A23_HQ0034-18-R-0278_Record_Digitization_-_RFQ_Amendment_1_-_2-14-19.pdf

MJH110220171138

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30 105 04 EXCEPTION TO SF 30 STANDARD FORM 30 (Rev 10 83)

PURPOSE: The purpose of this amendment is to modify the following areas in the PWS:

1. Removing reference to transport, packing, and shipping - Section 2.1 and elsewhere (and also in Sections L and M where necessary)

2. Clarifying 244 microfiche sleeves containing 477 microfiche cards - Figure 1 and elsewhere

3. Changing the PoP to start April 23, 2019 instead of March 23, 2019 - Section 3.0

4. Adding the CLIN to digitize microfiche in OY1 - Section 4.0

5. Clarifying the FCL requirement and storage ability - Section 5.6 Include Questions and Answers based on the RFQ. Include additional clauses.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 39

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY

16B. UNITED STATES OF AMERICA 15C. DATE SIGNED 15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer) (Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HQ003418R0278

X 9B. DATED (SEE ITEM 11)

11-Jan-2019

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

U0001

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

15-Feb-2019

CODE

WHS - ACQUISITION DIRECTORATE

4800 MARK CENTER DRIVE, SUITE 09F09

ALEXANDRIA VA 22350

HQ0034 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODE CODE

EMAIL: TEL:

HQ003418R0278

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by reference:

52.202-1 52.203-3 52.203-14 52.204-19 52.219-8 52.222-21 52.222-26 52.222-35 52.222-36 52.222-37 52.223-18 52.225-13 52.225-20 52.225-25 52.227-1 52.227-2 52.232-23 52.232-25 52.232-33 52.232-39 52.232-40 52.233-1 52.233-2 52.233-3 52.233-4 52.237-3 52.242-13 52.242-17 52.243-1 Alt I 52.246-4 52.249-2 52.249-8 52.252-5 252.201-7000 252.203-7005 252.204-7007 252.204-7008 252.225-7048 252.227-7027 252.227-7030 252.227-7037 252.239-7001

The following have been added by full text:

EVALUATION FACTORS

1.0 Evaluation Factors for Award

1.1 Factor Identification. The quotations will be evaluated based on the following factors and subfactors:

Factor 1 - Secret Facility Security Clearance

Factor 2 - Technical

Subfactor 1 - STI Receiving, Unpacking, Cataloging, Storage, and Safeguarding

Subfactor 2 - Digitize Unclassified and Classified STI

Subfactor 3 - Digitize Microfiche and Film

Subfactor 4 - Destruction

Subfactor 5 - Operation/Maintenance of Web-based Catalog and Collection Management Service

Factor 3 - Quality Control

Factor 4 - Past Performance

Factor 5 - Price

1.2 Order of Importance: Factor 1 is a PASS/FAIL. Offerors who do not receive a “pass” for Factor 1 will not be evaluated further. Factor 3, Quality Control, is the most important non-price factor. Factors 2, 3 and 4 combined are significantly more important than Factor 5, Price.

The Government reserves the right to issue a contract against a quote without exchanges or, if necessary, negotiate the terms and conditions of the award. The evaluation will be conducted using a best value basis to obtain the best value for the Government.

2.0 Evaluation Criteria

This solicitation is a Request for Quotation (RFQ). A contract will be awarded to the responsible Offeror whose quotation conforming to this solicitation is determined to be the best overall value, price and the other factors considered. The Government intends to utilize the best value basis for evaluating quotes and making an award.

The Government intends to evaluate quotations based upon the Offeror’s five (5) Factors and five (5) Subfactors, without exchanges. Therefore, the Offeror’s initial quotation should contain the best terms from a price and non-price factor standpoint. However, the Government reserves the right to conduct exchanges if later determined by the Contracting Officer to be necessary. Communication conducted to resolve minor or clerical errors will not constitute discussions, and the Contracting Officer reserves the right to award a contract without the opportunity for a quotation revision. The Government may reject any or all quotations if such action is in the public interest; award on a quotation other than lowest priced quotation; and waive informalities and minor irregularities in the quotations received. The evaluation will be conducted in accordance with Federal Acquisition Regulation (FAR) part 13, Simplified Acquisition Procedures.

RATINGS FOR FACTOR 1

PASS/FAIL

RATINGS FOR FACTORS 2, 3, and 4

TABLE 2 – ADJECTIVAL RATINGS

OUTSTANDING (O) Quote meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

GOOD (G) Quote meets requirements and indicates a thorough approach and understanding of the requirements. Quote contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

ACCEPTABLE (A) Quote meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate.

MARGINAL (M) Quote does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The quote has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is significant.

UNACCEPTABLE (U) Quote does not meet requirements and contains one or more deficiencies. Risk of unsuccessful performance is high.

Factors 2, 3, and 4 will receive a rating listed in Table 2 Adjectival Ratings.

RATINGS FOR FACTOR 5

Factor 5 - Price will not receive an adjectival rating.

2.1 Factor 1 – Secret Facility Security Clearance

The Offeror’s secret security facility clearance will be confirmed and rated as a PASS/FAIL. There will be no adjectival rating for this factor. If the Offeror receives a FAIL for their proposed location, the quotation will be considered unawardable.

2.2 Factor 2 – Technical Evaluation

2.2.1 Subfactor 1 through Subfactor 5

The Offeror’s quote will be evaluated to assess the adequacy of its proposed plan to accomplish the requirements described in the Performance Work Statement Section 4.0 Specific Tasks. The assessment process will result in an overall adjectival rating in accordance with Table 2 Adjectival Ratings.

2.3 Factor 3 – Quality Control

The Offeror’s quote will be evaluated to assess the adequacy of its proposed plan to accomplish the requirements described in the Performance Work Statement Section 4.0 Specific Tasks. The Offeror’s quote will be evaluated on the demonstrated quality of the digitization. The assessment process will result in an overall adjectival rating in accordance with Table 2 Adjectival Ratings.

2.4 Factor 4 – Past Performance Evaluation Process

The past performance evaluation results in an assessment of the vendor’s probability of meeting the solicitation requirements. The past performance evaluation considers each vendor’s demonstrated recent and relevant record of performance in supplying services that meet the contract’s requirements. “Recent” is defined as a contract performed within the last five years. One performance confidence assessment rating is assigned for each vendor after evaluating the vendor’s recent past performance, focusing on performance that is relevant to the contract requirements. The performance confidence assessment rating is assigned in accordance with Table 2.

There are two aspects to the past performance evaluation:

The first is to evaluate the vendor’s past performance to determine how relevant a recent effort accomplished by the vendor is to the effort to be acquired through the source selection. In establishing what is relevant for the acquisition, consideration should be given to those aspects of a vendor’s contract history that would give the greatest ability to measure whether the vendor will satisfy the current procurement. Common aspects of relevancy include similarity of service/support, complexity; dollar value, contract type, and degree of subcontract/teaming. The agency will assign a relevancy rating to each of the vendor’s past performances in accordance with Table 1.

The second aspect of the past performance evaluation is to determine how well the contractor performed on contracts. The evaluation shall consider the extent of the vendor’s ability to meet project quality, performance, schedule, and customer satisfaction.

The vendor’s past performance shall be evaluated based on one or more sources of information including but not limited to past performance questionnaires, project summaries, past performance information contained in other sources.

Based on the relevancy of the vendor’s recent efforts and on how well the vendor performed on those efforts, the agency will assign an overall Past Performance Confidence Assessment rating in accordance with Table 2.

Table 1

Very Relevant Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this quotation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this quotation requires.

Somewhat Relevant Present/past performance effort involved some of the scope and magnitude of effort and complexities this quotation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this quotation requires.

Table 2 Table 3 – Past Performance Confidence Assessments

SUBSTANTIAL CONFIDENCE Based on the vendor’s recent/relevant performance record, the Government has high expectation that the vendor will successfully perform the required effort.

SATISFACTORY CONFIDENCE Based on the vendor’s recent/relevant performance record, the Government has a reasonable expectation that the vendor will successfully perform the required effort.

LIMITED CONFIDENCE Based on the vendor’s recent/relevant performance record, the Government has a low expectation that the vendor will successfully perform the required effort.

NO CONFIDENCE Based on the vendor’s recent/relevant performance record, the Government has no expectation that the vendor will be able to successfully perform the required effort.

UNKNOWN CONFIDENCE (NEUTRAL) No recent/relevant performance record is available or the vendor’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

2.5 Factor 5 – Price

The price will be evaluated to determine whether it is fair and reasonable.

Although not an exhaustive list, the price evaluation may consider the following, or a combination of the following:

Comparison to other Offerors Comparison to the Independent Government Cost Estimate Comparison to other historical data Comparison to published price lists such as GSA

For evaluation purposes only, the total evaluated price is the sum of the total prices submitted for (a) the base period,

(b) all option periods, and (c) the six-month extension authorized by FAR 52.217-8. For purposes of determining the evaluated price for the six month 52.217-8 extension, the government will base calculations on half the total price of the final option period. Evaluation of options will not obligate the Government to exercise the option.

INSTRUCTIONS TO OFFERORS

1.0 Instructions To Offerors

The Washington Headquarters Services, Acquisition Directorate (WHS/AD) intends to award a firm-fixed price contract.

The award will be made to the responsible Offeror whose quotation conforms to the solicitation and will offer the best value to the Government where the technical factors are more important than price. This acquisition is classified under the NAICS code 518210 “Data Processing, Hosting, and Related Services” with a size standard of $32,500,000.

This solicitation will be released electronically only, on FedBizOpps. This electronic version of the Request for Quotation (RFQ) is the official version for this acquisition. No hard copy of this solicitation will be issued.

Offerors will be sent any and all applicable revisions to this solicitation electronically. Each Offeror will provide two Volumes: Technical Volume and a Price Volume. No price information shall be included in the Technical Volume.

1.1 Questions – The cut-off date and time for questions is January 25, 2019, 11:00am ET. Offerors are requested to email questions to Marge Niedzwicz at marge.a.niedzwicz.civ@mail.mil and Chrissandra Smith at chrissandra.smith.civ@mail.mil. Responses to all questions will be in the form of an amendment and electronically distributed through email. No telephone requests will be entertained.

1.2 Due Date - Offerors shall electronically submit their quotations before the due date and time for this solicitation. The due date and time for quotations is February 25, 2019 11:00am ET. Quotations that are not received by the date and time specified will be considered “late” and will not be considered for award evaluated in accordance with FAR 52.212-1(f). Quotations shall be submitted as follows:

2.0 Submission Requirements

2.1 Quotations Submission – Offerors must submit their quotations in electronic (softcopy). Electronic quotations shall be submitted via attachments to email and will be used for contract formation and evaluation mailto:kimberly.y.carroll.civ@mail.mil mailto:chrissandra.smith.civ@mail.mil purposes. Quotations are due by the date and time in paragraph 1.2. Failure to submit a quotation by the date and time specified shall render the Offeror as “late” and therefore not eligible for consideration for award. Quotations shall only be submitted as described herein. Quotations submitted by any other means will not be evaluated. The Offeror shall submit all quotation information in electronic format via email to Marge Niedzwicz at marge.a.niedzwicz.civ@mail.mil and Chrissandra Smith at chrissandra.smith.civ@mail.mil. There is a 10 MB limit for all electronic submissions via email. The 10 MB size limitation applies to a single email. Offerors may submit multiple emails, but all emails including their attachments must be explicitly marked as part of the quotation submission and received before the closing time for quotations.

Pricing provided for in quotations should be valid for a period of 90 calendar days.

2.2 Format for Submission

2.2.1 Text – Text shall be 11 point Times New Roman font, at least single-spaced, on 8 1/2 x 11 inch paper, with a minimum one-inch margin all around. Text and graphics portions of the electronic copies shall be in a format readable by Microsoft (MS) Office 2010 at a minimum, or Adobe Acrobat. Data submitted in spreadsheet format shall be readable by MS Excel 2010.

2.2.2 Volumes and Page Limitations – Responses to the Technical Factors shall be presented in one volume. No price(s) shall be included in the Technical Volume. The Government shall receive two (2) electronic volumes in total, Technical Volume 1 and Price Volume 2.

Page limitations are as follows:

TABLE 1 - ATTACHMENTS

ATTACHMENTS PAGE LIMITS

Technical Volume 1 Cover Sheet 1 page Table of Contents (optional) 1 page Introduction 2 pages Factor 1 – Secret Facility Security Clearance 2 pages Factor 2 – Technical Evaluation

Subfactor 1 – STI Receiving, Unpacking, Cataloging, Storage, and Safeguarding

4 pages

Subfactor 2 – Digitize Unclassified and Classified STI 4 pages Subfactor 3 – Digitize Microfiche & Film 3 pages Subfactor 4 – Destruction 3 pages Subfactor 5 – Operation/Maintenance of Web-based Catalog and Collection Management Service

5 pages

Factor 3 – Quality Control 5 pages Factor 4 – Past Performance (three page summary, plus three PPQs at 2 pages each)

9 pages

Price Volume 2 Cover Sheet 1 page Table of Contents (optional) 1 page Factor 5 – Price unlimited Certifications - Separate Documents FAR 52.209-11 - Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law

1 page

DFARS 252.209-7998 - Representation Regarding Conviction of a Felony Criminal

1 page

DFARS 252.209-7999 - Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law

1 page

2.2.3 Cover Sheet – A cover sheet shall be included with each volume, clearly marked as to the RFQ identification, date of submittal, and the Offeror’s POC name, phone, and email. The cover sheet shall also explicitly delineate any assumptions or constraints submitted by the Offeror. Technical assumptions shall be included in the Technical Volume, and the Price Assumptions shall be included in the Price Volume. The Offeror’s Quotations will not be incorporated into the contract award.

2.2.4 Table of Contents – A Table of Contents may be included, if desired, and will not count towards the page limit.

2.2.5 Introduction – This section shall include a corporate overview and contractor’s understanding of the requirements.

2.2.5 Factor 1 – Secret Facility Security Clearance

Submit DD Form 441. The Contractor shall possess and maintain a Secret facility clearance from the Defense Security Service.

2.2.6 Factor 2 – Technical Evaluation

2.2.6.1 Subfactor 1 – STI Receiving, Unpacking, Cataloging, Storage, and Safeguarding

Discuss approach to receiving, unpacking, cataloging, storage, and safeguarding all STI , to include classified (up to Secret) documents, for digitization.

2.2.6.2 Subfactor 2 – Digitize Unclassified and Classified STI

Discuss approach to perform bulk digitization and transmittal of digitized products to DTIC, using methods appropriate to the media type and classification. Discuss approach to retrieving, scanning/digitizing, and transmitting STI and its metadata "on demand" by requests from the Defense Systems Information Analysis Center (DSIAC).

2.2.6.3 Subfactor 3 – Digitize Microfiche and Film

Discuss approach to perform bulk digitization and transmittal of digitized microfiche and film to DTIC, using methods appropriate to the media type of microfiche and film items.

2.2.6.4 Subfactor 4 – Destruction

Discuss approach to perform post-scan destruction of all hardcopy, microfiche, and film media at the end of each contract month .

2.2.6.5 Subfactor 5 – Operation/Maintenance of Web-based Catalog and Collection Management Service

Identify the web-based catalog and collection management service to be used. Discuss approach to populating, operating, maintaining, and training in its use.

2.2.7 Factor 3 – Quality Control

Discuss approach to performing Quality Control (QC) checks of scanned media to ensure legibility and completeness of the scans.

2.2.8 Factor 4 – Past Performance

The quotation shall identify three (3) contracts or projects most relevant to this task order that the Contractor has performed (completed or ongoing), and provide the information stated in Section M about each project. For the three

(3) relevant contracts or projects selected, the quote shall summarize the information, not to exceed one (1) page for each contract or project: the response to this factor shall not exceed three (3) pages and is separate from the Past Performance Questionnaire (see Questionnaire form in RFQ) that the vendor will be required to have completed and sent to the Contracting Officer. The contracts or projects must have occurred in the last five (5) years.

The Contractor shall complete and submit summaries, as described below, for no more than three (3) relevant projects. The projects shall be at least of similar size, scope and complexity as the work described in this solicitation.

If the vendor has less than three (3) relevant projects, the vendor shall submit as many projects as it has, but must include a statement acknowledging that less than the requested number of summaries has been provided, otherwise the quotation will be considered deficient.

“Relevant” projects are defined as those support contracts ongoing or completed within the last five (5) years from the date quotations are due which are comparable in size, scope and complexity to the services required under this solicitation.

For the three (3) relevant projects selected, vendors shall summarize the following information, not to exceed one page for each project:

• Identify the customer for the project and provide the name, title/role, and phone number or email address of a customer POC that is knowledgeable of the Contractor’s performance on the contract.

• Describe the nature of the project and the specified tasks performed by the Contractor. Also identify if the Contractor was the prime contractor or a subcontractor on the project.

• Describe the relevance to this requirement.

• Describe cost and schedule performances (include explanations for any cost and/or time growth experienced).

• Provide the date the Past Performance Questionnaire (see form in RFQ) was requested and to whom it was sent.

2.2.9 Factor 5 – Price

The Offeror shall provide their firm-fixed price quote for this task order provided for the base year and all option years in an Excel file. The task order will have a one-year (12-month) base period with three one-year option periods. The Offeror shall also provide a narrative basis for the price, discount offered for each year of performance, and any assumptions. Significant discounts are strongly encouraged. Discounts offered must be explicitly described in their quotes. Pricing information shall only appear in the Price Volume.

Travel is not associated with this PWS. There are no ODCs for this action.

(There is no page limit for this factor, however Contractors are encouraged to only provide that cost and pricing data which is mandatory to a comprehensive review and that data which would allow the evaluation team to determine price reasonableness.)

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

DEFENSE TECHNICAL INFORMATION CENTER (DTIC)

SCIENTIFIC AND TECHNICAL INFORMATION (STI)

RECORD DIGITIZATION AND WAREHOUSE SUPPORT SERVICES

PART 1

1.0 GENERAL: This is a non-personal services contract to provide Record Digitization and Warehouse Support Services for the Defense Technical Information Center (DTIC). The Government is not responsible for exercising supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable to the Contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform Record Digitization and Warehouse Support Services as defined in this Performance Work Statement except for those items specified as Government Furnished Property (GFP) and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Defense Technical Information Center, an agency of the Department of Defense (DoD), serves the DoD community as the largest central resource for DoD and Government-funded scientific, technical, engineering, and business related information available today. The Information Analysis Centers (IACs) are research and analysis organizations established by the Department of Defense (DoD) and sponsored by DTIC, to help researchers, engineers, scientists and program managers throughout the Government utilize existing Scientific and Technical Information (STI) to solve their most difficult challenges. Specifically, IACs improve the productivity of researchers, engineers, and program managers in the defense and civilian agency research, development, and acquisition communities by collecting, analyzing, synthesizing, and disseminating STI worldwide in clearly defined, specialized fields or subject areas.

To accomplish the objectives above, IACs establish and maintain comprehensive knowledge bases that include historical, technical, scientific, and other data and information collected worldwide. IACs historically also worked directly with customers on Contractor-performed, customer-funded Technical Area Tasks (TATs) (task orders), which yield new STI.

The current Data Warehouse Contractor has received selected STI from up to six legacy IACs. The STI was delivered to the Data Warehouse Contractor by the legacy IACs at the IACs’ expense, and upon delivery, the Data Warehouse Contractor participated in unpacking, inventory/cataloging and storing of received STI. The Data Warehouse Contractor utilizes a COTS (ILS/LSP) library catalog that uses MARC21 metadata to describe and disseminate the STI materials owned by DTIC. In response to requests from the Government/Defense System Information Analysis Center (DSIAC), the Data Warehouse Contractor retrieved, scanned/digitized, and transmitted STI and its metadata “on demand” to the Government. The Government hardcopy STI is currently housed at a centralized location operated by the Data Warehouse Contractor in Rockville, MD.

A contract to perform the work described here would have a twelve (12) month Base Year and three (3), twelve-month option periods. In the Base Year, the new Contractor shall coordinate with the current Data Warehouse Contractor to receive the materials/boxes, and unpack, catalog, store, and safeguard the materials at a secure contractor-provided storage facility which (preferably) shall be located within 50 miles of the National Capital Region, defined as 50 miles from the HQC McNamara building located adjacent to the Fort Belvoir base on 8725 John J. Kingman Road, Ft. Belvoir, Virginia. Throughout the execution of this requirement, documents shall be transported via appropriate method based upon the classification level of the document. Reference DoDM 5200.01- V3, dated 2-24-12. This transition-in phase shall be completed within the first 30 calendar days of the Base Year.

The Contractor will be required to digitize using OCR, Compression and DPI conversion, and transmit “on demand” government hardcopy scientific and technical information in addition to the bulk digitization. The hard copy documents are primarily paper reports that are lightly bound, stapled, coverbound, spiral bound, books, etc.

Metadata is currently available in electronic/computer format for every piece of material, including hardcopy media, approximately 244 microfiche sleeves, and 700 units of film/video media (all references to “film” include both 16mm film and video). The metadata will be provided to the Contractor at the start of the contract in machine-readable cataloging (MARC21) format. The metadata is tagged to the documents’ accession number.

1.3 Objective: The objective of this effort is to convert STI (quantities and types provided in Figure 1) from its current hardcopy/microfiche and film media to digital media for upload to the DTIC library, thus allowing DTIC/IAC customers to electronically research and retrieve selected materials from this collection when needed.

Figure 1: Estimate of STI to Digitize and Store

Estimate of STI to Transport, Digitize and Store

DIGITIZE

Warehouse Storage and Safeguarding

Unclassified Hardcopy

Documents

Classified Secret Level Hardcopy

Documents

Microfiche & Film Media

~ Approximately 476,000 documents (est.

average of 90 pages per document)

~Approximately 54,000 documents (est. average of 90 pages per document)

~Approximately 244 microfiche sleeves containing 477 microfiche cards, and approximately 700 units of film media consisting of:

a. Movie Film 16mm Unclassified 276 Classified 117

b. Video (VHS/Umatic/etc.)

Unclassified 269 Classified 3

There is no 35 mm movie or 35mm microfilm film.

~Approximately 530,000 hardcopy documents (~54,000 of which are classified) in addition to approximately 244 microfiche sleeves and 700 units of film media.

Warehouse storage will require ~25,000 cubic feet of storage space

2.0 SCOPE: Contractor shall provide Record Digitization and Warehouse Support Services for the Defense

Technical Information Center (DTIC). Services shall include:

2.1 STI Receipt & Cataloging: At the new Contractor’s location, receive, unpack, inventory, and catalog all records in whatever media form, to include classified (up to Secret) media, for digitization. The contractor needs to be able to provide a cataloging system that catalogs data in a format capable of being read by a variety of Library Services Platforms, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative Interfaces, Bibliovation from PTFS, or Kuali from Kuali OLE.

2.2 Warehouse Storage and Safeguarding: Provide storage and safeguarding of approximately 476,000 unclassified hardcopy media with an estimated 54,000 documents at the classified level, and approximately 244 microfiche sleeves and 700 units of film media. The Contractor facility must be approved for safeguarding Classified Material at the Secret Level. As part of the firm-fixed price, the Contractor is responsible for all warehousing costs including, but not limited to, warehouse leasing costs, labor costs, maintenance costs, security costs, and environmental costs.

2.3 Digitize Unclassified STI: Perform bulk digitization, using methods appropriate to the media type, and provide the digitized products to DTIC for inclusion in its technical library. Retrieve, scan/digitize, and transmit small quantities of STI and its metadata "on demand" by requests from the Defense Systems Information Analysis Center (DSIAC) to enable selected materials that have current research value to be available to the DSIAC and DTIC user base.

2.4 Digitize Unclassified/Classified Microfiche and Film Media STI: Perform bulk digitization, using methods appropriate to the media type of microfiche and film records , and provide the digitized products to DTIC for inclusion in its technical library. The film is video (VHS/Umatic) and 16 mm. Image may or may not be delivered to the Contractor in portrait orientation. Records furnished to the Contractor may contain classified information.

2.5 Digitize Classified STI: Perform bulk digitization, using methods appropriate to the media type, and provide the digitized products to DTIC for inclusion in its technical library. Retrieve, scan/digitize, and transmit small quantities of STI and its metadata "on demand" by requests from the Defense Systems Information Analysis Center (DSIAC) to enable selected materials that have current research value to be available to the DSIAC and DTIC user base.

2.6 Destruction: Perform post-scan destruction of hardcopy media IAW NISPOM standards. It is desired that destruction of successfully digitized records occur monthly, after government acceptance of that month’s digitized records. If the digitized records are accepted by the government, the destruction of the material versions of those digitized records must commence in the month in which the digitized versions are accepted.

2.7 Transition Out: Perform Transition Out tasks as described in paragraph 5.14.

2.8 Quality Control: Perform Quality Control (QC) checks of scanned media to ensure legibility and completeness of the scans. Refer to Technical Exhibit 1, Performance Requirements Summary.

3.0 PERIOD OF PERFORMANCE: The Period of Performance (PoP) shall be for one (1) Base Year plus three

(3) one (1) year option periods. The transition in period is expected to be incorporated into the first 30 calendar days of the Base Year.

Contract Period PoP Start PoP End Base Year 23 APR 2019 22 APR 2020

Option Year 1 23 APR 2020 22 APR 2021 Option Year 2 23 APR 2021 22 APR 2022 Option Year 3 23 APR 2022 22 APR 2023

4.0 CONTRACT TYPE AND CONTRACT LINE ITEMS:

This contract is a firm-fixed price contract. The Base Year of the contract contains eight contract line items (CLINs) (although CLIN0001 is Not used): STI Receipt and Cataloging; Warehouse Storage and Safeguarding; Digitize Unclassified STI; Digitize Microfiche and Film Media; Digitize Classified STI; Destruction; and Transition Out.

Optional CLINs assigned to this effort will depend on the speed, quality and capacity of the Contractor to digitize the entire quantity of records (unclassified hardcopy, classified hardcopy, in addition to approximately 244 microfiche sleeves and 700 units of film media in Figure 1 requiring digitization.

The CLIN structure is provided below:

Contract Period CLIN # Service Qty. Unit

Base Year

0001 Not used

0002 STI Receipt and Cataloging 1 Lot

0003 Warehouse Storage and Safeguarding 12 Mo

0004 Digitize Unclassified STI plus “on demand” requests 11 Mo

0005 Digitize approximately 244 Microfiche Sleeves and 700 units of Film Media 11 Mo

0006 Digitize Classified STI plus “on demand” requests 11 Mo

0007 Destruction 1 Lot 0008 Transition Out 1 Mo 1001 Not used

Option Period 1 (Yr 2)

1002 Not used 1003 Warehouse Storage and Safeguarding 12 Mo

1004 Digitize Unclassified STI plus “on demand” requests 12 Mo

1005 Digitize approximately 244 Microfiche Sleeves and 700 units of Film Media 12 Mo

1006 Not used 1007 Destruction 1 Lot 1008 Transition Out 1 Mo

Option Period 2 (Yr 3)

2001 Not used 2002 Not used 2003 Warehouse Storage and Safeguarding 12 Mo

2004 Digitize Unclassified STI plus “on demand” requests 12 Mo

2005 Not used 2006 Not used 2007 Destruction 1 Lot 2008 Transition Out 1 Mo

Option Period 3 (Yr 4)

3001 Not used 3002 Not used 3003 Warehouse Storage and Safeguarding 12 Mo

3004 Digitize Unclassified STI plus “on demand” requests 12 Mo

3005 Not used 3006 Not used 3007 Destruction 1 Lot 3008 Transition Out 1 Mo

5.0 GENERAL INFORMATION:

5.1 Monthly Status Report (MSR): Submit a Monthly Status Report by the 15th of each month documenting all work accomplished in the previous month as well as cumulative work done. The MSR shall provide detailed status of the work being accomplished, to include, but not limited to, quantities and types of products digitized, schedule, performance (results of QC scans), status of known risks, risk mitigation efforts, and documents that cannot be effectively digitized. The MSR shall report all modifications of funding received and shall detail the funding.

Specific MSR format and content shall be mutually agreed upon by the Contractor and COR; this should be established no later than the Post-Award Orientation. If the MSR shows that the Contractor is not meeting anticipated performance thresholds, the Contractor shall provide the rationale and circumstances preventing the threshold from being met, and provide an update to the Project Manager (PM), to the satisfaction, acceptance and approval of the Contracting Officer’s Representative (COR).

5.2 Quality Control: The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. 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 itself and the Government that its work complies with the requirement of the contract. The QCP shall be delivered via electronic mail within thirty (30) calendar days of contract award. Amendments/changes to the QCP shall be delivered to the COR and Contracting Officer (CO) within three (3) calendar days following any change.

5.3 Recognized Holidays: The Contractor is not required to perform service on the following holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Independence Day Christmas Day

5.4 Place of Performance: The primary place of performance will be at the Contractor’s facilities. It is preferred that the work shall be performed within 50 miles of the National Capital Region.

5.5 Security Requirements: Unless stated elsewhere, all Contractor personnel handling Secret material under this contract must have and maintain a final Secret security clearance. The security requirements are in accordance with the attached DD Form 254 which will be provided to the Contractor upon award of the contract. The Contractor shall comply with all security policies and procedures that apply to DoD and DTIC.

The Contractor shall be required to submit a DD Form 1540, Registration for Scientific and Technical Information Services, to DTIC in accordance with the National Security Program (NISPOM). The Contractor shall provide a complete DD1540 upon award. All Contractor personnel working on this task order must be US citizens. In addition, Contractor personnel working on this task order shall be fluent in the English language as exemplified in their written and verbal skills. In addition, all individuals shall be subject to a screening process which includes a criminal background check, drug screening, previous employment verification and proof of U.S. citizenship in accordance with FAR clause 52.222-54.

5.6 Facility Clearance: In line with the Contract’s DD Form 254, the Contractor must have Defense Security Services (DSS) approval and approved Facility Clearance Level (FCL) for safeguarding Secret level DTIC classified documents at the secure warehouse facility with sufficient storage capacity at time of contract award. Storage space up to Secret must be available no later than 30 days after award. To clarify, the Contractor has 30 days from award to make storage space available if it is occupied at time of award, however FCL must be in place at contract award.

Full safeguarding is required by the 30 day mark after contract award. The Contractor may receive shipment before the 30 day mark after award if their storage space is available and safeguarding is available.

5.7 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, material, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. The Contractor's warehouse facility must comply with the facility standards listed at 36 CFR 1234.10, 1234.12, and 1234.14.

5.8 Post Award Orientation/Periodic Progress Meetings: The Contractor agrees to attend any Post Award Orientation convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5 within ten (10) calendar days of contract award. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the CO/COR 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 within five (5) calendar days. These meetings shall be at no additional cost to the Government.

5.9 Contracting Officer’s Representative (COR): The COR will be identified by separate COR Designation Letter.

The COR monitors all technical aspects of the contract and assists in contract administration. 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 notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government Furnished Property, and provide site entry of Contractor personnel at the Government location as necessary. The COR Designation Letter issued to the COR, a copy of which is sent to the Contractor, 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 contract.

5.10 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are

Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

5.11 Contractor Travel: Travel is not anticipated on this task, however, if required, Contractor travel will be performed in accordance with Joint Travel Regulations (JTR). If travel is required, it shall be approved by the COR in writing prior to actual travel. Proposed travel costs shall be included as a separate line item in the Contractor’s Firm Fixed Price quotation, and shall be in accordance with the JTR. Payment for travel shall be on a reimbursable basis.

5.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract in accordance with DFARS 252.227-7015. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/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.

5.13 Transition-In Plan: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the thirty (30) calendar day transition-in/transition-out periods. During transition-in, the Contractor shall coordinate with the current Data Warehouse Contractor to receive the materials, and unpack, catalog, store, and safeguard the materials at a secure storage facility which (preferably) shall be located within 50 miles of the National Capital Region.

5.13.1 The Contractor shall identify points of contact (POCs) for liaison between the Government and other contracted industry partners to ensure a proper and orderly transition and transfer of services and assets between the parties cited.

5.13.2 The Contractor shall ensure minimum disruption to vital Government business. The Contractor shall ensure that there shall be no service degradation during transition.

5.13.3 The Contractor shall establish an overview of the transition efforts and describe the activities to transition, which shall include a schedule with milestones by activity.

5.13.4 The Contractor shall obtain transition knowledge and information regarding risk or problem areas from Government personnel and the current Data Warehouse Contractor.

5.13.5 The current Data Warehouse Contractor uses Bibliovation (a COTS (ILS/LSP) library catalog, a proprietary software, to store and manage the collection’s metadata. They will provide MARC21 metadata to describe and disseminate the STI materials. The Contractor will need a COTS (ILS/LSP) library catalog to house the metadata in MARC21 format.

5.14 Transition-Out Plan: The Contractor shall develop and execute a Transition-Out Plan that shall facilitate the accomplishment of a seamless transition from the Contractor to the Successor Contractor and Federal personnel at the expiration of the contract. During the transition-out period, the Contractor shall work with the Successor Contractor in order to commence full performance of services on the contract expiration date, minimize any decreases in productivity, and prevent possible negative impacts on additional services. The Contractor shall provide the underlying catalog data in a format capable of being read by a variety of Library Services Platforms, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative, Bibliovation from PTFS, or Kuali from Kuali OLE.

The Transition-Out Plan will include information on packing and shipping to the Successor Contractor.

The transition-out period will be for a period of thirty (30) calendar days. The transition-out period shall not interfere with the production efforts of current contract personnel. The Contractor shall provide a Transition-Out Plan no later than (NLT) sixty (60) calendar days prior to expiration of the contract.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.7. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.11. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AD Acquisition Directorate CO Contracting Officer COR Contracting Officer’s Representative CUI Controlled Unclassified Information DACA Days After Contract Award DD Form 1540 Registration for Scientific and Technical Information Services DD Form 254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement DSIAC Defense Systems Information Analysis Center DSS Defense Security Services DoD Department of Defense DoDM 5200.01-V3 DoD Information Security Program: Protection of Classified Information DTIC Defense Technical Information Center FAR Federal Acquisition Regulation GFE Government Furnished Equipment GFI Government Furnished Information GFP Government Furnished Property IAC Information Analysis Center IAW In Accordance With JTR Joint Travel Regulations MSR Monthly Status Report NISPOM National Security Program NLT No Later Than ODC Other Direct Costs OPT.