MODIFICATION
R -- AMENDMENT TO PRE-SOLICITATION NOTICE DJJ-CSREES-2006-013
- Notice Date
- 7/7/2006
- Notice Type
- Modification
- NAICS
- 561499
— All Other Business Support Services
- Contracting Office
- Department of Agriculture, Agricultural Research Service, Acquisition and Property Division, Acqusition Branch (DC), 1280 Maryland Avenue, SW Suite 580C, Washington, DC, 20024-2142
- ZIP Code
- 20024-2142
- Solicitation Number
- DJJ-CSREES-2006-013-01
- Response Due
- 7/19/2006
- Archive Date
- 8/1/2006
- Point of Contact
- Douglas Joyner, Purchasing Agent, Phone 202-720-4955, Fax 202-720-3987, - Douglas Joyner, Purchasing Agent, Phone 202-720-4955, Fax 202-720-3987,
- E-Mail Address
-
djoyner@ars.usda.gov, djoyner@ars.usda.gov
- Small Business Set-Aside
- Total Small Business
- Description
- The purpose of this Amendment III under Combined Synopsis/Solicitation Notice for DJJ-CSREES-2006-013-01 is to extend the due date for quotes from July,17, 2006 to July 19, 2006 2:00PM EST. This extension is necessary because we have received a number of questions from interested parties. Provided herein are all of the Questions and Answers. 1. Does the agency intend to make one award, or multiple awards, under the subject solicitation? ANS. There will be one award 2. What specific facilities, supplies, reference materials, and equipment (stated under RFQ General Requirements, Item 1) are contemplated by the agency? ANS. The contractor shall provide a personal computer/workstation with Internet connection and reference materials (dictionaries, thesauri, taxonomic aids, etc.) at an offsite facility (number and location at contractor?s option). 3. As per RFQ General Requirement, Item 3, is the contractor?s selection of indexing terms for project summaries based on a controlled vocabulary such as a USDA supplied thesaurus? If yes, please describe the controlled vocabulary source to be used. ANS. The current vocabulary is an alphabetized list based initially on the NAL Agricultural/Biological Vocabulary (1967). The vocabulary is semi-controlled with additions allowed with justification. The list of terms can be viewed/downloaded at http://cris.csrees.usda.gov/indsow/keylist.txt. (Note: The indexing authority may change to the NAL Thesaurus for the option years of the contract or sooner if feasible.) 4. With respect to Medline Indexing, the National Library of Medicine (NLM) states that an average indexer can index 4 documents per hour. Based on the agency?s prior experience and data, what is the number of records that an average indexer can expect to index per hour? Since this is a fixed price contract, one should reasonably expect the agency to have available such data. ANS. A batch of 450 documents to be completed within a three-week period equates to 3.75 documents per hour (assuming eight hours/day, five days/week). An experienced indexer should easily meet or exceed this rate. 5. RFQ General Requirement, Item 4 refers to work performed by ?contractor employees.? Please confirm that the agency requires that contractor staff be full-time, or part-time employees as opposed to freelance staff. ANS. All work shall be done on a full time basis during Monday through Friday only. 6. The notice states, in relevant part, that: [T]he contractor shall provide a microcomputer capable of connecting to the CRIS database through the Internet and compatible with the application software provided by the government. Emphasis added. Please clarify whether contractor staff perform online indexing (requiring multiple computers capable of connecting to the CRIS database through the Internet), or manual indexing which is then keyboarded and uploaded through the Internet. The use of the phrase ?a microcomputer? seems to imply manual indexing or a requirement for a single indexer. ANS. Indexer(s) connect directly to the application and enter all terms online. Multiple indexers can connect simultaneously. 7. RFQ Specific Requirements, Item 1 states that the Government will provide project summaries in batches of three hundred (300) to four hundred and fifty (450) documents. What is the agency?s requirement (or expectation) with respect to contractor turn-around-time for completion of a batch? ANS. The agency anticipates providing 450 documents for each three-week period. The contractor may request a temporary reduction (minimum of 300) if necessary. 8. What is the Government?s proposed schedule for providing three hundred (300) to four hundred and fifty (450) documents to the contractor (per week, every two weeks, one a month, irregular, etc.)? ANS. This was answered above, see item 4. 9. RFQ Specific Requirements, Item 2 refers to Enclosures 1A/1B. There are no such enclosures provided in the subject notice. Please provide copies of Enclosures 1A/1B. ANS. Enclosures 1A/1B (Forms AD-416/417) may be downloaded at http://cwf.umv.edu/cris/forms.htm. 10. RFQ Specific Requirements, Item 2 states that classification codes are detailed in the Manual of Classification for Agricultural and Forestry Research, Education, and Extension, Revision VII provided by the government. For indexing costing purposes, please provide a link to this document, or provide quantitative and substantive information concerning its contents to permit appropriate costing. It is our understanding that prior contractors have had access to or an opportunity to examine this required publication. ANS. The Manual of Classification for Agricultural and Forestry Research, Education, and Extension, Rev VII may be viewed/downloaded at http://cris.csrees.usda.gov/star/manual.html. 11. RFQ Specific Requirements, Item 3 refers to Enclosure 3, Indexing Procedures, and Indexing CRIS Projects Using STAR Client, provided by the Government at contract start, for details of the indexing process. The Combined Solicitation notice provides no such enclosure. It is our understanding that prior contractors have had access to or an opportunity to examine this required publication. ANS. Enclosure 3 (Indexing Procedures) is a one-page summary of the indexing process using the Cuadra STAR Client software. It can be viewed/downloaded at http://cris.csrees.usda.gov/indsow/indproc2006.pdf. The document, Indexing CRIS Projects Using STAR Client, is a more detailed description of the indexing process and will be provided at contract start. (Note: The indexing process may change to a browser-based interface with a planned change in the database platform. New documentation and/or training will be provided at that time.) 12. RFQ Specific Requirements, Item 4 refers to ?the current vocabulary file.? As there is no antecedent reference to this phrase, please provide access to this file, or a complete detailed description and sample pages for costing purposes. It is our understanding that prior contractors have had access to or an opportunity to examine this file. ANS. This is answered above in question 4 13. RFQ Specific Requirements, Item 4 states that ?[T]he contractor shall create and/or select new, provisional indexing terms...? Does the Government intend to exercise any control or oversight with respect to the creation, selection, and use of such terms? If yes, please describe the proposed process to insure that only Government approved indexing terms are used for indexing. We ask this question because NLM does not allow new terms to be used unless approved in advance by a committee. ANS. A proposed new term with justification (along with the number of the associated record) must be submitted for approval by the COR or his designee. Terms not currently in the vocabulary will not be accepted by the software as indexing terms. 14. If the contractor creates and uses a new indexing term, is the record containing that term subject to rejection if the agency in its discretion believes that it does not enhance retrieval of the project, or is not relevant to the subject of the project, or it believes that there is another existing term or combination of existing terms that will suffice as an index entry? If yes, please provide more guidelines on use of new indexing terms for costing purposes. ANS. Evaluation of indexed records will be based only on the terms selected from the vocabulary. A proposed new term that is not accepted will not cause the associated record to be rejected. 15. RFQ Specific Requirements, Item 5 refers to Enclosure 4, Sample STAR Client Screen Prints. No such enclosure is provided in the Combine Solicitation notice. Please provide. ANS. Sample STAR Client screen prints can be viewed/downloaded at http://cris.csrees.usda.gov/indsow/screenprints.pdf. 16. RFQ Specific Requirements, Item 5 refers to STAR Client software provided by the government. Please confirm that the STAR Client software is from Cuadra Associates. ANS. The STAR Client software is a product of Cuadra Associates. 17. Under Government-Furnished Items Item A, the notice states that the Manual of Classification for Agricultural and Forestry Research, Education, and Extension, Revision will be provided to the contractor. For costing purposes, please describe in detail the role of this publication in the indexing process. ANS. The Manual of Classification may be used to assist indexers in interpreting the classification applied to the records to be indexed, but it is not required. 18. Under Government-Furnished Items, Item B, the notice states that the Government will provide to the contractor a sample printout of one hundred (100) CRIS projects showing the title, objectives, approach, non-technical summary, Classification codes, and keywords posted for each project. For costing purposes, please describe in detail the purpose of providing this material with respect to the project?s goals and objectives ANS. The one hundred projects are provided as a representative sample of approved indexing records. This sample provides an example of indexing records that were done in the past and should help an offeror provide us a quote. 19. Under Government-Furnished Items, Item C, the agency proposes to provide one (1) copy of VPN client software, one (1) copy of the STAR Client software, and one (1) copy of the instructions for installing the software. Can the contractor make multiple copies of these items for use under the contract or is the government?s license limited to allowing the contractor to use only a single copy at one time? ANS. The STAR client software may be installed on multiple computers. The VPN software CD is for a specific user ID. As the current database configuration allows for three simultaneous users, the government will provide up to three (3) user IDs. 20. With respect to Government-Furnished Items, Item D, please identify the location of the CRIS training site and the hours scheduled for training of contractor personnel. Please describe whether there are any prepared printed training materials and training exercises ANS. The training will be conducted at the CRIS site (800 9th St., S.W., Washington, DC). Specifics will be determined after contract award. Not all proposed indexers need to be present at the Government-provided training. The contractor may wish to provide subsequent instruction/training offsite. 21. Is there a size limitation on electronic files sent to the agency? ANS. The files are done electronically and no transfer takes place. 22. The notice states that, in relevant part, that [T]he Government, at its option, may request correction or modification of one or more indexed projects by the contractor if it is determined by the reviewer that more than one (1) indexing term per every ten (10) projects is considered to be (a) Inappropriate for retrieval, or (b) Irrelevant, or (c) Technically inaccurate. Will the Government document in writing the specific cause for rejection beyond terms a, b, or c? ANS. The Government will provide documentation (e-mail) for the specific cause of all rejections. 23. With respect to reject of records, there appears to be some subjectivity to the rejection process, especially with respect to relevancy. Please comment on the agency?s historical record of rejection of contractor records. ANS. The rejection rate has been low when adequate justification has been submitted. 24. What is the required turn around time for correcting and resubmitting corrected records? ANS. A new batch of records to be indexed will be made available when notification is received that the current batch has been completed. The new batch may not be submitted as complete until all re-indexing on records in the previous batch has been completed. 25. Please confirm that the Pricing of Quote required under the RFQ requires submission of a unit price and corresponding total price based on 7200 projects. ANS. That is correct. 26. Please confirm that the Cost for evaluation purposes is the total cost of the base plus option years based on 7200 projects per year. ANS. That is correct. 27. Evaluation Criteria A and B appear to be identical. Criterion B appears to be a more complete explanation of criterion A. If that is the case, then the notice statement that ?Evaluation Criteria A-D are of equal importance? is inappropriate. . ANS. Same as Item 28. 28.Evaluation Criteria C, Specific Addition or Replacement of Indexers is not a proper evaluation criteria. If that is the case, then the notice statement that ?Evaluation Criteria A-D are of equal importance? is inappropriate. ANS. Evaluation Criterias are changed to read: Criteria A: Technical Approach now includes Education and Work Experience for Proposed Personnel and Addition or Replacement of Indexers. Criteria B: Past Performance/Similar Experience now includes Qualifications for Indexers. Criteria C: Price was formerly listed as Evaluation Criteria D. PLEASE NOTE: Criteria A through C are equally important. 29. What is the average number of terms assigned per record based on requirements or prior contract performance? ANS. The historical average is 15-20 terms per record. 30. Evaluation criterion B.1b Experience has elements that are not reasonably related to the Statement of Work and are hence, improper. Specifically, ?descriptive bibliography? and ?descriptive cataloging and classification? are the most egregious. Please review and revise this criterion. ANS. The terms provided are representative examples of functions related to subject analysis of scientific records. They are not inclusive of all functions. 31. What standard Government form (e.g., SF??, if any) is to be used in submitting a quotation in response to this requirement? A form which contains a box for self certification as a small business would appear to be prudent. ANS. SF-18, ? Request for Quotations is the form that all quoters are required to use. . 32. Are quotations submitted electronically or by fax acceptable? YES ANS. Quotes are being accepted by email and may be sent to the attention of Douglas.Joyner@ars.usda.gov or via fax to (202)720-3987 33. Please clarify whether Place of Performance is, as stated in the notice, USDA-CSREES 800 9TH STREET, SW WASHINGTON, DC 20024. ANS. The CRIS office and the indexing application are at this location. The indexing may be performed at any site with Internet access. 34. Quotes are due on Wednesday, June 28, 2006 and the start of performance is stated as Saturday, July 1, 2006. Please comment whether this is realistic in terms of the evaluation to be conducted by the agency. Please also comment on whether Saturday is an appropriate day to begin contract performance. ANS. Amendment #2 extended the due date until July 19, 2006 at 2:00PM EST. for receipt of all quotes. The period of performance will always begin on a business day, Monday through Friday. 35. Please provide prior contract award data for this activity (e.g., contract number(s), period of performance, dollar value, number of documents to be indexed, unit indexing price/total price). ANS. A previous purchase order number 43-3K06-5-3154 was awarded on February 15, 2005 for indexing of 4,800 documents. The period of performance ended on Sept 30, 2005. The total FFP of that purchase order was $24,960. 36. With regard for the pending solicitation, can you define a project: Is a batch of 300-450 documents considered a project? ANS. See question item 4 above. 37. If there are incumbent personnel, can they be contacted by other vendors? Will the Government provide point of contact information? ANS. The names of the indexers are not known. Therefore point of contact information is not available. 38.Is the incumbent contractor allowed to bid on this requirement? ANS. Yes,. 39. Is this going to be a Small Business Set Aside? ANS. Yes the solicitation has been amended to be a set aside for small business only (See Fed Biz Opps Amendment #1 dated June 23, 2006). 40. What is the average number of 8.5 x 11 pages per record? ANS. The Government receives all projects electronically. A printed version would equate to 1 ? to 2 pages. 41.You indicated that the response date has been extended into July. What is the response date to submit a proposal to this solicitation? ANS. SEE#34 Statement of Work Cooperative State Research, Education, and Extension Service Subject Indexing of CRIS Projects This is an amendment to Pre-solicitation Notice DJJ-CSREES-2006-013. The purpose of this amendment is to change the Pre-solicitation Notice DJJ-CSREES-2006-013 to a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Request for Quotes (RFQ) under FAR Subpart 13.5. are sought. This procurement is a 100% small business set-aside.
- Place of Performance
- Address: USDA-CSREES 800 9TH STREET, SW, WASHINGTON, DC 20024
- Record
- SN01084195-W 20060709/060707220323 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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