C9 HQ051624R0072v5.pdf

SEE ADDENDUM

(No Collect Calls)

HQ051624R0072 12-Aug-2024

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

04:00 PM 12 Sep 2024

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HQ05169. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

COURTNEY RUSSELL

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE MEDIA ACTIVITY

6700 TAYLOR STREET

FORT MEADE MD 20755

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: 301-222-6197 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$40,000,000

NAICS:

518210

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

Nicole Dorsey, Contracting Officer

443 679-0192

Nicole.R.Dorsey.civ@mail.mil

August 12, 2024

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF84

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

52.212-1 ADDENDUM

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

(MAR 2023) (Addendum)

In addition to the instructions in FAR 52.212-1 – for the quotation preparation/submission instructions, the following addendum is applicable:

I. PROPOSAL SUBMISSION (Addendum to FAR 52.212-1)

Proposals shall be submitted prior to the closing date and time which is NOT LATER THAN – 04:00 P.M. Eastern Standard Time on Thursday, 12 September 2024.

All proposals shall be submitted electronically via email to the attention of both the following:

CONTRACT SPECIALIST: Courtney Russell e-mail: Courtney.R.Russell .civ@mail.mil

CONTRACTING OFFICER: Nicole Dorsey, e-mail: Nicole.R.Dorsey.civ@mail.mil Offerors shall review the solicitation and its amendments (if applicable) and submit only written questions and/or comments with the Subject Line Reference: Questions/Comments/Exceptions for VI Media Digitization, HQ0516-24-R-0072. All inquiries, questions and or comments shall be directed to the attention of both the following:

CONTRACT SPECIALIST: Courtney Russell e-mail: Courtney.R.Russell.civ@mail.mil

CONTRACTING OFFICER: Nicole Dorsey, e-mail: Nicole.R.Dorsey.civ@mail.mil

The deadline for the submittal of all Questions/Comments/Exceptions is Friday, 23 August 2024 at 01:00 P.M. EST.

EST. Questions shall be submitted on and in the format delineated in Attachment 03, Questions & Answers Matrix.

No late questions will be accepted nor considered. The Government will post the Questions & Answers for all interested parties on sam.gov.

Time for Acceptance: Unless the offeror annotates a different period of time within the proposal, the proposal shall remain valid for 180 days after the receipt date of the solicitation.

A. General Instructions

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) the format in Federal Acquisition Regulation (FAR) 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation for this requirement.

The selection of a source for award purposes will be conducted utilizing Lowest Price Technically Acceptable (LPTA) source selection (negotiated) procedures as delineated in FAR Part 12, “Acquisition of Commercial Items,” in conjunction with FAR Part 15.3, “Source Selection” as authorized in FAR 12.203 and supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS). This acquisition is a 100% total small business set-aside under NAICS 518210, Computing Infrastructure Providers, Data Processing,Web Hosting, and Related Services, with a corresponding Small Business Size Standard of $40.0 Million. Offers will be evaluated using the criteria under Addendum to FAR Clause 52.212-2, “Evaluation Factors for Award.”

Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government’s ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer. The submission of the documentation specified below will constitute the Offeror's acceptance of the terms and conditions of the RFP, the Statement of Work and the contract type.

3. It is the Government's intention to award without discussions. Offerors are encouraged to present their best technical proposal and price in their initial proposal submission. However, in accordance with FAR Part 15.306, should discussions become necessary, the Government reserves the right to hold them. If this occurs, a competitive range will be determined and offerors notified. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals pursuant to FAR Subpart 15.306(c).

4. Instructions outlined in paragraph B below, prescribe the format for the proposal, and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

5. If an Offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the Offeror shall immediately notify the Contracting Officer in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

6. In accordance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

7. All referenced documents for this solicitation are available on the Contract Opportunities Website (Previously known as FBO) at https://sam.gov. Potential offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation.

8. Debriefings: The Contracting Officer will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR

15.505. The Contracting Officer will notify offerors who were in the competitive range of the source but were not selected for award in accordance with FAR 15.503(b). Upon such notification, unsuccessful offerors may request and receive a debriefing in accordance with the requirements of FAR 15.506. The Contracting Officer will notify Offerors who are not selected for award in writing.

9. All Offerors must be actively registered in https://sam.gov/ to be eligible for award.

B. Proposal Preparation Instructions

The Offeror’s proposal shall consist of four (4) volumes:

Volume I – Administrative Volume II- Technical/ Management Approach Volume III- Past Performance Volume IV – Cost/Price

ADMINISTRATIVE - Volume I: The proposal shall be accompanied by the Administrative Volume. Volume 1 is not apart of the LPTA evaluation. The administrative volume shall include the following:

The solicitation number.

The name, address, and telephone number of the offeror (and electronic address if available).

A statement specifying the extent of agreement with all terms, conditions, and provisions included in the RFP and agreement to furnish any or all items upon which prices are offered at the price set opposite each item.

Names, titles, telephone numbers, and e-mail addresses of persons authorized to communicate on the offeror’s behalf with the Government in connection with this RFP; and

Name, title, and signature of person authorized to sign the proposal and negotiate on behalf of the vendor. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.

Additional requirements under this volume can be located in Table 1.

Completion of all fill-in clauses and provisions (see Table below)

Table 1 - Proposal Content

Organization

VOLUME

VOLUME TITLE PAGE

LIMIT

I Administrative (“SAM Representations and Certifications” fully completed, and verify that the NAICS code for this requirement, which is 518210, with a corresponding Small Business Size Standard of $40 Million is listed.)

Signed RFP and any RFP Amendments (if applicable)

N/A

II Technical/Management Approach

40 pages

III Past Performance N/A IV Cost/Price – Price Proposals must be submitted as a Microsoft Excel spreadsheet

N/A

Note: If the page limits are exceeded, the pages in excess of the limit shall not be evaluated. The Government will not accept any changes to the offeror’s proposal after the closing date of the solicitation (see FAR 15.208 for further information regarding late proposals). Page limits includes all appendices, charts, graphs, diagrams, tables, photographs, drawings, and other information provided in the proposal. Page limit does not include covers for volumes, table of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. Pages will be counted if they contain any other information, i.e., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

Technical/Management Approach - Volume II:

The Offeror’s technical/management proposal to the Government must demonstrate the Offeror’s understanding of the SOW. The proposal should demonstrate the company’s understanding and capability in a concise, logical manner and should not contain superfluous material not directly related to the solicitation. All information must be presented in sufficient depth to allow the Government to make a comprehensive evaluation of the Offeror’s understanding of the project and the Offeror’s capability for successful performance to meet these requirements.

The Technical/Management Proposal shall include each of the following:

Demonstrate and describe an understanding of the needs of the project to include handling, preparation, and preservation of physical media for digitization in accordance with the SOW.

Demonstrate and describe the methodology and approach to digital visual information output products, and archival and curation support in accordance with the SOW.

Describe and demonstrate a clear and comprehensive methodology for providing the Government quality assurance and quality control in accordance with the SOW.

Demonstrate a management plan to optimize quality, timeliness of task orders, provide for up-to-date financial and project/subproject status, and operational efficiencies illustrating capabilities in the area of the appropriate discipline(s) being solicited and ensuring that personnel can perform at satisfactory level commensurate with NARA, FADGI, and DOD records standards.

Describe the Offeror’s experience in providing similar services for the Government and/or commercial interests. This description should include key accomplishments, results, problems encountered and overcome, and the scope of various projects.

Past Performance - Volume III: The Past Performance evaluation will be accomplished by reviewing aspects of an offeror’s recent and relevant Past Performance, focusing on and targeting performance which is relevant to the effort.

(1) The offeror shall include documentation regarding their relevant past performance as it directly relates to the work being procured under this solicitation. The offeror SHALL NOT go back any farther than 5 (five) years for the submitted data. The past performance data shall document a successful history of past contract performance.

(2) In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the offeror’s Past Performance Volume and information obtained from other sources, such as the Contractor Performance Assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS) or similar systems, DCMA and commercial sources.

(3) Offerors are reminded that both independent data and data provided by offerors in their proposals may be used by the Government to evaluate offeror past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the offerors.

Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government.

(4) All past performance comments received will be taken into account and could affect the overall rating.

The overall past performance evaluation is a subjective decision based on the whole of all data received. In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror will not be evaluated favorably or unfavorably on past performance. Therefore, the Offeror will be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.”

(5) Submission Requirements. The offeror shall submit a Past Performance Volume containing the following:

Table of Contents

Summary Page: describe the role of the offeror, and of each subcontractor, teaming partner, and /or joint venture partner that will perform a significant portion of this requirement.

Consent Letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the offeror can respond to such information. See Attachment 04, Sample Consent Letter.

Client Authorization Letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror’s performance.

Specific Relevant Contracts Format - The offeror shall provide documentation outlining the offeror’s, and the proposed partners’ that will perform over a significant portion of this requirement, past performance with contracts, as a prime or major subcontractor, which is the same or similar in nature, size, and complexity to the services being procured under this Solicitation. The submittal shall include rationale supporting your assertion of relevance and how it was determined that the work performed previously was the same or similar in nature, size, and complexity to the work specified by this solicitation. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate. A minimum of three (3) similar contracts and no more than five (5) contracts shall be provided as part of this submission. See Attachment 05 or provide a Contractor similar format.

Cost/Price – Volume IV: Price will not be scored or rated. The Offeror shall submit prices for the requirement as identified in the Solicitation Attachment 02 - Pricing Matrix.

All information relating to the proposed price must be included in electronic format. Electronic versions of the price proposal shall be submitted in a format compatible with Microsoft Office (2016 or later) and files should not be read only or password protected. All Excel formulas, lookup tables, and links should be intact, and no links should exist to files not included with the submission. Excel workbooks should not contain hidden spreadsheets. PDF or flat files will not be considered adequate for pricing. Failure to comply with these formatting requirements may result in rejection of your proposal.

Offerors shall only propose on the items and quantities provided in Attachment 02 – Pricing Matrix. Any proposal which is found to have reduced or changed the items and/or quantities will be found non-responsive, and will not be evaluated and will subsequently be ineligible for award.

Certified Cost or Pricing data is not anticipated for the award of this contract due to expected competition; however, the Government reserves the right to request such information should it become necessary for the Offeror to submit. The Government also reserves the right to require the submission of Other Than Certified Cost or Pricing Data as is deemed necessary to arrive at a fair and reasonable price.

(End of Provision)

52.212-2 ADDENDUM

52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(Addendum)

The provision at 52.212-2, Evaluation-Commercial Products and Commercial Services (NOV 2021), applies to this solicitation. See addendum below:

EVALUATION and CONTRACT AWARD

II. BASIS FOR AWARD (Addendum to FAR 52.212-2)

A. Basis for Award

1. This is a best value source selection conducted in in accordance with FAR Part 12, “Acquisition of Commercial Items,” in conjunction with procedures as delineated in FAR Part 15.3, “Source Selection” as authorized in FAR 12.203 and supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS). Award will be made to a single Offeror who is deemed responsible in accordance with the FAR, whose proposal conforms to the solicitation requirements (to include all stated terms, conditions, representations, certifications) and whose proposal, judged by an overall assessment of the evaluation criteria and other considerations specified in this solicitation represents the Lowest Price Technically Acceptable (LPTA) Offer.

2. Trade-offs between cost/price and non-cost/price factors are not permitted. Unreasonably high, unbalanced, inaccurate or incomplete price proposals, may be the grounds for eliminating a proposal from competition. The Government will evaluate proposed prices for reasonableness using price analysis techniques.

3. Proposals will be evaluated for acceptability, but not ranked using the non-cost/price factors.

B. Award for All of the Work: The Government intends to award a single Firm Fixed Price (FFP) contract as a result of this Request for Proposal. Offers received for less than the stated number of items listed in Section B will be considered ineligible for award. As set forth in FAR 52.215-1(f)(4), the Government intends to evaluate proposals and award without discussions with offerors (except clarifications as described in FAR 15.306(a), Clarifications and award without discussions). Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In the event that discussions are held, a competitive range will be established. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

C. Evaluation Criteria:

1. Evaluation criteria consist of factors. The proposals will be evaluated under three (3) factors:

Factor 1: Technical/Management Approach Factor 2: Past Performance Factor 3: Price

In order to be considered awardable, the Offeror must receive an “acceptable” rating in every non-price factor.

2. Factor 1 – Technical/Management Approach. The Offeror’s technical/management approach factor will evaluate the Offeror’s understanding of the SOW. Specifically, the Government will evaluate the Offeror’s ability to:

Demonstrate and describe an understanding of the needs of the project to include handling, preparation, and preservation of physical media for digitization in accordance with the SOW.

Demonstrate and describe the methodology and approach to digital visual information output products, and archival and curation support in accordance with the SOW.

Describe and demonstrate a clear and comprehensive methodology for providing the Government quality assurance and quality control in accordance with the SOW.

Demonstrate a management plan to optimize quality, timeliness of task orders, provide for up-to-date financial and project/subproject status, and operational efficiencies illustrating capabilities in the area of the appropriate discipline(s) being solicited and ensuring that personnel can perform at satisfactory level commensurate with NARA, FADGI, and DOD records standards.

Describe the Offeror’s experience in providing similar services for the Government and/or commercial interests. This description should include key accomplishments, results, problems encountered and overcome, and the scope of various projects.

Rating Schemes: Technical Rating. The Technical Factor will receive one of the adjectival ratings defined below in Table 2.

Table 2. Technical Acceptable/Unacceptable Rating Method

Adjectival Rating Description

Acceptable Proposal meets the requirements of the solicitation.

Unacceptable Proposal does not meet the requirements of the solicitation.

3. Factor 2 - Past Performance. The past performance evaluation will assess the offeror’s probability of meeting the solicitation’s requirements as indicated by that offeror’s record of past performance. Past performance is assessed at the factor level after evaluating aspects of the offeror’s recent past performance and focusing on performance that is relevant to the services being procured under this solicitation. Offerors are cautioned that in conducting the performance risk assessment, the Government may use data provided in the offeror’s proposal and data obtained from other sources available to the Government to include, but not limited to the Contractor Performance Assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), or other databases, and may be obtained from other sources available to the Government, such as Defense Contract Management Agency (DCMA), and interviews with program managers, contractors, or fee determining officials. Past performance areas of evaluation include:

Quality Schedule Management Regulatory Compliance

a. Each offeror will receive a past performance assessment rating based on the offeror’s record of recent and relevant past performance information that pertains to solicitation requirements.

b. Recency Assessment. An assessment of the past performance information will be made to determine if it is recent. To be recent, the effort must be ongoing or must have been performed during the past five

(5) years from the date of issuance of this solicitation. Past performance information that fails this condition will not be evaluated.

c. Relevancy Assessment. To be relevant, the effort must be similar in nature of work, size, and complexity. The Government will conduct an in-depth evaluation of all recent performance information obtained to determine if it is the same or similar in nature, size, and complexity to the services/products being procured under this solicitation. Recent past performance is defined as not more than five (5) years from the RFP release date; relevant in terms of similar nature of work, size, and complexity to the effort (as compared to 518210 - Data Processing, Hosting, and Related Services), required by the RFP.

A relevancy determination of the offeror’s (including joint venture partner(s) and major and critical subcontractor(s)) past performance will be made. In determining relevancy for individual contracts, consideration will be given to the effort, or portion of the effort, being proposed by the offeror, teaming partner, or subcontractor whose contract is being reviewed and evaluated. In establishing what is relevant for the acquisition, consideration should be given to what aspects of an offeror’s contract history would give the most confidence that the offeror will satisfy the current procurement. The past performance information provided in the proposal and obtained from other sources will be used to establish the relevancy of past performance.

d. The past performance evaluation team will review the past performance information and determine the quality and usefulness as it applies to the performance assessment.

e. Note: In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror will not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a)(2)(iv)). Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered acceptable.

Rating Schemes: Past Performance Rating. The Past Performance Factor will receive one of the adjectival ratings defined below in Table 3.

Table 3. Past Performance Acceptable/Unacceptable Rating Method

Adjectival Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown (see note above).

Unacceptable Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

4. Factor 3 - Price. Price will not be scored or rated. Evaluation of price will be performed using one or more of the price analysis techniques in FAR 15.404-1(b). Through these techniques the Government will determine whether prices are reasonable, complete, and balance. The offeror’s total proposed price and each CLIN will be evaluated for reasonableness, completeness, and balance.

a. Reasonableness. A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business. The existence of adequate price competition is expected to support a determination of reasonableness. Other price analysis techniques in accordance with FAR 15.404-1(b) may be used to further validate price reasonableness. If adequate price competition is not obtained or if price reasonableness cannot be determined using price analysis of Government obtained information, additional information in accordance with FAR 15.402(a) may be required from the offeror to support the proposed price. Unreasonably high proposed prices may be grounds for eliminating a proposal from competition.

b. Completeness. The offeror’s proposal is in compliance with the Price Volume instructions in the solicitation.

c. Balanced. Offerors are cautioned against submitting an offer that contains unbalanced pricing.

Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items (including all ordering periods) is significantly overstated or understated as indicated by the application of cost or price analysis techniques. Offers that are determined to be unbalanced may be rejected if the lack of balance poses an unacceptable risk to the Government.

d. Total Evaluated Price (TEP). The Total Evaluated Price will be based off the sum of the Total

Proposed Price for each ordering period, and the six-month extension authorized by FAR clause 52.217-8. This will be 1/2 of the 5th ordering period price. Offerors shall not submit a price for the potential six-month extension of services period.

(End of provision)

Section SF 1449 - CONTINUATION SHEET

SOW

STATEMENT OF WORK (SOW)

Media Digitization Support 1 July 2024

Part 1 General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal Indefinite Delivery Indefinite Quantity (IDIQ) commodity contract to provide digitization of VI media. The Government will award (1) IDIQ commodity contract with a five year open ordering period. The period of performance is from the date of award for 60 continuous months (five years) of the contract. Task orders will be contingent upon Government volume requirements.

1.2 Background:

The Defense Media Activity (DMA) headquarters is responsible for several operations within the Department of Defense that creates, broadcasts, manages archives, and stores media. The Defense Visual Information Records Center (DVIRC) is an operational arm of the Armed Forces Network component of DMA which is in Riverside California. The DVIRC manages and archives current and historical visual information media in support of the Department and the National Archives and Records Administration (NARA). The DVIRC serves as the official DoD VI Records Center for the collection and preservation of original and historically significant motion picture, video, still, audio, and mixed VI media depicting the DOD’s operations, exercises, heritage, events, and current activities.

The DVIRC collects from the Department and other connected entities. Analog media is collected for digitization from sources identified by Government archivists. The DVIRC manages these analog items via a barcoding system permitting high assurance tracking and accountability, and this identification number is critical to the management of the physical & digitized equivalent in a media asset management system. Analog workflow procedures and content selection are based upon policy and the subject matter expertise of full-time personnel dedicated to the records management decision-making, and release authority of these non- current or legacy VI records.

These individuals direct the workload, determining analog material as permanent record authorizing these records to proceed into the digitization workflow. This personnel group plans the metadata entry, leading to search and discoverability and the overall accessibility of the content.

The use of metadata standards, controlled vocabulary and automation are critical elements of the DVIRC workflow’s success and efficiency.

In many cases, the Government provides physical preparation for digitization (selecting, numbering, cleaning, spooling, etc.) and metadata editing for this imagery. Exceptions would be for unusual formats the Government does not have technical capability to prepare, for example such as 70mm film or bake video cassettes or large specialized collections. Options for this media preparation may be considered.

1.3 Scope: The Contractor shall provide non-personal service(s). The Contractor shall provide incrementally scalable physical VI media digitization and other support requirements as deemed necessary by and for any Federal agency.

1.4 Objectives: The objective of this contract is to provide archival quality digitization of VI media to create a final digital master file. The Government will provide media for digitization from various government collections. Media records (physical and digital) shall be processed by the contractor at contractor facilities in the continental United States and returned after digitization to the location designated by the Contracting Officers representative (COR).

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with (IAW) this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which it assures that the work provided complies with the requirements of the contract.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review 10 working days after date of contract task order award.

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within 10 working days If the Government has provided comments, the Contractor shall then have 10 working days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than 10 working days to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

(a) How the Contractor will monitor work to ensure performance complies with all deliverables (etc.

timelines, deadlines, and goals); How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses;

(f) How the Contractor will inventory and track maintenance of all Government provided VI Media;

(g) How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

(h) How the Contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

1.5.1.1 Special Conditions

1.5.1.1.1 The Government will not consider proposals for Government Furnished Equipment

(GFE) or on-site digital media storage and/or application hosting on Government facilities .

1.5.1.1.2 The Government will not consider proposals that would move Government media records outside the continental United States for processing, digitization or storage.

1.5.1.1.3 Digitization Contractor is responsible for return shipping/courier for media and digitized assets.

1.5.1.1.4 Inspection and Acceptance Criteria. The COR will provide an acceptance or feedback to the Contractor on submitted deliverables (expected within 10 buisness days). If the Contractor receives corrective feedback, then the Contractor has 10business days to provide the COR an updated plan based on comments provided by the Government.

1.5.1.2 The Contractor shall inform the COR of issues or potential issues that might affect the performance within 24 hours of identifying those issues. Verbal reports shall be followed up by email within 4 days

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.)

deadlines fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in Jan Presidents Day 3rd Monday in February Memorial Day last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.5.4 Operating Hours: The Government facility office hours, facility operating hours, and the Contractor support hour requirements often coincide, however, they may differ. Please refer to the following.

1.5.4.1 Government Facility Office Hours: The Government facility office hours are 06:00 to 14:30 Monday through Friday except U.S. Holidays identified in paragraph 1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.2 Government Facility Operating Hours: The Government facility office hours are

06:00 to 14:30 Monday through Friday except U.S. Holidays identified in paragraph

1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings

1.5.4.3 Contractor Support Hours: RESERVED

1.5.4.3.1 Contractor Work Plan: RESERVED

1.5.5 Training Holidays: RESERVED

1.5.6 Place of Performance: The work to be performed under this contract will be performed at contractor owned/operated facility.

1.6 Security Requirements: Work performed in accordance with this performance work statement is UNCLASSIFIED.

1.6.1.1 Information Systems (IT) and Physical Access. There are no requirements for contractor personnel under this contract to access IT systems or access installations or facilities. If applicable, any contractor who requires access to any installation or facility will arrange their access and escort with the contract’s Contractor Officer Representative (COR). The COR will proceed to coordinate access with the DMA Security Directorate, if required.

1.6.1.2 Personnel Vetting. Not required.

1.6.1.3 Miscellaneous Security Requirements.

Physical Security. Contractor personnel must comply with local security requirements for entry and exit control for personnel and property at the installation and DMA facilities, as may be applicable. The contractor shall observe and comply with the security provisions in effect at all DoD facilities. Identification shall be worn and prominently displayed, as required.

1.6.1.4 Reporting Requirements. The Contractor shall report to the DMA Security

Directorate and/or COR any known information or circumstances that may pose a threat to the security and/or safety of DoD personnel, contractor personnel, resources, and classified or unclassified information. Additionally, the Contractor shall report any incident of sexual assault or sexual harassment involving any contractor personnel.

1.6.1.5 Derogatory Information. If the Government notifies the Contractor that the employment or the continued employment of any contractor personnel is prejudicial to the interests or endangers the security of the United States of America, that employee shall be removed and barred from the Government worksite or contract. This includes security deviations/incidents and credible derogatory information on contractor personnel during the course of the contract’s period of performance as noted in the Defense Information System for Security (DISS). Personnel who have incident reports posted in DISS will be denied the ability to support the contract until the issues have been resolved and the incident has been removed in

DISS.

1.6.5 Security Contacts. DMA Security Personnel can be contacted for security-related questions as follows:

Primary: Industrial Security Manager Phone: (301) 222-6091 Alternate: Director, Enterprise Security Phone: (301) 222-6718 Email: dma.meade.hqdma.list.security-office@mail.mil Defense Media Activity Attn: Security Directorate 6700 Taylor Ave.

Fort Meade, MD 20755

1.7 Key Control: RESERVED

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues.

1.8.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.10 Key Personnel: The following personnel are considered key personnel by the

Government: Program/Contract Manager and Alternate. The Contractor shall provide a Program/Contract Manager who shall be responsible for the performance of the work. The name of this person and an Alternate Program/Contract Manager, who shall act for the Contractor when the Program/Contract Manager is absent, along with a Curriculum Vitae (CV) for each of these individuals, shall be provided in writing to the Contracting Officer during the in the contractors proposal. Acceptance of the CV by the Contracting Officer is required before these individuals are permitted to perform any task on this contract. The Program/Contract Manager and Alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Program/Contract Manager or shall be available during their business office hours Monday through Friday.

Qualifications for all key personnel are listed below:

a. Program/Contract Manager and Alternate Program/Contract Manager: The program/contract manager and alternate must demonstrate a minimum of 5 years’ experience within the past 10, working as a Program Manager of similar projects.

1.11 Identification of Contractor Employees: RESERVED

1.13 Contractor Travel: The Contractor may be required to travel within the United Stares to perform joint inventory of media to be digitized. The Contractor may be authorized travel expenses at rates no higher than the substantive provisions of the Joint Travel Regulation (JTR), IAW FAR Part 31.205-46, and the limitation of funds specified in this contract. All travel requires Government approval and authorization at lease six days prior to scheduled travel.

1.14 Other Direct Costs (ODCs): This category includes travel (outlined in 1.13), barcoding materials and shipping expenses associated with movement of media and site visits to inventory and receive media.

1.15 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. The Contractor and Contractor personnel, shall not divulge or release data or information developed, or obtained under performance of this PWS, except to authorized Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.17 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense imagery Management Operations Center and contained at www.dimoc.mil/resources/limitations/ , the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.18 Non-Disclosure Statements: RESERVED

1.19 Organizational Conflict of Interest (OCI): The Contractor shall identify, report, and mitigate actual and potential conflicts of interest for itself, its employees, subcontractors and consultants.

The existence of such programs and the disclosure of known actual or potential conflicts are material performance requirements of this contract. In the event the Contracting Officer determines that a conflict of interest exists, based on disclosure from the Contractor or from other sources, the Contracting Officer shall take action which may include, but is not limited to, requesting a mitigation plan from the Contractor, terminating part or all of the contract, modifying the…