SOURCES SOUGHT
D -- Technology Staffing Services
- Notice Date
- 4/11/2008
- Notice Type
- Sources Sought
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- National Capital Planning Commission, Office of Administration, Budget and Finance Section, 401 Ninth Street, NW, Suite 500 North, Washington, District of Columbia, 20004
- ZIP Code
- 20004
- Solicitation Number
- NCPC-08-02
- Point of Contact
- Charles J Rieder,, Phone: (202) 482-7255, Barry S. Socks,, Phone: 202-482-7209
- E-Mail Address
-
charles.rieder@ncpc.gov, barry.socks@ncpc.gov
- Small Business Set-Aside
- Total Small Business
- Description
- REQUEST FOR QUOTATION TECHNOLOGY STAFFING SERVICES 1. PURPOSE This Request for Quotation is being issued to establish a Firm-Fixed Price (FFP) Contract for streamlining the acquisition of skilled technical experts to assist the Commission addressing its complex technology challenges. Strategically this contract would provide a flexible and cost effective mechanism to rapidly satisfy our technology staffing needs as agency requirements change and technology advancements occur. The contract awarded under this solicitation will be a small business set-aside. 2. BACKGROUND Information technology (IT) staffing levels at the National Capital Planning Commission (NCPC) have dropped steadily over the past several years while agency reliance on technology has risen significantly. Not only is NCPC's technology environment more complex, but critical requirements have expanded to include more emphasis on network security, OMB compliance reporting, and IT planning and budgeting. Historically, three full time federal employees provided the agency's information technology and facilities management support. Today, staff levels have been reduced for these key operational areas within the NCPC. Ad hoc staffing solutions have been used over the past year, but we need a more consistent and flexible approach to: Ensure a reliable and consistent technology and facilities infrastructure. Improve data and network security. Improve technology awareness and staff productivity. Establish a flexible staffing mechanism to address future technology needs. 3. OVERVIEW NCPC is a small or micro federal agency comprised of fewer than 50 full-time employees. The information technology and facilities management support is organizationally located within NCPC's Office of Administration. The NCPC Administrative Officer serves as the agency's Chief Information Officer (CIO) and is supported by one full-time Information Technology Specialist. All physical assets that are subject to this Statement of Work are presently located at 401 9th Street, NW, Suite 500, Washington DC 20004. 4. SCOPE The scope of this contract is to provide additional technology support capacity for NCPC information technology infrastructure. NCPC requires the contractor provide one full-time information technology support specialist and one part-time web designer/developer. The full-time information technology specialist will provide Tier 1 Help Desk, applications and hardware support, network operations, audio-visual, general administrative and operational support. The part-time web designer/developer will provide web page and site design, ASP, ASP.NET and Visual Basic programming for the advancement and maintenance of NCPC's public web site and supporting custom web applications. The work to be performed under this contract consists of furnishing the technical personnel identified above. The contractor though shall maintain the capacity to provide additional technology experts at such time that NCPC's technology requirements dictate. 5. DELIVERABLES A. The contractor shall provide one full-time technology specialist for Tier 1 Help Desk. Full-time is defined as 40 hours per week. This position does not qualify for overtime. i. Help Desk Support Provide 1st tier technical support on the NCPC Help Desk. NCPC Help Desk business hours are Monday through Friday, from 8:30am to 5:00pm, excluding federal holidays. The NCPC Help Desk is the single point of contact for information technology and facilities support for a staff of fifty on-site users. The NCPC Help Desk also provides support to NCPC remote access users as required. Serve as the first response to all incoming telephone calls and email and walk-up requests to the NCPC Help Desk. Respond quickly and professionally to all telephone, email or verbal requests to the NCPC Help Desk. Ensure continuous support for the NCPC centralized Help Desk support model, problem reporting and assistance (including maintenance) requests. Collect information from telephone, email or verbal request, create service ticket in the Help Desk system Track-IT, perform basic troubleshooting and take corrective action or refer to appropriate NCPC Help Desk staff. Understand and closely adhere to the NCPC Help Desk Service Level Agreement (SLA). The NCPC IT Manager will provide contractor personnel with a printed copy of NCPC's Help Desk SLA and instruction on its practical application. Help Desk service request response times are applied per request and are set by 1st tier Help Desk, NCPC IT Manager or at user request. Service Level Response Time Urgent Immediate Priority 1 hour Important 2 hour Monitor 3 hour Informational 4 hour Suspended Weekly follow-up Non-business Next working day Within 1 hour following the closure of all Help Desk requests (successful or unsuccessful), document the resolution or action taken in the Help Desk system Track-IT Immediately document and refer unresolved requests, problems or refer technical issues outside of contractor skill sets to the NCPC Information Technology Manager for follow-up. Accurately maintain all Help Desk database records. Personally follow-up daily with assigned Help Desk Technician(s) on all unclosed Help Desk requests. Verify that all Help Desk requests are updated with service solutions, service response and times to closure entries. Ensure entries are complete and accurate. Monitor customer follow-up notifications to ensure process is functioning in a timely and informative fashion. Prepare and submit to NCPC Information Technology Manager a Track-IT monthly report of total Help Desk requests, time to closure and projects/organizational utilization. ii. Desk-side Support Provide close-in support services to NCPC staff maintaining and/or administering agency client desktop computers, telecommunications equipment, operating systems, utilities, diagnostics, networking software, office automation, electronic mail and other applications and hardware deployed in the NCPC technology environment. Provide day-to-day operational support for existing computer systems and applications and make corrections needed to ensure that the computer systems and applications are problems free for users. This includes but is not limited to all NCPC hardware, software, workstations, laptops and peripheral equipment including printers, scanners and telecommunication devices. Respond professionally to all issues and successfully resolve or refer them to an appropriate Help Desk technician for resolution within the timeframes identified and governed by the NCPC SLA. Ensure continuous support for NCPC centralized Help Desk support model, problem reporting and assistance (including maintenance) requests. iii. Network and Infrastructure Operations Support Ensure network systems and services are operating normally and that the security of agency information systems and data contained within is aligned with NCPC security policies and procedures. Maintain agency network backup system, ensuring scheduled backup operations are functioning normally. Diagnose and correct any failed backup jobs immediately. Backup jobs not correctable within 4 hours are to be referred immediately to the NCPC Information Technology Manager for follow-up. Off-site tape backups must be processed and collected weekly according to NCPC's Off Site Data Storage Policy. Schedule off-site tape pickup and delivery with NCPC data security vendor by close of business Tuesday of each week. Notify the NCPC IT Manager of any deviance from this schedule. Ensure servers and client operating systems and security updates/patches are promptly and consistently applied. All security updates and patches must be installed on client systems within 24 hours of release. Patching of network servers or infrastructure is the responsibility of the NCPC IT Manager. The contractor must coordinate with the IT Manager on these functions. Install, integrate and test all new or modified software prior to network deployment and forward test results to the NCPC IT Manager for review and final approval. Uninstall or decommission all computer equipment identified surplus or salvage by the NCPC IT Manager. Ensure all magnetic storage devices (e.g. hard disk drives) are securely erased pursuant to federal government standards as directed in NIST Special Publications 800-18 and 800-26. The contractor must submit a printable log file of each media erasure within 8 hours of the action taken to the NCPC IT Manager for review. iv. Audio-Visual Support Provide assistance to NCPC staff, agency guests and the public in the proper setup, operation and support of multimedia activities and presentations within the NCPC Conference and Meeting Facility. This facility uses a custom audio-visual control system. NCPC will provide the contractor onsite training in the operation of this system, the supporting equipment infrastructure and all related operational procedures and responsibilities associated with these duties. Coordinate, plan and provide audio-visual (A/V) support, equipment setup, and check out for computer-based multimedia presentations, video taping, audio and/or video recording. Operate the NCPC conference center audio/visual control system in support of Commission Meetings, staff meetings and dry runs, hosted events, public meetings and other activities. Setup, operate and take down miscellaneous electronic equipment, including, but not limited to, portable video projectors, digital/analog still and video cameras, audio recorders and video teleconferencing equipment. Respond professionally to all support requirements and successfully process them to completion within the timeframes governed by the NCPC SLA. Ensure continuous support for NCPC centralized Help Desk support model, problem reporting and assistance (including maintenance) requests. v. Generalized Administrative Support Provide administrative support maintaining NCPC technology assets, including computer hardware, software and supplies. Facilitate and monitor facility repairs performed by the building management of NCPC's lease facility. Collect, enter and verify technology asset inventory data into the NCPC property database. Maintain and update software library and licensing records. Ensure that the agency yearly maintenance and licensing agreements are properly recorded in the NCPC Asset Management System Track-IT. Organize and monitor agency ADP supply inventory to ensure that supply levels are adequately stocked and that supply auto-replenishment is functioning properly and supply items are constantly available. Orders for additional or new supply items not on auto-replenishment shall be forwarded to agency supply manager. Issue and track facilities service requests through NCPC Help Desk. Help Desk facilities support requests involving Property Management online maintenance reporting tool. B. The contractor shall provide one part-time Web Design/Developer to support ongoing web site design and custom application maintenance and troubleshooting. Part-time is defined as 12 hours a week. i. Web Design Provide project-based or as needed web page and site design to ensure NCPC's public web site remains fresh, compelling and informative. The deliverables are as follows: Edit source code, including Hyper Text Markup Language (HTML), Cascading Style Sheets (CSS), Flash multimedia and other dynamic content design. Test and coordinate peer review of web design to ensure correct formatting, properly functioning links and optimum display of graphics, video, or other multimedia formats. Adhere to federal guidelines and policies that regulate the managing of content on U.S. Government web sites (OMB Policies for Federal Public Websites) and ensure all content meet these guidelines. Ensure all content on the NCPC public web site complies with all Federal accessibility regulations. Recommend new and innovative design and site enhancements to improve the delivery of NCPC web content and promote the effectiveness of NCPC initiatives and programs. Serve as a technical expert to NCPC's web site host provider to assist NCPC staff resolve technical or site performance issues. ii. Web Development and Programming Provide project-based or as needed web development and programming expertise to support the NCPC web-based applications and database systems necessary to automate tasks that currently performed manually. Develop and enhance new or existing web-based applications and database systems. Consult with agency technical or program staff in defining requirements for and determining the optimal configuration of new or enhanced web-based applications or databases. Recommend adoption and application of new and innovative approaches to the delivery of web applications and database systems to enhance effectiveness of NCPC programs. Troubleshoot and perform technical support to multiple client-server or web-based applications within NCPC. 6. POINT OF CONTACT Contracting Officer Technical Representative (COTR) Charles J. Rieder National Capital Planning Commission 401 9th Street, NW, Suite 500 Washington, D.C. 20004 Email: charles.rieder@ncpc.gov Phone: 202-482-7255 Fax: 202-501-2550 7. PROJECT CONSIDERATIONS 7.1. Place of Performance Work is to be performed at the offices of the National Capital Planning Commission, located at 401 9th Street, NW, Suite 500, Washington, D.C. 7.2. Hours of Work Contractor personnel must be available during NCPC's normal operating hours (Monday through Friday, 8:30 am - 5:00 pm). 7.3. Period of Performance The period of performance is May 19, 2008 through January 2, 2009. 7.4. Privacy and Security A. Clearances: Contractor shall assure that all workers complete the application for National Agency Check with Inquiries (NACI) before commencing work under the contract and Contractor asserts, by signing the Contract, that the Contractor knows of no information or reason why each worker under the contract would not obtain a NACI clearance. B. Privacy Act: Contractor shall adhere to all requirements keeping records information confidential as identified by The Privacy Act of 1974, 5 U.S.C. § 552a and other applicable agency rules and regulations. 7.5. Personnel The contractor shall identify proposed candidates that are best qualified to perform the work as identified in Section 5 of this document and include resumes for each proposed candidate. A. Contractor Proposed Substitution of Personnel: The contractor shall ensure a stable workforce during performance of services under this contract. Key personnel for this contract are one (1) full-time information technology support specialist and one (1) part-time web designer/developer. Should the contractor's key personnel require a period of leave longer than 2 days; the contractor shall furnish a similarly skilled person for the entire period of scheduled leave. Prior to replacement, the Contractor will provide NCPC resumes of all candidates considered for replacement. Resumes must be submitted to the NCPC COTR within seven (7) days of a key person's schedule leave. The contractor shall also notify NCPC COTR, in writing, of any permanent key personnel substitutions. This notification shall be submitted at least seven (7) days in advance of the proposed substitution. All proposed substitutes shall have qualifications equal to, or greater than, the person to be replaced. NCPC has the right to reject, or approve of, any proposed replacement candidates for contractor key personnel. In the event that the Contractor does not identify a replacement acceptable to NCPC within a 30 day period, NCPC may terminate this contract by written letter to the Contractor. B. NCPC Requested Substitution of Personnel: NCPC has the right to request removal of, or approval of, any contractor personnel assigned to accomplish the contract. Any personnel replacement shall be performed within seven (7) calendar days from the date of the vacancy according to the process described in the above section. C. Contractor Supervision and Management: The contractor's employees shall remain under the contractors direct supervision at all times. Although NCPC will coordinate the direction of work within the scope of the contract, detailed instructions for the contractor's employees, and supervision of those employees, shall remain the responsibility of the contractor. 8. QUOTATION SUBMISSION Each potential contractor must submit a written cost and technical quotation for this Scope of Work by 5:00pm on April 28, 2008. The quotation must include a detailed firm-fixed price estimate to perform the services identified in the statement of work. Quotations may be submitted via electronic mail, facsimile or hand-delivered to the Contracting Officer Technical Representative at the address identified in Section 6 of this document. The following information must be printed on the cover page of the quotation: 1) Solicitation Number: NCPC 08-02; 2) Due Date: April 28, 2008; 3) Closing Time: 5:00 pm EST. All quotations become the property of the National Capital Planning Commission and will not be returned. Proposals must include the following Past Performance Record: The offeror shall identify three (3) government contracts/task orders that demonstrate recent and relevant performance. Recent is defined as within the last three (3) years. Relevant is defined as work similar in complexity and magnitude to work and the work environment identified in this SOW. The NCPC is especially interested in past performance as it relates to delivery of products and services to small federal agencies. If an offeror determines it has no past performance data, it shall provide the following statement in lieu of the information requested: "(Insert offeror name) has determined that they possess no relevant past performance information in accordance with this RFQ." For each contract identified, the Offeror shall provide:  Government Agency  Government Agency Size (number of full-time employees)  Project Title  Description of the Project  Contract/Task Order Number and Amount  Length of contract  Period of performance (dates)  COTR, address, phone number and email address  Contracting Officer, address, telephone number and email address  Current status, e.g. completed and/or in progress, start and estimated completion dates  Quality of Past Performance narrative including a discussion of actual performance under each contract listed, including problems encountered; how they were resolved; the timeliness of deliverables required; how costs were controlled; business relationships; management of key personnel, and any other areas deemed necessary to provide insight into actual performance issues  A brief narrative of why the offeror believes this reference is relevant to application in a small federal agency. Staffing Plan: The offeror shall propose individual(s) for each key position identified in Section 5 of this SOW. Resumes shall be submitted for all key personnel proposed. Resumes shall include relevant qualifications, background, experience and accomplishments in sufficient detail to demonstrate the capability of the personnel to meet the requirements of this SOW. The work history of each key person should contain experience directly related to the tasks and functions he/she is intended to perform under this contract. Resumes shall also include the labor category for which the individual is being proposed, citizenship, security clearances (if any) and education, including degrees, date of graduation, other schools and certificates and training certifications. Management Overview: The offeror shall discuss the interrelationships of the technical, on-site team and their business management. All interfaces with the NCPC must be clearly delineated. The offeror shall provide a discussion of their organizational structure, policies, procedures, and techniques for efficiently managing the work. The offeror shall provide a detailed description of the responsibilities and authorities for operation and management of this contract. The offeror shall include such elements as lines of communication. The discussion shall address the processes for resolving priority conflicts for resources and tasks identified in the SOW. Cost: The offeror shall provide a price quote which includes the fully burdened on-site hourly rates chargeable to NCPC for all proposed labor categories identified in the offeror's Staffing Plan. 9. EVALUATION CRITERIA The NCPC intends to make a single award to the responsive and responsible firm whose quote is most advantageous to the NCPC, price and non-price related factors considered. Proposals will be evaluated based on the following criteria: A. The NCPC will evaluate the offeror's past performance record including how this performance would best meet the needs of a small federal agency. Sub factors for evaluation are:  Quality: determine whether the offeror has consistently demonstrated a commitment to delivering quality products or services.  Timeliness: determine whether offeror has consistently demonstrated a commitment to timeliness of performance  Cost-control: determine whether the offeror has consistently demonstrated commitment to cost control  Business relationships: determine whether offeror has consistently demonstrated commitment to good business relationships with their clients. Evaluation of past performance will be a subjective assessment based on consideration of all relevant facts and circumstances. It will not be based upon absolute standards of acceptable performance. If no performance record has been identified, the offeror will not be evaluated favorably or unfavorably and will receive a neutral rating on this factor. Each offeror must provide the past performance information requested or affirmatively state that it possesses no past performance record. B. Management and Staffing The NCPC will evaluate the offeror on its staffing and management approach to determine the degree to which the offeror's approach is best able to meet or exceed the requirements outlined in this SOW.  Staffing: Significant ranking will be attributed to the offeror's staffing plan; the qualifications of each proposed worker and how each will perform the tasks of this SOW and meet the unique requirements of this small federal agency.  Management: The offeror will be evaluated on the description of the responsibilities and authorities for operation and management of this contract and all functional activities. C. Price Price reasonableness will be determined through price analysis in accordance with FAR 15.402. The NCPC will utilize a comparison of proposed prices received in response to the solicitation. The proposed price between offers with substantially equal technical and past performance ratings will be a major factor in the selection of a proposal for award. The total cost of this contract shall not exceed $80,000.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=0d04d116fa0b346471e37c4ef87bb398&tab=core&_cview=1)
- Place of Performance
- Address: National Capital Planning Commission, 401 9th St., NW, Suite 500 North, Washington, District of Columbia, 20004, United States
- Zip Code: 20004
- Zip Code: 20004
- Record
- SN01552380-W 20080413/080411220718-0d04d116fa0b346471e37c4ef87bb398 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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