SOLICITATION NOTICE
B -- Utah - Records Verification Specialist
- Notice Date
- 8/30/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- BLM-UT UTAH STATE OFFICE* 440 WEST 200 SOUTH, SUITE 500 PO BOX 45155 SALT LAKE CITY UT 84101
- ZIP Code
- 84101
- Solicitation Number
- JSQ074108
- Response Due
- 9/12/2007
- Archive Date
- 8/29/2008
- Small Business Set-Aside
- Total Small Business
- Description
- The Bureau of Land Management, Salt Lake City, Utah has a requirement for a contractor to perform Land Records Verification. Proposed contract to include research and maintenance for final filing for specifically identified sections within the State of Utah. 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 for this notice is JSQ074108. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK (SOW) 1. BACKGROUND The BLM Utah State Office provides policy, liaison, assistance, and operational support for the management of approximately 22 million acres of BLM lands in Utah by approximately 950 full time federal employees. The Utah BLM State Office Division of Land Records documents both ownership and use for all lands under the oversight and protection of the Federal government in Utah. To accomplish its mission, BLM is currently undertaking a number of initiatives to improve public access and respond to public queries concerning the use and care of our public lands. Significant effort is now required to evaluate land records, claims, patents and rights of way issues prior to digitizing the existing land record information. In many cases there will be a need to quickly respond to queries, resolve complex claim and ownership issues and document decisions such as use and ownership now prominent as a result of FLPMA. The deliverables under this contract will be provided to the Utah BLM State Office Division of Land and Minerals through the Branch Chief of Lands and Realty. 2. PURPOSE OF CONTRACT This contract is for land records research, maintenance and preparation for final filing, disposition and transfer as applicable for specifically identified Sections within the State of Utah. Research, analysis and maintenance workload will be apportioned based on Meridian, Township, Range and Section. Sections with the Township will define the specific work package, hereafter referred to as the Section Work Package. Section Work Package will be provided to the contactor to review current issues, patents and claims using public land record information available using the LR-2000 System, and official records including Master Title Plats (MTP) and other plats, Historical Indices (HI) and Controlled Document Index (CDI). Upon completion of the contractor's review, a final report outlining specific issue, findings and recommendations pertaining to the specific Section Work Package will be completed and provided to Utah BLM State Office Branch Chief of Lands and Realty. In addition to the written report, the contractor must be prepared to respond to questions and brief on any findings or recommendations made. 3. SCOPE OF CONTRACT Section Work Packages will be limited to only those packages found within the State of Utah. Additionally, it is recognized that issues associated with the work necessary to evaluate Section Work Packages will vary based on the quality of the records, information provided by claimants, previous rights-of-way decision, easements stipulation, conditions precedents and information and evidence provided when researching these Section Work Packages. Therefore, the Branch Chief of Lands and Realty will review all Section Work Packages to classify them into one of three categories. These categories and the basis for their classification is outlined in the deliverables section of the this SOW. In all cases, the contractor will be given access to the Utah State Office Public Room, BLM records staff and the official documents required including the Master Title Plats (MTP) and other plats, Historical indices (HI), and Controlled Document Index (CDI) microfiche media. All information available from other sources (State, local individuals, Geospatial Data, maps etc.) pertinent to the analysis and review of the Section Work Packages will be made available to the contractor. Based on the complexity and due date for final report/deliverable, it may be necessary for the contractor to have close interaction with the BLM staff to analyze key data components available through official records and make recommendations for appropriate action and delineation. As Section Work Packages research, maintenance and preparations are completed, they will be evaluated to completeness and quality. Occasionally complete Section Work Packages will be audited against official land records, Controlled Document Indices (CDI's), Historical Indexes (HI's) and Master Title Plats (MTP) held as official records for completeness. 4. TASKS The work to be completed involves the following: Record Maintenance - When preparing the Section Work Packages for final review, scanning and filing, the contractor may be required to perform manual drafting and automation work in the maintenance of Land Status Records which include notations of rights-of-ways, mining claims, lands actions, patents, withdrawals, surveys data and other public lands actions. To prepare Section Work Packages for final assembly, the contractor is expected to communicate with the realty staff, Adjudication Branch, and Field Offices to ensure information is complete prior to submission to the Branch Chief of Lands and Realty. Deliverables under the contract will adhere to current BLM standards for automation of Master Title Plats (MTP), Historical Index, Controlled Document Index (CDI) records, and survey plats and notes. The contractor will not be required to research and will not be assigned Section Work Packages related to an Oil and Gas Sale or Lease. Informal Feedback - As required based on issues surfaced during review of Section Work Packages, it may be necessary for the contractor to work individually with State BLM employees to provide on-the-job training in the process required to evaluate Section Work Packages, records, including annotation and updates of BLM records, in a fashion which conforms to the process model directed as the initial deliverable under this tack. In the preparation of the initial process model, the contractor will provide recommendations to assist in BLM's transition of Section Work Packages into the Land Record Modernization Improvement Program (LR-MIP) to supplement, maintain to replace plats and other records using automation. Quality Control - Ensures quality control of records products to ensure accurate records. This includes 1) reviewing completed work for adherence to standards incorporating field office input on quality and accuracy of plat information; 2) identifying and setting priorities in work and ensuring completion; 3) providing support to internal and external customers. Monthly Reports - Monthly reports will be provided to the Chief Branch of lands and Realty to document any issues or delays associated with record research and updating. 5. DELIVERABLES: Analysis and research will be assigned based on the boundaries and limitations as described by Meridian, Township, Range, and Section. Section with the township will be described as the Section Work Package. All Section Work Packages to be evaluated, analyzed, package and digitized under the contract will be categorized using three levels of complexity. Section Work Packages submitted in response to specific tasking under this contract will have demonstrated the sufficient land records research, maintenance and preparation for final filing, disposition and transfer that was accomplished. Section Work Packages will be provide to the contractor to review current issues, patents and claims using public land records information available using LR-2000 System and official records including MTP and other plats, HI, and CDI. Upon completion of the contractor's review, a final report outlining specific issues, findings and recommendations pertaining to the specific Section Work Package will be completed and provided to the Branch Chief of Lands and Realty. In addition to the written report, the contractor must be prepared to respond to questions and brief any findings or recommendations made. Specific deliverables required under this contract are provided as follows: Item #1. Report-Process Model (1 each). Prior to beginning any work on any Section Work Package, the contractor will provide a written report outlining the approach, process, and format of the final Section Work Package product for review by the Branch Chief of Lands and Realty. Item #2. Monthly Report (12 each). No later than the 5th working day of each month after the contract is awarded, the contractor will provide a written report to the BLM Utah State Office Branch Chief of Lands and Realty. The report will outline a summary of Section Work Packages by category completed; Section Work Packages currently assigned and/or in progress, and a summary of any issues or concerns. This report will also provide the amount of remaining funding available under this contact. The contractor will also advise the Branch Chief of Lands and Realty when 85% of the available funds have been expended on this contract. Item #3. Section Work Packages (As Outlined). For purposes of this contract, the contractor is required to separately price all three of the Section Work Package categories described in the following subparagraphs. For purposes of this contract, estimated numbers of Section Work Packages to be worked under this contract are also identified by category. Unless mutually agreed to by both parties in advance, changes to the specific required delivery dates provided in each of the three categories must be met. Section Work Packages are categorized as follows: Item #3 (a) Complex Section Work Packages. (Complex-Due three working days after assigned, estimate 115 packages. Research and analysis outlined previously in this SOW will be required. Additionally, it is anticipated analysis of claims, rights-of-way, wilderness area designation, and review of documentary information including Geospatial data, photographs and anecdotal evidence may also be required to supplement information within the official BLM land records. Additionally, it may be necessary to deal with BLM Field Office and research Utah State land record information. Miles of road, numbers of roads, patents, and special stipulations will be factors as well as other land records issues that may be required to be researched. If the Section Work Packages have more than ten land records issues requiring review and validation, it may be considered a Complex Section Work Package. Item #3 (b) Moderately Complex Section Work Package. (Moderately Complex-Due two working day after assigned), estimated 250 packages. In addition to the requirements laid out in this SOW, Section Work Packages in the category will be so designated based on the number and miles of road or special easements, stipulation and patents assigned. Normally if the identified Section Work Package has between five or more, but less than 10 land record issues associated requiring review and validation, it will be classified as Moderately Complex Section Work Package. Item #3 (c) Routine Section Work Package. (Routine-Due in one working day after assigned), estimate 225 packages. In addition to the requirements laid out in the SOW, Section Work Packages in the category will be so designated based on the number and miles of road or special easements, stipulation and patents assigned. Normally if the identifies Section Work Package has less than five land record issues associated requiring review and validation, it will be classified as a Routine Section Work Package. Item #4. Special Category Section Work Packages. It is recognized that the Records Management component of the task may often require significant effort on the part of the contractor to deal with unforeseen issues. It is anticipated that for complex items clearly beyond the scope of Items identified in Item subparagraphs #3 (a), #3 (b), and #3 (c) that it may be necessary to break the workload into multiple Section Work Packages. For purposes of this solicitation, with the prior approval of the COR, the contractor will be allowed to work and invoice under these unique circumstances using this special category. The contractor will identify the number and category of the Section Work Packages required to satisfy these special case government requirements to the COR. If approved, the contractor may draw from the total number of Section Work Packages available for redistribution. Initially, the maximum number of Section Work Packages across all categories (Complex, Moderate, and Routine) under the item will remain at 590, the quantity identifies in Item #3 (a) through (b) respectively. As Special Section Work Packages approved for work, adjustments will be made to the 590 baseline provided in the solicitation. 6. PLACE OF PERFORMANCE The general work area will be BLM's Record Staff area and Public Room located on the 5th floor at 440 West 200 South, Salt Lake City, Utah. No travel is anticipated under this contract. 7. ACCESS TO GOVERNMENT PROPERTY AND FACILITIES BLM will make available a working area and all necessary BLM records including plat books, copies of MTP, HI, CDI, readers, and printers. BLM will make available a computer linked to BLM's LR-2000 automated records and other computer hardware and software as necessary. BLM will make available Xerox copy machines and Xerox paper. No original BLM records may be taken from the Public Room or Records area. Successful offeror will be required to sign a confidentiality certificate. 8. REQUIRED TECHNICAL SKILLS AND PAST PERFORMANCE The successful bidder must have experience and familiarity with Government processes and procedures. Because private industry and a large number of individuals routinely rely on records found in the Utah BLM public room to evaluate ownership issues and prepare and compete for lease on public lands, knowledge of Government system and processes is required. Qualified bidder are limited to persons or organizations that can demonstrate significant experience in using and understanding Utah's public land records, MTP and HI books, CDI cards and serialized case files. Past performance will be a key factor in determining award of this contract. The contract must have a minimum of ten years experience in directly working with subject Government public room records. Contractor must be knowledgeable in using Government automated database and systems including LR-2000, Brio report generation and automated plats. The contractor must have demonstrated capability and success in project such as the subject undertaking in previous contracts with State and Federal Government or contract for mining claims, RS-2477, or lands. Qualified bidders must also demonstrate that they are highly motivated individuals who are able to work in a team environment, have worked with quality control, and can provide technical instruction one-on-one and in a group. The contractor must be able to do the following in the preparation of the Section Work Packages for delivery: a. The ability to read and write legal land descriptions; b. The ability to read and understand HI entries on associated legal record used in the Government; c. Knowledge of Government plat notations and their significance, use and meaning; d. Ability to understand legal documents as applied to BLM and their effects on the land and what the appropriate plat annotation would be as related to legal decisions and determinations. These documents include, but are not limited to: (1) Patents (2) Withdrawals (3) Executive Orders e.. Knowledge of Government records filing system to include the ability to locate documents of record and document transaction history based on using the HI and Plat annotation. f. Knowledge of withdrawals and actions that impact Rights-of-way, including issues related to R. S. 2477. g. Knowledge of actions unique to Utah, especially knowledge and experience in updating various public land plats, HI's, CDI's, etc, in an automated environment including scanning records, uploading file information onto a network, sorting of data base files on an intranet platform, and utilizing AutoCAD, GTX and other image and record processing software. 9. METHOD OF PAYMENT Payment will be made based on the specific deliverables provided and identified in section 5 of this document. The solicitation document and the incorporated provisions and clauses are those in effect through FAC 2005-19. The following FAR clauses are applicable under this solicitation/synopsis: 52.212-1, Instructions to Offerors; 52.212-2, Evaluation of Offers. 1. Technical Capability: a. Offeror must be regularly established in the business called for in this solicitation. b. Offeror shall provide experience in using and understanding and understanding Utah State public land records, Master Title Plat and Historical Index books, CDI cards and serialized case files. c. Offeror shall have a minimum of 3 years experience in working with Government land records and knowledge in using Government automated databases and systems. d. Offeror shall possess the ability to read and write legal land descriptions. e. Offeror shall possess the ability to read and understand Historical Index entries on associated legal records. f. Offeror shall possess the knowledge of Government plat notations and their significance, use and meaning. g. Offeror shall be able to understand legal documents as applied to the Government and their effects on the land and what the appropriate plat annotations would be. h. Offeror shall have knowledge of Government filing systems, to include the ability to locate records using Historical Indexes and plat annotations. i. Offeror shall have knowledge of withdrawals and actions that impact Right-of-Way. j. Offeror shall have knowledge and experience in updating various public land Plats, HI's, CDI's, etc., including scanning records, uploading file information, sorting database files and utilizing AutoCad, GTX, and other software. 2. Past Performance: The Government may, at its discretion, base past performance on past knowledge and previous experience with the contractor, supply or service being provided, customer survey or other reasonable basis. Provide at a minimum 3 references (preferably government) for whom the same or similar work has been done. 3. Price. Technical Capability and Past Performance, when combined are of greater importance when compared to price. 52.212-3, Offeror Representations and Certifications - Commercials Items (Offeror to provide complete copy with offer); 52.212-4, Contract Terms and Conditions; 52.212-5, Contract Terms and Conditions required to Implement Statutes or Executive Orders - Commercial Items; 52.217-08, Option to Extend Services; 52.219-06, Notice of Total Small Business Set-Aside; 52.222-3, Convict Labor; 52.222-19, Child Labor - Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, and Other Eligible Veterans; 52.225-1, buy American Act, Supplies; 52.232-29, Terms for Financing of Purchases of Commercial Items, 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration; 52.232-36, Payment by Third Party, 9.1452.212-05, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items - Department of the Interior (Deviation); 52.204-06, Data Universal Numbering System (DUNS) Number; 52.228-5, Insurance - Work on a Government Installation; 52.233-3, Protest After Award; 9.1452.233-2, Service of Protest - Department of the Interior (JUL 1996) (Deviation); 9.1510.283, Contracting Officer's Representative. The North American Industry Classification System Number for this procurement is 541618. This system is 100% set-aside for small business. See Numbered Note 1. Additionally, offerors are required to obtain a Dun and Bradstreet (DUNS) Number (www.dnb.com) and register at www.ccr.gov (Central Contractor Registration) to be eligible for award of a Federal contract. This service is provided for convenience only and does not serve as a guaranteed notification. Subscribers to this service are ultimately responsible for reviewing this site for all information relevant to this solicitation. Prospective offerors will be required to visit this website periodically to check for amendments and other changes to contract documents. No other notification will be sent.
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