionalization of plans and instructions for the continuation of essential functions in the event of emergencies or disruptions to the continuity of functions. The contractor shall provide facilities to serve as an Alternate Work Site for key D&RD personnel in the event of local or national emergency. The facility shall meet all the requirements of D&RD Continuity of Operations Plan for an Alternate Work Site. The Electronic Records Management System must include the following requirements. It must meet the NARA guidelines for an ERM program, provide for the conversion of 3 million pages of records annually to electronic format, and support the future addition of OSDs electronic records to include E-mail. This system must provide for security of information and embrace the integration to the TRIM software application. Electronic Declassification Review System consists of the following requirements. The system must provide for procedures and capabilities that are the electronic equivalent of the requirements of the governing laws and executive orders. Specifically, the system must provide for electronic stamps to reflect digitally on each document the results of the declassification review process. Further, this review system must provide for workflow management functions as documents are processed through review, q uality control, and the Government decision. The system must also provide for referring documents to other agencies and reflecting their decisions on the electronic record copy. The system must be supported by a system certified for Top Secret material.
 

Place of Performance

Address: U.S. Army Space & Missile Defense Command ATTN SMDC-CM-AK, P.O. Box 1500 Huntsville AL

Zip Code: 35807-3801

Country: US
 

Record

SN00695257-W 20041018/041016211602 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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