SOLICITATION NOTICE
R -- Records Managment Services
- Notice Date
- 2/8/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-07-00102
- Response Due
- 2/22/2007
- Archive Date
- 3/22/2007
- Description
- NAICS Code: 541611 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is RFQ-DC-07-00102 and is being issued as a Request for Proposal (RFP). The United States Environmental Protection Agency (US EPA) is seeking vendors to provide records management services for offices within the Office of Policy, Economics and Innovation. The North American Industry Classification System (NAICS) code is 541611. The Size Standard is $6.5 million. The anticipated contract type will be a fixed-rate Time and Materials order for a 12-month period with one (1) optional period. EPA estimates the level of effort for this requirement at 1075 hours for each of the base and subsequent optional periods. Within this estimate, approximately 40% of these hours are contained in Performance Objective 1 of the Statement of Work (SOW) with the remaining 60% in Performance Objective 2 of the SOW. This requirement is a total set aside for Service-Disable, Veteran-Owned Small Businesses (SDVOSB). The following provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial Items; 52.212-3, Offeror Representations and Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-3, FAR 52.222-19, FAR 52.222-21, FAR 52.222-26, FAR 52 .222-35, FAR 52.222-36, FAR 52.222-37, FAR 52.222-39, FAR 52.232-33, FAR 52.222-41 and FAR 52.222-42. Evaluation Factors: Proposals submitted in response to this solicitation will be evaluated on a best value basis with technical and other factors more important than cost. Prospective offerors should submit any questions they may have concerning this requirement by e-mail to Bradley Austin at Austin.Bradley@epa.gov by COB February 15, 2007. Responses to such questions will be provided to all prospective offerors. Proposals shall be due on Thursday, February 22, 2007, at 3:00 p.m. EST. The courier delivery address is USEPA, 6th Floor Bid & Proposal Room (Ronald Reagan Bldg.), Attn: Bradley R. Austin, 1300 Pennsylvania Ave., Washington, DC 20004. The offeror shall provide two (2) copies of the proposal/quote. Proposals may be provided via email to the above address. Prospective offerors should contact the above either prior to or after proposals are sent via this method to ensure delivery. STATEMENT OF WORK I. Introduction EPA's Office of Policy, Economics, and Innovation (OPEI) supports the Agency's mission by promoting innovation that achieves greater and more cost effective public health and environmental protection. The Office, in consultation with its different internal and external stakeholders and partners, supports and oversees the testing of new and innovative approaches to environmental protection and related policy changes. OPEI is the focal point for regulatory analyses, policy development, and economic analyses necessary to support EPA=s regulatory development process and changes in today's business conditions. OPEI's role in the regulatory development process is to manage the process and ensure that the underlying policy analyses are sound. OPEI helps strengthen the analytic foundation of the Agency's decision-making processes, working with EPA's Science Advisor to strengthen the integration of scientific and economic analyses. II. Purpose and Scope: The purpose of this contract is to provide OPEI's Associate Administrator's Immediate Office and the twelve divisions collectively in the National Center for Environmental Innovation, the National Center for Environmental Economics, and the Office of Regulatory Policy and Management with support in the form of Records Management Support Services. OPEI's Offices compile information in many forms which they use to interact with the Office of Management and Budget, other federal agencies, Congress, states, tribal and local governments, individuals, communities, organizations, corporations, and other government agencies. OPEI's Offices must be able to readily access all of its records to answer Freedom of Information Act (FOIA) and Congressional requests and prepare for various kinds of outreach activities to promote environmental health protection. This means that an effective records management system must be in place. Such a system must provide consistency in the way records are managed, greater efficiency in the filing and retrieval of documents, increased document security, and improved utilization of available space. III. Performance Objective 1: Intellectual Control of Records The contractor shall prepare documentation to preserve records (any medium) according to guidelines issued by EPA and National Archives and Records Administration (NARA). The contractor shall conduct records inventories, identifying what documents staff have. The contractor shall collect, organize, index, and inventory records in accordance with established structures. Records shall be clearly labeled and handled in accordance with EPA guidance documents. All phases of records disposition shall be performed, including identification by EPA Records Disposition Schedule, retirement to inactive storage, and destruction as authorized by EPA/OPEI personnel in accordance with the guidance documents. Records identified by OPEI as support contract documents shall be clearly labeled and handled in accordance with EPA guidance documents. Acceptable performance for this task means: (a) that files are organized and filed in accordance with EPA and NARA guidance documents, and that confidential and sensitive files are clearly labeled as to be easily distinguishable from "routine" files, (b) that a list of records recommended for purging, destruction, or retirement are identified and submitted to the PO, (c) that destruction and retirement activities are recorded in the final technical report; (d) that no shipments of transferred or retired records are refused due to improper indexing, boxing, labeling, and shipping procedures, and (e) that documents approved for destruction are destroyed in a timely manner. IV. Performance Objective 2: Specialized Services The contractor shall develop an OPEI records management plan and procedures guide as well as a filing system and file plan. The contractor will be required to conduct brief records management training sessions to familiarize OPEI staff with procedures and responsibilities. This includes producing any training or administrative support materials used to conduct the training. Support materials shall be approved by the OPEI project officer to any training being given. Acceptable performance for this task means: (a) that training sessions are informative and materials useful as reference, and (b) that any file system developed is user friendly and easy to maintain. V. Personnel Qualifications: The project manager must have at least a minimum of three (3) years government information/records management experience. Contractor personnel may have access to confidential and sensitive information. Contractor staff are prohibited from releasing any information about EPA files, data processing activities or functions, or any other knowledge of EPA operations or data. All contractor employees must adhere to Confidential Business Information (CBI) regulations, policies, and procedures. The project manager and/or personnel assigned to this project, must be able to show prior experience with 1) document retention and disposal of government records, 2) determining what is a record 3) understanding government records management policies and 4) communicating with personnel at various levels including management. VI. Background Authorities (a) Legal Authority 44 U.S.C. Chapter 3101, Records Management by Agency Heads; General Duties 44 U.S.C. Chapter 33, Disposition of Records 18 U.S.C. Chapter 101 Records and Reports 5 U.S.C. 522, Freedom of Information Act as amended 5 U.S.C. 553, Rule Making 40 C.F.R. 2, Public Information 36 C.F.R. Chapter XII, Part 1236 - Management of Vital Records The Paperwork Reduction Act of 1995 (b) Regulatory Authority National Archives and Records Administration (NARA) Federal Emergency Management Agency (FEMA) Federal Preparedness Circular - Vital Files, Records, and Databases EPA Vital Records Order U.S. EPA Uniform EPA National Security Emergency Preparedness Policy (2040.1A1) US. EPA Records Management Manual (Directive 2160) (c) Background Documents EPA Confidential Business Information Procedures
- Record
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