SOURCES SOUGHT
R -- REQUEST FOR INFORMATION/MARKET RESEARCH CONVERSION OF MICROFICHE TO ELECTRONIC IMAGE
- Notice Date
- 7/19/2010
- Notice Type
- Sources Sought
- NAICS
- 561499
— All Other Business Support Services
- Contracting Office
- Department of the Air Force, Air Force Reserve Command, HQ AF Reserve Command, 255 Richard Ray Blvd, Robins AFB, Georgia, 31098-1637
- ZIP Code
- 31098-1637
- Solicitation Number
- ARPC-Microfiche-RFI
- Archive Date
- 8/18/2010
- Point of Contact
- Jacqueline Rogers, Phone: 303-676-6294, Heather J McCombs, Phone: 478-327-1619
- E-Mail Address
-
Jacqueline.Rogers@us.af.mil, Heather.Mccombs@us.af.mil
(Jacqueline.Rogers@us.af.mil, Heather.Mccombs@us.af.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a request for information (RFI) ONLY as defined in FAR 15.201(e). It does not constitute a Request for Proposal (RFP) nor does it commit the Government to make purchase of any supplies or services now or in the future. The information sought and provided will be used for planning purposes only (FAR 52.215-3). In addition, all documentation or information marked proprietary will be handled in accordance with applicable Government regulations. Please be advised that all submissions become property of the Government and will not be returned. ARPC will not be held responsible for any costs incurred by interested parties in responding to this RFI. This RFI is open to all business concerns that are qualified under North American Industry Class System (NAICS) code 561499. PROGRAM BACKGROUND The Headquarters Air Reserve Personnel Center (ARPC), located in Denver, CO is a major command direct reporting unit (DRU) of Air Force Reserve Command (AFRC). The Center was established Nov 1, 1953, as Detachment 1, Headquarters Continental Air Command, to centralize the custody and maintenance of master personnel records of Reserve Airmen not on extended active duty. Throughout its history, ARPC has changed its designation and increased involvement in all areas of personnel management, but records management for Air National Guard and Reserve Airmen remains a primary responsibility. In 1997, when the Air Force Reserve Command was established, ARPC was assigned to AFRC as a DRU continuing the history of dedication to serving Citizen Airmen in sustainment of the Total Force. ARPC will move in May 2011 timeframe to Buckley AFB, CO (10 miles down the road). There is an immediate need to convert the microfiche records to digital media by March 2011 to ensure minimize storage space at the new facility. The objective of this RFI is to (1) seek sources with the technical capabilities to convert microfiche to electronic TIF images, (2) identify socio-economic status for a determination of potential set-asides for the procurement, and (3) obtain budgetary information for fiscal planning purposes. Sources are urged to limit marketing material in order to provide more substantive information in their response. REQUIREMENTS SCOPE ARPC has approximately 4 million documents on microfiche which must be converted to electronic TIF image format at 300 DPI. Simple indexing is required, i.e. images need to be indexed by social security number (SSN) for each individual military member's record. Scanned documents/records must be readily located by SSN. Microfiche Specifications/Data 4x6 mylar film cards/jacketed 35mm images reduced to 24:1 ratio Hand-mounted images 60 images per fiche card capability Average of five fiche types (document type category) per SSN 144,035 SSN (average 28 documents per SSN) One document = 1.5 images Images estimated = 6 million A visual representation of the microfiche is at Attachment 1 here. SUBMISSION REQUIREMENTS The government requests only responses that describe specific experience related to scanning and simple indexing of Privacy Act type records. Interested sources are requested to provide an information package consisting of the following: (1) Title Page clearly marked RESPONSE TO REQUEST FOR INFORMATION - RECORDS MANAGEMENT MICROFICHE with the date of submission, respondent's contracting and technical points of contact along with electronic mail address, telephone and facsimile numbers. (2) A two-page profile of your company, including product and service offerings, current Government contracts (include contract # and customer), current socio-economic status under NAICS Code 561499, e.g. certified small business, 8(a), HUBZONE, woman-owned small business, veteran owned, small disadvantaged business, service disabled veteran owned. (3) A technical capabilities statement limited to no more than five (5) double-spaced pages describing corporate experience and/or past performance related to scanning and simple indexing of Privacy Act type records in the following areas: Please cite the customer, contract effort, including contract number, brief description of work and total dollar value, and indicate whether your firm participated as the prime or subcontractor. REMINDER: The government requests only responses that describe specific experience related to scanning and simple indexing of Privacy Act type records. (4) Ten (10) page, single spaced, minimum 12 point Times New Roman (or equivalent) information paper providing your response to the following questions: a. Commercial Services Defined - services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks or outcomes to be achieved under commercial terms and conditions. What percentage of firm's business is government versus non-government? Are the firm's rates published? Are discounts available and if so, under what quantities and/or conditions? b. DVD or hard drive - Is it more cost effective to convert onto a hard drive versus DVDs? Why? What are your recommendations for back-up coverage? c. Describe how quality control will be accomplished. ARPC must validate accomplishment of the task before disposal of microfiche. Describe the firm's processes and procedures for safeguarding Privacy Act records at your facility and during transport to and from ARPC's Denver facility to the firm's facility. d. Provide a timeline for transporting the 4 million microfiche to your facility/location, accomplishing the conversion work and returning the electronic media to ARPC no later than 31 March 2011 e. Schedule (time) is a critical requirement. Describe any work performed with an aggressive deadline as a requirement? f. ARPC has a continuing need for access to the data on the microfiche to continue daily operations including retirements and member re-assignments. The average number of requests for data is 100 per month. How long will it take to accomplish all the work for 4 million microfiche? With an estimated 100 requests per month for access to the data, is it possible to accomplish the requirement by 31 March 2011? What methods or procedures, if any, could be put in place for ARPC access to the records data within 24-48 hours of a request? g. ARPC may need to continue the full indexing operation at the Denver facility requiring an incremental delivery schedule. Please provide an estimated production capability on a weekly, bi-monthly, monthly basis. Are there cost drivers to consider using this approach? Percentage or dollar-wise, how much more would it cost for incremental delivery? h. Provide a budgetary estimate for accomplishing the work in accordance with the specifications (see Requirements Scope above) and 31 March 2011 deadline. Pricing should include conversion cost per image (scan and simple index) for both DVD and hard drive, transportation cost to/from Denver (ARPC will have microfiche boxed for transport), and if requested, destruction of microfiche (in accordance with AFI 33-332 Air Force Privacy Act Program, dated 29 January 2004, Chapter 10, Protecting and Disposing of Records, rather than return microfiche to ARPC for destruction. Please send requested information by e-mail only (Microsoft Word TM or.pdf attachments are preferred) as soon as possible but no later than 4 PM Mountain Daylight Time (MDT) on 3 August 2010. Information packages and all inquiries shall be emailed to Jacqueline Rogers at jacqueline.rogers@us.af.mil. All information received in response to this notice will be marked PROPRIETARY and handled accordingly. Proprietary information will be safeguarded in accordance with applicable government regulations. The government will not be liable for or suffer any consequential damages for any proprietary information not properly identified. Responses to this notice will not be returned and respondents will not be notified of the results. This RFI does not constitute any obligation on the government with a specific source; however, the government does anticipate a solicitation and possible award of a firm requirement by 30 September 2010.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/AFRC/HQAFRC/ARPC-Microfiche-RFI/listing.html)
- Place of Performance
- Address: 6760 E Irvington Pl #7300, Denver, Colorado, 80280, United States
- Zip Code: 80280
- Zip Code: 80280
- Record
- SN02209843-W 20100721/100719234350-e386c5311d805bc9064d21ab3a122ded (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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