Amendment 0002.pdf

SOURCES SOUGHT ANNOUNCEMENT

Amendment 0002

Reason for Amendment: To extend the closing date and revise descriptions as highlighted in yellow.

The 374th Contracting Squadron at Yokota Air Base, Japan is seeking sources for document conversion services.

CONTRACTING OFFICE ADDRESS:

374th Contracting Squadron Unit 5228, Bldg 620 Yokota Air Base Fussa-shi Tokyo 197-0001

INTRODUCTION:

This is a SOURCES SOUGHT TECHNICAL DESCRIPTION to determine the availability and technical capability of local companies to provide the required services.

Yokota AB, 374 CONS, is seeking information for potential sources to engage in a document management initiative to reduce the volume of physical material by transporting and storing in a digitalized and searchable manner. A major component of this initiative is the digitization and transfer of essential documents which may be aged and fragile condition, not limited to carbon copies. The need for a reoccurring service may be required.

DISCLAIMER:

THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS

NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE A

SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY

THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A

RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY

FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY

INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL

DESCRIPTION IS STRICTLY VOLUNTARY.

CONTRACT/PROGRAM BACKGROUND:

Organizations supported by, as well as, the 374th Contracting Squadron are in the process of going to an all paperless systems, working solely with electronic documents in accordance with Air Force standards and record retention policies. While in the process of implementing new records management protocol, the 374 CONS building is preparing for the arrival of new office furniture, which will leave little to no room for file storage.

The United States Forces in Japan seeks to convert paper copies of legal and operational documentation for ease of search with document traceability and be capable of accepting additional data.

374 CONS is seeking to be in compliance with Air Force records management instructions and assist in achieving Government efforts towards environmental sustainability.

REQUIRED CAPABILITIES: The contractor shall provide a core team that has the necessary expertise to conduct all the document preparation, scanning, and records management activities on site. Specific tasks may include:

a) Document Collection: The contractor will gather all documents prepared by CONS personnel for scanning. All documents shall remain on site. Should removal/transport of documents be required, Contractor will coordinate with personnel ahead of time. Should transport be required, the Contractor will ensure secure transport of documents between 374 CONS facility or other USFJ locations and the location where scanning activities are to be performed. Prior to transport, all documents must contain a coversheet, have a file inventory completed and be secured in a document container/box.

b) Document Scanning: The Contractor will scan and digitize all documents in accordance with current Air Force and Department of Defense regulations and guidance for electronic record keeping and transfer of electronic materials to 374 CONS or other USFJ organizations when identified. Digitized copies of all documents may be uploaded to an assigned 374 CONS or other USFJ organizations’ external hard drive, which will be provided to the contractor.

Additionally, contractor should provide option to an accessible database for the continuous integration of documents.

c) Quality Assurance: The Contractor will develop and provide a comprehensive quality management process to ensure a high level of confidence that records management requirements are met. The Contractor will execute controlled reviews at appropriate stages of the records management process. Examples include verifying canning legibility, accurate and consistent coding, functional hyperlinks, searchable text, verifying consistency of titles and naming conventions, document security settings, file optimization, and verifying labeling of documents.

d) Documents: Documents to be processed include standard and legal size paper documents, bound paper documents and publications, large format engineering prints, photographs, and carbon copied materials. No more than 40% of documents to be processed are carbon copies. Due to aged and deteriorating conditions, some documents may require special handling and processing.

Estimated number of boxes: 400

Estimated number of large format engineering prints: 100

e) Document Shredding: On site shredding and document destruction services. The Contractor shall implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality and integrity of the documents that are collected and destroyed.

SPECIAL REQUIREMENTS: The Contractor will be required to sign a Non- Disclosure Agreement.

ESTIMATED PERIOD OF PERFORMANCE: Government anticipates this requirement to take no longer than 30 days, with 2-3 laborers, however the need for continuous service may arise. If the anticipated timeline is not typical; please provide information on an expedited and industry standard timeline with the estimated percentage difference in price, as a part of the vendor’s response.

SOURCES SOUGHT:

The anticipated North American Industry Classification System Code (NAICS) for this requirement is 518210, with the corresponding size standard of $35M. This Sources Sought Synopsis is requesting responses to the following criteria from all businesses that can provide the required services under the NAICS Code.

SUBMISSION DETAILS:

Responses should include:

1) Business name and address;

2) Name of company representative and their business title;

3) Cage Code;

Responses to the Sources Sought must include the following:

1. Market Research Questionnaire

2. Brief Capabilities Statement

3. Examples of your firm performing similar work within the last three (3) years

(Include 2 specific examples)

Market Research Questionnaire: Please fill out the two page questionnaire to the best of your abilities answering all of the questions.

Brief Capabilities Statement: Interested businesses should submit a brief capabilities statement package (no more than ten pages) demonstrating ability to perform the services listed above under Required Capabilities. Please specify if services can be provided onsite or if transporting of documents will be required.

Examples of your firm performing similar work: Please include at least two specific examples of the firm’s experience performing the work requirements stated above.

Projects should be within the last three (3) years.

Vendors who wish to respond to this should send responses via email NLT 29 May 2020, 4:00 PM Japan Standard Time (JST) to Contracting Officer, Mr. Loren Farnam at loren.farnam.3@us.af.mil and Contract Specialist, Ms. Yuri Takashima at yuri.takashima.jp@us.af.mil.

mailto:loren.farnam.3@us.af.mil mailto:yuri.takashima.jp@us.af.mil