B09_Amendment_Q0054_0001.pdf

Amendment 0001 dated 2/12/2024 – 140FS324Q0054

United States Department of the Interior U.S. Fish & Wildlife Service

JOINT ADMINISTRATIVE OPERATIONS

Acquisitions Operations

Reference: Solicitation # 140FS324Q0054 - Amendment No. 0001

Records Management Services ESFO, Vero Beach, FL

Amendment 0001 – Responses to Questions – Posted 2/12/2024

Question 1: Approximately how many file folders are in each box?

Response: It varies per box. Estimated at 10-60 folders per box

Question 2: Are the documents within the boxes currently organized in any particular order (e.g., chronological, by subject)?

Response: Some may be in order, but not all are.

Question 3: Approximately how many documents are per each file folder?

Response: It would vary but estimated at 1-100 documents per file. A folder level review is all that is required to determine the content, it is not required to review each document in the folder.

Question 4: What is the preferred DOL SCA WD Occupation Code (OC) for the contract position(s)?

Response: 01070 – Document Preparation Clerk

Question 5: Have the documents been indexed yet that includes a spreadsheet with box/file descriptions?

Response: No, that is the job we are hiring for.

Question 6: Is any Scanning or Shredding required to be performed by the Contractor?

Response: No

Question 7: How many candidates do you believe it will take to successfully complete this project in the allocated 6 weeks?

Response: Two (2)

Question 8: How much reading through the documents will be needed in order to determine if the document needs to be retained or disposed of?

Response: Not much, but some. FWS staff will assist if there are any questions

Question 9: Please clarify if offeror should list an hourly/weekly rate and total cost for each type of position being proposed to work on the contract. (ie; multiple labor categories)

Response: This is a firm-fixed price contract. If you are providing more than one employee, you would need to provide pricing for each employee, and, provide a Grand Total Cost for the six-week period.

Question 10: Is it permissible for offeror to provide more than one pricing option for the government to select from?

Response: Yes, as long as your quote is clear and has the Grand Total Cost for the six-week period.

Question 11: If the offeror does not have a prior contract, but administered a directly relevant contract for a different company within the last three years, will the government consider that experience in its determination of relevant past experience and references?

Response: Yes

Question 12: The period of performance lists an eight-hour workday from 8am to 4pm. Please clarify if a paid lunch period is to be included within the 8 to 4 schedule. If so, this would equate to a 7-hour workday? If not paid, is personnel required to work an 8 ½ hour day to account for a ½ hour lunch?

Response: Personnel are expected to work 8 hours per day with a ½ hour lunch period not paid which equates to a total work day of 8 ½ hours.

Question 13: Please clarify if contractor workers will have access to Internet/Wi-Fi at the place of performance.

Response: Yes, access will be provided.

Question 14: What types of documents are contained in the boxes? Are they primarily textual records, photographs, maps, etc.?

Response: Possibly all documents as mentioned, however, mostly they are files.

Question 15: Are the documents or folders labeled or do they have any existing indexing system?

Question 16: For records past their retention times, is there an existing list or method to quickly identify them, or will this require a review of each individual record?

Response: That is the job, once the record type is identified, the contractor would check against retention schedule document that will be provided to determine either retention or disposition.

Question 17: Besides sorting the approximately 334 boxes of file folders into categories for destruction or retention, are there any additional tasks required as part of the records management process?

Specifically, does the process include activities such as detailed review, scanning, digitization, or any other document preparation in accordance with the USFWS Disposition Manual and NARA guidelines?

Response: Creating the box lists, no scanning or digitizing is required.

Question 18: Are the contents of each box currently catalogued or recorded in an existing spreadsheet, or some other type of tracking process?

Question 19: Will the awarded be given access to the existing contents list, or is the awardee expected to create a recording mechanism for the content?

Response: After box is sorted, lists will be created using an existing box list template.

Question 20: Will Boxes for records that will be retained be kept onsite at the Florida Ecological Services Office, or is any offsite storage required?

Response: Yes, all will be retained on site, including documents for disposition. FWS will take over once box list are created.

Question 21: Is there an incumbent?

Question 22: Will the mandatory training provide the guidance for assessing each record/folder?

Response: Yes, estimated mandatory 3hr training will be provided by FWS staff before executing the contract. It will be scheduled once contract is awarded.

Question 23: Do all of the records/folder already identify their disposition date or provide the information that the document reviewer will need in order to place the document/folder in the retention box or the disposition box?

Response: No, contractor will need to verify with USFWS Disposition Manual

Question 24: How will the records clerk determine if a document/folder is to be retained or disposed of?

Response: Based on the USFWS Disposition Manual

Question 25: Are there any electronic lists available that contain the records/folders already in the 334 boxes?

Question 26: Will there be guidance/assistance or oversight provided by the government staff (like a

COR)?

Response: Staff will be available to provide assistance as needed, but they will they not oversee each folder being reviewed.

Question 27: What are the consequences if the work takes more than six weeks to accomplish?

Response: We will assess at that time if extension will necessary.

Question 28: Will there be any personal identification information (PII) in the records/folders to be reviewed?

Question 29: If PII is in the records/folders to be reviewed, how will that information be treated by the contractor?

Response: Contractor will work with staff on any records containing PII

Question 30: Is the USFWS Disposition Manual, March 2006 (DM) available before award?

Response: No, but it can be found by doing a Search online.

Question 31: Why is this work required to be performed in just six weeks?

Response: Six weeks is estimated to be sufficient time to complete this project.

Question 32: What is meant by the statement that “Vero Beach FO staff will assist contractor in identification of records as needed?”

Response: Staff will be available to provide assistance as needed, but they will they not oversee each folder being reviewed.

Question 33: Will all records/folders be identified or fall into the categories of records addressed by the USFWS DM? (e.g., ADMI-920 Metered Mail Files (GRS/12/7) Official metered mail reports and all related papers or BUDG-100 Budget Background Records (GRS/5/2))?

Response: The folders will not be identified, that is the job of the contractor, but will fall under a category under the USFWS DM

Question 34: Do we need to provide labels to be affixed to the boxes?

Response: No, a box list created by the contractor with the box contents is what we need, no other labeling required.

Question 35: Is it permissible for a bidder to include multiple resumes within their quote? Additionally, may the bidder propose multiple candidates with varying rates/pricing (utilizing the pricing format outlined in the solicitation), contingent upon a candidate’s experience, technical background, and certifications/records management training programs?

Response: This is a firm-fixed price contract. If you are providing more than one employee, you would need to provide pricing for each employee, and, provide a Grand Total Cost for the six-week period.

Question 36: Could you please confirm whether, upon being awarded the contract, the bidder will assume responsibility for supplying the contractor tasked with the project work with a laptop equipped with Microsoft Suite?

Response: Yes, contractor will need their own laptop.

Question 37: At present, is there a requirement for the submission of an SF30?

Response: An SF30 has not been issued yet. This Amendment 0001 will be the first issued.

Question 38: Will the requisite FWS RIM training be conducted on-site?

Response: It can be, once contract is awarded, FWS will coordinate with contractor for the training.

Question 39: Will the government allow additional documentation to be submitted with the price quote?

Question 40: Should Offerors include a completed/signed copy of the SF1449 in addition to acknowledgement of applicable amendments, SF30 forms?

Response: The SF1449 document is not required

Question 41: Can the government please clarify which resumes they request with the requirements referenced above? To specify, is the government seeking resumes for the personnel working under the referenced contract example, or are offerors advised to submit resumes for proposed personnel to serve this FWS requirement?

Response: The Government is seeking resumes for all personnel that will be working under the awarded contract.

Question 42: Is Executive Order 14055 of November 18, 2021, applicable to this solicitation and contract?

Question 43: Will the Government allow for more questions in response to this Q/A Amendment?

Question 44: Will the Government provide an extension once the Q/A Amendment is posted?