SOURCES_SOUGHT_SYNOPSIS_-_Scanning_BCL.docx

SOURCES SOUGHT

The Federal Maritime Commission (FMC) is requesting information from industry in order to identify all potential Contractors that are capable of providing Scanning and Indexing of Ocean Transportation Intermediary Records Maintained in Paper Format:

I. Description of Work:

The description of work requested is the scanning of paper documents and the assignment of meta-data to enhance search capability. The project consists of two stages.

Stage one is the complete scanning of approximately 2.5 million to 3 million pages of paper records found in approximately 7,000 to 8,000 manila folders. The folders each contain a various amount of Post-It notes that currently categorizes the records. These Post-It notes do not require scanning, but require removal for proper scanning.

An overwhelming majority of the 8½ x 11 records are single-sided. A minor, yet indeterminate amount of paper records contain double sides, legal 8½ x 14 inches, translucent onion skin, carbon paper or other irregular paper shapes (e.g. United States Postal Service, Certified-Return Receipt cards, company business cards, big and small envelopes, loose leafs, stapled-paper, notepad paper and square-shaped paper.)

Once scanned, stage two consists of indexing those paper records into PDF format. BCL projects that the indexing consists of approximately 10-15 different categories.

The FMC is capable of providing a scanner (Xerox WorkCentre 7665), software, support, and facilities required for scanning. Alternatively, the FMC is also open to having the Vendor provide its own equipment. The Vendor for the scanning and indexing services shall work on-site at FMC Headquarters: 800 North Capitol Street, NW, 9th Floor, Washington D.C. 20573. Hours of operation are from 7:00AM to 5:30PM.

The security and classification of the records to be scanned under this agreement is Sensitive, but Unclassified. Documents that may be required to complete this effort may be sensitive in nature and shall be protected from unauthorized disclosure. Work on this project requires that Vendor personnel have access to Privacy Act Information. Additionally, information available to the Vendor may be statutorily or commercially confidential. Vendor personnel shall adhere to “The Privacy Act,” 5 U.S.C. 552a; “The Trade Secrets Act,” 18 U.S.C. 1905, and “The Freedom of Information Act,” 5 U.S.C. Section 552, and all applicable agency rules and regulations.

The Vendor and all employees, agents, subcontractors and subcontractor personnel who will have access to FMC documents or data during the performance of their duties under the contract shall execute a Non-Disclosure Agreement and return it to the Contracting Officer before being given access to such information or documents.

Duration: The FMC is soliciting information on the duration of completing a project of this magnitude and is open to alternatives the Vendor may provide.

Vendor shall provide support contractors that currently hold an active Federal Government security clearance.

II. Vendor:

Vendor shall be able to provide samples of similar projects completed in the past in the public or private sectors Vendor should provide information on its company with key staff that intend on working on this project.

The Vendor shall be responsible for participating in discussions and making recommendations that identify the benefits and liabilities of available alternatives that optimize both technology and business processes in light of the FMC’s present and future needs, and participating in evaluating the FMC’s current scanning and indexing structure.

The Vendor shall submit a weekly Status Report to the Contracting Officer’s Representative (“COR”). The report shall contain the following information:

a. A listing of all tasked assignments provided by the COR to include date assigned and when the task was completed.

b. Status on any problems or constraints experienced.

This is a Request for Information (RFI) and is subject to the provisions of Federal Acquisition Regulation (FAR) 10 and is issued solely for information/planning purposes/market research/sources sought. This RFI does not constitute a solicitation for proposals, a commitment to issue a solicitation for proposals, or the authority to enter into negotiations to award a contract. This RFI shall not be considered as an obligation by the Government to acquire any products or services. The Government does not intend to award a contract on the basis of this RFI. There is no entitlement to payment of direct or indirect costs or charges by the Government that arise as a result of a Contractor submission of responses to this RFI or the Government's use of such information. The Government reserves the right to reject, in whole or in part, any Contractor's input submitted in response to the RFI. Responses to the RFI will not be returned. The Government recognizes that proprietary information and data may be a part of this effort and, if so included, such data should be clearly marked.

SUBMISSION OF DOCUMENTATION:

Parties interested should provide the following information in its response:

· North American Industry Classification System (NAICS) code(s) of Firm/Organization

· Name and Address of Firm/Organization

· Business Size of Firm/Organization

· Socio-economic status of Firm/Organization

· Dunn & Bradstreet number for Firm/Organization

· Is your firm/organization registered with the System for Award Management (SAM) athttp://www.sam.gov

· A discussion of its technical capabilities to satisfactorily perform the activities identified in the preceding section. Interested parties may also provide information of technical experience that is similar to the activities that is identified in the preceding paragraph of the RFI

· Any other material relevant to establishing core competencies of the firm

Submit your response in a Microsoft Word, PDF, or compatible format document in no more than twenty single-spaced pages, 12 point, Times New Roman font, using a minimum of one-inch margins. The due date for the submission of responses to this RFI is 26 February 2015 by 1:30 PM Eastern Standard Time. The RFI response should be sent via email to Ms. Linda Grayton, Contracting Specialist at LGrayton@fmc.gov and Mr. Kristian Jovanovic, Contracting Officer at KJovanovic@fmc.gov. Any questions related to this RFI should be directed to the Contract Specialist at LGrayton@fmc.gov no later than 19 February 2015 by 1:30 PM Eastern Standard Time.