SOURCES SOUGHT
X -- File Repository Storage, Maintenance and Support Services - RFI Attachment
- Notice Date
- 10/27/2016
- Notice Type
- Sources Sought
- NAICS
- 561210
— Facilities Support Services
- Contracting Office
- Department of Commerce, Patent and Trademark Office (PTO), Office of Procurement, P. O. Box 1450 - Mail Stop 6, 600 Dulany Street, MDE, 7th Floor, Alexandria, Virginia, 22313-1450
- ZIP Code
- 22313-1450
- Solicitation Number
- PTOSS1700001
- Archive Date
- 11/25/2016
- Point of Contact
- Teresa A. Kelley, Phone: 571-272-3262, Chris S Hannah, Phone: 571-272-6555
- E-Mail Address
-
teresa.kelley@uspto.gov, chris.hannah@uspto.gov
(teresa.kelley@uspto.gov, chris.hannah@uspto.gov)
- Small Business Set-Aside
- N/A
- Description
- Attachment A - Repository Floor Plan RFI attachment with details on the requirement 1. BACKGROUND The U.S. Patent and Trademark Office (USPTO) currently maintains a File Repository, located in Springfield, VA, housing a variety of patent and trademark files. The warehouse is in poor condition and is not National Archives and Records Administration (NARA)-compliant. The USPTO is interested in identifying a new location for its file repository which contains an estimated 607,413 cubic feet of files, moving the existing files (and shelving, if warranted), housing the files in a NARA-compliant facility (or facilities) and maintaining the files in compliance with NARA regulations. Additionally, the USPTO requires that files be retrieved on a regular basis, delivered to requestors, and when ready for return, picked up, returned to the warehouse and refiled. The files must be maintained in accordance with NARA standards and by using an electronic scanning/indexing system that may be accessed by USPTO employees and public users at USPTO facilities to request required files. Ideally, the USPTO would like to have the files moved to a new facility within an 18-24 month period. However, respondents should provide information as to the feasibility of completing the move within that timeframe and whether the schedule could be more aggressive. 2. FILE MANAGEMENT The chart in Attachment A identifies files currently maintained at the File Repository, including the general file quantity, number of shelving units that they occupy, cubic feet and percentage of total collection. At this time, due to disposition, the USPTO estimates that there are 607,013 cubic feet of filing in place of which 534,299 cubic feet needs to be proximate and 72,714 cubic feet can be stored further away. For the files that are deemed proximate, the USPTO intends to request files on a periodic basis. The table included in the attachment to this RFI illustrates the files and cubic feet that need to be stored proximate (and can be delivered upon request) and those that may be stored further away. The table also indicates which records are temporary or permanent and their current and proposed retention schedules. The Contractor shall assume responsibility for records within the File Repository and securely transport files to a NARA-compliant facility or facilities. The Contractor shall be responsible for ongoing maintenance of files to include application of chain-of-custody controls, advanced technology and tools for tracking, retrieval and reporting, transporting files to NARA when the USPTO requests a file transfer and retrieving files and converting them to scanned files as requested. Work also must include the following: 1. Safeguarding all files, documents, and specimens maintained at the File Repository and those in their possession during transfer to the new facility. 2. Maintaining files by file type and numeric sequence. 3. Replacing boxes containing files when existing boxes are worn or are in disrepair. All files maintained in boxes should be of the same file type/records series and disposition, and in sequential order. 4. Replacing bar code labels when existing labels are no longer readable or have been torn off the file wrapper. 5. Forwarding unusable file wrappers (i.e., those beyond repair) to the designated USPTO program office for replacement. 6. Inventorying files to update changes in location. 7. Transferring files to NARA on a quarterly basis, subject to approval by NARA. 8. Partnering with the USPTO to maintain files per its Records Retention Schedules. 9. Providing an electronic database for use in file tracking, generating barcode labels for files, boxes and locations, and providing reports. 10. Digitization must meet NARA technical standards. 4. RESPONSES The Contractor shall provide the following information for consideration by the USPTO. 1. Planning Phase - provide documentation as to how you propose to coordinate with the USPTO on file transference, maintaining files wile transition is underway, and reporting methodology. Please also share the anticipated timing for the planning phase prior to move execution beginning as well as the move execution duration. 2. Provide location(s) of NARA-compliant warehouse space and confirmation that it meets with the necessary regulations. 3. Note the amount of space needed per an evaluation of the information. 4. Provide the total anticipated annual cost of the contract, including subtotals for the facilities costs, move planning and execution, file maintenance, scanning for requested files and transportation of files to NARA when disposition schedules warrant accession. 5. Elaborate on your records systems and compliance with NARA. 6. Transportation methodology - Provide information how you plan to box up and transfer files. 7. Provide information as to knowledge and capability for records disposition. 8. Elaborate on digitization and indexing capability to meet NARA requirements. 9. Share information on a proposed timeframe for record retrieval and delivery to USPTO Alexandria campus or Randolph Square location on a request basis. We are currently working with a 4-hour turnaround from receipt of the request (or next business day if received after noon). 10. Provide any other strong considerations or concerns.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/PTO/OPDC20220/PTOSS1700001/listing.html)
- Place of Performance
- Address: to be determined, alexandria, Virginia, 22313, United States
- Zip Code: 22313
- Zip Code: 22313
- Record
- SN04314539-W 20161029/161027234424-a7f542716b2f60f78b42a69c9e4c9873 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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