MCMDRFQ.doc

NATIONAL ARCHIVES AND

RECORDS ADMINISTRATION

REQUEST FOR QUOTE (RFQ)

FOR

MUSEUM COLLECTIONS MANAGEMENT

DATABASE

RFQ: NAMA-11-Q-0050

June 28, 2011 Dear Offerors:

The National Archives and Records Administration (NARA) is planning to issue an award for the Museum Collections Management Database. You are invited to submit a quotation utilizing Enclosure 1, Schedule of Prices for the Archival Description and Authority Tools specified in Enclosure 2, Performance Work Statement (PWS), under Request for Quotation (RFQ) NAMA-11-Q-0050. The quotation will be submitted in accordance with the procedures outlined in Enclosure 5, Quote Submission Instructions.

For your quote to be considered responsive, you must submit the following items not later than 3:00 PM EST on July 29, 2011:

1. CD in a Microsoft Excel software file and four paper copies of the Schedule of Prices (Enclosure 1);

2.

CD and five paper copies of the past performance information (see Enclosure 5, Paragraph 1.d);

3. CD and five paper copies of the personnel resumes (see Enclosure 5, Paragraph 1.a;

4.

Written preliminary hardware and software requirements to implement the proposed solution. Submission will provide the software architecture. Estimated hardware and software cost shall be included in Enclosure 1, Schedule Prices.

5.

Estimated time required to adequately demonstrate the functional requirements in section 6 and attachment 5. The lack of a submission will be assumed that time allotted in enclosure 6(3) (90-minutes) is sufficient.

6.

Contractor signed certification that solution meets Canadian Heritage Information Network (CHIN) Museum database standards and/or indicate Spectrum Partnership.

NOTE: Items 2, 3, and 4 may be on the same CD/volume but must be submitted separate from any pricing data. Also, all electronic data must be submitted to the Contract Specialist (CS) by email.

*In order to facilitate the processing of Offeror’s quotations, NARA requests that Offerors submit the Past Performance portion of their Technical Quotation by July 15, 2010 3:00 P.M. EST, which is approximately two weeks prior to the submission of the remainder of the Quotation package.

To aid you in your planning and quote development, the following information is provided as enclosures to this RFQ:

Enclosure 1 Schedule of Prices;

Enclosure 2 Clauses

Enclosure 3 Performance Work Statement (PWS);

Enclosure 4 Contract Administration provides contract administration information and requests that certain data be provided by your firm;

Enclosure 5 Terms and Conditions provides additional clauses that will be included as part of the contract when it is issued;

Enclosure 6 Quote Submission Instructions;

Enclosure 7 Evaluation Factors for Award, describes how NARA will evaluate the quote;

Enclosure 8 Relevant Past Performance Questionnaire This request does not commit the Government to pay for any costs incurred in the preparation of this quotation or to contract for the supplies or service. The Offeror shall provide a detailed accounting of all NARA Contracts which the Offeror is actively performing as the Prime or Sub-Contractor. Should the Offeror have an existing order or contract with NARA, it is in NARA's sole discretion to allow the Offeror to participate in the competition for this award as the size and complexity of the existing order or contract may preclude the Offeror from providing viable service to NARA, per the terms of this PWS, in an environment with a properly executed firewall in place. All written information identified above must be submitted to the Contracting Specialist (CS) at the following address:

Mr. Damon Nevils

National Archives and Records Administration

Acquisition Services Division (NAA)

8601 Adelphi Road, Room 3340

College Park, MD 20740

Additionally, any questions regarding this RFQ and any terms and conditions shall be submitted in writing to Mr. Nevils not later than July 20, 2010, 3:00PM EST. Mr. Nevils may be reached via e-mail at damon.nevils@nara.gov .

If you do not wish to submit a quote for this effort, you are requested to notify Mr. Nevils, preferably via e-mail, as soon as possible.

Mr. Michael W. Knowles Contracting Officer

ENCLOSURE 1

SCHEDULE OF PRICES

NOTE: Insert unit prices proposed for each CLIN for each year. The Total Price for each year will be determined by adding the individual CLIN prices for each year in the tables. The Total Contract Price will be determined by summing the yearly Total Prices of the Base Year and all Option Years. CLIN = Contract Line Item Number; PWS = Performance Work Statement; NSP = Not Separately Priced; The Government reserves the right to purchase, throughout the performance period, any combination of optional CLINs at the fixed monthly price in quantities that may be less than 12 months. The Offeror must provide optional CLIN personnel within 30 days of notice.

The CLIN descriptions are generic and provided for guidance only, including Government and Client site designations. Offerors should provide CLIN descriptions that are commensurate with their individual schedule descriptions and the nature of work to be performed. Furthermore, should Offerors deem it necessary to add additional CLINs or Labor Categories in a particular performance period, simply add/enumerate accordingly. This is a quotation and the Government is interested in the sound business perspective and judgment of the Offerors. The Government does not guarantee that it will exercise each CLIN in a given period.

Offerors must provide a schedule in the price quotation that clearly details the breakdown of the proposed monthly prices by labor category, labor hours, labor rates, materials, equipment, supplies, etc. All other direct cost (ODC) items other than those provided in the schedule by the Government must be separately priced, identified, and explained. The Offeror must clearly identify other ODCs as exceptions to the Schedule of Prices. Any ODCs accepted by the Government will be clearly identified in the ODC line item text at award. Those not included in the text at award will be excluded by omission.

In addition to hard copy information, in order to expedite review of the quotation, Offerors must submit an electronic copy on CD in a format compatible with the Microsoft Excel software program. NARA utilizes these disks during the review of quoted prices for such things as math checks, the use of correct escalation, and other evaluation procedures. Offerors must include the formulas and factors used in calculation of the data.

Pricing Table

Not all Base Year CLINs will be funded during the performance period. Funds for the various phases of the contract will be provided as required. Tasks not funded during the base performance period may be funded in subsequent performance periods.

Qty.

Unit Price Estimated

Total Price

(PWS Sections 8.2)

Contractor will provide project management and all requirements in accordance with the PWS.

Task 2 - Configure/Customize Solution (PWS Section 8.3)

Contractor will provide Configuration and customization in accordance with the PWS.

(PWS Section 8.4)

Contractor will install solution at pilot site and provide training in accordance with the PWS.

(PWS Section 8.5)

Contractor will install solution at all identified facilities in accordance with the PWS.

(PWS Section 8.5)

Contractor will provide training in accordance with the PWS.

Base Training Period - Option period 3 -

Option Period 5 -

Option Period 7 -

(PWS Section 8.6)

Contractor will provide software maintenance and support in accordance with the PWS.

Base Period-

Option 1-

Option 2-

Option 3-

Option 4-

Option 5-

Option 6-

Option 7-

Option 8-

Option 9-

(time and Materials) Contractor will provide additional services as required at the rates established in this CLIN.

List of Labor Categories:

CLIN = Contract Line Item Number. G = Government Site. C = Contractor Site. NSP = Not Separately Priced. NTE = Not To Exceed. Snr = Senior

TOTAL ESTIMATED PRICE FOR BASE YEAR

(CLINs 0001 through 0008):

ENCLOSURE 2

Contract Clauses

CLAUSES INCORPORATED BY REFERENCE:

52.212-4 -- Contract Terms and Conditions -- Commercial Items.

(Jun 2010)

52.232-18 -- Availability of Funds.

(Apr 1984)

CLAUSES INCORPORATED BY FULL TEXT

52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items.

(May 2011)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)).

____ Alternate I (AUG 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the contracting officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.] _X__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402).

___ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)).

___ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub L. 111-5) (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009).

___ (4) 52.204-10, Reporting Executive compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note).

___ (5) 52.204-11, American Recovery and Reinvestment Act—Reporting Requirements (Jul 2010) (Pub. L. 111-5).

_X__ (6) 52.209-6, Protecting the Government’ Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Dec 2010) (31 U.S.C. 6101 note). (Applies to contracts over $30,000). (Not applicable to subcontracts for the acquisition of commercially available off-the-shelf items).

___ (7) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (section 740 of Division C of Public Law 111-117, section 743 of Division D of Public Law 111-8, and section 745 of Division D of Public Law 110-161).

___ (8) 52.219-3, Notice of Total HUBZone Set-Aside or Sole-Source Award (Jan 2011) (15 U.S.C. 657a).

___ (9) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 2011) (if the offeror elects to waive the preference, it shall so indicate in its offer)(15 U.S.C. 657a).

___ (10) [Reserved]

___ (11) (i) 52.219-6, Notice of Total Small Business Aside (June 2003) (15 U.S.C. 644).

___ (ii) Alternate I (Oct 1995) of 52.219-6.

___ (iii) Alternate II (Mar 2004) of 52.219-6.

___ (12) (i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).

___ (ii) Alternate I (Oct 1995) of 52.219-7.

___ (iii) Alternate II (Mar 2004) of 52.219-7.

___ (13) 52.219-8, Utilization of Small Business Concerns (Jan 2011) (15 U.S.C. 637(d)(2) and (3)).

___ (14) (i) 52.219-9, Small Business Subcontracting Plan (Jan 2011) (15 U.S.C. 637 (d)(4).)

___ (ii) Alternate I (Oct 2001) of 52.219-9.

___ (iii) Alternate II (Oct 2001) of 52.219-9.

___ (iv) Alternate III (July 2010) of 52.219-9.

___ (15) 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)).

___ (16) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

___ (17) (i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Oct 2008) (10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer).

___ (ii) Alternate I (June 2003) of 52.219-23.

___ (18) 52.219-25, Small Disadvantaged Business Participation Program—Disadvantaged Status and Reporting (Dec 2010) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323).

___ (19) 52.219-26, Small Disadvantaged Business Participation Program—Incentive Subcontracting (Oct 2000) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323).

___ (20) 52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (May 2004) (15 U.S.C. 657 f).

_X__ (21) 52.219-28, Post Award Small Business Program Rerepresentation (Apr 2009) (15 U.S.C. 632(a)(2)).

___ (22) 52.219-29, Notice of Total Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Apr 2011).

___ (23) 52.219-30, Notice of Total Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the WOSB Program (Apr 2011).

_X__ (24) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

_X__ (25) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Jul 2010) (E.O. 13126).

_X__ (26) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

_X__ (27) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

_X__ (28) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212).

_X__ (29) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).

_X__ (30) 52.222-37, Employment Reports on Veterans (Sep 2010) (38 U.S.C. 4212).

_X__ (31) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

___ (32) 52.222-54, Employment Eligibility Verification (Jan 2009). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

___ (33) (i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

___ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

___ (34) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C. 8259b).

___ (35) (i) 52.223-16, IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products (Dec 2007) (E.O. 13423).

___ (ii) Alternate I (Dec 2007) of 52.223-16.

___ (36) 52.223-18, Contractor Policy to Ban Text Messaging while Driving (Sep 2010) (E.O. 13513).

___ (37) 52.225-1, Buy American Act--Supplies (Feb 2009) (41 U.S.C. 10a-10d).

___ (38) (i) 52.225-3, Buy American Act –Free Trade Agreements – Israeli Trade Act (Jun 2009) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, Pub. L. 108-77, 108-78, 108-286, 108-301, 109-53, 109-169, 109-283, and 110-138).

___ (ii) Alternate I (Jan 2004) of 52.225-3.

___ (iii) Alternate II (Jan 2004) of 52.225-3.

___ (39) 52.225-5, Trade Agreements (Aug 2009) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).

_X__ (40) 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

___ (41) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150).

___ (42) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (42 U.S.C. 5150).

___ (43) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).

___ (44) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).

_X__ (45) 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (Oct. 2003) (31 U.S.C. 3332).

___ (46) 52.232-34, Payment by Electronic Funds Transfer—Other Than Central Contractor Registration (May 1999) (31 U.S.C. 3332).

___ (47) 52.232-36, Payment by Third Party (Feb 2010) (31 U.S.C. 3332).

_X__ (48) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a).

___ (49) (i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx 1241(b) and 10 U.S.C. 2631).

___ (ii) Alternate I (Apr 2003) of 52.247-64.

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

___ (1) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.).

___ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

___ (3) 52.222-43, Fair Labor Standards Act and Service Contract Act -- Price Adjustment (Multiple Year and Option Contracts) (Sep 2009) (29 U.S.C.206 and 41 U.S.C. 351, et seq.).

___ (4) 52.222-44, Fair Labor Standards Act and Service Contract Act -- Price Adjustment (Sep 2009) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

___ (5) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.).

___ (6) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (Feb 2009) (41 U.S.C. 351, et seq.).

___ (7) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. (Mar 2009) (Pub. L. 110-247).

___ (8) 52.237-11, Accepting and Dispensing of $1 Coin (Sep 2008) (31 U.S.C. 5112(p)(1)).

(d) Comptroller General Examination of Record The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records -- Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)

(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c) and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)).

(ii) 52.219-8, Utilization of Small Business Concerns (Dec 2010) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(iii) [Reserved]

(iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

(v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212).

(vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).

(vii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(viii) 52.222-41, Service Contract Act of 1965, (Nov 2007), (41 U.S.C. 351, et seq.)

(ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___ Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.)

(xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (Feb 2009) (41 U.S.C. 351, et seq.)

(xii) 52.222-54, Employment Eligibility Verification (Jan 2009).

(xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xiv) 52.247-64, Preference for Privately-Owned U.S. Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

(End of Clause)

52.217-8 -- Option to Extend Services.

(Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30-days performance period expiration.

52.217-9 -- Option to Extend the Term of the Contract.

(Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 15-days of performance period expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least ___ days [60 days unless a different number of days is inserted] before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 126-months (10.5 years).

52.232-19 -- Availability of Funds for the Next Fiscal Year.

(Apr 1984) Funds are not presently available for performance under this contract beyond ________. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond _____, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

52.252-2 -- Clauses Incorporated by Reference.

(Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://farsite.hill.af.mil

ENCLOSURE 3

Performance Work Statement for the

MUSEUM COLLECTIONS MANAGAED DATABASE

Performance Work Statement

Presidential Libraries Museum Collections

Management Database (MCMD) Replacement

1.

INTRODUCTION

National Archives and Records Administration (NARA). NARA is an independent Federal agency that serves the American democracy by safeguarding and preserving the records of our government, and ensuring that the people can discover, use, and learn from this documentary heritage. We ensure continuing access to the essential documentation of the rights of American citizens and the actions of their government. We support democracy, promote civic education, and facilitate historical understanding of our national experience.

Presidential Libraries / Office of Presidential Libraries (NL). The Office of Presidential Libraries administers a nationwide network of Presidential Libraries, currently 13, beginning with the 31st President Herbert Hoover, through the 43rd President George W. Bush. These are not traditional libraries, but rather repositories for preserving and making accessible the papers, records, and other historical materials of U.S. Presidents. In addition to textual, audiovisual and ‘born digital’ electronic records, the Presidential Libraries hold in their collections a wide variety of artifacts associated with each President’s administration and political and personal life. These materials are managed by a dedicated museum staff at each Library, and made available through exhibits, loans and other programs drawing 1.5 to 2 million visitors annually. Included in the collections are wide variety of Presidential gifts given by officials, private organizations and citizens from around the world, artifact materials generated or received during the President’s term, and a wide range of memorabilia and personal materials donated by the President, the President’s family and associates, and the general public. Individual object collections range from 9000 to 145,000 artifacts at a given Library, with a current system-wide total of around 650,000 artifacts. The development and management of descriptive data and other collections records, the physical management of each collection, and the development and management of loans, exhibits and programs are maintained at each Library for their own collection and audiences, while the Libraries also strive to meet professional and agency standards, and strategies and goals for managing NARA holdings and for making these holdings accessible and available to the public.

Office of Information Services (NH). NARA’s Office of Information Services manages all matters relating to information technology (IT) programs, projects, processes and infrastructure in NARA. The Capital Planning Branch (NHPC) plans, directs, and administers NARA's information technology (IT) investments throughout their lifecycle. The NHPC Branch is responsible for documenting, executing, reporting, and managing IT Capital Planning functions. The Information Technology Services Division (NHT) oversees the delivery of network, computer, and telephone services across the enterprise.

2.

BACKGROUND

The Presidential Libraries museums currently use the Selago Designs application iO® to perform automated cataloging and management of their museum collections. iO® supports a wide range of processes according to professional and NARA standards and methods applicable to two-and three-dimensional artifact collections. Functional areas include: object description and cataloging; object classification (Chenhall); association of ‘other’ tracking numbers and number metadata with object records; management of artifact life cycles (information associated with temporary deposits, museum acquisitions and de-accessions); unlimited and continuous location, condition, and valuation histories for each object; exhibit and loan development and management; comprehensive loan and exhibit histories; authority files and/or controlled term fields for associated people and subjects/events; comprehensive integration of associated image and document files with collections information and processes and management of media file metadata and rights information.

The Presidential Library museums currently maintain 16 client-server installations of iO®: 13 at our current library sites, two installations at the Presidential Materials Staff in Washington, D.C. (in order to manage material in the custody of the incumbent President separately from material in NARA’s legal custody), and one installation at the Office of Presidential Libraries used to archive and review Library data files for audit and operational support purposes. A fresh installation is implemented by the Presidential Materials staff when a new President enters office, while the retiring President’s holdings and files are received into NARA’s legal custody and integrated into the development of a new Library. Access to each Library’s museum database is presently limited to each Library’s museum collections staff, with 4 to 8 simultaneous user licenses per site, and a system-wide total of 73 simultaneous licenses. Licensing needs are anticipated to grow to 100 simultaneous users by 2015.

The implementation of iO® in 1998 allowed Presidential collections staff to automate and enrich multiple business processes related to the artifact collections in one database application. The establishment of an automated museum collections management database (MCMD) also supported the development of artifact data standards across the Libraries, and advanced the use of methodologies that meet national and international museum standards. Internally, efforts focused through MCMD processes helped to implement and systematize NARA/NL-defined tasks such as artifact inventories and at-risk coding for artifacts. The implementation greatly reduced the use of paper logs and forms, and the scattered and improvised use of generic applications to manage artifact-related business processes.

In the intervening years since iO was implemented, demands on the system have considerably expanded, especially with regards to collections accountability (i.e. demands to step up collection inventories, object photography, and de-accessions), and efforts to implement an artifact at-risk matrix and updated NARA exhibit and loan standards and goals – all of which have placed a greater need for efficiency on our limited collections staff. Numerous recommendations to improve the MCMD have been identified through the work of an NL Artifact Data Standards Committee active since 2004, input from system users, and extensive market research. Additionally, NARA seeks to facilitate cross-site data sharing among Library museum staff as we enter a period of agency transformation with goals to unify and improve NARA’s customer service capabilities. As part of these strategies, NARA seeks to position the Libraries to phase in public sharing of collections data as each Library is ready, and so seeks an MCMD product for which web publishing tools that are compatible with NARA’s IT architecture, and can be readily added to the product package at a future date.

3.

OBJECTIVES

The purpose of the procurement is to purchase and implement a commercial off-the-shelf (COTS) database application that with minimal customizations, will bring critical improvements to automated museum collections processes and collections accountability, further develop the descriptive enrichment and interpretive potential of the collections, and optimize the MCMD resource within NARA’s IT and business architecture. The application must meet professional museum standards as indicated by CHIN and/or Spectrum certification.

NARA seeks an optimal contract package to support the following goals:

1. Carry forward iO legacy data developed to date; correct deficiencies in application performance for large Library collections (over 50,000 object records).

2. Support comprehensive and accreditable management of artifact life cycles within the application, from the courtesy storage phase through accessioning and potential de-accessioning, without having to overwrite critical legacy information.

3. Support efficient Presidential Library inventory work processes and reporting, optimize synchronization of inventory information with current location and at-risk information, and provide customized support for NARA/NL’s artifact at-risk matrix.

4. Improve object location and shipment management to support accountability and efficiency in storage, and to better support large collection shifts and mass moves associated with Presidential transitions and new Library start-ups.

5. Streamline query and report-building and import/export functions; facilitate sharing of queries/reports within each Library and across Library sites;

6. Optimize task management through features such as user-definable workscreens, copy-forward capabilities, and other features such as task notifications and step-saving image management.

7. Support and enrich the integration of image, document and other media files with collections information and processes, and with associated metadata and rights information.

8. Build on current authority and descriptive resources developed within the database, facilitate integration with NARA’s other authority and descriptive resources, and improve capabilities for thematic and keyword searches in order to promote the descriptive enrichment and interpretive potential of the collections.

9. Improve support for loans and exhibits according to current NARA standards; encourage multi-venue strategies.

10. Place controls on records deleted from the database; improve field audit and user security controls; protect pii and other sensitive information maintained within the database.

11. Facilitate cross-site, read-only data sharing among system users; position the Libraries to phase in public web access of collections data as Libraries are ready.

12. Further develop Office of Presidential Library ‘master list’ audit, reporting, and research functions, and improve centralized operational and data standards support.

13. Support user training throughout the contract lifecycle.

14. Update and optimize MCMD system engineering.

4.

APPLICATION DEVELOPMENT

NARA seeks a COTS solution and support services to meet the stated goals of this procurement. A Contractor’s expertise and advice is sought as to how best to configure and customize one or more COTS solutions that meet NARA’s requirements and goals in a cost effective manner. Alternatives are sought regarding the application’s functional capabilities – provided that, to the best of the Contractor’s knowledge, solutions would conform to the stated accreditation standards (see 6.1). The Selected Contractor will also provide/assist in the overall system design as arrayed across all Presidential Libraries sites and the Office of Presidential Libraries.

5.

TECHNICAL REQUIREMENTS

5.1 The application must be compliant with the following Federal, NARA, and Presidential Library technical specifications:

a. IPv6 compliance

b. Section 508 compliance. See Attachment 2, Section 508 Checklist.

c. The application must meet applicable technical security requirements for a 'moderate' system as defined in the NARA IT Security Requirements – see Attachment 3. The technical security requirements include identification and authentication, access control, auditing, and system communication security controls. NARA's IT security requirements are based on FIPS-200/NIST 800-53 security requirements that have been tailored to NARA. For more information, see http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf.

5.2.

The applications technical specifications must function within NARA’s IT Architecture parameters, and, to the maximum extent practicable, leverage use of existing NARA systems and architecture. The proposed system must be compatible with all system requirements currently known for a NARA system under development called the Description & Authority Service (DAS), for which NARA will solicit the Contractor to develop an interface once the technical design is completed. Attachment 4 DAS External_Interface, shows an architectural approach for a number of other NARA systems interfacing with DAS. Also see Attachment 5, Functional Options, #7.h.

5.3.

The application, the hardware running it, and NARAnet connections must together support the availability of collections data and associated image files during Presidential Library business hours (8am ET to 5pm PT) with no more than 15 minutes of down time daily, and must ensure appropriate backup, security, and recovery of the system and its associated data. Current versions of the software must be maintained across all sites, to include patch updates or upgrades. Upon initial installation of software updates and patches, remaining facilities will be brought current within 5 business days.

5.4 The application, the hardware running it, and NARAnet connections must together support the following performance goals:

a.

Query response time for 500 records no greater than 1 second b.

Query response time for 5000 records no greater than 3 seconds c.

Query response time for 50,000 records no greater than 7 seconds d.

Time to scroll through records with thumbnail display no greater than 1.5 records per second.

e.

Time to open an image file of access size (800 x 800 pixels up to 1200 pixels x 1200 at 72-ppi) 2 seconds or less f.

Time to open an image file up of master size (3000 x 2000 pixels up to 4500 x 3100 pixels at 300 ppi) 3 seconds or less g.

Time to return a slide table thumbnail array no greater than 40 images per second

5.5.

MCMD incumbent Presidential data maintained in the physical custody of the Presidential Materials Staff (NLMS) is subject to the statutory protections of the Presidential Records Act (44 U.S.C.2101-2207), and must be sequestered in a unique database from data in NLMS’s legal custody, and all other data in NARA’s legal custody. The solution will provide functionality to restrict access to only those users designated by the Director of the Presidential Materials Staff.

5.6.

Perpetual licenses for 73 simultaneous users are needed at implementation (2-10 per site). See Attachment 6, Presidential Library Locations and Users.

5.7 The application must have capabilities to handle collections data sets for individual Library collections ranging from 9000 to 145,000 objects, and a current system-wide total of around 650,000 objects. Library data files typically experience about 3% growth annually. A new library is added to the system every 4 or 8 years, as each President’s term ends, and the data associated with that President comes into NARA’s legal custody. New collections can range from approximately 40,000 to 85,000 artifacts.

5.8.

Configurations throughout the system must ensure retention of each Library’s control of their own user logins and user security settings, collections data, loans/exhibits and other locally-controlled business processes.

5.9.

‘Master List’ capabilities for the Office of Presidential Libraries, College Park, MD, to support a comprehensive, centralized master catalog of all Library museum collections data, with capabilities to perform read-only queries, reports, and audits across all library data files (with the exception of Presidential Library incumbent data). Functions are also sought to facilitate centralized maintenance/update to user help data available within the database, and centralized management/development of authority fields/functions. Master catalog data must be updated at least quarterly, and should be able to be accomplished remotely. More frequent updates, such as daily, or ‘real time’ connectivity would be preferable, but will be weighed against the cost. Master catalog functionality must not take priority over system performance from the Library users’ perspective. See related Functional Requirements under 6.17.

5.10.

Capabilities to support read-only data searching/viewing across Library sites (excluding Presidential Materials Staff incumbent data) and the Office of Presidential Libraries on a read-only basis, with access controls determined/controlled by each site. Ease of future interface with public internet, handhelds or other media for selected data is also desirable for future phase planning – see Functional Option 13.c (Attachment 5).

5.11.

If the application solution includes a web browser, it must be compatible with NARA-supported web browsers (currently Firefox and Internet Explorer).

5.12.

The application must have data update capabilities via NARA network LAN and WAN, wired and wireless, at each Library site, and the Presidential Materials Staff site.

5.13.

Associated image files are currently about 500 GB, projected to grow to 28TB by 2015. Most individual image files range from about .5 to 2 MB, with about 8% in the 2-8 MB range, and a few isolated caches of higher resolution images created for special projects. Users access multiple images simultaneously. The solution will support easy access storage/links on associated MCMD servers for initial image download from digital cameras or scanners, initial image manipulation, and upload of thumbnails to the database, and storage/links for large master image and less-used files on NARA’s SAN. Additionally the solution will support Digital Asset Management within the system, or integrate with external products (e.g. EMC Documentum®) (see Functional Option 7.9.a).

6.

FUNCTIONAL REQUIREMENTS

6.1 Application Standards

The COTs application must be certified by the Canadian Heritage Information Network (CHIN) and/or be Spectrum-compliant or a Spectrum Partner (see footnote 1, above).

6.2 Carry-forward / Migration of iO® Legacy Data

iO operates in the following functional areas: object naming, description and cataloging suitable for a very wide variety of material artifacts and origins; documentation of inscriptions, physical measurements, material composition, and provenance; object classification according to the Chenhall thesaurus; tracking of ‘other’ numbers and number metadata; control of object entry, and documentation of ownership and legal status information associated with temporary deposits, acquisitions, and de-accessions (object life cycles); maintenance of unlimited and continuous location, condition/preservation, and valuation histories for each object; exhibit and loan development; maintenance of continuous and unlimited exhibit and loan histories for each object; development of authorities for associated people and subjects/events; comprehensive integration of associated media/image and document files with collections information and processes; and management of media file metadata and rights information. Comprehensive iO data structure, data link and button lists will be provided prior to data conversion with the prior permission of Selago Designs, Inc.

The Contractor must convert each instance of existing NARA data from the iO® application to the Contractor’s application. NARA will provide Contractor with Library data files on a schedule according the approved Project Management Plan (See Task 1 (Section 8), and Deliverable 1.a). The utilization of iO® data fields is generally uniform throughout the system, with some minor differences in how a Library may have purposed optionable data fields, or how they may have chosen some fields for data deployment.

As an important part of the data migration process, NARA’s COTR will work with the Contractor to develop a cross-map, and to adjust the cross-map to each Library’s data as needed prior to each conversion. The Contractor must alert NARA to areas where legacy data will need reconfiguration, such as combined field assignments, areas where inter-module links may be un-retainable, or if to the best of the Contractor’s knowledge, any data truncation, corruption, or loss is likely, and/or what follow-up manual data entry or clean-up will be needed. The Contractor is responsible for full documentation of each conversion (See Tasks 3, 4 (Section 8) and Deliverables 3.a, 4.a).

6.3.

Object Entry / Management a.

The system must ensure each Library’s unique ID numbers sequences (i.e. control re-entry of each unique number), and report rejected or marked-duplicate ID numbers upon import (see related item 6.13.j). Note that object ID numbers and Loan numbers may repeat across sites.

b.

The system must be capable of accepting and distinguishing a wide variety of ID number formats used across the Libraries (i.e. large/small caps, spaces, dots, dashes, use of multiple prefixes, etc). ID numbers may include up to 7 components, and up to 7 characters per component, e.g. examples: MO 63.3994a-b (Kennedy Library) 1993.4108585.100.a.-.b, (Clinton Library), TEMP.PM.110.4.1.a-b-.5.a-b (Nixon Library).

c.

The system must be capable of automatically parsing ID number sub-components and backfilling component zeros, or provide equivalent mechanism(s) to automate/facilitate indexing, and to minimize errors fostered by manual approaches to sorting/indexing issues.

d.

The system must be able configure ‘parent/child records’ or otherwise coherently associate and manage whole/part associations for complex artifacts, and accommodate unique physical description, measurements, location, exhibit/loan and condition history of component parts with minimal steps or keystrokes.

e.

The system must be able to document multiple (5 or more) ‘other numbers’ associated with an object record, together with an associated number type and note.

6.4 Object Life Cycles

a.

The system must be able to document and track a continuous object life cycle from temporary deposit/courtesy storage status through accessioning and de-accessioning/disposal according to established museum collection standards without over-writing legacy information, i.e. retain this information for the permanent record. At minimum, dedicated fields are needed for the following:

· A temporary deposit’s temporary number, legal status, owner, purpose, instrument/terms of deposit, copyright status, deposit date, return date, and a credit line;

· An accession’s legal status and collection assignment, physical receipt date (deposit date), accession date, acquisition method (gift, bequest, end-of-term deposit, etc), donor/source, acquisition instrument/terms, and copyright status and a credit line;

· For each de-accession a reason, de-accession date, disposal date, disposition (disposal method) and disposition contact, and a means to permanently retire the ID/accession number.

· See related Functional option 2.a (Attachment 5) b.

An authorized individual must be able to modify object ID numbers once created and saved, in order to facilitate status/ID changes to an already-established object record.

c.

The system must be able to document depositors/donors in centralized (authority) records with biographical and other authority information, and to distinguish Library donors from ‘gifters’ via assignment of distinct authority file roles or flags (see also 6.9.b).

d.

Data fields are needed to record White House provenance information in a searchable/sortable manner; including gift category (Domestic, Head of State, Domestic Staff, pre-Presidential, etc.), date presented or arrived, date logged (in Gift Unit or other), gift recipient (pick list President, First Lady, etc), and White House or other associated remarks. This information is integral to Library acquisition information.

e.

The system should be able to be able to scope record queries to only the permanent collection and/or to include temporary deposit, incoming loan, or de-accessioned records as needed using minimal steps or keystrokes.

6.5 Inventory Support

a.

The system must be able to maintain inventory information as a continuous, unlimited history.

b.

Fields and functions are sought to support and streamline NL inventory work processes (see also 6.13.b. regarding user-customizable task screens or other task management features). Current inventory data fields include inventory status (found, not found, etc. per the current location), inventoried by/date (team initials and FYxx Qx (some sites add the day date)), inventory cycle (100% Inventory, Re-Inventory 1, 2, etc., Annual Inventory).

An inventory note and/or optionable fields/flags are needed to record local remarks and/or to support local inventory reconciliations (see also 6.12.e regarding optionable fields/flags).

c.

Each site must be able to query and report inventory results by quarter, fiscal year, and cycle, and simultaneously report progress on at-risk assessments (see 6.8.b) carried out during inventories using minimal steps. See related Functional option 3.a (Attachment 5).

d.

Reporting must support Office of Presidential Libraries requirements to compile and report forward system-wide numbers and percentage progress within current inventory cycles, evolutions in collection counts, and progress identifying and resolving inventory anomalies, coordinated with reporting on at-risk assessments and results.

e.

The system must be able to generate a random selection of object records for periodic internal inventory audits. See related Functional option 3.b (Attachment 5).

f.

The system must be able to mark/flag artifacts designated by the staff as ‘valuable/vulnerable’, for easy identification and recovery, and restrict who may add or change a v/v mark/flag.

g.

The system must be able to document/sum and report collection counts according to NL artifact-object-piece standards (see Attachment 7, Presidential Library Terms and Definitions for Collection Counts, and refine such counts with other query parameters (e.g.