MAS - Access Information Management Corporation - 47QSMA23D08PZ

Access Information Management Corporation 1

GENERAL SERVICES ADMINISTRATION

Federal Supply Service

Authorized Federal Supply Schedule Price List

ACCESS INFORMATION MANAGEMENT CORPORATION

500 Unicorn Park Dr Ste 503 Woburn, MA 01801‐3377 Telephone: 978‐882‐2010

Website: www.accesscorp.com

Office, Imaging, and Document Solutions Federal Supply Schedule: Group 36 Contract Number: 47QSMA23D08PZ

Contract Period: June 12, 2023 – June 11, 2028

SAM UNIQUE ID: N7SFZMRQUPH9

Business Size: Large

On‐line access to contract ordering information, terms and conditions, up‐to‐date pricing, and the option to create an electronic delivery order are available through GSA Advantage!, a menu‐driven database system. The INTERNET address for GSA Advantage! is: GSAAdvantage.gov.

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1. SPECIAL ITEM NUMBERS

a. Table of Awarded Special Item Numbers (SIN) Products/Services

493110RM Records Management Services 518210DC Document Conversion Services 561990 Document Destruction Services

b. Lowest Priced Model Number and Lowest Unit Price; see pages 5‐10 of this price list for complete pricing details.

c. Hourly Rates are Applicable; please refer to pages 5‐10 of this price list for details.

2. MAXIMUM ORDER (All dollar amounts are exclusive of any discount for prompt payment.)

a. Special Item Numbers 493110RM, 518210DC, and 561990. The maximum dollar value per order is

$1,000,000.

3. MINIMUM ORDER: $100.

4. GEOGRAPHIC COVERAGE: The geographic scope of this contract covers delivery to domestic locations.

5. POINT OF PRODUCTION: Service locations are identified in item 17.

6. DISCOUNTS: Prices shown herein are net (discount deducted).

7. QUANTITY DISCOUNTS: None.

8. PROMPT PAYMENT TERMS: Not applicable.

9. FOREIGN ITEMS: Not applicable. All services are provided domestically.

10. TIME OF DELIVERY

a. Standard Delivery: All SINs 30 days, or as negotiated

b. Expedited Delivery: Quicker delivery of service than set forth in paragraph (a) above are available from

Access, when requested and as negotiated between the Ordering Office and Access.

c. Overnight and 2‐Day Delivery: Accelerated delivery is available. When schedule customers require overnight or 2‐day delivery of services, agencies are encouraged to contact Access to obtain accelerated delivery information and rates.

d. Urgent Requirements: When the Federal Supply Schedule contract delivery period does not meet the bona fide urgent delivery requirements of an ordering agency, agencies are encouraged, if time permits, to contact Access for the purpose of obtaining accelerated delivery. Access shall reply to the inquiry within three (3) workdays after receipt. (Telephonic replies shall be confirmed by Access in writing.) If Access offers an accelerated delivery time acceptable to the ordering agency, any order(s) placed pursuant to the agreed upon accelerated delivery timeframe shall be delivered within this shorter delivery time and in accordance with all other terms and conditions of the contract.

11. F.O.B. POINTS: F.O.B. is destination for domestic deliveries, defined as the 48 contiguous states, Alaska, Hawaii, Puerto Rico, the District of Columbia, and U.S. Territories. Domestic delivery also includes a port or consolidation point, within the aforementioned areas, for orders received from overseas activities.

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12. ORDERING INFORMATION:

a. Ordering Address:

b. Ordering Procedures: See Federal Acquisition Regulation (FAR) 8.405‐3.

13. PAYMENT ADDRESS

All payments under this contract shall be remitted to:

14. WARRANTY PROVISION: Not applicable

15. EXPORT PACKAGING CHARGES (if applicable): Not Applicable

16. SERVICE AND DISTRIBUTION POINTS

17. TERMS AND CONDITIONS OF INSTALLATION: N/A

18.

a. TERMS AND CONDITIONS OF REPAIR PARTS INDICATING DATE OF PARTS PRICE LISTS AND ANY

DISCOUNTS FROM LIST PRICES: N/A

b. TERMS AND CONDITIONS FOR ANY OTHER SERVICES: N/A

19. LIST OF SERVICE AND DISTRIBUTION POINTS: N/A

20. LIST OF PARTICIPATING DEALERS: N/A

21. PREVENTATIVE MAINTENANCE: N/A

22.

a. SPECIAL ATTRIBUTES SUCH AS ENVIRONMENTAL ATTRIBUTES (E.G., RECYCLED CONTENT, ENERGY

EFFICIENCY, AND/OR REDUCED POLLUTANTS). N/A

b. IF APPLICABLE, INDICATE THAT SECTION 508 COMPLIANCE INFORMATION IS AVAILABLE FOR THE

INFORMATION AND COMMUNICATIONS TECHNOLOGY (ICT); PRODUCTS AND SERVICES AND

SHOW WHERE FULL DETAILS CAN BE FOUND (E.G. CONTRACTOR’S WEBSITE OR OTHER LOCATION.)

THE ICT STANDARDS CAN BE FOUND AT: https://www.section508.gov/ : N/A

23. SAM UEI NUMBER: N7SFZMRQUPH9

24. NOTIFICATION REGARDING REGISTRATION IN SYSTEM FOR ACQUISITION MANAGEMENT (SAM): Access

Information is registered in SAM – CAGE CODE: 8CZY9

Lockbox Address Overnight Address

Access PO Box 398306 San Francisco, CA 94139‐8306

Wells Fargo Lockbox Services, Dept #398306 3340 Walnut Ave, Bldg. A, Window H Fremont, CA 94538

Lockbox Address Overnight Address

Access PO Box 398306 San Francisco, CA 94139‐8306

Wells Fargo Lockbox Services, Dept #398306 3340 Walnut Ave, Bldg. A, Window H Fremont, CA 94538

Access Information Management Corporation 4

ABOUT ACCESS

Access Information Management Corporation, (hereinafter referred to as “Access”) is the largest privately‐held records and information management services provider with operations in the United States, Canada, Central, and South America. Access solutions provide transformative services, expertise, and technologies to make organizations more efficient, mitigate risks, enhance the customer experience, and reduce cost.

Supporting over 36,000 clients, Access helps companies securely manage and activate their critical business information. Access services include offsite storage, information governance, scanning, and digital transformation solutions, along with leading‐edge document management software, and secure destruction services.

Services in this contract include:

Document and data capture and conversion

Workflow integration

Retention and Privacy Software

Active, inactive, and archival records management

Secure off‐site vault and vital records storage

Serving 250 + plus markets our dedicated team of 2500 information management professionals provides the very best service to our clients. Creating value for our clients, our company, and our communities are central to how we achieve our mission to advance how the world manages information.

Access manages information throughout the information lifecycle regardless of the source (data, paper documents, electronic documents, and other media) with physical or digital delivery via FileBRIDGE, Access’s powerful gateway to online inventory management. Our secure physical storage, destruction, and scanning centers have state‐of‐the‐art security protocols. Selected sites maintain NARA (National Archives & Record Administration) Certification, NAID AAA Destruction Certification, and PRISM Privacy+ certifications.

For 11 consecutive years, Access has been named to the Inc. 5000, the ranking of fastest‐growing private companies in the U.S.

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RECORDS MANAGEMENT SERVICES (SPECIAL ITEM NUMBER 493110RM)

Storage Services provides for preparation of files, pick‐up, storage and retrieval of documents.

Access has multiple storage facilities across the United States that have been approved for storage of Federal Agency Records by NARA.

Standard NARA‐compliant Paper Storage:

This service provides sensitive document storage by the box during document conversion, or permanently. For companies or agencies that are required to comply NARA safety and security requirements and with the Federal Record Disposition Program, program compliance support, online inventory control and ordering services and NARA compliant (Title 36 CFR subpart K) security are all included in this service.

Transition File Room Document Management Services:

Anyone who deals with high volumes of hardcopy documentation knows of the enormous overhead associated with on‐site document storage and management. Some facilities just do not have the room to continue on‐site storage. Facility Record Managers have the responsibility to store records in an environment that has the physical and procedural safeguards that comply with Title 36 CFR subpart K. Additionally, all Federal Agencies are to conform to the Federal Record Disposition Program. The Transition File Room Service includes federal record inventory control support, retention management assistance and a web‐based ordering and inventory application. These facility managers are also probably aware of the many advantages of converting these documents to electronic images for viewing in real‐time from an on‐site workstation. Access’ Transition File Room and Document Management Services are designed with these customers in mind. They provide an ideal document management solution that relieves the client of their large storage overhead while incorporating a paper‐to‐image conversion process that enables secure viewing of document images at any client workstation on the network. Personnel with access to federal records have met NACI security background check requirements, executed a confidentiality agreement, and completed HIPAA, Information Security and Awareness, and Ethics training.

Records Retrieval

a. Within one (1) working day (or as established by the individual task order) of receiving a reference request, orally or in writing, from the agency, Access must retrieve the requested records and deliver to the agency requestor.

b. Access must provide emergency reference services (retrieval services outside business hours) if required by an ordering agency, including all services listed in this section, 24 hours each day, every day of the year.

Emergency services are defined as services provided beyond the normal operation hours of Access' facility.

After notification, the required response time will be a maximum of two (2) hours. Any shipment under emergency services will be handled by direct delivery within eight (8) hours, unless otherwise specified in the task order. Access must provide emergency service phone numbers for all sites utilized to the ordering agency’s contracting officer within 30 days after award of the contract. Appropriate numbers must be issued to the individual agency representative upon award of each task order.

Accessioning of Records

Accessioning is the processing of records coming into the facility. Access must be able to accession paper records in a variety of containers. Recognizing that Governmental agencies may have other media/formats, such as audiovisual (e.g., photographs, posters, sound recordings) or x‐rays, Access should have the capability to accession these types of media/formats. The Government may ship records to Access, or Access may pick up records from Governmental sites. Access will be responsible for maintaining the arrangement of each accession and verifying that the contents of the accession match the accompanying transfer documentation.

Inventory Services

From time to time, Access may be asked to assist the agency by inventorying agency records. The inventories require data and will include either listings of individual folders or the numerical or alphabetical span of folders in each box.

The inventories must be prepared on location in the Government's space, according to the schedule established by the Contracting Officer's Technical Representative (COTR) for that agency. If travel is required, Access will be reimbursed in accordance with the Joint Travel Regulations.

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Pick‐up Services

a. Within 50 Miles: Within three (3) working days (or as established by the individual task order) of notification by the Government, Access will pick up records that have been prepared for transfer from Governmental agencies’ storage facilities. Only enclosed vehicles shall be used to transport records.

b. Outside of 50 Miles: The vendor may use the GSA Government Bill of Lading (GBL) program to move records from sites more than 50 miles from the corporation site. The vendor will coordinate these moves unless otherwise directed by the ordering agency.

Tracking

Access must possess an Automated Records Management tracking system. At a minimum this tracking system should have the capability of reading barcode labels, providing online access to Access' data base and placing reference requests electronically. Access shall maintain system capability with the requesting agency (agency will provide technical specifications at the task order level).

Teleradiology:

Teleradiology is a unique service designed to eliminate the time, labor, and space required for long‐term storage of radiological film. It allows hospitals nationwide to store radiological films off‐site in Access ‘environmentally controlled archiving centers and to access them 24‐hours‐a‐day via teleradiology. With radiology budgets pinched, technologists and other staff members typically need to devote their attention to patient care instead of routing and storing films. Teleradiology enables hospitals to outsource this manual film management to Access and often reduces the average time required to access older studies.

Other General Requirements:

Quality Assurance

Access provides a quality control/quality assurance plan that meets the Government's requirements. Access shall maintain records throughout the contract period concerning the results of its inspections and monitoring procedures and the Contracting Officer or his/her designee shall provide copies of these to the Government upon request. From time to time, the Government may conduct a site visit. These records shall also be made available to the Government when conducting a site visit of Access’ premises.

GSA will review and make recommendations concerning the report as needed. The reports and related documentation shall be part of the information used and revised on periodic site inspections.

During this process the system should have the capability of verifying the accuracy of the documents being manipulated (i.e. whether the correct document is being handled). Access’ computer system should be user‐friendly and Windows‐based to ensure compatibility with standard Government systems.

The Government reserves the right to inspect Access’ facility at any time it deems necessary to ensure that the standards are maintained throughout the contract period. Approval of the storage site shall be performed by the Government. Access must possess a commercial facility capable of storing documents within a controlled environment that will ensure the integrity of the documents will be kept intact.

In addition:

a. Access must provide reference room facilities in each records center that maintain a normal office environment, including telephone, facsimile, and electrostatic reproduction services.

b. Only agency‐authorized personnel will be granted access to that agency's records in Access‐operated reference rooms. Access will verify the identity of the agency authorized personnel and maintain constant surveillance of the reference room when the individual is not an agent of that Government office.

Reports Preparation

Access provides monthly reports to the agency including, but not limited to, reports on holdings, accessions, disposals, records eligible for disposal, transfers in, transfers out, reference, refiles, and photocopying.

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Record Management Services Pricing

SIN

Item

Number Description GSA Price

493110RM 1 Storage–Hardcopy: Per Cubic Feet Per Month $0.161

493110RM 2 Activities–Hardcopy: Retrieval, Refile, New Adds‐Per Carton / File $1.36

493110RM 3 Pickup Fee Per New Add Box $1.36

493110RM 4 Delivery Fee Per Retrieved Box $1.36

493110RM 5 Pickup Fee Per Refilled Box $1.36

493110RM 6 Transport–Per Location Per Trip $1.36

493110RM 7 Emergency Transport–Per Trip (During Normal Business Hours) $22.67

493110RM 8 Emergency Transport–Per Trip (After Normal Business Hours) $113.35

493110RM 9 Emergency Transport–Per Trip (Weekend and Holiday Hours) $136.02

493110RM 10 Permanent Withdrawal / Early Termination: Per Cubic Foot $158.69

493110RM 11 Computerization: Data Entry–Per Box Header $2.72

493110RM 12 Computerization: Data Entry–Inventory Record Modifications $0.453

493110RM 13 Computerization: Date Entry–Per File $0.322

493110RM 14 Reports: Annual Complete Inventory $0.363

493110RM 15 Reports: On Request, Per Page $0.322

493110RM 16 Photocopies: Per Image/Page $0.322

493110RM 17 Facsimile: Per Image/Page $0.272

493110RM 18 Emergency Facsimile: Per Image/Page $0.363

493110RM 19 Warehouse Manager $3.63

493110RM 20 Warehouse Supervisor $41.11

493110RM 21 Warehouse Technician $30.83

Prices noted reflect additional discounts for contracts below $500k

DOCUMENT CONVERSION SERVICES (SPECIAL ITEM NUMBER 518210DC)

Document Conversion consists of one or more of the following services: Document preparation; Scanning document images; index or data entry; and export for use in a document imaging, retrieval, or storage system. Services are available for "backfile and day‐forward conversion" of documents and includes both file and data format and media conversion.

Document Preparation:

a. Basic Preparation and Handling—Access shall be responsible for basic document preparation and handling during all phases of the document conversion effort. The pre‐conversion effort shall include document receipt, inspection, inventory and document preparation for scanning and conversion (e.g., removing

Access Information Management Corporation 8 bindings, paper clips, attachments, and fasteners; photocopying oversize or undersize documents; purging unnecessary information; repairing damaged originals). The conversion effort shall include all necessary document preparation and handling. The post‐conversion effort shall consist of reconstruction of the documents, including the attachment of fasteners and bindings, reassembly of the documents into their original configuration, preparing a document inventory listing, and packaging/packing for return shipment to the ordering activity.

b. Special Preparation and Handling—When special preparation and/or handling requirements are specified by the ordering activity, Access shall be responsible for any special document preparation and handling requirements (e.g., staple locations being required to be marked during pre‐conversion preparation and the documents being re‐stapled using their original staple locations at post‐conversion).

Document Scanning:

a. Document Conversion—Access shall scan a variety of source documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, or legal instruments) from a variety of source media (e.g., paper, film, microfiche, aperture cards, magnetic tape, or Mylar) having varying degrees of image quality (e.g., crisp originals, faded, poor contrast, or overexposed photographs) using character recognition (e.g., OCR, ICR) into a compressed digital file (e.g., C4 compressed image file format) and deliver that file in a variety of output file formats (e.g., PDF, SGML, HTML, XML, CAD, word processing) on a variety of output media (e.g., optical disks, magnetic tape, or CD‐ROM).

b. Image Enhancement—Access shall perform image enhancement immediately after scanning. Image enhancement shall allow soiled, faded, deteriorated, and inferior quality images to be "cleaned up". The image enhancement process shall reduce background noise and improve uneven line widths, dull edges, faded areas, and uneven illumination. If required by the ordering activity, special image enhancement (e.g., removal of date stamps and other markings, de‐skewing images to within five (5) degrees or less of skew, cropping, rotation) shall be accomplished during the document conversion process.

Index/Data Entry:

a. Indexing—Access shall provide an index (in both hard copy and digital format) for all converted data. The index shall permit tracking, retrieval, and storage of converted documents. The index shall be as specified by the ordering activity and shall consist, as a minimum, of the document number, document title, page number, revision level, and date. The index shall be structured from the source data and may be incorporated in the raster image header, incorporated as PDF bookmarks, or provided separately, as specified by the ordering activity.

b. Data Entry—Access shall provide keystroke data entry as required.

Quality Assurance:

a. Quality Assurance—Unless otherwise specified by the ordering activity, Access shall perform 100% quality assurance of the scanned images to ensure that an image is produced for each page or microform frame;

the image is equal to or better than the readability of the source page or microform frame; and the image is in accordance with the ordering activity’s requirements. Marginal images (e.g., due to poor source images or film quality) shall be electronically marked and specified as such in the production reports. All indexing elements and SGML tagged data shall be parsed to ensure compliance with the requirements prior to delivery. Hollerith data shall be verified against the information contained in the title block of the document and will be edited, if necessary, to ensure the accuracy of the fields (e.g., document type, drawing number, drawing revision, sheet revision, card number, number of cards, drawing size, rights code, and security code). The ordering activity reserves the right to perform quality assurance on any products produced under this contract. Failure to meet quality assurance standards will result in re‐work at Access' expense or contract termination, as appropriate.

Export of Images/Data

a. Final File—Access shall provide a final file (in both hard copy and digital format) upon project completion to the ordering activity’s contracting officer. The file shall delineate those documents for which conversion has been completed; if applicable, the intermediate format in which each document has been scanned; the

Access Information Management Corporation 9 applicable character recognition, compression algorithm, output storage media and file format of the stored image; and an index for all converted data. The index shall, as a minimum, consist of each document number, document title, date, revision level, and page number. This index shall be structured from the source data and may be incorporated in the raster image header, incorporated as PDF bookmarks, or provided separately, as specified by the ordering activity.

b. Backup Copy—Access shall maintain a backup copy of all data generated. The backup copy shall be maintained for a period of thirty (30) days after project completion, unless otherwise specified for a different period by the ordering activity.

Detailed Requirements

Unless otherwise specified by the ordering activity, the following detailed requirements are applicable to Access' document conversion efforts under this contract:

a. Scanning—Images shall be scanned at 200 DPI (dots per inch) resolution.

b. Indexing/Coding—The index requirements (e.g., index fields, number of characters, nomenclature for the index fields) shall be specified by the agency.

c. Portable Document Format (PDF) Conversion—Adobe Portable Document Format conversion shall be accomplished in compliance with the latest version of the Portable Document Format reference manual (e.g., Version 1.3) in effect on the date of the order or as specified by the ordering activity. PDF‐converted formatted documents shall replicate all visual characteristics and attributes of the source document.

d. Graphics File Formats (e.g., GIF, JPEG)—The specific graphic file format shall be as specified by the ordering activity.

e. Application Files (e.g., Word, CAD, WordPerfect)—The specific application file format shall be as specified by the ordering activity.

Document Conversion Services Pricing

Item

Number Description GSA Price

518210DC 1 Data Capture and Document Imaging/Conversion Custom Quote

518210DC 2 Senior Project Manager $128.46

518210DC 3 Project Manager $118.19

518210DC 4 Solutions Consultant $141.31

518210DC 5 Business Analyst $128.46

518210DC 6 Technical Writer $77.08

518210DC 7 IT Consultant $107.05

518210DC 8 Imaging Supervisor $30.83

518210DC 9 Imaging Specialist $20.55

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DOCUMENT DESTRUCTION SERVICES (SPECIAL ITEM NUMBER 561990)

This SIN is to provide Federal agencies with a customized plan for destroying Government documents that is unique and cost‐effective to their needs. These services may be used on a non‐mandatory basis by various Government agencies and activities. Ordering agencies may require these services to satisfy worldwide agency mission document destruction requirements.

Destruction services will provide a convenient, safe and secure destruction of a variety of media, be it paper, magnetic tape, microfilm, microfiche, plastic, cassette tapes or diskettes. The following methods for destruction services may be obtained through these material destruction options:

a. Shredding: Include both on‐site and off‐site shredding services, which is designed to handle a variety of classified and unclassified materials. Shredders shall be designed to produce residue particle size not exceeding 1/32‐inch in width with a 1/64‐inch tolerance by inch in length. There is no need to separate paper grades or remove staples, clips or other bindings.

Security Requirements

Access shall be responsible for providing lockable security containers, whether it is security bins, security bags, or security cabinets, at no additional cost to the agency.

The agency is required to identify the various type (s) or level of classified documents (e.g. confidential, secret, top secret).

Certificate of Destruction

A signed certificate of destruction will be issued upon completion of each job. The certificate shall indicate the date of destruction, identify the material destroyed and method of destruction, and be signed by the individuals designated to destroy and witness the destruction. Destruction officials shall be required to know, through their personal knowledge, that such material was destroyed.

Destruction of Material

If required, Access will destroy Government material in accordance with record disposition schedules established by the agency.

Classified information identified for destruction shall be destroyed completely to preclude recognition or reconstruction of the classified information in accordance with procedures and methods prescribed by agency heads. Access will not destroy material until notified by the agency in writing.

Document Destruction Services Pricing

Item

Number Description GSA Price

561990 1 Retrieve for Destruction: Per Box, Hardcopy $1.14

561990 2 Destruction: Per Cubic Foot, Hardcopy $1.14

561990 3 Destruction–Non‐Inventory: Pickup Fee, Per Box $1.14

561990 4 Destruction–Non‐Inventory: Destruction, Per Cubic Foot $1.14

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USA COMMITMENT TO PROMOTE SMALL BUSINESS PARTICIPATION PROCUREMENT PROGRAMS

1. PREAMBLE:

Access provides commercial services to ordering activities. Access is committed to promoting participation of small, small disadvantaged, and women‐owned small businesses in our contracts. Access pledge to provide opportunities to the small business community through reselling opportunities, mentoring programs, joint ventures, teaming arrangements, and subcontracting.

2. COMMITMENT:

a. To actively seek and partner with small businesses.

b. To identify, qualify, mentor and develop small, small disadvantaged and women‐owned small businesses by purchasing from these businesses whenever practical.

c. To develop and promote company policy initiatives that demonstrate our support for awarding contracts and subcontracts to small business concerns.

d. To undertake significant efforts to determine the potential of small, small disadvantaged and women‐ owned small business to supply products and services to our company.

e. To insure procurement opportunities are designed to permit the maximum possible participation of small, small disadvantaged and women‐owned small businesses.

f. To attend business opportunity workshops, minority business enterprise seminars, trade fairs, procurement conferences, etc., to identify and increase small businesses with whom to partner.

g. To publicize in our marketing publications our interest in meeting small businesses that may be interested in subcontracting opportunities.

We at Access signify our commitment to work in partnership with small, small disadvantaged, and women‐owned small businesses to promote and increase their participation in ordering activity contracts.