Eval_Factors_.doc

EVALUATION FACTORS FOR AWARD

The evaluation will be based, in addition to price, on the demonstrated capabilities of the perspective vendors to the meet the needs of the project as set forth in the Statement of Work. Prospective vendors must submit information sufficient to allow NLM to evaluate their responses based on the following criteria.

Content and technical factors are of paramount consideration; however, cost is also important to the overall award decision. All evaluation factors other than cost, when combined, are significantly more important than cost. Offeror(s) are advised that award will be made to that Offeror(s) whose proposal provides the best overall value to the Government.

In determining which proposal represents the best value and results in the lowest overall cost alternative to meet the Government's needs, the Government shall evaluate proposals using the following technical evaluation criteria, listed in the order of relative importance with weights assigned for evaluation purposes:

Criteria / Maximum Points

Evaluation Criterion A: Technical Requirements (40 points)

The proposal should provide a sufficient level of detail to indicate that the offeror clearly understands the Statement of work (SOW) and can meet all technical requirements set forth therein. The offeror demonstrates an understanding of the vulnerability of stored film and tape media and the need for below ground storage conditions to extend their useful life, including during shipments to or from the Library. The offeror demonstrates an understanding of smoke detection, fire suppression, water detection and door alarm systems needed to protect the Library’s assets and the need for uninterrupted monitoring of these systems. The offeror understands the need for accurate, orderly filing of NLM media in a manner that enables offeror staff to quickly locate and safely retrieve stored items without risk of damage. The offeror’s response includes, but is not limited to, a demonstration of clear understanding of the following:

(a) provision of clean, well-maintained, climate-controlled, below ground cold and cool storage space in compliance with the SOW, including an anteroom for conditioning materials removed or added to the cold storage space;

(b) ongoing monitoring of storage and conditioning spaces using NLM-provided Preservation Environment Monitor (PEM) devices, including monthly data upload to the Image Permanence Institute’s eClimate Notebook website

(c) minimum of 10% fresh (filtered) air and slightly positive air pressure in storage spaces;

(d) gaseous contaminant filtration that meets or exceeds SOW requirements for allowable minimum levels of sulfur dioxide, oxides of nitrogen, ozone, formaldehyde and acetic acid in NLM storage spaces, together with annual third-party testing to assure compliance

(e) careful handling and accurate, orderly filing of stored films and tapes in a manner that facilitates retrieval and re-filing

(f) well-maintained water detection, smoke detection, fire suppression and vault access control systems with uninterrupted, around-the-clock monitoring

(g) emergency response plan for the protection, salvage and recovery of NLM media in the event of a disaster, including relocation of NLM assets to another location if necessary

(h) safety inspections of the storage spaces, including semi-annual testing of smoke, fire, water and door alarm systems and checks for stability of the storage space itself

(i) prompt response to all NLM requests for pickup, retrieval and research service with 24-hour turnaround time

(j) provision of periodic reports as specified in SOW.

Evaluation Criterion B: Past Performance (30 points)

Offerors are required to provide three references with names and contact information of individuals who have direct knowledge of the offeror's past performance. References will be asked to discuss the following:

1. Adequacy of the offeror’s storage spaces in relation to requirements for the protection and life-extension of sensitive film and tape media.

2. Adequacy of the offeror’s filing, research, pickup and delivery services.

3. Clarity and accuracy of the offeror’s invoices and invoicing system.

Evaluation Criterion C: Corporate Capability (30 points) Offerors are required to demonstrate that adequate resources are available to fully comply with the NLM requirement for clean, safe, well maintained, below-ground storage of sensitive film and tape materials, including provision and ongoing maintenance of heating, ventilating and air conditioning (HVAC) systems and alarmed fire suppression and smoke, water and access detection systems with around-the-clock monitoring. Offeror is required to demonstrate that adequate resources are available for ongoing filing, retrieval and research, disaster response and provision of 24-hour turnaround pickup and delivery service that does not expose NLM materials to risk of damage.

Total possible points: 100 points

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