Offsite Document Control and Records Management
Added: Nov 20, 2013 7:34 pm
Notice to Small BusinessesThe purpose of this Sources Sought Notice is to seek declarations of technical capabilities and various information, data, and materials from qualified small business concerns [8(a), Woman-owned Small Businesses (WOSB), Historically Underutilized Business Zone (HUBZone), Small Businesses, and Service-Disabled Veteran-owned Small Businesses (SDVOSB)]. Food and Drug Administration (FDA) intends to provide maximum practicable opportunities in its acquisitions to small businesses.BackgroundThis Sources Sought Notice replaces the sources sought originally posted on August 13, 2013, (SS No. FDA-Off-Site-RIM-00014). This notice is for information, planning and market research purposes only and shall not be construed as either a solicitation or obligation on the part of the Food and Drug Administration or its Centers. The purpose of this Source Sought is to help the FDA understand the market and technical solutions capable of providing the full range of services described in the draft SOW. FDA will use this market research information to assess the market's capability to successfully perform FDA's Off-Site Document Control Center requirements.FDA welcomes responses from all interested parties. FDA does not intend to make a selection decision or award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted or FDA's use of such information. Acknowledgment of receipt of responses will not be made, nor will respondents be notified of the outcome of the FDA's review of the information received. Additionally, the FDA does not intend to hold discussions concerning this sources sought with any interested parties. However, FDA reserves the right to contact vendors if additional information is required.Based on the responses received from this SMALL BUSINESS SOURCES SOUGHT announcement, the FDA may conduct a competitive procurement and subsequently award a Single Hybrid Firm-Fixed-Price/Labor Hour/Time and Material Indefinite-Delivery/Indefinite-Quantity (ID/IQ) contract for each task or a combination of tasks (refer to Statement of Work). The ID/IQ will have a one-year period of performance plus four one-year option periods. The maximum value of the ID/IQ is estimated to be $103 Million. If at least two or more qualified small businesses are identified during this market research stage, then any competitive procurement that resulted would be conducted as a small business set-aside.The North American Industry Classification System (NAICS) code 541611 (Administrative Management and General Management Consulting) with a small business size standard of $14.0 million applies to this requirement. All documents applicable to this Sources Sought Notice have been submitted as attachments.General InstructionsResponses to the sources sought should not exceed 10 pages in length. They should be submitted via email to Tania Gates at tania.gates@fda.hhs.gov by 12:00 noon on December 4, 2013.A complete response to the sources sought should include answers to all of the questions below. Please note that a respondent's failure to provide a complete response to a question will be interpreted to mean that it does not understand the question and does not demonstrate the capability to provide services required. Responses should demonstrate capability (i.e. specific projects), not merely affirm the respondent's capability (e.g.: The response must go beyond the statement that, "XYZ company can scan documents."). Questions:1. The attached draft SOW describes the following major tasks under which task orders may be released to obtain specific services related to FDA's offsite document control center. Please demonstrate your capability for each of the following task areas:1. Program and Task Order Management Support; 2. Document Processing, Handling, Correspondence, and Delivery;3. Document Scanning; 4. Document Data Entry Services, Data Analysis, Tracking Services, and Stakeholder Support; 5. Official Archive of Government Records; and6. Transition Work Activities.2. This requirement is for an offsite document control center. The contractor shall provide all labor, supervision, equipment, and supplies to perform the work described in the ID/IQ Statement of Work. Except as specified in the Statement of Work, the contractor must be able to provide the facilities and infrastructure necessary to perform all task areas. Appendix A presents the initial set of off-site workload requirements for CDRH. It is anticipated, but not guaranteed, that the first task order issued under an ID/IQ for an offsite document control center would encompass these requirements. Further, task orders may require the Contractor to store the FDA documents for a period of time to be specified in the task order. In "Question and Answer" format, please provide the following information with respect to the facilities in which you would perform the work and/or your ability to obtain them:• Where is the facility located?• What is the square footage of the facility?• Do you currently own or lease the facility?• Does the facility current satisfy the security requirements set forth in the draft Statement of Work? If not, how long would it take to alter the facility to satisfy the security requirements?• What equipment (e.g. scanners, IT equipment, furniture, phones, vehicles, mail totes, hand trucks, telecommunications equipment, access control equipment) are in the facility?• What additional equipment would you need to obtain in order to satisfy solicitation requirements?3. Are there any gaps (task areas not included in the Draft Statement of Work) that you believe to be necessary to obtain FDA's objectives. If you identified any gaps in the task areas in the Draft Statement of Work, please describe any relevant projects where your company provided the service or support identified and what complementary objectives were achieved. Are the described task areas and the capabilities required clearly defined? What changes, additions, updates, and clarifications would you suggest?4. How would you suggest pricing this requirement? Would the facilities and equipment costs be included in the fully burdened labor rates? If not, how would they be priced (e.g. per square foot, per piece of equipment)?5. The IGCE for this requirement is not yet finalized; however, it is estimated that the ID/IQ ceiling could be as high as $103M for the FDA. Please briefly - no more than two to three paragraphs - describe your capability to staff and manage a project of this magnitude and complexity in terms of project scope and multiple task order awards. Also please describe any certifications (e.g. ISO or CMMI) that demonstrate proven management and quality outcomes.NOTE: if the Sources Sought results into a small business set aside solicitation, in accordance with Federal Acquisition Regulation (FAR) Clause 52.219-14, Limitations on Subcontracting, the prime contractor agrees that in performance of the contract in the case of a contract for services, at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. Is your Firm able to perform at least 50 percent of the requirements with in-house labor?6. Please provide documentation of the size of your business specifying whether you are classified as a small business, Historically Underutilized Business Zone small business, Service Disabled Veteran Owned Small Business, Woman-Owned Small Business and/or SBA 8(a) certified small business. SBA approved joint venture and mentor protégé agreements (if applicable) should be included with your size determination documentation. Additionally, please demonstrate your firm's capability to meet the requirements of FAR 52.219-14, Limitations on Subcontracting.7. If you are a SBA 8(a) certified small business please indicate the relationship your business has with any large businesses (i.e. a mentorship or joint-venture) and how the business's resources can assist with your capability to perform the requirement. Please provide your SBA approved agreement.8. Please provide the following:a. Organization nameb. DUNS numberc. Organization's websited. Contact Namee. Contact Telephonef. Contact E-mail addressg. Size designationh. Number of employees in your organizationi. Your organization's three (3) year annual revenue9. Provide information concerning contract vehicles available to be used by the FDA in acquiring the services outlined in the draft SOW (GSA Federal Schedules, Government wide Acquisition Contract, etc.).Attachments:1. Draft IDIQ SOW2. Appendix A - Draft CDRH Workload3. Appendix B - Summary of Volume Submissions4. CDRH Offsite Real Property Clauses
FDA-Off-Site-RIM-000141 Department of Health and Human Services Food and Drug Administration
11/20/13, 7:34 PM