C10 HQ0516-24-R-0072 Media Digitization Amendment 0001v2.pdf

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)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to revise the SOW, Instructions to Offerors, Clause 52.216-19, and Attachment 02 - Pricing Matrix. To post the QA government responses and add clause FAR 52.212-4 (Alt 1) incorporated by reference..

1. CONTRACT ID CODE PAGE OF PAGES

J 1 46

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

16C. DATE SIGNED

BY

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. 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 HQ051624R0072

X 9B. DATED (SEE ITEM 11)

12-Aug-2024

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 is extended, X 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

04-Sep-2024

CODE

DEFENSE MEDIA ACTIVITY

6700 TAYLOR STREET

FORT MEADE MD 20755

HQ0516 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been modified:

52.212-1 ADDENDUM

Section SF 30 - BLOCK 14 CONTINUATION PAGE

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 mailto:Courtney.R.Russell%20.civ@mail.mil mailto:Nicole.R.Dorsey.civ@mail.mil mailto:Courtney.R.Russell.civ@mail.mil mailto:Nicole.R.Dorsey.civ@mail.mil

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.

• Describe and demonstrate a clear and comprehensive methodology for providing the Government quality assurance and quality control in accordance with the SOW, to include providing a physical security plan IAW SOW paragraph 5.3.2.1. and a continuity of operations (COOP) plan IAW SOW paragraph 5.3.3.1.

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 revised 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 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.

• Describe and demonstrate a clear and comprehensive methodology for providing the Government quality assurance and quality control in accordance with the SOW, to include providing a physical security plan IAW SOW paragraph 5.3.2.1. and a continuity of operations (COOP) plan IAW SOW paragraph 5.3.3.1.

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

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The cost constraint NTE has been added.

CLIN 0003

This CLIN has been renumbered to CLIN 0004.

The unit of issue has changed from Job to Lot.

CLIN 1003

This CLIN has been renumbered to CLIN 1004.

CLIN 2003

This CLIN has been renumbered to CLIN 2004.

CLIN 3003

This CLIN has been renumbered to CLIN 3004.

CLIN 4003

This CLIN has been renumbered to CLIN 4004.

CLIN 0003 is added as follows:

ITEM NO SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

1 Lot

Travel and ODC Ordering Year 1 Cost Contractor Travel and ODCs IAW SOW 1.13 and 1.14. All travel and ODCs must be approved by the Government in advance of the cost being accrued or incurred by the Contractor. The Government will reimburse Contractor’s actual costs. All contractor travel and ODC requirements will be specified in the individual task order. The Not to Exceed (NTE) Ceiling for this CLIN is $10,000.00. Offerors are to enter this plug-in amount of $10,000.00 in the proposal for this CLIN. Any value less than or greater than $10,000.00 will not be accepted.

FOB: Destination

PSC CD: R699

TOT MAX PRICE

CEILING PRICE

CLIN 1003 is added as follows:

Travel and ODC Ordering Year 2 Cost Contractor Travel and ODCs IAW SOW 1.13 and 1.14. All travel and ODCs must be approved by the Government in advance of the cost being accrued or incurred by the Contractor. The Government will reimburse Contractor’s actual costs. All contractor travel and ODC requirements will be specified in the individual task order. The Not to Exceed (NTE) Ceiling for this CLIN is $10,000.00. Offerors are to enter this plug-in amount of $10,000.00 in the proposal for this CLIN. Any value less than or greater than $10,000.00 will not be accepted.

CLIN 2003 is added as follows:

Travel and ODC Ordering Year 3 Cost Contractor Travel and ODCs IAW SOW 1.13 and 1.14. All travel and ODCs must be approved by the Government in advance of the cost being accrued or incurred by the Contractor. The Government will reimburse Contractor’s actual costs. All contractor travel and ODC requirements will be specified in the individual task order. The Not to Exceed (NTE) Ceiling for this CLIN is $10,000.00. Offerors are to enter this plug-in amount of $10,000.00 in the proposal for this CLIN. Any value less than or greater than $10,000.00 will not be accepted.

CLIN 3003 is added as follows:

Travel and ODC Ordering Year 4 Cost Contractor Travel and ODCs IAW SOW 1.13 and 1.14. All travel and ODCs must be approved by the Government in advance of the cost being accrued or incurred by the Contractor. The Government will reimburse Contractor’s actual costs. All contractor travel and ODC requirements will be specified in the individual task order. The Not to Exceed (NTE) Ceiling for this CLIN is $10,000.00. Offerors are to enter this plug-in amount of $10,000.00 in the proposal for this CLIN. Any value less than or greater than $10,000.00 will not be accepted.

CLIN 4003 is added as follows:

Travel and ODC Ordering Year 5 Cost Contractor Travel and ODCs IAW SOW 1.13 and 1.14. All travel and ODCs must be approved by the Government in advance of the cost being accrued or incurred by the Contractor. The Government will reimburse Contractor’s actual costs. All contractor travel and ODC requirements will be specified in the individual task order. The Not to Exceed (NTE) Ceiling for this CLIN is $10,000.00. Offerors are to enter this plug-in amount of $10,000.00 in the proposal for this CLIN. Any value less than or greater than $10,000.00 will not be accepted.

DELIVERIES AND PERFORMANCE

The following Delivery Schedule for CLIN 0004 has been added:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 23-SEP-2024 TO

22-SEP-2025

N/A N/A

The following Delivery Schedule for CLIN 1004 has been added:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 23-SEP-2025 TO

22-SEP-2026

The following Delivery Schedule for CLIN 2004 has been added:

CAGE

POP 23-SEP-2026 TO

22-SEP-2027

The following Delivery Schedule for CLIN 3004 has been added:

CAGE

POP 23-SEP-2027 TO

22-SEP-2028

The following Delivery Schedule for CLIN 4004 has been added:

CAGE

POP 23-SEP-2028 TO

22-SEP-2029

INSPECTION AND ACCEPTANCE

The following Acceptance/Inspection Schedule was added for CLIN 0003:

INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

Destination Government Destination Government

The following Acceptance/Inspection Schedule was added for CLIN 1003:

The following Acceptance/Inspection Schedule was added for CLIN 2003:

The following Acceptance/Inspection Schedule was added for CLIN 3003:

The following Acceptance/Inspection Schedule was added for CLIN 4003:

The following have been added by reference:

52.212-4 Alt I Contract Terms and Conditions--Commercial Products and

Commercial Services (NOV 2023) Alternate I

NOV 2021

The following have been added by full text:

QA RESPONSES

Reference Question/Comment GOVERNMENT

RESPONSES 1.

RFP Attachment 02 CLIN 0001 Item #43 and #44

The annual tabs on the sheet list the same quantities each year. Given for item #43 it lists 200 and for item #44 it lists 300 is the total quantities of 16 and 35mm film 1,000 and 1,500 respectively?

This estimate is for run time. Length will vary but typically 30 minutes per reel

2.

RFP Attachment 02 CLIN

There are five CLIN 0001 tabs, one for each contract year. Pricing appears to be for a price catalog based on estimated quantities to be digitized. Each year has the same quantities of materials. Can the contractor assume that the total quantity to be digitized are five times what is listed on each tab?

The amount of equipment and labor is directly related to the volume specified and this affects the unit price computation. The volumes on some of the media types are large and software/hardware expenditures will have to be calculated. For the contractor to provide a fixed unit price there needs to be a minimum commitment on the volume of materials to be provided on an annual basis.

RFP page 33 lists $10,000 as the guaranteed minimum on the first ordering year. This will not allow the computation of a reasonable unit price.

Please provide a commitment on the types and volumes of materials to be provided on an annual basis or provide a minimum total dollar value for each type of material to bi digitized on an annual basis.

This an Indefinite- Delivery/Indefinite Quantity (ID/IQ) contract in accordance with FAR 16.504. As such, the Government is only obligated to order the ‘minimum’ amount as stated in FAR 52.216-19 and FAR 52.216-22. The Government is not required to order a ‘minimum’ quantity or amount on an annual basis. All quantities identified in Attachment 02 (Pricing Matrix) are only estimates that will be used by the Government to derive the ’maximum’ quantity and dollar amount for this ID/IQ contract. When the Government requires the services in

Reference Question/Comment GOVERNMENT RESPONSES accordance with the SOW, a task order will be issued against the basic ID/IQ contract for that individual requirement.

3.

RFP Section I.A General Instructions

This section states that “this acquisition is a 100% total small business set-aside”. Will the Government please clarify what "total small business set-aside" means. Does it totally preclude a small business from having a large business subcontractor for any percentage of the work?

Set aside for businesses designated as small business by SBA guidelines (also see FAR 52.219-6 that is applicable to this RFP). All subcontracting under this requirement is subject to FAR 52.219- 14.

4.

RFP Section 1.4, Objectives

This section states, “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).” Shipping price varies drastically based on the quantities shipped. Will the Government please provide guidance as to how we are to price shipping as quantities to be digitized have not been specified.

Please see revised CLIN structure (addition of CLIN X003 Contractor Travel and Other Direct Costs), and the revised Attachment 02

– Pricing Matrix.

Please note for CLIN X003 there is a Government provided NTE Amount of $10,000.00. Offerors are to use this provided amount in their proposal.

5.

Pricing Spreadsheet

CLIN 66 is “Shipping (to/from Government)(actual cost)” with a quantity of 6.

Will the Government please clarify the following:

a. Are all items to be picked up at the DMA site in Riverside, CA?

b. Is the Riverside pick up site one of the 6?

c. What are the items, quantities and locations of the sites to which items are to be shipped?

d. What does “actual cost” mean?

DMA requirements will ship from Riverside, CA.

Additionally, please refer to response in Question #4.

6.

SOW paragraph 5.2.4.6

This paragraph states, ‘The Government uses controlled vocabulary within a thesaurus structure, and other metadata standards.” Will the Government please provide documentation of the vocabulary, thesaurus and other metadata standards?

Yes, the Government will provide to the awarded contractor.

7.

SOW paragraph 5.2.4.7

This paragraph states, “Delivery of digitized media by hard drive or upload to Government designated FEDRAMP Commercial cloud storage”. Will the Government please confirm that the FEDRAMP Commercial cloud storage will be provided by the Government?

Please see revised SOW Para 5.2.4.7.

RESPONSES 8.

SOW paragraph 5.2.3.3

This paragraph states, “Archival research for subject matter”. Will the Government please expand on the nature of the archival research as to whether it entails the identification of a media asset in possession by PTFS to be sent to the Government electronically in the form of a ‘document request” or will it also entail the need to capture contextual information from the asset to be sent to the Government?

Please see revised SOW paragraph 5.2.3.3.

9.

SOW paragraph 5.2.3.2

This paragraph states, “Captioning and key wording for digitized media assets (where caption information is provided with media)”. Will the Government confirm that captioning and key wording will be captured from only existing caption information on a media asset and will not also entail the addition of captioning and key wording if it is not present on the media asset?

Please see revised SOW paragraph 5.2.3.2.

10.

CLIN 0001 Task(s) 60 & 61

These are line items, “Transcription of handwritten metadata for (4 fields and caption/description)” and “Transcription of typewritten metadata (4 fields and caption/description)”.

a. Will the Government confirm that one

(1) record is comprised of 4 fields and caption/description?

b. Will the Government provide an example of the 4 fields and caption/description data?

c. Will the Government confirm that the quantities listed for Task(s) 60 & 61 equals number of metadata records?

a. Yes, one (1) record is comprised of 4 fields and caption/description.

b. Typical examples are:

Record identification number, barcode, caption, and file number

c. Yes, These numbers are estimated total quantities for all task

11.

SOW paragraph 5.2.3.1

This paragraph states, “Media identification and barcoding (assign record number and barcode)”.

a. Will the Government confirm this task will be performed for all incoming media assets or will some incoming media assets have existing barcoding that has to captured and/or utilized?

b. Will the barcoding information need to be tied to an existing Government database?

Please see revised SOW paragraph 5.2.3.1.

12.

SOW paragraph 1.2

This paragraph states,” 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.” Will the Government confirm these exceptions are reflected in CLIN 0001 with such Task(s) 8

Yes, these exceptions are reflected in CLIN 0001.

RESPONSES “Rehousing materials in acid free sleeves (each)”, 34 “Videotape baking (if required by condition)”, and 53 “Audiocassette rehousing (if required by condition)”?

13.

CLIN 0001 Task(s) 5

The line item states, “Digitization of aerial film rolls (91/2” X 10’ up to 250’) per photo”. Will the Government confirm that the quantity of 85,000 is the number of photos and not number of aerial film rolls?

This is an estimated number of images.

The rolls vary in length from 100’ up to 250’ The size indicated is the actual image size of the image on the film roll.

14.

CLIN 0001 Task(s) 5

The line item states, “Digitization of aerial film rolls (91/2” X 10’ up to 250’) per photo”. Will the Government provide any information on the state and condition of all of the film but especially the aerial film rolls. What percentage would require mitigation or preservation in order to be scanned beyond standard cleaning and preparation?

This is entirely dependent on the local condition and method of storage. The task is dependent on the specific condition of the film roll. A majority will not need mitigation.

15.

RFP Attachment 01 A5 Attachment 02 Pricing Matrix, and General Information page 33

Attachment 01 lists a range of estimated workload data; 0-6,000 for motion media; 0- 20,000 for still media; Irregular for Obsolete or unusual format Imagery. Attachment 02 provides an estimated list of quantities of materials to be processed.

The volume of materials that are committed to be digitized has a significant impact on the unit price. The volumes on some of the media types are large and software/hardware expenditures will have to be calculated. The amount of equipment and labor is directly related to the volume. For the contractor to provide a fixed unit price there needs to be a minimum commitment on the volume of materials to be provided on an annual basis.

RFP page 33 lists $10,000 as the guaranteed minimum on the first ordering year. This will not allow computation of a reasonable unit price.

To compute a price that is in the best interest of the government please provide a realistic volume of each type of material that will committed to for each year of the contract or list a minimum total dollar value for each media type.

Refer to response in Question #2.

16.

RFP Attachment 01 A5 Attachment 02 Pricing Matrix, and General Information page 33

We assume that there will be a priority for the materials to be digitized over the five-year period of performance. Attachment 2 has a tab that lists the same quantities of materials for all five years.

The amount of equipment and labor is directly related to the volume specified and this affects the unit price computation.

RFP page 33 lists $10,000 as the guaranteed minimum on the first ordering year. This will not

Refer to response in Question #2.

RESPONSES allow computation of a reasonable unit price.

Please provide a commitment on the types and volumes of materials to be provided on an annual basis or provide a minimum total dollar value for each type of material to bi digitized on an annual basis.

17.

RFP Page 82 Records Management Clause

Section C Requirements requires that NARA records policies be adhered to and Section C.3 requires that all records must be managed IAW with Federal law.

Executive order M-23-07 (https://www.whitehouse.gov/wp-content/uploads/2022/12/m_23_07-m-memo-electronic-records_final.pdf) section 1.6 requires that “No later than December 31, 2023, NARA will finalize ERM standards and requirements for ERM solutions and services under the Federal Electronic Records Modernization Initiative (FERMI), NARA’s comprehensive Government-wide strategy for procuring records management solutions and services. Agencies should use FERMI resources to comply with records management policies and mandates from NARA and OMB, including the requirements above”.

Is it correct to assume that the contractor must manage digitized records using NARA ERM compliant records management software while the data is in the contractors possession?

Yes, the contractor must digitized records using NARA ERM compliant records management software while the data is in the contractors possession.

18.

RFP Page 6 Past Performance Volume III

Are client authorization letters only required for commercial contracts and not for Past Performance for government clients?

Yes, client authorization letters are only required for a commercial customer, and not any federal government customers.

19.

RFP page 8 Basis for award

RFP page 8 II. A. 1. States that; “This is a best value source selection” while the last sentence states that this is LPTA. Could the Government please clarify?

In accordance with FAR 15.101 Best value continuum, “An agency can obtain best value in negotiated acquisitions by using any one or a combination of source selection approaches…” As such, there are two source selection approaches for the Government to obtain best value: 1) tradeoff source selection process (see FAR 15.101-1), and 2) lowest price technically acceptable https://www.whitehouse.gov/wp-content/uploads/2022/12/m_23_07-m-memo-electronic-records_final.pdf https://www.whitehouse.gov/wp-content/uploads/2022/12/m_23_07-m-memo-electronic-records_final.pdf https://www.whitehouse.gov/wp-content/uploads/2022/12/m_23_07-m-memo-electronic-records_final.pdf

RESPONSES source selection process (see FAR 15.101-2). As stated in the RFP, this requirement will be awarded on lowest price technically acceptable (LPTA).

20.

RFP page 8 Basis for award

RFP page 8 II. A. 3. State that “Proposals will be evaluated for acceptability, but not ranked using the non-cost/price factors”.

RFP RFP page 8 II. A. 1. States that, “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” .

Could the Government please clarify?

Please refer to FAR 15.101-2 for an explanation of the lowest price technically acceptable source selection process. Additionally, per the RFP, “Basis for Award” for 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…” Thjs means that Factor 3 -Price is not scored or rated as “acceptable” or “not acceptable.”

21.

RFP Page 7 Cost/Price Volume IV; RFP page 8

Basis for award

There is a statement on page 7 that says “Price will not be…