Sol_140P2121R0064_Amd_0001.pdf

(x)

140P2121R0064 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

PWA

Denver CO 80225 P.O.Box 25287 MS WCP NPS, WASO - WCP Contracting

08/26/20210001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

08/16/2021

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Harpers Ferry Center Filemaker Pro MCS Database

The purpose of this amendment is to respond to questions received by the date and time specified in the solicitation in accordance with the attached document.

All amendments must also be read and acknowledged by completing blocks 15A., 15B., and 15C.

of the SF30 for each amendment with the submission of the offer.

All other terms and conditions remain the same.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Lauren Brauer

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

Solicitation No. 140P2121R0064 – Harpers Ferry Center FileMaker Pro MCS Database

Description of Amendment

Questions and Answers:

1) Question #1:

Has this same work been completed at this site previously; if so, who was the awarded contractor? If this is a follow-on requirement, could you please provide the previous contract or task order number?

Answer #1:

We did have a support contract previously, but all of the existing databases were created in-house.

2) Question #2:

General - What is the anticipated date of award?

Answer #2:

Because of the time required by the government to evaluate adequately, offerors are requested to specify an acceptance period of not less than ONE HUNDRED TWENTY (120) DAYS.

3) Question #3:

General - What version of FileMaker is currently in use?

Answer #3:

Version 19 for clients, as indicated in Section C/Background.

4) Question #4:

General - Does NPS have an existing FileMaker 19 hosting environment. Will configuration and support will be required for hosting?

Answer #4:

Yes, the NPS currently has a FileMaker Server (v18) set up. Configuration/support for this server is not required in this contract.

5) Question #5:

Registration Database Phase 1 - Are there existing barcode printers that will be utilized for the project? Is there a preferred barcode symbology to be used?

Answer #5:

For purposes of backwards compatibility, we have an existing Kroy K4350 printer. The Contractor shall recommend a new printer (barcode or inkjet are required) to be used with the new database system; the contractor is not required to purchase. The printer that the contractor recommends is required to utilize

Carbon inks.

6) Question #6:

Registration Database Phase 1 – Are there existing barcode scanners? Will scanning be done from a computer or a mobile device?

Answer #6:

Yes, the existing scanner is an MC3000, but the software is no longer supported. Handheld, remote scanners

(not physically tied to a computer at all times) are necessary, and the ability to use something like an iOS mobile device would be greatly preferred, potentially using FileMaker Go. The Contractor shall recommend suitable handheld scanners as part of the project.

7) Question #7:

Registration Database Phase 1 - Is the desire to have a full audit log or simply record last modification for records?

Answer #7:

Both are required. There shall be a field in each record that has the date of the last modification and the username/name of the person who did the change(s). Then, there would be a view/pop-up/something that would show the full audit log for tracking all changes.

8) Question #8:

Registration Database Phase 1 – In regards to the Barcode Location Data tracking, is the intent to scan an object’s barcode and then scan another barcode for the specific item location?

Answer #8:

That is correct. The current workflow, depending on the module selected, is to scan either one or two storage locations (new location; to location followed by the from location, etc.) and then scan the object’s barcode.

Something similar will be required – it will do more than just update the location field, but track where the object last was and update the location field.

9) Question #9:

Registration Database Phase 2 - Are conservation cost estimates all entered as time and materials?

Answer #9:

They are entered as hourly rates, materials costs and travel costs (airline, hotel, rental car).

10) Question #10:

Registration Database Phase 2 - Do conservationists all have the same rate for estimation purposes?

Answer #10:

No, each conservator/registrar has a different hourly rate, which changes 1-2 times per year, due to COLA or step increases.

11) Question #11:

Registration Database Phase 2 - Do outside conservation bids need to supported?

Answer #11:

No; all conservation work is done in-house.

12) Question #12:

Registration Database Phase 2 - Is there an existing approved standard format for treatment proposals?

Answer #12:

Not currently, but the contractor is required to implement this with the development of this database with collaboration by the NPS.

13) Question #13:

Registration Database Phase 2 - How are actual time and expenses currently tracked for conservation projects? Would conservators be entering their time directly into the database?

Answer #13:

Time is captured on a workplan document (Excel for now) by and for each conservator, museum technician and registrar. Expenses are captured in other NPS databases and would not be directly linked to this system.

14) Question #14:

Existing Databases - How was the estimate for the required number of hours for support development made?

Answer #14:

These numbers are based on historical support needs.

15) Question #15:

Existing Databases - Has an assessment been made of the long term viability of the code in place?

Answer #15:

We are considering moving to something else in the future, but have not done enough research yet to pick the eventual platform.

16) Question #16:

Is it possible to tour of the existing databases and discuss the scope of work in more detail to ensure an accurate bid?

Answer #16:

It is not possible to further discuss the requirements outside of the one allotted questions and answers period.

Any questions must be asked through technical questions and answers prior to the question deadline to ensure that all prospective offerors receive the same information.

17) Question #17:

Is there any way for us to view your existing Microsoft Access system? Ideally, we would love to review an empty copy of the database. If that is not possible, perhaps screen shots or a screen sharing walkthrough?

We will need to have a list of the tables and fields in order to accurately estimate the cost for importing that into the new system. At minimum, please let us know how many tables are in the Microsoft Access system.

Answer #17:

It is not possible to view the existing Microsoft Access system or review an empty copy of the database.

There are currently 10 tables in the existing database. Attached is a list of tables, their current fields. There are also numerous reports, queries, etc. built into the database. Some are used routinely, some are not. See

Attachment - Existing Registration Database Tables.

18) Question #18:

Are the hand-held scanners already purchased, or should those scanners be included as a line item on the proposal? If you already have them, what is the make and model of the scanners? If not, how many users will need a bar code scanning capability? What about a bar-code label printer; is that a piece of equipment that you already have?

Answer #18:

The contractor is required to recommend handheld scanners and printer(s). There would likely be a max of 5 users who would need barcode scanner access. The barcode printer can be either a heat-transfer printer that prints onto tags, as we have now, or an inkjet printer that uses a carbon-based black ink. If the inkjet printer is the route taken, the program will need to have the capability to print onto adhesive labels (size TBD). The

NPS will make the purchase of the new scanners/printers once a selection is made in conjunction with this contract.

19) Question #19:

What is the approximate total number of objects tracked in the database? At what rate does the number of objects grow (approximately)? Does every object have exactly one bar code associated with it?

Answer #19:

Currently there are just under 94,000 objects tracked in the database. We can have upwards of 500+ objects added in a year. Each object has at least one bar code associated with it, but some objects with separate parts (I.e. a sword and scabbard) might get one bar code per part.

20) Question #20:

For estimating travel, we have budgeted two weeks per month, Monday-Friday, for months 1-6 and 12, and one week per month, Monday-Friday, for months 7-11. We are planning for three developer / managers for the first meeting for Phase 1 and Phase 2, with one primary developer for other visits. Is that amount of on-site time appropriate based on your expectations?

Answer #20:

Each offeror must determine their proposed cost associated with completing all work as required in the solicitation.

21) Question #21:

Does the database need to authenticate against any existing user directory, or should it be assumed that each user will have a username and password created specifically for this service?

Answer #21:

Each user currently has their own username and password created specifically for their access needs in the various databases. These accounts are administered by the on-site IT staff.

22) Question #22:

For the change-tracking feature, there are existing SaaS systems available from AWS, which has a data center very close to the Harpers Ferry location. We have the capability to implement change tracking system in either AWS or FileMaker, but the AWS option offers much faster performance and will have less impact on data entry operations. Is this an option, or must all change-tracking be contained to the on-site server?

Answer #22:

All change-tracking must be contained to the on-site server.

23) Question #23:

Is it possible to receive a sample of each report type as outlined in page 8 (phase 1) of the RFQ, for any reports that can be generated in the current system?

Answer #23:

Yes, see “Attachment - Existing Registration Database Reports”.

24) Question #24:

Is there an existing FileMaker Platinum Member who assisted in creating this RFQ? Will contractors who are physically close to the work performance site be favored in the selection process?

Answer #24:

No FileMaker Platinum Partners assisted in creating this RFQ. Evaluations will be conducted as stated in the solicitation; offeror’s location is not an evaluation factor. All offerors must illustrate how they will meet the solicitation requirements.

25) Question #25:

Can you clarify what the correct solicitation number is?

Answer #25:

The solicitation number on the header of the SOW (140P2121R0052) is incorrect. The correct solicitation number is 140P2121R0064.

26) Question #26:

Would you consider running Phase 1 and 2 concurrently with the support request for the Wayside and

Museum Planner databases?

Answer #26:

Phase 2 will need to build off of Phase 1, so those two phases cannot be done concurrently. In regards to updates and new development of existing databases, this work will be totally independent of the development work on the MCS Registration Database, and yes, can happen concurrently with the updates/development work of the existing databases.

27) Question #27:

Regarding travel and budget for travel for the optional phase period, would there be a consideration to work more than 5 hours per day while in WV?

Answer #27:

There isn’t an optional phase period. All work indicated in the Scope of Work is required. Due to work schedules of the staff involved, two 5 hour days are required per month for the work on Publications databases and two 5 hour days are required per month for the work on the Cost Estimate database.