Q and A Mod005.pdf

September 21, 2009 @1503

AG-43ZP-S-09-0007

Questions and Answers

1. Will the Forest Service provide office space?

We have space available for 1 person

2. Will the Forest Service supply the scanning equipment?

This contract does not require scanning equipment

3. Will the Forest Service supply the computer equipment?

Contractor is responsible for providing their own computer equipment

4. Will the contractor be permitted to transport the files to the contractor's location for processing?

There will be a training and review period to make certain the instructions are being followed correctly, once the contractor is performing the tasks satisfactorily, the files may be transported to the contractor's location for processing.

5. Does this work have to be performed on location in Atlanta or would USDA be willing to ship the files to and from our office?

There will be a training and review period to make certain the instructions are being followed correctly, once the contractor is performing the tasks satisfactorily, the files may be shipped, at the contractor's cost, to their location for processing.

6. What materials if any would the contractor have to provide (Copies, Computers, a System to record findings, file folders)?

The contractor will need a printer, computer, and database software (i.e.

MS Access).

7. Would it be possible to visit the offices to see a sample file, the database entry screen(s), the workspace?

No.

8. The attachment (.xls) provided with the FedBizOps announcement refers to documents to be scanned. However, the brief SOW does not refer to scanning? Is scanning a requirement? If so, can you provide information on the type and number of scanners?

This contract does not include scanning of the documents.

9. Is there a particular format you wish to receive the response?

No, a particular format is not required.

10. Will the project go beyond prepping, indexing, and categorizing the Land Title data?

Will it include scanning the information? If so, is the equipment to be provided by the contractor?

This contract does not include scanning, only the prepping, indexing, and categorizing.

11. We understand the desired completion to be within 6 months of "notice to proceed";

is there an anticipated time-frame for this notice?

Prior to September 30, 2009.

12. What information would you like us to submit?

Proposal to complete the work and an hourly cost.

13. Also, would you like us to submit an estimated cost of completion for all 1,500 files?

An hourly cost is preferred.

14. Will we be allowed to conduct a quick inspection/review of the files before submitting the bid?

15. Will all required material be supplied? (scanner, labels, files...)

The contractor will need a printer, computer, and database software (i.e.

MS Access). The Government will provide the files, labels, and folders.

This contract does not include scanning of the documents, so a scanner will not be required.

16. Will all data/documents be readily available?

Yes.

17. What the average size of the land file?

The files range in size from 50 documents to 1,000's of pages. This contract does not include scanning of the documents.

18. How many search fields are you looking to have?

The indexing database has 15 fields that the contractor will be required to enter for each file.

19. Is there an incumbent contractor?

20. Who is the incumbent contractor?

N/A.

21. How long has the incumbent worked on this project?

22. Is the performance of the incumbent satisfactory?

23. Is the incumbent eligible and/or allowed to bid?

24. Please identify the Contract No. and Funding Agency ID for the existing contract?

25. What was the value of the current contract at award and the associated terms?

26. How many people are working under the current contract?

27. Do the documents to be filed (i.e. title opinion, Title insurance/abstract, etc…) for each case currently exist in a file or do they need to be extracted from different sources?

The documents are contained in a single file.

28. Do all documents to be filed for each case currently exist?

29. Is it possible that for some case, some of the documents may be missing?

30. In case documents are missing – would the COR define the procedure/process for handling such cases?

31. Is 1500 (Number of land title files) a fixed number or an approximation?

Fixed number.

32. Do all documents to be filed for each land title file currently exist in the Atlanta office?

Occasionally the documents will not be located in the Atlanta office.

33. If not, what would be the source for these documents (i.e. other FS Office, Title/Escrow Closing Attorney etc.)?

The contractor would only need to note the missing documents; the Government will acquire the missing documents.

34. Please confirm that the structure etc. of the Microsoft Office Access database is in place and that the only requirement under this contract is to enter the appropriate data for each case file?

The MS Access database is in place and is actively being used; data entry is the only requirement.

35. How should the quote be transmitted to the CO?

The quote may be sent hardcopy mail, e-mail or facsimile.

36. Solicitation Notification states under “General Work Requirements” : The Government will provide the software and hardware necessary for the services………………….. However, answer to Question No. 3 states: “Contractor is responsible for providing their own computer equipment”. What is USDAs position?

Please clarify?

The Government will provide the software, hardware, and office space for 1 person provided the work is performed at the Government site (Regional Office, Atlanta)

37. Response to Question No. 18 states that the indexing database has 15 fields that the contractor will be required to enter for each file – Please identify these labels i.e.

please list the labels of these fifteen fields?

The 15 fields to be populated are:

Identifier File Name Fiscal Year Workorder Box File Forest State County Township/Range Quad First Name Last Name Middle Name Tract Number(s)

38. In cases where some of the documents are missing (Question No. 33) - response states that - the Government will acquire the missing documents – Does the Government guaranty that these documents will be acquired before contract ends and that because of any delay on Government’s part in acquiring these documents, it will not hold back the scheduled payments to the contractor?

The Government does not guarantee the missing documents will be acquired before the contract ends, because in some cases, the documents cannot be found. Provided the work completed by the Contractor is satisfactory, other than the missing documents, the Government will not delay payments to the Contractor.

39. Regarding Question #27, reference Q and A Mod 001, are all 1500 files in one (1) big file or are they broken down into a file containing each file transaction?

There are 1,500 separate files.

40. Referencing Question #5, is there an estimated time scheduled for the training and review period, i.e., one (1) week, one (1) day, etc.

Assuming the Contractor is familiar with reviewing legal documents, it shouldn't take more than 2 weeks.

41. Referencing Question # 17, the answer indicates “50 documents to 1,000’s of pages”. Is that up to a 1,000 pages or does that mean more than a 1,000? And if more, do you have an estimated number of pages for the biggest file.

On occasion, there may be more than 1,000 pages in any given file. I don't have an estimate of the number of documents in the largest file. The Land Title file consists of several types of documents and usually contains less than 500 pages. Sometimes we have files that are larger and typically the bulk of the pages in those larger files contain a document known as the Title Abstract. The Title Abstract can be 50-500+ pages, but the entire Title Abstract will be a part of the final title file and the pages will not have to be individually reviewed and/or categorized.

42. What is the allocated budget for this project?

Not permitted to answer this question.

43. Will there be any follow on work to this project? If any, when would follow on work be coming?

44. Will the entire lot of 1500 files be assembled under one task order or will there be multiple task orders with varying number of files (however, totaling to be 1500)?

There will be one task order. Work may be invoiced on a monthly basis rather than at the end of the task order.

45. Will there be only one award for this solicitation i.e. will only one vendor be selected for the entire project? If answer to the last question is “NO”, how many contractors do you plan to select?

There will only be one award.

46. When files are delivered to USDA Atlanta, is it contractor’s responsibility to pack these files in to the boxes for shipment to Federal Records Center.

47. Will USDA pay for the Contractor’s time expended during this review and training?

Yes, that will be included in the performance period, and the Contractor will be paid.

48. If the Contractor demonstrates that it is familiar with reviewing legal documents, would USDA/FS still schedule for training and review?

Yes, there will still be a training and review period.

49. In answer to Question 40: USDA/FS has indicated that training and review should not take more than two weeks – following this answer, If the contractor demonstrates its knowledge, can this period be eliminated or shortened to few days?

Once the Contractor demonstrates they can consistently meet the performance expectations of the Government, the training period will be over.

50. Does USDA/FS require proposal response in any particular format?

51. Will a short/comprehensive proposal be acceptable?

52. In your answer to question 34 you note that the database is in place. What version of MS Access are you using?

We are using Microsoft Access 2007.

53. In your answer to question 15 you note that The Government will provide the files, labels, and folders. Are the labels and folders provided by your office color coded?

Do you require any color coding of the files?

No, the files/labels are not color coded.