SOURCES SOUGHT
D -- Records Management Environment, Policies and Procedures
- Notice Date
- 6/21/2006
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Corporation for National and Community Service, Procurement, Office of Procurement Services, 1201 New York Avenue, NW, Washington, DC, 20525
- ZIP Code
- 20525
- Solicitation Number
- HQMBR0601
- Response Due
- 7/18/2006
- Archive Date
- 8/2/2006
- Description
- The Corporation is seeking vendors that have the capability to review the agency?s current records management environment, policies, and procedures; revise the policies; and identify potential automated commercial records management solutions to improve the agency?s records management system. Firms desiring consideration should submit a quote to opsmail@cns.gov. The Corporation will award an order to the bidder whose quote offers the best overall value to the government. Award is subject to the availability of funds. Questions regarding this RFQ must be submitted electronically no later than 2:00pm, Friday, June 30, 2006, to opsmail@cns.gov. Answers to relevant questions will be provided by Friday, July 7, 2006. Quotes are due at the address below on or before 2:00pm, Tuesday, July 18, 2006. Quote Instructions: Quotes should not exceed 10 pages, excluding supporting documentation. Quotations should include the following elements: 1. A one-page abstract of the proposal; 2. A one-page budget summary with the proposed costs; 3. A brief statement of corporate capability specifically related to performing the tasks; 4. A brief statement of the capability of key staff for this proposal related to performing the tasks; 5. A proposed work plan that includes a discussion of the firm?s approach to accomplishing each of the required tasks in the Statement of Work; 6. A summary of the schedule of deliverables and timeline. Supporting documentation, not subject to the maximum page limit, should include: 1. A detailed timeline of activities and deliverables; 2. A detailed budget and cost plan; 3. Resumes and/or vitas for key staff. Evaluation of Quotes: Quotes will be evaluated based on the following elements: 1. Understanding of the requirement; 2. Soundness and quality of quote for accomplishing each task; 3. Quality and experience of key staff. Proposed costs will be reviewed for appropriateness and level of effort. The Government will award an order to the bidder whose quote offers the best overall value. The contracted vendor will be expected to primarily conduct the work out of its own offices. The contractor shall budget for travel to Corporation headquarters for several meetings and briefings under this order. The period of performance will begin immediately after award. We expect the award to be awarded in July 2006. BACKGROUND Created in 1993, the Corporation for National and Community Service (Corporation) is a government corporation that oversees three national service initiatives?AmeriCorps, which includes AmeriCorps* VISTA (VISTA), AmeriCorps* National Civilian Community Corps (NCCC) and hundreds of local and national non-profits; Learn and Serve America (Learn and Serve), which provides models and assistance to help teachers integrate service and learning from kindergarten through college; the National Senior Service Corps (NSSC), which includes the Foster Grandparent Program (FGP), the Senior Companions Program (SCP), and the Retired and Senior Volunteer Program (RSVP). The Corporation?s mission is to provide opportunities for Americans of all ages and backgrounds to engage in service that addresses the nation?s educational, public safety, environmental, and other human needs to achieve direct and demonstrable results and to encourage all Americans to engage in such service. The Corporation strives to foster civic responsibility, strengthen the ties that bind us together as a people, and provide educational opportunity for those who make a substantial commitment to service. The Corporation employs about 580 people with headquarters located in Washington, D.C. There are 48 Corporation State Offices serving all 50 states, the District of Columbia, Puerto Rico, the Virgin Islands, Guam, and American Samoa. Five Service Centers located in Atlanta, GA, Philadelphia, PA, Chicago, IL, Oakland, CA, and Dallas, TX support the Corporation State Offices. The Corporation also operates five residential campuses for the NCCC, Washington, D.C., Perry Point, MD., Charleston, S.C., Aurora, CO., and Sacramento, CA. APPLICABLE AUTHORITIES: Authorities applicable to this requirement include, but are not limited to the following: a. Title 44 U.S.C. Chapter 21, National Archives and Records Administration b. Title 44 U.S.C. Chapter 31, Records Management by Federal Agencies c. Title 44 U.S.C. Chapter 33, Disposal of Records d. Electronic Government Act of 2002, Public Law 107-347, Dec. 17, 2002 e. Clinger/Cohen Act of 1996 as amended f. Government Paperwork Elimination Act, 44 U.S.C. ? 3504 note g. Paperwork Reduction Act, 44 U.S.C. ?? 3501 et seq. h. Title 36 C.F.R. Parts 1220-1238, Records Management i. NARA Endorsement of DoD Electronic Records Management Application Design Criteria Standard, version 2 DoD 5015.2-STD (June 19, 2002) j. NARA Guidance on Managing Web Records (Jan. 2005) k. OMB Circular A-11, Preparation, Submission, and Execution of the Budget. l. OMB Circular A-123, Management Accountability and Control m. OMB Circular A-130, Management of Federal Information Resources INFORMATION TECHNOLOGY INFRASTRUCTURE The Corporation has implemented a wide range of ADP and communications systems in order to support its mission of national volunteerism. The Corporation has implemented Local Area Network (LAN) and Wide Area Network (WAN) technologies and services in order to satisfy the requirement for high speed and reliable data communications throughout the Corporation's facilities. The Office of Information Technology (OIT) is responsible for providing access, support, enhancements and the future development of these systems for the entire Corporation. The Corporation maintains both Wide Area Network and Local Area Network (WAN/LAN) connections for its employees, contractors, and the computer labs of the NCCC. There are approximately 800 individual computers on this network. The Corporation's WAN is comprised of a series of Frame Relay clouds used to connect LANs at the Corporation's five regional Service Centers, the five NCCC Campuses, and forty-eight Corporation State Offices, with the Corporation?s headquarters. All of the Corporation's network servers are located in the computer room of the Washington D.C. headquarters building. These servers provide all necessary network services for headquarters users, as well as providing more advanced services (such as electronic mail and a suite of Oracle servers) to the entirety of the Corporation's WAN. The Corporation headquarters? network backbone is collapsed into a high speed, switched, gigabit Ethernet network. The Corporation servers are connected to a Cisco Catalyst 6509 high-speed switch. This switch connects several Cisco routers, a gigabit Ethernet link to local offices (other than the 6th floor headquarters), a Cisco AS5350 Access Server and access to the Internet. One router connects to Frame Relay networks supporting all state offices, the NCCC, and the Service Centers. A second router connects to a second Frame Relay network, which provides redundancy for several critical remote offices. Separate routers connect a T1 Point-to-Point (PTP) circuit to our disaster recovery site and a T1 PTP circuit to a Department of Interior site, which houses the Corporation?s financial management system. A Cisco 2610 router is also located at the disaster recovery site and at remote state offices. A second Cisco Catalyst 6509 switch serves the clients on the 6th floor headquarters, and serves as a fallback switch for the primary Cisco Catalyst 6509 switch. The Cisco AS5350 Access Server provides a dial-in capability for remote users and by the end of the fiscal year 2005 a VPN solution will be in place for high speed remote users. OIT maintains 60 + Application/File servers using Windows 2000, of which there is a 19 server Oracle farm operating on both 9i & 10g versions of the database. Microsoft Office XP is the standard office automation software, Microsoft Exchange is used for e-mail, and Microsoft Internet Explorer is used as the Internet/Intranet browser. The Corporation Network services approximately 750 core staff members nationwide; approximately 400 are located in the Headquarters facility. MAJOR SYSTEMS AND GENERAL SUPPORT SYSTEM ?Momentum? is the Corporation?s financial management system. It is an Oracle-based proprietary system developed by the CGI-American Management Systems. The system utilizes Oracle 8.1.7. The software runs on Windows 2000 servers at the Interior Department?s National Business Center hosting facility in Ashburn, VA. eSPAN (the electronic System for Programs, Agreements, and National Service Participants) is an Oracle-based system originally designed to serve as the central core repository of Corporation program data. It has subsystems to manage member activities of the National Service Trust, all grants management functions, the ?payroll? process of the AmeriCorps*VISTA program, AmeriCorps Projects member management and the Corporation?s AmeriCorps recruitment efforts. eSPAN is used to manage the National Service Trust and to provide AmeriCorps member information to the Corporation. The Corporation has a web site with information about our programs and opportunities. That site, which has over 1,500 pages, can be reached at www.cns.gov. The site is hosted at a commercial firm but is maintained by Corporation staff. The site now averages over 1,100,000 visitors and 5,350,000 hits per month, over 200 percent more than a year ago. The Corporation has a web based recruiting system (AC*RPS) for the AmeriCorps program. The system permits the several thousand AmeriCorps sites to describe their AmeriCorps opportunities. Prospective members can search that data using their interests and availability to find matching programs. From that site members can apply on-line. Programs can also search for prospective members using data supplied by individuals searching for a program. To accompany this system, the Senior Corps Recruitment System (JASON), provides Senior Corps projects with a mechanism to publicize volunteer opportunities. The Corporation Network is a Windows 2000 and Cisco based network which serves as the GSS for multiple systems. The network is described above in the Information Technology Infrastructure section. The Corporation also uses some other computer applications geared to specific office needs that should be assessed: iBudget, Salary Management system, Learn and Serve Information Exchange System, I-Desk, VISTA MIS, Administrative Services Property Management System, OIT PR System, OIT Applix System, and the current WBRS system if its integration has not been completed. The Corporation also makes use of major systems of other agencies. Staff personnel and payroll services are provided by the Department of Agriculture?s National Finance Center. The Department of Health and Human Service?s Payment Management System provides grants payment services. B. Description of Services: The Corporation?s senior management has determined that there is a need to review the agency?s current records management environment, policies, and procedures; revise the policies; and identify potential automated commercial records management solutions to improve the agency?s records management system. The Corporation?s records management system must comply with the requirements applicable to federal agencies under federal laws and regulations. The agency?s increased reliance on electronic communications and records must be fully integrated into records management system and practices. 1. Contractor Responsibilities The Contractor shall: a. Review the Corporation?s draft policies and procedures on records and files management and identify the topics that need to be incorporated to address management of records in all media with particular attention to electronic records, including electronic mail. b. Conduct interviews with Corporation personnel and review documentation to assess the agency?s electronic records environment, including all major systems described above. c. Identify and review potential commercial-off-the-shelf (COTS) solutions for management of electronic records including electronic mail, correspondence, and other documents that are records as defined in 44 U.S.C. ? 3301. d. Prepare a report on potential COTS solutions including an estimate of the cost of implementation taking into account the cost of software, hardware, and training. e. Prepare a draft of the additional policies and procedures the Corporation will need to adopt to insure compliance with all National Archives and Records Administration (NARA) records management program requirements based on the records management solution selected. f. Coordinate all activities with the Corporation?s primary contact person and meet with Corporation officials at least monthly. 2. Agency Responsibilities The Agency shall: a. Provide a primary contact person at the Corporation with whom the Contractor shall coordinate and consult on all activities. b. Provide a work space, including access to phone, fax, computer, and photocopy machine for Contractor?s use when working on site during this project. c. Review all drafts from the Contractor. d. Meet monthly with the Contractor for the duration of the project. 3. Computation of Time All time periods specified in this Statement of Work are stated in terms of days are calendar days. C. Period of Performance: The period of performance is 270 days. D. Location where services are to be performed: Interviews and meetings shall be conducted at 1201 New York Ave. N.W., Washington, DC. The Contractor shall perform review, analysis, and report preparation at his location. E. Deliverables: a. The Contractor shall meet with the Corporation?s contact person within five (5) days after contract award to begin planning for the project. b. The Contractor shall commence interviews with Corporation staff within 25 days after contract award. c. The Contractor shall submit the report on the potential COTS solutions within 75 days after contract award. d. The Contractor shall submit a draft of the revised records management policies and procedures including a draft of the additional policies and procedures necessary to implement the records management solution 45 days after the Corporation notifies the Contractor which records management solution will be implemented. The Corporation will review the draft and accept it or recommend changes within fifteen days after submittal. F. Additional Services Upon the Corporation?s request, the Contractor and the Corporation may negotiate terms and conditions for additional services related to the implementation and selection of a records management program solution. G. Travel Contractor will be reimbursed for costs for travel, lodging, meals and incidental expenses. Transportation costs will be reimbursed at actual cost based on a review of receipts submitted with an invoice. Costs incurred for lodging, meals, and incidental expenses will be approved only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel, as set forth in the Federal Travel Regulation. Current rates can be found at: http://www.gsa.gov/perdiem H. Requirements: The contractor must have the following: 1. Knowledge and understanding of principles of federal records management and the procedures required to comply with NARA policies and regulations. 2. Demonstrated ability to write in plain language. 3. Experience in electronic records management and knowledge of COTS records management products that comply with DoD Electronic Records Management Application Design Criteria Standard, version 2 DoD 5015.2-STD (June 19, 2002) 4. Knowledge and understanding of information management. I. Contracting Officer?s Technical Representative The Contracting Officer?s Technical Representative will be appointed upon award of a contract for this service.
- Record
- SN01074290-W 20060623/060621220043 (fbodaily.com)
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