SOURCES SOUGHT
R -- Records Management
- Notice Date
- 9/20/2006
- Notice Type
- Sources Sought
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Office of Administration, 6011 Executive Blvd, Rm 538, Rockville, MD, 20892-7663
- ZIP Code
- 20892-7663
- Solicitation Number
- 263-2006-P-(DF)-0140
- Response Due
- 10/11/2006
- Archive Date
- 10/26/2006
- Small Business Set-Aside
- 8a Competitive
- Description
- The National Institutes of Health (NIH), Office of the Director (OD), Workforce Relations Division (WRD) Benefits and Payroll Liaison Branch (BPLB), is seeking a Certified 8a Contractor to provide Records Management for NIH personnel. Specifically, the Contractor shall perform the following personnel records management tasks in accordance with USOPM, Department of Health Human Services (DHHS), and National Institutes of Health (NIH) regulations governing the management of personnel records and provisions of the Freedom of Information Act and the Privacy Act: 1. Maintain hardcopy OPFs and eOPFs on a current basis in alphabetical order. Maintenance includes scanning in personnel documents into eOPF and filing these documents in the hardcopy OPFs. Also maintaining and purging eOPF and hardcopy OPFs according to the OPM Guide to Personnel Recordkeeping. 2. File personnel documents in chronological order on the appropriate side of the eOPFs and hardcopy OPFs. Project officer or designee may randomly reviewed sample of files as designed by the Project Officer or designee. 3. Scan into eOPFs hardcopies of OPFs for new employees who have transferred in from other agencies or new to the government. Hardcopy OPFs are filed in alphabetical order. 4. Maintain daily record system of hardcopy OPFs released to (charged out) and returned from (checked in) authorized users through use of an automated record system. The Project Officer or designees shall provide the Contractor with a list of authorized requestors. 5. Maintain a list of hardcopy OPFs that have been charged out longer than 30 days. Prepare and send out monthly overdue notices to the appropriate HR staff for OPFs that have been charged out longer than 30 days and, upon request, conduct searches for OPFs. 6. Each record management specialist must audit at least 2 eOPFs daily against the hardcopy OPFs according to the guidelines in OPM Guide to Personnel Recordkeeping. 7. Resolve filing discrepancies in eOPFs and hardcopy OPFs that are reported from HR staff through the HR systems support database WiTS. 8. Analyze and accurately resolve eOPF discrepancy as identified by DHHS. 9. Maintain inactive eOPF and hardcopy OPFs and Employee Performance File (EPFs) (if EPF is filed with the inactive OPF) as appropriate, for employees who separate from the agency for the following periods: -- Separations by death or retirement ? 120 days -- All other separations ? 30-60 days Review hardcopy OPFs against the eOPFs and charge our jacket to ensure that hardcopy OPF is completed prior to forwarding to the gaining agency or the National Personnel Records Center (NPRC). If necessary, print missing document(s) and forward complete hardcopy OPFs to the gaining agency or the NPRC. 10. Forward any personnel documents received after the eOPF and hardcopy OPF has been forwarded (e.g., SF-50B, Notification of Personnel Action, SF-1150, Record of Leave) to the gaining agency or the NPRC. 11. Upon e-mail notification from DHHS, print SF-50B, Notification of Personnel Action and forward to employee. 12. Provide general employment verification strictly limited to that which could be disclosed to the public in accordance with federal regulations within 48 hours of the written requests. A computer listing containing information releasable to the public shall be provided to the Contractor. 13. The Contractor shall not be responsible for release of other employment information or information which requires an interpretation of USOPM?s information release policies, but shall refer such requests to the appropriate Government official designated by the Project Officer. 14. Perform similar filing, logging, transport and disposition tasks in connection with various related personnel files and maintained records. 15. Deliver and pick up personnel related documents as required/requested by the Project Officer or designee. 16. Contract employees shall answer/direct phone calls that come into the file room; retrieve and respond to voice mail messages that come into the file room; greet/direct visitors; open and distribute incoming mail for the file room; photo copy and fax documents; shred or arrange for disposal of confidential documents; maintain filing systems; sort and date stamp human resources related materials and distribute to appropriate HR staff. 17. The contractor shall provide a Tracking System for all OPF files and records management activities. 18. The contractor shall develop programs and provide orientation and training to new contract personnel. Orientation shall include information regarding the general Federal government and NIH structure; and NIH records management and in support of Task Orders. All contract employees must be U.S. Citizens. Information accessed and managed under this contract is subject to the provisions of the Privacy Act of 1974, and USOPM regulatory requirements for access and disclosure. Contractor employees must read and formally acknowledge the reading of the Privacy and the Standards of Conduct by signing a written statement. Contract employees must be able to meet the National Agency Check and Inquiry (NACI) requirements established by USOPM pursuant to Executive Order 10450. Since the positions filled by the Contractor are considered sensitive, the security check must be performed before contractor personnel can begin work and will be administered by the Contractor and proof provided to the government that the contractors has met the security requirements. Contractor personnel must meet the same requirements for the protection of personal privacy in their custody of Human Resources Records, and are subject to the same sanctions for failing to do so, that would prevail as if they were Government employees. Currently NIH intends to issue a Performance Based Solicitation for one base year and four one-year options at a total estimated value exceeding 3 million dollars. The work is classified as sensitive. Any potential contractors should respond with a request to be added to the mailing list to receive a copy of the RFP that will be issued on or about 10/11/06. Potential offerors must include a full mailing address and a point of contact to receive a copy of the RFP. Additionally, potential offerors must submit a copy of their 8(a) certification letter from the SBA. THIS REQUIRMENT HAS BEEN SET- ASIDE FOR SMALL BUSINESSES UNDER THE 8 (a) BUSINESS DEVELOPMENT PROGRAM. All requests must be directed, in writing, to George Gonzalez, Contract Specialist, at gonzalezg@od.nih.gov or should be mailed to: George Gonzalez National Institutes of Health 6011 Executive Blvd. Rm. 529J Rockville, MD 20852
- Record
- SN01149209-W 20060922/060920220234 (fbodaily.com)
- Source
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