MODIFICATION
D -- Records Management Environment, Policies and Procedures
- Notice Date
- 7/19/2006
- Notice Type
- Modification
- 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
- 7/31/2006
- Archive Date
- 8/15/2006
- Description
- The Corporation is 1)posting the ANSWERS TO THE QUESTIONS received, and 2) Modifing the following: Statement of Work, Section B. Description of Servies; 1. Contractor Responsibilites; paragraph d) is revised to add the following: ?If a COTS solution is proposed that is exclusively marketed by the contractor, the contractor will be precluded from award of the implementation contract?. ANSWERS TO QUESTIONS RFQ Questions: Solicitation HQMBR0601 1. Is there a currently a dedicated Records Manager and/or Records Management Office at CNS? Yes. Points of contact are Denise Moss at 202-606-6752 or Victoria Emerson at 202-606-6668. 2. Will CNS be selecting the personnel to be interviewed? Yes, but the Corporation will consider recommendations from the contractor for additional interviews. Roughly how many interviews should we anticipate conducting? 15 to 30. 3. Will the Corporation State Offices, Service Centers and residential campuses be included in the interviews? Yes, but there are representative locations in Maryland, Virginia, and Pennsylvania. 4. Will network access be provided for staff to examine existing databases and systems? Yes, but non-disclosure agreements must be executed to prevent unauthorized use of the data. 5. Will there be a walkthrough of the office for potential bidders? No. 6. How recent is the Corporation?s draft policies and procedures on records and files management? Would it be possible to release a copy to bidders for evaluation? 2 March 2005. These policies and procedures will be made available to bidders. POC is Denise Moss at 202-606-6752. 7. Does CNS maintain a shared network drive? Yes. 8. Does CNS anticipate this procurement to be Time and Materials or Fixed Price? CNS anticipates a Time and Materials priced award. 9. Can you please clarify what elements you are expecting to see in the ?one page budget summary of proposed costs?? Summary of all anticipated costs by category. 10. Does the Corporation have any current initiatives for Electronic Records Management (ERM) ? such as systems deployed for smaller units of the enterprise, systems under evaluation, or preliminary research being performed by OIT or outside consultants? None that we plan to build upon. 11. Has the Corporation considered digitizing existing paper content in order to place it into a Document or RM System? If so, are any scanning systems or products already deployed and in use? Yes. One office currently has one in existence. 12. Is there a designated Records Officer or other individual responsible for the Corporation?s RM program? What staff is dedicated, full- or part-time, to the RM program across the enterprise? See question #1. 13. Does the Corporation have a NARA-approved records retention schedule? Yes. 14. Please describe the Corporation's draft policies and procedures on record/file management. Is there a policy manual, and if so, how many procedures does the manual contain? What is the version date of the current manual? See question #6. 15. Has funding for this project been approved? Yes. 16. How many departments will need to be interviewed? See question #2. 17. Within each department, how many staff interviews will need to be conducted? See question #2. 18. How many contractor FTE?s does the Corporation envision being needed for this effort? To be determined by the contractor. 19. Is this a new initiative or have there been prior partial, postponed, or eliminated efforts toward an RM or ERM program If there have been prior efforts, it would be helpful to have a description of their history (e.g., scope, deliverables and issues). Yes, this is a new initiative. 20. Is there a currently a dedicated Records Manager and/or Records Management Office at CNS? See Question #1 21. Will CNS be selecting the personnel to be interviewed? Roughly how many interviews should we anticipate conducting? See Question #2 22. Will the Corporation State Offices, Service Centers and residential campuses be included in the interviews? See Questions #2 and #3 23. Will network access be provided for staff to examine existing databases and systems? See Question #4 24. Will there be a walkthrough of the office for potential bidders? See Question #5 25. How recent is the Corporation?s draft policies and procedures on records and files management? Would it be possible to release a copy to bidders for evaluation? See Question #6 26. Does CNS maintain a shared network drive? See Question #7 27. Does CNS anticipate this procurement to be Time and Materials or Fixed Price? See the answer to question #8 28. Can you please clarify what elements you are expecting to see in the ?one page budget summary of proposed costs?? See Question #9 29. What type of contract is anticipated? See the answer to question #8 30. The period of performance is stated as 270 days. Is this calendar days or business days? See RFP page 7, B3. 31. Is there a preferred database platform? Oracle is preferred. 32. Can we be provided with the document management and records management policies for the agency, at this time? See Question #6 33. How will the requirements of the Corporation State Offices, the Service Centers, and the residential campuses be accommodated? Will the analysis depend on information obtained from the Washington, D.C. sources, or will trips to the above offices be needed. The requirements will be determined by the interview process and accommodated by the contractor solution. 34. Often in projects of this nature the recommending contractor is prohibited from performing the implementation effort. As the product of this service, should implementation of new technology or applications be recommended, will the OIS or the contractor perform the implementation services? This is to be determined based upon the solution. 35. Can the Corporation provide a scope of the volume of policies and procedures to be considered under this award? Relative to this consideration, do the major national service initiatives: AmeriCorp, VISTA and the NCCC share, or use common procedures and adhere to standard Corporation policies? If each is autonomous in their practices, how should similar or competing policies and procedures be reconciled? Who will serve as the mitigating authority? How will this work apply to the local and national non-profit organizations? Records management policy is standard for all offices. There is no direct impact on local and non-profit organizations. 36. What is the current state and complexity of existing RM policies (number of record types, complexity of disposition rules, and security rules...etc)? Are these managed at an organizational or departmental level? If departmental, how many departments? Is the goal moving forward to bring the policies up to an organizational level? See Question #6 for current policies. The purpose of this requirement is to review the state of the Corporation?s current records management environment. The solution will be agency-wide. 37. Based on the current procedures, and geographic disbursement of records, do you expect that travel will be needed outside the DC area? See Question #3 38. How old are the current policies, and will we be dealing with inherited policies from other organizations? See Question #6 39. Which applicable authority policies have already applied in some fashion at CNCS What analysis has been performed to define the applicable policies? See Question #6 40. What is the distribution and volume of hard copy vs. soft copy records? This is to be determined by the contractor. 41. If awarded a contract to perform the analysis of the records management system, it is our understanding that we would not be precluded from any opportunity related to the implementation of a records management system. Please confirm this understanding. See answer to Question #42 42. Our company has a COTS product that is DoD 5015.2 certified and integrates with Microsoft SharePoint and IBM DB2 Records Manager. If our company commits (upon award of the review and evaluation contract) to not competing in any follow on work that involves award to a solution for records management functionality at the Corporation for National and Community Service does that mitigate sufficiently any Organizational Conflict of Interest on Solicitation Number: HQMBR0601? The awardee is not be precluded from implementation unless it is proposing its own product and that product is selected as one of the COTS solutions. The awardee will then be prohibited from participation in the implementation follow-on effort. An amendment to the RFP will be issued to add the following language to the Statement of Work, Section B, Description of Services, paragraph 1d: ?If a COTS solution is proposed that is exclusively marketed by the contractor, the contractor will be precluded from award of the implementation contract?. 43. In the past 2 years has the Corporation contracted with a vendor for similar RM or RM technology consulting. No. 44. Has the Corporation performed any internal (formal or informal) review of available technology solutions? No. 45. If yes, is the Corporation predisposed to a particular solution. No. 46. Are there any electronic document management systems currently installed in Corporation of National and Community Service or custodial corporations? See Question #10 47. What is the Corporation?s estimate for the number of key stakeholders that would need to be interviewed during the data collection period? See Question #2 48. What is the Corporation?s estimate for the number of days between the submission of the COTS solution report and the decision as to which records management solution will be implemented? This cannot be determined at this time. 49. The overall period of performance is stated as 270 days. Is it anticipated that this time will include the possible additional services cited in paragraph F? No. 50. All meetings/interviews are described as being in Washington, DC. The contributions of residential campus staff and service center staff may be important to this study effort. Will select employees from the residential campus staff and/or service center staff be available for interview at the 1201 New York Avenue, Washington, DC location? Will it be necessary to for the study team to travel to select residential campus or service center sites? If so, does the Corporation have an estimate for the number, location and duration of that travel? See Question #3 51. How many users will be using the Record Management Application? To be determined by the study proposed by the awardee. 52. The Solicitation is Full and Open? or set aside for Small Business, 8(a)...? This solicitation is full and open. It is not set aside for small business or 8(a). 53. Why travel to only one Corporation State Office, Service Center or residential campus? (NOTE: Many records of the Corporation may be located only at these places and to perform a Records management analysis for the Corporation as a whole; we feel that a representative sample of these locations must be included. Same concern for the analysis of records regarding the Department of Agriculture?s National Finance Center and the Department of Health and Human Service?s Payment Management System.) Records management policy and types are standard for all Corporation offices. 54. Does this effort involve reviewing and revising the Corporation File Plan and Retention Schedule? Yes. 55. Please provide the link to, or the documents that are the Corporations current policies and procedures. See Question #6 56. What is the relation of the ?period of performance? of 270 days to when the COTS solution report is due (75 days into contract)? (NOTE: In our professional opinion, the time to perform the analysis of all of the potential sources of records (as indicated by the list in the RFQ) prior to the stated date of presenting potential COTS solutions is very questionable and could result in inaccurate and incomplete data. This is the Corporation?s established timetable. 57. Does the Corporation understand that at this point, not knowing the scope of policies and procedures and not having the interviews and recommendation completed, it would be highly unlikely that the revision of policies and procedures could be accomplished (and even estimated) within the time frame stated in the RFQ of 45 days? This is the last deliverable called for in the request for proposal. 58. Does the Corporation currently recognize electronic records? (NOTE: Policies and procedures can be revised based on changes to the Corporation?s stance on electronic records, but cannot be completed until a design of the electronic solution is completed. The requirement to ?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? cannot be addressed fully until the system is designed. No electronic records management system can be successful when installed as a purely vanilla off-the-shelf system, particularly is it is intended to capture electronic records generated from other systems.) We are expecting a COTS solution. 59. Does the Corporation use any electronic document management systems? See Question #10
- Record
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