RFQ_M00263-19-Q-0041_Amendment_0001.docx

M0026319Q0041

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

FOR

ARCHIVES AND PERSONAL PAPERS CATALOGING SUPPORT FOR

PARRIS ISLAND MUSEUM

1. Purpose. The purpose of this requirement is to obtain the services of a contractor for Parris Island Museum - Archives and Personal Papers Cataloging Support.

1.1 Background. The Parris Island Museum, hereinafter called the Museum, is responsible for providing proper stewardship and accountability of its collections. Pursuant to MCO 5750.1H, the Museum is certified as a Command Museum by the National Museum of the Marine Corps and in order to retain that certification, the museum must professionally document and account for their collections, including archives and personal papers, using the best practices of the museum profession. The Command Museums must utilize an automated collections database and maintain legal records and registration files. They must also maintain collections in environmentally controlled storage and exhibition spaces using professional storage and exhibition techniques and materials to ensure that they are preserved for future generations of museum visitors, students, and researchers. The Museums current automated database does not fully meet the requirements of professional and recommended standards for recording archives and personal papers. In order to meet these requirements and continue to retain our certification, the Museum must enter and update the automated archives database and will require the assistance of a contractor for cataloging services.

1.2 Scope. The Museum operates its curatorial offices from Building 111 on Marine Corps Recruit Depot, Parris Island, SC. The archives storage area at the museum holds approximately 1,460 archives and personal paper collections in 226 acid-free document boxes. According to the Museum Collections Policy, found in DepO 5750.4, the Museum's collections includes unpublished materials such as letters, manuscripts, legal documents, scrapbooks, photographs, postcards and music that preserve a record of individual Marines and USMC experiences and accomplishments. The automated archives catalog used by the Museum is Past Perfect. The Archives catalog field names are based on the work of the International Council on Archives (ICA) Ad Hoc Commission on Descriptive Standards. The rules of description for archival material have been detailed in the ISAD(G), International Standard Archival Description (General) document. For more information about the ICA, visit their website at www.ica.org. Detailed definitions of the individual catalog fields are provided in Past Perfect Museum Software Version 5.0 User Guide.

The Museum's personal papers collections are currently cataloged as a group of records with basic descriptions of each set of records. The structure of the database does not meet the descriptive standards and rules as set by ICA, ISAD and Past Perfect guidelines. The Museum requires a full database upgrade in order to improve finding aids and document each record thoroughly. The system must be reworked to catalog individual items, such as letters, diaries, original manuscripts, newspaper clippings, receipts, ledger books, and other personal papers separately with multi-level linking within each set of records. In this system a Collection is defined as the whole of the documents, regardless of form or extent, created and/or accumulated by a particular person, family, or entity in the course of that creator’s activities and functions. The individual records are called a unit of description and may be a single item, a series containing multiple folders, a folder containing multiple documents, or a full set of papers that are treated as a single entity.

As part of the Archives cataloging upgrade effort, the Museum requires a contractor to catalog each unit of description separately using ICA, ISAD and Past Perfect guidelines. Each item will be scanned, uploaded and individual catalog fields entered along with full item descriptions, complete donor and registration information. The scope of this project includes approximately 1,500 archives and personal papers collections. Each collection may contain anywhere from 1 to 500 individual records or units of description. The contractor(s) will catalog into past perfect, scan and upload individual records and properly re-house archives and personal papers in accordance with the standards specified guidelines. Many of the archives and personal papers will require delicate handling due to their fragile state. Methods of handling these fragile archives and personal papers may be unique to each artifact and shall be in accordance with the PWS. As stated above, the archives storage area holds approximately 1,460 archives and personal paper collections in 226 acid-free document boxes. The Museum staff conducted a trial cataloging initiative and selected 5 boxes at random from the collection and, following the new cataloging procedures, entered the required information into the database. This trial indicated that between 13 and 17 hours necessary per document box, with this estimate a rough average of 15 hrs per box equals 3,390 hours to complete the project. (Assuming total of 1,920 actual work hours in the year, an average of 160 hours per month). The museum estimates that the cataloging of the entire archives collection of 226 boxes will require 22 months of on-site cataloging services in order to complete the project (see IGE).

2.0 General Requirements. The Contractor will provide continuous support for Museum cataloging to ensure that 3,840 archives and personal papers are cataloged, photographed, and entered into Past Perfect for the contract period of performance (22 months). The contractor will be required to obtain an IT Level 2 Database clearance. Clearance requirements can be found in SECNAV Manual 5510.30, Chapter 5, https://www.secnav.navy.mil/doni/SECNAV%20Manuals1/5510.30.pdf.

Archives cataloging procedures Detailed will follow the Past Perfect Museum Software Version 5.0 User Guide. The Archives catalog field names are based on the work of the International Council on Archives (ICA) Ad Hoc Commission on Descriptive Standards. The rules of description for archival material have been detailed in the ISAD(G), International Standard Archival Description (General) document. For more information about the ICA, visit their website at www.ica.org.

The Contractor will adhere to these standards, guidelines, and procedures in the development of their performance solution and must request any deviations from the material content of the Past Perfect Cataloging Guidelines, and Collections Management Procedures. Where the Contractor seeks to improve upon the standard, this should be clearly annotated in their request. Where the Contractor is non-compliant the performance standard, this shall be clearly identified and the rationale clearly articulated by the government.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the Museum and the contractor's corporate offices.

2.3.1 Contractor Personnel, Disciplines, and Specialties

The work will require the onsite contractor to be skilled in artifact handling, and also in re-housing the archives and personal papers. The onsite contractor will be required to go up and down stairs to get the artifact boxes on the 3rd floor, and bring them down to the cataloging stations on the 2nd floor. Artifacts will be re-housed with new, archival tissue paper in all cases. In some cases, they will need to be rehoused in a new, archival storage box. The contractor must have a strong background and experience in museum work. Contractor must have earned a bachelor’s degree in history, museum studies, or another related field, but Masters Degrees in those fields are preferred. Contractor must have had at least two years of experience in handling and cataloging museum archives and personal papers at a recognized museum operated IAW the American Alliance of Museums National Standards and Best Practices for U.S. Museums. Contractor must be trained and proficient in the use of Past Perfect Museum Software, and this experience must be documented in prior work experience.

2.3.2 Personnel Administration

The contractor/corporate office shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at the Museum. The contractor is responsible for conducting business, between the hours of 0800 – 1700 local Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor/Corporate Office must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. Alternate work hours advantageous to the best interests of the government shall be mutually agreed upon prior to implementation.

Recognized Holidays:

2.5 Government Furnished Property, Equipment and Services

2.5.1 Services

The Government will provide telephone, e-mail services, and commercial internet service provider service.

2.5.2 Facilities

The Government will provide proper facilities for completion of requirements.

2.5.3 Equipment

The Government will provide desktop computer, work stations, cameras, and measuring devices.

2.5.4 Materials

The Government will provide all packing material.

2.5.5 Government Furnished Information

The Government shall furnish such GFI and system access as is necessary for the contractor to fulfill the requirements of this PWS.

3.0 Performance Requirements

3.1 Using the Catalog Log Book and paper record as the baseline inventory, locate each collection in the Past Perfect database;

3.1.1 Locate the collection on the archives storage unit shelf, and;

3.1.2 Review and correct the associated provenance information in Past Perfect, based on the Catalog Log Book and the collection accessions paperwork files.

3.2 Divide each archives collection into individual units of description, ie. each set of letters, diaries, original manuscripts, newspaper clippings, receipts, ledger books, and other personal papers so that individual items have their own separate entries.

3.2.1 Create a new entry in the database for each individual unit of description, and link each entry back to the original collection in order to create multi-level linking within each set of records

3.2.2 Review and correct the physical description of the collection;

3.2.3 Update the Description for the collection;

3.2.4 Check on the measurements of the collection in linear feet;

3.2.5 Review and update donor/parties information and any associated provenance;

3.2.6 Scan or where necessary due to condition photograph the collection (front and back markings), note physical condition of the collection, renaming and resizing the digital files per MUSEUM standards, and attaching them into Past Perfect.

3.3 Repackage and re-house each collection using archival folders and protectors in all cases. In some cases, they will need to be rehoused in a new, archival folders and protectors;

3.3.1 Place collection back on the appropriate archives shelf;

3.3.2 The collection container (box or tray) will need to be marked with government provided label maker, and moved into storage.

3.3.3 Update the storage location in Past Perfect database.

3.4 Once the final data is entered into Past Perfect, a catalog worksheet must be printed, and filed into the appropriate Object File accessions and collections paperwork files. The scope of work associated with each of these task activities may vary by precedent and volume throughout the performance period, although not substantially.

3.5 Contractor shall provide a monthly report that monitors how long each object is taking to catalog, and a list of every object cataloged for tracking purposes. Performance metrics associated with MUSEUM provisions are provided in the Performance Requirements Summary (PRS).

4.0 Contracting Officer Representative: The Contractor shall coordinate with the Contracting Officer’s Representative (COR) to finalize specific details to include any and all work regarding cataloging and photography to be entered into Past Perfect. The contractor shall coordinate working hours and days with the COR. Core working hours are Monday through Friday, between 8:00 am and 4:30 pm EST., excluding normal Federal holidays. The contractor may not be in the building without government employee present. All data entry work may be checked for accuracy and approved by the COR. Artifact handling and packaging may also be checked and approved by the COR. Mishandling of archives and personal papers may result in immediate suspension of the offending worker, and if so, will require immediate replacement of that worker.

4.1 Security. Access to Government buildings will be granted for contractor and a network account established. Contractor shall abide by the rules of conduct for the installation and the organization that they are supporting. This includes adherence to personal security (e.g., badges) information security policies, and work area access. Any government property issued to Contractor shall be annotated via custody receipt and returned at the conclusion of the individual’s tenure, or the end of the period of performance.

4.2 Data Rights. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the software, source codes of any software, and compile modules 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.

5.0 CONTRACTOR BASE ACCESS

1. INTRODUCTION

The Commanding General (CG), MCRD/ERR PI grants the privilege to gain access to the Depot, conditionally, to those individuals or organizations that meet the minimum qualifications and conform to regulations. CG, MCRD/ERR PI retains the responsibility to suspend or revoke access privileges if necessitated by and action deemed contrary to maintaining good order and discipline aboard this installation. In order to gain access to Marine Corps Recruit Depot, Parris Island (MCRDPI), SC, non-Federal Government and non-DoD issued ID cardholders require identity proofing and vetting to determine fitness and eligibility for access.

All contractor personnel, to include delivery personnel, who perform work on Marine Corps Recruit Depot Parris Island, SC (MCRDPI) for the cited contract must adhere to the Defense Biometric Identification System (DBIDS) process to gain access MCRDPI provided in paragraphs B and C. Individuals operating a vehicle aboard our military installations are required to have a valid, U.S. Driver’s License, registration, and insurance. If an individual has a foreign driver’s license, said individual must also provide a valid Passport. The contractor shall understand and comply with Depot Order 5512.12A Access Control Regulations.

Marine Corps Installations across the region are transitioning to a new government-owned access control system called Defense Biometric Identification System (DBIDS). This new and enhanced system replaces RAPIDGate and MCESS for contractors and other non-DoD-affiliated personnel requiring installation access. DBIDS is already installed at more than 320 sites with over 5 million registered personnel and unlike previous systems, this one is a free service.

In order to reduce wait time when exchanging your RAPIDGate/MCESS credential, it is highly recommended each applicant pre-register at https://dbids-global.dmdc.mil/enroll#!/.

1. DBIDS ACCESS

DBIDS credentials is now being issued as of October 1, 2018. If you currently hold a valid Common Access Card (CAC), dependent ID card, reserve ID card, or retiree ID card, issued by the Defense Enrollment Eligibility Reporting System (DEERS), no further action is required.

You will be automatically enrolled in DBIDS when your ID card is initially scanned at the gate. Expect a one-time delay of 3-6 seconds as the DBIDS system initially registers your information.

CURRENT CONTRACTORS

· DBIDS credentials will be valid for the duration of your contract, not to exceed five years; however, re-vetting of individuals’ information will occur each year.

· RAPIDGate/MCESS credentials are still being accepted at Parris Island Depot. An exact termination of RAPIDGate is 31 December 2018.

NEW CONTRACTORS

The contractor shall submit a written request on company letterhead to the Contracting Office listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The format for the letter will be provided by the Contracting Office. In addition to the aforementioned letter, the contractor must also submit a contractor information sheet on each employee. A template for the letter and contractor informational sheet template will be provided upon contract award. The Contracting Office will endorse the request and forward to the Depot Security Manager Office for processing. This information must be provided to the assigned Contract Specialist and/or Contracting Officer for the contract at least two (2) weeks prior to start of the contracts period of performance.

Contractors must do the following in order to obtain a base access card:

· Submit Contractor Application Form and cover sheet to the Contracting Office

· The Contracting Office will send the form to G3 Security

· Once cleared (weekly list sent out), pre-register at DBIDS

· Google DBIDS (1st link)

· https://dbids-global.dmdc.mil/enroll#!/

· Take QR code to PMO for badge

· If cleared with the Air Station, an application still needs to be submitted to Security at Parris Island but we will reciprocate off of their cleared/not cleared for base access.

· New contractors requiring access for over 60 days will receive a credential valid for up to one year.

· New contractors requiring access for less than 60 days will receive a temporary paper pass.

Pending means that there were issues that our office needs to review to determine if the individual will or will not be denied base access.

If you have questions regarding the exchange of a current RAPIDGate/MCESS credential for DBIDS or you are a new contractor seeking enrollment into DBIDS, please contact the Security Office at 843-228-4174.

1. Contractor’s Responsibility A criminal background check conducted by the MCRDPI Security Manager’s Office shall be required for all contractor personnel who make frequent visits to or perform work on the MCRDPI cited in the Contract, prior to the start date of the contract. Contractors are required to review any proposed employee prior to submitting their names for the background check. Depot access will be denied if it is determined that the personnel requesting access are within one of the following categories:

1. On the National Terrorist Watch List.

1. Illegally present in the United States.

1. The subject to any outstanding warrant or criminal summons.

1. Has knowingly submitted an employment questionnaire with false or fraudulent information.

1. Has been issued a debarment order and is currently banned from any military installation.

1. A prisoner on work-release program or currently on felony probation/parole.

1. A registered sex offender.

1. Membership within the previous 10 years in any organization that advocated the overthrow of the U.S. Government or affiliated with any active gang.

1. Is pending any felony charges.

1. Has been convicted of a felony within the last ten (10) years.

1. Has multiple (three or more) misdemeanor criminal offenses to include, but not limited to:

10. Drug Offenses

10. Offenses of violence

10. Weapons offenses including those where the weapon was used as either the means of the violence or threat of violence

10. Larceny/theft

1. Any reason the Installation Commander deems reasonable for good order and discipline.

No physical badge will be issued. If a contractor’s proposed employees requiring access meet the required criminal background check, upon entry, each contractor employee must present a valid form of identification (Driver’s License). At the front gate, the Provost Marshall’s Office will screen each contractor employee against MCRDPI Security Manager’s Office listing of approved contractor employees. The operator of the motor vehicle must also provide valid registration and current insurance.

1. ADDITIONAL BASE ACCESS GUIDANCE

1. All vehicles are subject to search

1. No Illegal Drugs

1. Firearms are prohibited

1. Fireworks are prohibited

1. Strictly obey speed limits

1. No Cell Phone use while driving

1. DO NOT enter any training, unauthorized, or restricted areas.

1. Military Police Contact Information

0. Emergency Dial – 911

0. Non-Emergency Dial – 843.228.3444

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Quality of Work Performed: Use of resources to provide acceptable or better results through the following:

· Proper handling of all archival materials

· Division of archival collection into units of description.

· Entry of accurate catalog information into Past Perfect database using nomenclature; scanning and upload of individual entries.

· Review and update of donor/parties and associate provenance.

· Proper packaging of archival materials in archival boxes

· Proper labeling of boxes

· Entering proper box and shelving location codes into database.

> 98% accuracy of all data entered into Past Perfect database

There will be no archival materials damaged while handling or moving them for the cataloging process

All boxes will be appropriately marked with provenience and accession data.

All archival materials will be properly housed to prevent future damage during movement and storage

An average of between 10 and 11 archival boxes per month

- Daily checks by curators and COR

- Weekly and Monthly reports by contractor on progress of cataloging, and what archival materials have been cataloged

- Spot checks on database files to review entries

-Daily checks on archival material handling and packing

Consequence of Non-compliance

- Must replace inadequate labor -Termination of contract if adequate labor cannot be provided

Responsiveness: Effective use of contractor resources to meet ongoing work requirements specified in the PWS including:

· Providing effective responses to requirements/ reallocations of labor within the PWS; and

· Effective balancing of resources to accomplish work requirements without sacrificing priorities, or creating unstable performance;

Response provided to COR within 24-hrs., strategy provided to COR <48-hrs. from notification, including:

- Periodic assessment by the COR as to the thoroughness of the response;

- Reconciled monthly by COR and tracked as a 3-mos.

moving average.

Consequence of Non-compliance

- Contractor Consideration

Planning: Includes the effective use of the PWS as a task management tool, assignment of staff to work tasks, and effectively managed across contract levels, including:

· Coordination with COR; and

· Thoroughness of resources;

PWS stability and forecast use of labor resources to meet quality standards without increasing current performance scope (e.g., change orders <1%); and

-Number of change orders submitted to COR and PCO;

-Reconciled monthly by COR and tracked as a 3-mos. moving average.

Consequence of Non-compliance

- Contractor Consideration

Staffing: Includes selection of qualified staff to meet requirements:

· Adequacy of skills, experience of staff to meet requirements;

· Use of team members, to ensure most qualified capabilities are applied; and

· Responsiveness and use of staff within the PWS framework for workload management.

Staff stability maintained at 90% of target PWS allocation;

New hires within 30-days of notification of vacancy; Subcontractor staffing pulls <10-days from notification of vacancy; and <14-days backfill for unscheduled staff departures.

-Assessment by the

COR;

-Reconciled monthly by COR and tracked as a 3-mos. moving average.

Consequence of Non-compliance

– Extended periods of vacancy for staff, or consequential impacts to performance may warrant financial consideration

- Termination

SECTION H - SPECIAL CONTRACT REQUIREMENTS

The following have been added by full text:

52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014)

In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

THIS STATEMENT IS FOR INFORMATION ONLY: IT IS NOT A WAGE DETERMINATION

Employee Class Monetary Wage-Fringe Benefits

Fringe 30% of Base Rate

(End of clause)

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS

The following have been modified:

MCRDPI INSTRUCTIONS ADDENDUM

52.212-1 Addendum

1. Solicitation number M00263-19-Q-0041 is issued as a Request for Quote (RFQ) using the commercial procedures in accordance with FAR Part 12 and Simplified Acquisition Procedures FAR Part 13. This is an 100% Small Business Set-a-Side solicitation, and the North American Industrial Classification System (NAICS) code for this requirement is 519120 with a size standard of $15K.

2. Quote Deliverables

A. Offeror shall complete provision provisions as provided in Section K and submit with quote, or complete the Reps and Certs in the System for Award Management (SAM) and reference SAM completion in quote.

B. OFFEROR TO COMPLETE BLOCKS 12, 17 (include Offeror name, Point of Contact, Cage code, Duns code, and Tax ID #), 23, 24, AND 30(30a through 30c) on page 1 of the SF 1449.

C. Offeror must acknowledge all solicitation amendments.

D. Proposals must be good for 45 days from the closing date of the solicitation.

E. DFARS 252.204-7011 is provided in the solicitation. Government recognizes that the line item structure in this solicitation may not conform to every offeror’s practices. Offerors are invited to propose an alternative line item structure for items on which bids, proposals, or quotes are requested in this solicitation to ensure that the resulting contract structure is economically and administratively advantageous to the Government and the Contractor.

F. In support of the Government's evaluation, the Government must make Fair and Reasonable Determination. To support this determination, it is requested that the offeror provide a detailed price breakdown with the quote and other supporting information, to include but not limited to pricing for same or similar purchased by the Federal government and/or other entities.

4. Offeror Submissions:

a. Fax submission is not acceptable. Offerors can submit via email to the points of contact below. Size limitation on attachments is 5MB.

b. Submission via the U.S. Postal Service or by courier (FedEx, UPS, etc.) shall be addressed for delivery to the

Following physical location:

Regional Contracting Office Attn: Vanessa Rodgers

BLDG 159, MCRD/ERR

P.O. Box 5069 Parris Island, SC 29905

5. Government Points of Contact:

Primary POC Vanessa Rodgers vanessa.rodgers@usmc.mil 843-228-1980 Office

Secondary POC Charles R. Small rodney.c.small@usmc.mil 843-228-2151 Office

(End of Summary of Changes) image1.wmf