SPECIAL NOTICE
B -- Intent to Award Sole Source
- Notice Date
- 9/8/2016
- Notice Type
- Special Notice
- NAICS
- 541620
— Environmental Consulting Services
- Contracting Office
- National Archives and Records Administration, NAA, Acquisitions Division, 8601 Adelphi Road, Room 3340, College Park, Maryland, 20740-6001, United States
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-16-Q-0075
- Archive Date
- 10/8/2016
- Point of Contact
- Cynthia D. Jones, Phone: 301-837-1860, Santo C Plater, Phone: 301-837-2059
- E-Mail Address
-
cynthia.jones@nara.gov, santo.plater@nara.gov
(cynthia.jones@nara.gov, santo.plater@nara.gov)
- Small Business Set-Aside
- N/A
- Description
- It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price contract with the Image Permanence Institute at the Rochester Institute of Technology, Inc., 70 Lomb Memorial Drive, Rochester, New York, NY, to purchase their services for operation and support of an internet based Environmental Data Management System. The proposed contract action will be conducted in accordance with FAR Part 12, Acquisition of Commercial Items. The NAICS code is 541620. The period of performance is September 30, 2016 through September 29, 2017 with four option periods of 12 months each. The anticipated award date is September 26, 2016. The proposed contract action is for supplies and services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302, only one responsible source and no other supplies or services will satisfy agency requirements. Interested persons may identify their interest and capability to respond to the requirement or submit proposals no later than 4:00 p.m. eastern time September 23, 2016. This notice of intent is not a request for competitive proposals. However, all proposals received after the date of publication of this synopsis and prior to 4:00 p.m. eastern time September 23, 2016, will be considered by the Government. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs incurred in responding to this notice. Direct any questions regarding this announcement in writing to Ms. Cynthia Jones no later than 4:00 p.m. eastern time September 16, 2016. Points of Contact: Cynthia Jones, Contract Specialist, 301-837-1860, cynthia.jones@nara.gov; Santo Plater, Contracting Officer, 301-837-2059, santo.plater@nara.gov. Place of performance: National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740. See Attachment 1 - Justification for Other Than Full and Open Competition See Attachment 2 - Performance Work Statement ATTACHMENT 1 JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION FAR 6.302-1(c) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements-Application for Brand Name Descriptions National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740-6001 Internet Based Environmental Data Management System I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A "JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION" See Page 1 II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED The National Archives and Records Administration (NARA) seeks to make a sole source purchase for operation, maintenance, and support services with Image Permanence Institute (IPI) for continued preservation environmental management at all NARA facilities. IPI developed, customized, and provided operation and support services for NARA eClimate, an internet based environmental data management site, in FY 2011 under purchase order NAMA-11-M-0115. The new order will include 1) the site license for Image Permanence Institute's unique Internet Based Environmental Data Management System, 2) continued calibration services for NARA-owned PEM2 data loggers (900+ in 40+ facilities that store holdings), and 3) continued ability to purchase new PEM2 data loggers as needed for monitoring in new facilities and for research, and 4) continued support services at an hourly rate and costs, if needed, for travel and per diem. NARA 1571, Archival Storage Standards, and international ISO standards (ISO 11799) require the National Archives to monitor and record the storage environmental conditions of holdings for determining adherence to standards for environmental conditions for records. IPI's continued operation and support services of the Internet Based Environmental Data Management System will permit NARA staff to continue to securely store, manage, and remotely access data documenting the preservation impact of temperature and relative humidity conditions using the PEM2 data loggers owned by NARA, and to continue to make decisions about temperature and relative humidity conditions that serve both the preservation and the energy efficiency of storage areas in NARA facilities. IPI continues to be the only resource that provides a method to automatically quantify the combined long term preservation impact of temperature and relative humidity on archival materials in NARA holdings. IPI's Time Weighted Preservation Index (TWPI) provides information on additional risks (i.e. mold or corrosion). This preservation information is the result of decades of research at IPI. IPI continues to carry out research and develop the tools to support the preservation of holdings. NARA automatically receives the benefits from this research through the TWPI. The TWPI uses the data collected through the PEM2 (Preservation Environment Monitors) data loggers that NARA owns. IPI provides calibration of the PEM2 data loggers, replacement of batteries, and troubleshooting of the equipment. Access to an internet/web based environmental management system (NARA eClimate), purchase a small number of environmental data loggers (PEM2) for new facilities and research on environmental conditions, calibration of NARA-owned data loggers (PEM2) environmental monitors on a three to five year schedule, and limited support for technical support. This effort will be performed by Image Permanence Institute (IPI), 70 Lomb Memorial Drive, Rochester, New York, NY for the National Archives and Record Administration (NARA) at College Park, MD. The NARA eClimate system, based on an internet website, has been developed for NARA users, and provides access to environmental data management throughout the NARA system - from Seattle to Atlanta to Boston - including archival storage, Federal Records Center, Presidential Libraries and all off-site storage facilities. The system allows users to upload, manage, record and retain historical trends and view environmental data being gathered by the PEM2 environmental data loggers that are in place in all facilities. This data is analyzed by the system and available in report views that are tailored for NARA users that include preservation specialists, facility managers and engineers, administration and staff. NARA requires additional PEM2 data loggers when NARA creates new storage spaces (i.e. the Obama Presidential Library, new bays in off-site storage, or issues specific to the environment in a facility). The contract would allow for additional purchases of 10 PEM2 monitors at a favorable price for purchase of 10 or more units. NARA requires calibration and battery replacement for each of the PEM2 data loggers to maintain the accuracy and usability of the environmental monitoring data. Each NARA facility and storage area uses one or more data loggers to document the environmental conditions within the space where holdings are stored, exhibited or used. NARA owns approximately 900 PEM2s. The PEM2 environmental data loggers require battery replacement and calibration on a cycle of every three to five years. IPI provides calibration with battery replacement of the PEM2 data loggers that NARA uses. NARA will continue to require technical support to provide access to new users, manage user accounts, track the inventory of PEM2s which is a new tool added in FY2016 at NARA's request, provide troubleshooting and support for NARA users with questions, and provide specialized training or support if required onsite. This allows NARA to make the best use of the eClimate system and to manage the environmental conditions that impact the preservation of NARA holdings. III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE) NARA seeks to make a sole source purchase for operation and support services with IPI for continued operation and support services for NARA eClimate. The order will include the base year plus four (4) option years. The estimated cost of the base year is $. The total estimated cost of the base year plus four option years is $. Currently, data is captured by IPI's Preservation Environmental Monitors (PEMs), and analyzed by IPI's Climate Notebook software. IPI's "state of the art" intranet-based preservation system will provide seamless access to the extracted PEM data that documents the environmental history for each of NARA's approximately 55 facilities (See facilities list attached). Staff will be able to utilize the managed environmental data to remotely monitor the environmental conditions of the buildings across Research Services, Agency Services and the Presidential Libraries. This system eliminates the need to share environmental data in a raw, unanalyzed form by mailing paper copies of data or removable media (CD or USB). Both have been used by NARA in the past, but this need has been removed by the web-based environmental data management system with the enhancement of immediate analysis for use in decisions. The web-based preservation system will enhance NARA's ability to identify and treat environmental problems before they impact the holdings. This is much more efficient and less expensive than waiting to treat individual records after they have been adversely affected by exposure to inappropriate conditions. Specifically, IPI will: Provide Operation and Support for ongoing site maintenance, providing a unique domain name for NARA and a dedicated service with daily data back-up, continuous management of system health, providing system updates and data security and integrity. IPI will provide ongoing technical support, including user access when requested by NARA, and virtual training for NARA system administrators. IPI will provide regular weekly communication with the primary system administrator at NARA, including advice on technical and research issues and providing new information as it becomes available through the IPI research initiatives. IPI will also provide ongoing technical support for the PEM2 dataloggers including calibration, as needed on a 3-5 year cycle to ensure that the data being recorded in the system is accurate and verified by testing. Batteries are also replaced at the time of calibration and are included in the price of calibration. NARA pays to ship the PEM2s to IPI and IPI pays the return shipping to the facility. NARA will also continue to purchase at least 10 PEM2s from IPI annually as needed to extended monitoring to new or renovated storage spaces, including for the new Obama Presidential Library, new Legislative Branch storage, and new facilities planned to meet the space requirements of NARA. Additional PEM2s are also needed for ongoing research projects to enhance the management of facilities for energy economy. IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION. 41 U.S.C. 3304(a)(1) -"Only One Responsible Source" as implemented by FAR 6.302-1. V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED This acquisition meets the authority of FAR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source, or,...from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." See above II. VI. A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS REQUIRED BY SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER 5.202 APPLIES. Communications and contact with preservation specialists in the UK and Europe through environmental management activities related to the International Standards Organization is ongoing by NARA's preservation staff and no new systems have been developed that meet NARA needs. In addition, searches on the web showed no other systems that could provide an equivalent to the functionality of the analysis provided by the Time Weighted Preservation Index, and/or would provide similar analysis using the NARA dataloggers and environmental data. Therefore, competition is not available at this time. An Intent to Award Sole Source will be posted on Federal Business Opportunities for 15 days. VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE Pricing will be determined to be fair and reasonable based on the Independent Government Estimate. VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED IPI is the only company that is supporting the application of the Time Weighted Preservation Index to the temperature and relative humidity data gathered through the PEM2. This permits NARA to determine the best combination of temperature and relative humidity for both preservation and energy economy. IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) NARA has more than five years of data that is used for making environmental management decisions for the preservation of the holdings. This data would be very costly to transfer and manage and we would lose the capacity to index the data in a comparable manner. X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION N/A XI. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED NARA will continue to perform periodic market surveys to assess the changes in the market place for this service. XII. CONTRACTING OFFICER CERTIFICATION THAT THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF See Page 1. ATTACHMENT 2 Performance Work Statement For Operation, Maintenance, and Support of NARA eClimate Environmental Data Management System 1.0 BACKGROUND INFORMATION 1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. 1.2 Preservation Programs (RX) manages and analyzes environmental data from storage sites for NARA holdings in all NARA facilities and for monitoring conditions in Federal Records Centers where permanent records and accessioned-in-place holdings are stored. The NARA eClimate environmental data management system and dedicated website provides both management and analytical tools for managing environmental data NARA-wide by NARA users in Research Services, Agency Services, Presidential Libraries and the Legislative Archives. 2.0 SCOPE 2.1 NARA has a requirement for the operation, maintenance, and support of the NARA eClimate Environmental Data Management System. 2.2 Operation, Maintenance, and Support 2.2.1 Contractor shall provide annual operation, maintenance, and support of the system. Services include: • Ongoing site maintenance • A unique domain name and a dedicated server with daily data back-up • Continuous management of system health, system updates, and data security/integrity • Reasonable technical support and virtual training of NARA system administrators • Regular communication with the primary system administrator • Technical support for NARA eClimate administrators to include 8 hours a day, 5 days a week. • Available phone support and email support, 8 hours a day, 5 days a week. • A minimum service level agreement (SLA) for server uptime/connectivity and data restoration. 2.3 Calibration of PEM2 Data Loggers 2.3.1 Contractor shall provide calibration services for NARA owned PEM2 data loggers. Calibration services shall include: • Calibrating PEM2 data loggers according to manufacturer's specifications to maintain accuracy and integrity of data. • Replacement of batteries during calibration to maintain continuous function. • Repairs, as needed, to PEM2s that require services that are covered under warranty. 2.3.2 Calibration Requirements Base Year Calibration of up to 200 NARA PEM2 data loggers Option Year I Calibration of up to 200 or more NARA PEM2 data loggers Option year II Calibration of up to 200 or more NARA PEM2 data loggers Option year III Calibration of up to 200 or more NARA PEM2 data loggers Option year IV Calibration of up to 200 or more NARA PEM2 data loggers 2.4 Repair of PEM2 Data Loggers 2.4.1 If Contractor determines that repairs are needed for PEM2 data loggers that are no longer under warranty, the Contractor shall notify the NARA Point of Contact (POC) before incurring additional expenses. The Contractor shall provide the NARA POC with a written cost estimate. Repairs must not be made without the NARA POC approval. 2.4.2 Repairs to PEM2 data loggers are required to be completed within three weeks of receiving approval from the NARA POC to perform the repair services. If repairs cannot be completed within three weeks, the Contractor shall inform the NARA POC immediately. 2.4.3 Data loggers within the three-year warranty period that cannot be repaired shall be replaced by the Contractor. 2.5 Purchase of PEM2 Data Loggers 2.5.1 Contractor shall provide ten (10) PEM2 data loggers for purchase in the base year of the contract. 2.5.2 Contractor shall provide for the optional purchase of up to 100 additional PEM2 data loggers in each applicable option year of the contract. 2.6 System Enhancements 2.6.1 Contractor shall provide up to 40 work hours in base year and each applicable option year of the contract for enhancements and configuration items, including bug fixes, to improve the usability of the system. 3.0 PERIOD OF PERFORMANCE and NARA POINT OF CONTACT 3.1 The period of performance will be for one base year plus four (4) option years. 3.2 The NARA Point of Contact (POC) for this contract is: Name: TBA Telephone: Email: 4.0 PLACE OF PERFORMANCE 4.1 NARA staff in over 40 locations require access to the online site to carry out environmental monitoring program activities. See Attachment 3, List of NARA Facilities. 5.0 HOURS OF OPERATION 5.1 Work shall be undertaken during regular business hours, Monday through Friday, 8:30 a.m. to 5:00 p.m. eastern standard time unless mutually agreed upon by the NARA POC and the Contractor. 6.0 TASK AND DELIVERABLES 6.1 Tasks and deliverables are discussed in paragraph 2.0. 7.0 ADDITIONAL REQUIREMENTS 7.1 Transportation and travel expenses may be paid if travel to a NARA site is necessary. 7.2 If Contractor determines that travel to a NARA site is necessary, the Contractor shall notify the NARA POC before incurring travel expenses. The Contractor shall provide the NARA POC with a written cost estimate. Prior approval from the NARA POC and the Contracting Officer is required. 7.3 All work must be completed on a schedule mutually agreed upon by the Contractor and the NARA POC no later than one year from contract award in base year or applicable option years.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NARA/NAA/AC/NAMA-16-Q-0075/listing.html)
- Place of Performance
- Address: National Archives and Records Administration, College Park, Maryland, 20740, United States
- Zip Code: 20740
- Zip Code: 20740
- Record
- SN04263210-W 20160910/160908235554-d3dbd58e3bf5534618e2df791f5b73f7 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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