Immigration and Naturalization Service, Contracting and Procurement Branch, 425 I Street, N.W., Room 2102, Washington, DC 20536

R -- R - RECORDS MANAGEMENT SERVICES POC R . A. Roman, Contracting Officer, (202)514-3417, or Robert Beaty, Contract Specialist, (202)514-0022; fax (202)514-3353. Immigration and Naturalization Service (INS) Records Management Facilities and Services, Sources Sought The Immigration and Naturalization Service (INS) is contemplating the development of a requirement for records management facilites and services. The purpose of this announcement is to gather information on firms, products, and services pertaining to the needs identified below. The INS maintains over 16 million hard copy files at approximately 85 field offices across the United States. Because the number of files involved is straining the capacity of files storage and access methods, the INS is considering available alternatives to ensure data and documents pertaining to immigration control are accuraely and economically maintained and are readily available to users. The transition to any new environment would necessarily include processes to reconcile differences between electronic and hard copy records and to correct deficiencies in the holdings in terms of deviations from the standard requirements. Among the alternatives being considered is the potential outsourcing of records storage, retrieval, maintenance, and management services. Sources with available facilites and services for INS' outsourcing must be able to support INS in the transition to such an environment and provide records storage, maintenance, access, and management in the new environment utilizing existing INS databases and automated record systems (and supplemented by systems of the contractor's choosing but requiring long line communications and compatibility with IDMS, System 36, IBM PC environments). Contractors with available storage facilities must allow INS personnel to work on site and allow INS personnel access to files at all times. All contractor personnel must be able to pass security clearances. File storage facilities must be in secure environments and situated as to conveniently service the INS' 33 district offices, which at a minimum requires a presence in the major cities across the U.S. Current annual operating activity is approximately 20 million files. Major actions include: (a)Transferringfiles in and out of storage facilities upon user request (local file requests are to be completed within 24 hours, requests from other than local offices within 10 days, and receipts within 24 hours. Special requests for file access on an emergency basis must be completed within 30 minutes); (b) File creations (must be completed within 24 hours); (c) Filing material in existing files (must be completed within 24 hours); (d) Ship and receive files to and from Federal Record Centers of the National Archives and Records Administration (the transfer of records to the Federal Records Center must be accomplished within 90 days after the receipt of an approved Standard Form 135 Records Transmittal and Receipt. Receipts must be handled within 24 hours). Physical inventories will be required annually. Data entry to update automated record data systems will occur within activity standards. The contractor will have demonstrated experience in re-engineering processes and applying proven solutions to new environments. Sources capable of providing comparable records management services and the associated support of the size and nature required by INS' holdings should provide the following: name, address, point of contract with phone and facsimile numbers, whether or not the company is a small business (small businesses are those with receipts of under seven (7) million dollars for the preceding 3 years) or a small and disadvantaged business participating in the section 8(a) program of the U.S. Small Business Administration; 3 copies of a corporate capabilities statement describing the company's experience with similar records management projects; business references having activity within the last three (3) years with a description of the records management system and operations including automated systems support, size and number of facilites and their location, and retrieval requirements, volumes and frequencies. The majority of the INS holdings are in paper format ranging from 10 pages to several thousands of pages per file. Respondents to this announcement should cite experience in maintaining various types of records (e.g., micrographics, video, etc.) and discuss other services provided such as servicing Freedom of Information and Privacy Act requests, records cleanup and backfile conversion to digital imaging systems. Provide references where the company establishes that it can accommodates unique enironments, e.g., provide retrieval rates of under two hours. Highlight any experience that the company has had where there has been direct integration with Federal Records Centers and the National Archives. Describe experiences that qualify as being successful achievements as far as transition/startup, records management requirements, and time frames. Identify employees with significant records management experience. Telephone inquiries will not be accepted. Firms responding to this announcement must do so in writing addressed to the Scott Hastings, Director, Office of Files and Forms Management, Records Policy and Analysis Branch, Immigration and Naturalization Service, 425 I Street, NW, Washington, DC 20536. Facsimile responses will be accepted at (202)514-3902 (INSHQFFM). This request is for information purposes only, it is not a request for competitive proposals, nor is the Immigration and Naturalization obligated to issue a solicitation or a contract for this requirement. The Government is not responsible for any costs incurred in replying to this announcement. All responses to this announcement must be received by the INS no later than October 31, 1995. (0284)

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