SOLICITATION NOTICE
R -- LTRO RECORDS MANAGEMENT PROJECT
- Notice Date
- 4/25/2018
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- BIA SPRO 00003 100 NORTH RIVERSIDE DRIVE Contracting Office Anadarko OK 73005-0368 US
- ZIP Code
- 00000
- Solicitation Number
- 140A0318Q0054
- Response Due
- 5/11/2018
- Archive Date
- 5/26/2018
- Point of Contact
- Robinson, Margie
- Small Business Set-Aside
- Indian Small Business Economic Enterprises
- Description
- 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; quotes are being requested and a written solicitation will not be issued. The solicitation number for this procurement is 140A0318Q0054 and is issued as a Request for Quote (RFQ). The Bureau of Indian Affairs (BIA), Southern Plain Regional Office intends to award a firm-fixed price contract in response to this Request for Quote (RFQ). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-95 dated January 24, 2018. This solicitation is an Indian Small Business Economic Enterprise (ISBEE) set-aside. Under the Buy Indian Act, 25 U.S.C. 47, offers are solicited only from Indian Economic Enterprises (Subpart 1480.8) that are also small business concerns. Any acquisition resulting from this solicitation will be from such a concern. Offers received from enterprises that are not both Indian economic enterprises and small business concerns will not be considered and will be rejected. As part of your quote, you must complete and return the Indian Economic Enterprise Representation form (DIAR Clause 1452.280-4 (see attached)). The associated North American Industry Classification System code (NAICS) is 561990, All Other Support Services, and the size standard is $11.0 Mil. The Bureau of Indian Affairs (BIA), Southern Plains Regional Office, is soliciting offers for Land Titles and Records Office's (LTRO) Records Management Activities. Price Schedule: CLINS 0010: Preparation of Inactive Permanent Program Records for shipping Price: $________________________ per cubic foot Total price: $__________________________ Description of Services: The Contractor shall provide records management activities by preparing Inactive Permanent Program Records for shipping to the American Indian Records Repository (AIRR) and in compliance with the Indian Affairs Records Schedule (including previous permanent records schedules), along with applicable statutes, regulations, administrative guidelines, and court orders. The following knowledge, skills, and experience shall be required of the personnel who will perform the work on behalf of Contractor: 1. The Contractor shall be knowledgeable in the operation of a computer, printer, scanner, and all other office machines required to do the project. 2. The Contractor shall learn all agencies and field offices under the BIA/Southern Plains and the names of all the Tribes of Indians served by the Region. 3. Each individual employee who will be working on the project is required to have an active and favorable background investigation. This is a Department of Interior (DOI) Investigation which the Bureau of Indian Affairs (BIA) will pay for and of which will go through the Office of Personnel Security in Albuquerque, New Mexico. This is a Moderate Risk Background Investigation (MBI). Fingerprints cards will be required. Individuals can either be sponsored in the USAccess system where each would have access to the system and can schedule a time for fingerprinting or submit hard copy fingerprint cards (FD 258). Contractors that have an active favorable security background clearance shall submit it with their offer. 4. LTRO can accommodate a maximum of four (4) contractors working on the project at one time. The Contractor's employees must be able to work independently. However, LTRO will make at least one (1) employee available to answer questions or provide necessary assistance on specified functions. 5. The Contractor must be knowledgeable and be able to implement the Indian Affairs Records Schedule (IARS) (including previous records schedules), particularly those records most common to Trust Programs, Land Titles Records Office. 6. The Contractor shall adhere to the Indian Affairs Records Management Manual and the Office of Trust Records (OTR) guidance and seek OTR guidance in those cases where complications arise regarding records in litigation. 7. Before work begins, the Contractor shall attend the Office of Trust Records Training which will be provided by the Record Information Management Specialist (RIMS) and follow Office of Trust Records policy and procedures. 8. The Contractor shall receive proper and legal guidance as to the shipping process in regards to the pallets that records will be shipped with. 9. The Contractor shall be able to use considerable and sound amount of judgment as to the completeness of the documentation in files and therefore, should have experience working on BIA files. 10. The Contractor shall be capable of walking, bending, stooping, and lifting an average of 15-20 pounds. TASKS: Records/File Management services are needed for approximately 150 (+/- 25) cubic feet of records. A preliminary inventory of these records identifies them as Trust Services, Division of Land Titles and Records. The Branch contact will provide a file maintenance plan and the blue print of records locations. The approximate breakdown of records to be prepared for shipment is as follows: TRUST SERVICES - LAND TITLES AND RECORDS OFFICE: * ID Cards (High Level Inventory) - 30 cubic feet * Deeds (High Level Inventory) - 20 cubic feet * Probates (Detailed Inventory) - 70 cubic feet * Media- Microfilm, Microfiche, Aperture Cards (Detailed Inventory) - 30 cubic feet The foregoing is only an estimate. A site visit is highly recommended to get an accurate count of records. As this is a unit price contract, final payment will be determined based on the actual number of cubic feet prepared for shipment as verified by the government's contracting officer. High Level Inventory records shall to be prepared for shipping in the following manner: 1) ID Cards - 30 Cubic Feet ID Card Records consists of two different types (Master Name Cards and ID Cards) that shall be prepared separately for shipping using the following guidelines: A. Master Name Cards (Identified in Blue) - 15 Cubic Feet: Master Name Cards shall be removed from the lektriever while in tray, then moved to designated work area. B. Identification Cards (Identified in Yellow) - 15 Cubic Feet Identification Cards shall be removed from the lektriever while in tray, then moved to designated work area. C. Records shall be high-level inventoried and the Inactive Records Move Requests (IARM Form 2006) shall be prepared. The inventory and Inactive Record Move Request shall be given to the program Records Contact for signature. 2) DEEDS - 20 Cubic Feet A. Boxed Deeds shall have prepared records inventory within shipping box. Records shall be transferred by bundle to accordion files and placed in shipping boxes. B. Records shall be high-level inventoried and the Inactive Records Move Requests (IARM Form 2006) shall be prepared. The inventory and Inactive Record Move Request shall be given to program Record Contacts for signature. Detailed Level Inventory records shall be prepared for shipping in the following manner: 3) PROBATES - 70 Cubic Feet A. Records shall be removed from the lektriever to designated work area. B. Probates shall be detailed inventoried and the Inactive Records Move Requests (IARM Form 2006) shall be prepared. The inventory and Inactive Record Move Request shall be given to program Records Contacts for signature. 4) MEDIA - 30 Cubic Feet Media consists of the following records: Microfilm, Microfiche, and Aperture Cards A. Records shall be removed from lektriever while in tray to designated work area. B. Media shall be handled separately by three different categories (Microfilm, Microfiche, and Aperture Cards) C. Media shall be detailed inventoried and the Inactive Records Move Requests (IARM Form 2006) shall be prepared. The inventory and Inactive Record Move Request shall be given to program records contact for signature. D. Media files are light sensitive, therefore, when work is not being performed, they shall be placed back into closed shipping boxes to prevent damage from lighting. 5) Prepare all necessary paperwork and make any Office of Trust Records requested changes in order to obtain final authorization to archive these records. 6) Follow Box palletizing according to Office of Trust Records policies. 7) Once 40 boxes are ready for shipping, then boxes must all be simultaneously placed on a pallet located in the Regional Office breezeway (staging area for shipping), immediately secured and wrapped, to await shipping. If all 40 boxes are not immediately ready to place on a pallet, they must remain in the office assigned area or the designated work area until a total of 40 boxes are ready to be palleted, secured, and wrapped all at the same time, provided that the last pallet may be loaded with less than 40 boxes. 8) Due to on-going litigation, records pertaining to any litigation are not to be prepared for shipment. The provided Records Move Request will notate locations where litigation files will be located, including the specific rows to which the documents are located. Record litigation files will be identified on a separate inventory and Inactive Record Move Request for 2006 and be given to the program supervisor. 9) Further on-site direction may be obtained from the respective Branch Manager on what is not to be shipped. Further specifications are as follows: * Contractor shall furnish their own laptop(s), printer(s) and any additional computing accessories required to successfully perform the requirement. * Contractor(s) shall use space assigned within the Branch area. * Services will be completed in a controlled work environment. All records must be placed within an authorized and secured location at all times. * Contractor shall prepare a work accomplishment report for the Contract Specialist and LTRO Branch Manager. * Government Furnished Property: All materials and supplies such as tape, file folders, markers, boxes, pallets, shrink/stretch wrap, and basic office equipment, excluding laptops, printers and computing accessories, will be provided by the government. Supplies will be located in the LTRO's Conference Room (Contractor's Designated Work Area). * It is highly recommended that all interested Contractors request a site visit of the Southern Plains Region to personally assess the amount of inactive records to be prepared for shipment and verify the existence of the Government provided materials. Please contact Karinda Granger at karinda.granger@bia.gov or (405) 247-1530 or Brenasha Antuna at brenasha.antuna@bia.gov or (405) 247-1629 to schedule a site visit. Period of Performance: Each offeror shall submit their proposed delivery schedule and it will be used in the evaluation process. Work is to be performed during a regular eight (8) hour work day, commencing no earlier than 7:30 a.m. and ending no later than 4:30 p.m. The Contractor must adhere to the Federal schedule for holidays, time off due to inclement weather conditions, building closures, etc. Location: Bureau of Indian Affairs, Southern Plains Regional Office, 100 Riverside Drive, Anadarko, OK 73005 (Caddo County). PROVISION FAR 52.212-1 -- INSTRUCTIONS TO OFFERORS -- COMMERCIAL ITEMS, applies to this acquisition. FAR 52.212-2 - EVALUATION - COMMERCIAL ITEMS (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (I) Factor 1: Technical Capability (1.) The offeror shall submit their technical approach and demonstrated experience/evidence of ability to successfully perform the services. Submit information on qualified key personnel, such as the resume for the Project Manager. The Project Manager shall have at least two years of professional experience in Records Management Services in particular Indian Affairs Records Schedule and be onsite for the duration of the project. (ii) Factor 2: Proposed delivery schedule (1.) The offeror shall submit their proposed delivery schedule of when they shall successfully complete the records management project. (iii) Factor 3: Past Performance (1.) Past performance shall provide adequate information describing the offeror's previous experience in providing Records Management Services in particular Indian Affairs Records Schedule. The offeror shall also list at least two contracts performed in the past three years from issue date of this RFQ that are of the same magnitude and complexity of this project. In addition, the Government may solicit past performance on contracts not listed by the offeror. If an offeror does not have any past performance information to submit as the entity under which the offer is being submitted, then the offeror should submit past performance data identified above under which the offeror's key personnel have worked. The offeror's quote will be evaluated to determine the extent to which its past performance demonstrates the likelihood of successful performance. The evaluation will consider both the relevance and quality of past projects. The Government may choose to evaluate publicly available reports, and/or data from the Past Performance Information Retrieval System (PPIRS). The Government may use present and/or past performance data obtained from a variety of sources. The information gathered for past performance may also be used in the responsibility determination. (iv) Factor 4: Price Schedule Technical, proposed delivery schedule and past performance, when combined, are significantly more important than cost or price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. FAR 52.212-3 - OFFEROR REPRESENTATIONS AND CERTIFICATIONS - COMMERCIAL ITEMS The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site located at http://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision. FAR 52.212-4 - CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEM All terms and conditions identified under this FAR Clause are applicable to this Request for Quotation. FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS -- COMMERCIAL ITEMS and FAR 52.212-5 -- CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS -- COMMERCIAL ITEMS (DEVIATION), applies to this acquisition. The clauses cited within this clause as indicated below are applicable: 52.203-19, 52.204-10, 52.209-6, 52.209-10, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-41, 52.222-42, 52.222-50, 52.222-55, 52.222-62, 52.223-18, 52.224-3, 52.225-13, 52.232-33, 52.242-5, 52.233-3 and 52.233-4. FAR Clauses incorporated by reference: 52.204-7, 52.204-13, 52.204-16, 52.204-17, 52.204-18, 52.204-20, 52.217-8, 52.223-6, 52.226-1, 52.228-5, 52.229-3, 52.232-1, 52.232-17, 52.232-25, 52.232-39, 52.232-40, 52.233-1, 52.237-1, 52.237-2, 52.243-1 Alt. 1, 52.246-4, 52.249-4, 52.249-8, 52.252-1 and 52.252-2. DIAR 1452.201-70 Authorities and delegations. As prescribed in section 1401.670-1, insert the following clause: Authorities and Delegations (SEP 2011) (a) The Contracting Officer is the only individual authorized to enter into or terminate this contract, modify any term or condition of this contract, waive any requirement of this contract, or accept nonconforming work. (b) The Contracting Officer will designate a Contracting Officer's Representative (COR) at time of award. The COR will be responsible for technical monitoring of the contractor's performance and deliveries. The COR will be appointed in writing, and a copy of the appointment will be furnished to the Contractor. Changes to this delegation will be made by written changes to the existing appointment or by issuance of a new appointment. (c) The COR is not authorized to perform, formally or informally, any of the following actions: (1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes or may change this contract; (2) Waive or agree to modification of the delivery schedule; (3) Make any final decision on any contract matter subject to the Disputes Clause; (4) Terminate, for any reason, the Contractor's right to proceed; (5) Obligate in any way, the payment of money by the Government. (d) The Contractor shall comply with the written or oral direction of the Contracting Officer or authorized representative(s) acting within the scope and authority of the appointment memorandum. The Contractor need not proceed with direction that it considers to have been issued without proper authority. The Contractor shall notify the Contracting Officer in writing, with as much detail as possible, when the COR has taken an action or has issued direction (written or oral) that the Contractor considers to exceed the COR's appointment, within 3 days of the occurrence. Unless otherwise provided in this contract, the Contractor assumes all costs, risks, liabilities, and consequences of performing any work it is directed to perform that falls within any of the categories defined in paragraph (c) prior to receipt of the Contracting Officer's response issued under paragraph (e) of this clause. (e) The Contracting Officer shall respond in writing within 30 days to any notice made under paragraph (d) of this clause. A failure of the parties to agree upon the nature of a direction, or upon the contract action to be taken with respect thereto, shall be subject to the provisions of the Disputes clause of this contract. (f) The Contractor shall provide copies of all correspondence to the Contracting Officer and the COR. (g) Any action(s) taken by the Contractor, in response to any direction given by any person acting on behalf of the Government or any Government official other than the Contracting Officer or the COR acting within his or her appointment, shall be at the Contractor's risk. (End of clause). 1452.226-70 Indian Preference (APR 1984) 1452.226-71 Indian Preference Program (APR 1984) 1452.228-70 Liability Insurance 1452.280-1 Notice of Indian small business economic enterprise set-aside. (JUL 2013) 1452.280-2 Notice of Indian economic enterprise set-aside. (JUL 2013) 1452.280-3 Subcontracting limitations. (JUL 2013) Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (April 2013) Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). "Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: * A copy of the contractor's official company invoice The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131. If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation. OMB MEMORANDUM M-11-32 Accelerating Payments to Small Businesses for Goods and Services This policy requires agencies to accelerate payment to small business prime contractors to the full extent permitted by law with the goal of making payment within 15 days of receipt of a proper invoice. In return, prime contractors are expected to accelerate payment to small business subcontractors when they receive accelerated payments from the Government. All questions shall be submitted via email to Margie M. Robinson at margie.robinson@bia.gov. Please reference solicitation number 140A0318Q0054 in the subject line of the email. All questions shall be submitted by Friday, 4 May 2018. Quotes are due on Friday, 11 May 2018 at 12:00 pm (CT). Quotes may be sent via email to margie.robinson@bia.gov. Quotes shall be good for 30 calendar days after close of RFQ. QUOTE SUBMISSION INFORMATION: Offers shall include the following items and in the following order: 1. Summary of technical capability in accordance with 52.212-2(a)(i)(1) 2. Summary of key personnel with information of experience in Records Management or resumes 3. Proposed delivery schedule 4. Pricing schedule 5. Past performance contact information for minimum of two references for which work was conducted which was similar in scope, magnitude and complexity to the requirements described in this solicitation: i. Company Name ii. Company Address iii. Company Point of Contact Name iv. Contact Phone Number and E-mail Address v. Description of Services/Price vi. Period of Performance vii. If applicable, explanation of any problems or delays encountered 6. Sections 17a, 23, 24, 30a, 30b, and 30c completed per the attached SF 1449 document (include DUNS number) 7. Completed Indian Owned Economic Enterprise Representation (attached) Offerors should check the FedBizOpps/FedConnect websites often for any solicitation amendments. This solicitation requires registration with the System for Award Management (SAM) in order to be considered for award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov. Registration must be "ACTIVE" at the time of award.
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