RFQ-GoCo 2023().docx

NATIONAL ARCHIVES AND

RECORDS ADMINISTRATION

REQUEST FOR QUOTATION (RFQ)

FOR

PHOTOCOPY/ELECTROSTATIC/DIGITIZATION REPRODUCTION AND MICROFILM REPRODUCTION/DUPLICATION/DIGITIZATION SUPPORT SERVICES

RFQ: 88310323Q00027

December 20, 2022

You are invited to submit a written quotation utilizing the contents of this solicitation. Your written quotation must be submitted in accordance with the procedures outlined in Enclosure 7, Quotation Submission Instructions not later than 12:00 PM ET on January 29, 2023:

1. Email with a Microsoft Excel software file of the Schedule of Prices including supporting price data (see Enclosure 1);

2. Email with the technical quotation;

3. Email with the past performance information (*see Enclosure 7);

4. Email with key personnel resumes (see Enclosure 7, Paragraph 3); and

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

This request does not commit the Government to pay for any costs incurred in the preparation of this quotation or the purchase order for the supplies or service.

Deliver quotes electronically to:

Ms. Yolanda Bean Email: yolanda.bean@nara.gov

Vendor questions regarding this RFQ and any terms and conditions must be submitted via email to Ms. Yolanda Bean no later than 12:00 PM ET on January 20, 2023. Ms. Bean may be reached at yolanda.bean@nara.gov. Vendors are requested to group and submit their questions by RFQ paragraph, provide them in the same order found in the RFQ, and reference the particular paragraph number.

Ms. Yolanda Bean Contract Specialist

ENCLOSURE 1

SCHEDULE OF PRICES

1. PRICING OF BASE YEAR

Each Vendor shall identify the base year "Unit Price" and "Total Amount" for the firm-fixed-price supplies/services and the NTE price for time-and-materials supplies/services described in the schedule of services.

(a) The "Unit Price" for FFP CLINs shall be the Offeror's price for the services identified for the period of one month (MO).

(b) The "Total Amount" for each separately priced FFP CLIN shall be the "Unit Price" multiplied by 12 to equal the price for the base purchase order period.

(c) The "Total NTE Amount" for each separately priced LH CLIN shall be the total of all identified labor category’s "Max Hours" multiplied by the Vendor’s identified fully burdened hourly labor rate to equal the price for the base purchase order period.

(d) The “Total Base Year Purchase Order Price” shall be the base period firm-fixed-price of CLIN 0001 added to the NTE LH price of CLIN 0002 and any other CLINs in the base period. Items to be billed in CLINs 0003, 0009, 0015, 0020, and 0025 will need Contracting Officer’s (CO) approval prior to purchase.

2. PRICING OF OPTIONS

Options shall be priced using the procedure for pricing the purchase order base Year.

(a) Vendors shall price options for the four 12 month periods by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the initial period of performance will apply to the four additional option periods. The minimum wage rates and fringe benefits applicable to the base year are outlined in Attachment 6, U.S. Department of Labor Wage Determination. Note, these wages and future adjustments to the incorporated Wage Rate do not apply to Service Contract Act (SCA) exempt employees. As applicable, each vendor should include proper salary adjustments in their total price quotes for the SCA exempt employees.

(b) In the event the option(s) are exercised by the Government, the purchase order price(s) will be adjusted in accordance with the clause entitled FAR 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts). In accordance with the Fair Labor Standards Act and Service Contract Act, the Vendor shall submit to the Government payroll data or other necessary documents from the previous purchase order period (not required for exempt employees). As a minimum, the documentation shall include the following:

i. Actual wages paid to each employee, listed by employee, in the prior purchase order period, including the actual hourly wage rate (unburdened) for each employee.

ii. Documentation supporting fringe benefit cost paid in the previous purchase order period.

iii. Documentation supporting accompanying payroll tax rate increases.

iv. Data supporting the actual health and welfare (H&W) premiums or data supporting actual cost for equivalent benefits paid by the Vendor (required if Wage Determination H&W rate adjustment is applicable).

(c) The “Total Option Year Purchase Order Price” for each option Year shall be the total of each option period’s CLINs

(d) The “Total Ceiling Purchase Order Price” is the sum of the Total Base Year Purchase Order Ceiling Price and the Total of all Option Year Purchase Order Ceiling Prices.

NOTE: Vendors must provide a schedule in the price quotation that clearly details the breakdown of the quoted monthly prices by labor category, labor hours, labor rates, burdened rates, materials, equipment, supplies, etc. Finally, any ODCs must also be detailed for each quoted expense for the base period and each option period.

3. DEFINITIONS

CO: Contracting Officer

COR: Contracting Officer’s Representative

CLIN: Contract Line Item Number

FFP: Firm Fixed Price

LH: Labor Hour

MO: Month

NSP: Not Separately Priced

NTE: Not To Exceed

ODC: Other Direct Cost

T&M: Time and Materials

Base Year– Months 1-12

PRICE

TOTAL

PRICE

FIRM FIXED PRICE CLIN

The Vendor shall provide Program Management services for NARA in accordance with PWS paragraph 4.1, Program Management.

MO

LABOR HOUR CLIN

The Vendor shall provide Photocopy/Electrostatic Reproduction and Microfilm Reproduction Support services for NARA in accordance with the PWS.

Title Est. Max Hrs Hourly rate

Camera Operator 1,856 $______

Microfilm Duplicator/Digitizer 3,712 $_______

Copier Operator 5,936 $_______

Reader/Printer OP 1,856 $_______

Lot

See Description

Not to Exceed Price

OTHER CLINs

Supplies and materials.

Not to Exceed

$ 10,000.00

RESERVED

Total Base Year Purchase Order Price:

Option Year I– Months 13-24

CLIN

DESCRIPTION

QTY

UNIT

TOTAL

The Vendor shall provide Program Management services for NARA in accordance with PWS paragraph 4.1, Program Management.

The Vendor shall provide Photocopy/Electrostatic Reproduction and Microfilm Reproduction Support services for NARA in accordance with the PWS.

Camera Operator 1,856 $______

Microfilm Duplicator/Digitizer 3,712 $_______

Total Option Year I Purchase Order Price :

Option Year II- Months 25-36

The Vendor shall provide Program Management services for NARA in accordance with PWS paragraph 4.1, Program Management.

The Vendor shall provide Photocopy/Electrostatic Reproduction and Microfilm Reproduction Support services for NARA in accordance with the PWS.

Camera Operator 1,856 $______

Microfilm Duplicator/Digitizer 3,712 $_______

Total Option Year II Purchase Order Price :

Option Year III- Months 37-42

The Vendor shall provide Program Management services for NARA in accordance with PWS paragraph 4.1, Program Management.

The Vendor shall provide Photocopy/Electrostatic Reproduction and Microfilm Reproduction Support services for NARA in accordance with the PWS.

Camera Operator 1,856 $______

Microfilm Duplicator/Digitizer 3,712 $_______

Total Option Year III Purchase Order Price :

Option Year IV- Months 43-54

The Vendor shall provide Program Management services for NARA in accordance with PWS paragraph 4.1, Program Management.

The Vendor shall provide Photocopy/Electrostatic Reproduction and Microfilm Reproduction Support services for NARA in accordance with the PWS.

Title Est. Max Hrs Hourly rate

Camera Operator 1,856 $______

Microfilm Duplicator/Digitizer 3,712 $_______

Copier Operator 5,936 $_______

Reader/Printer OP 1,856 $_______

Total Option Year IV Purchase Order Price :

ENCLOSURE 2

PERFORMANCE WORK STATEMENT PHOTOCOPY/ DIGITIZATION REPRODUCTION AND MICROFILM DIGITIZATION SUPPORT SERVICES

1.0 Background

The National Archives and Records Administration (NARA) is an independent Federal agency whose mission is to preserve and to provide ready access to the historically valuable records of the Federal Government. NARA provides reproductions of records to the public and other Federal agencies. The reproduction service program is funded through the National Archives Trust Fund (XT). XT was established under 44 U.S. Chapter 23. Under the authority of U.S. §2116(c), the Archivist may charge a fee to the general public and to other Federal agencies to recover the costs for making or certifying copies or reproductions of materials under NARA custody.

2.0 Scope of Work

The Contractor shall provide the following Photocopy Reproduction and Microfilm Digitization Support Services:

· Reproduction support services program management;

· Initial order entry for fixed fee orders;

· Photocopy reproduction and digitized reproduction services, microfilm digitization: including order processing support services, packaging, mailing; and

· Quality Assurance.

2.1 Hours of Operation. The Contractor shall provide an 8 hour/day maximum level of effort/operation with personnel at both the Archives I (Washington, DC) and Archives II (College Park, MD) facilities.

2.2 Photocopy/ Digitized Reproduction. The Contractor shall be responsible for photocopying or imaging the following types of materials:

· Post-bound volumes where orders will require photocopying of sections or individual pages;

· Loose pages or fastened documents that will require separation, copying, and refastening (NARA is responsible for principal document preparation);

· Oversized documents larger than the standard 8.5" x 11" and 11" x 17" documents. Maximum dimensions will be determined by NARA based on the capabilities of the NARA-provided equipment and safety of the records; and

· 35mm microfilm rolls, 16mm microfilm rolls, and microfiche that will require location of specific frames prior to printing on a reader/printer.

2.2.1 Annual Anticipated Photocopy /Digitized Reproduction Volume. The following tables illustrate the anticipated annual volume of reproductions based on the prior year’s data and anticipated future effort. These figures are provided as reference information. For both types of orders, the Contractor shall count the number of pages reproduced for completion of each order.

Annual Anticipated Photocopy/Digitized Volume

Reproduction Volume — Archives I

Reproduction Volume — Archives II

2.3 Microform Retrieval and Digitization. The Contractor shall be responsible for digitizing the following types of materials:

· Retrieving microfilm from the microfilm research room at Archives II.

· Bound volumes where orders will require microfilming of sections;

· Loose pages or fastened documents that will require separation, microfilming, and refastening (note: NARA is responsible for principal document preparation);

· Oversize documents that are larger than the standard 8.5" x 11" and 11" x 17" including documents up to at least 49" x 29". Maximum dimensions will be determined by NARA, based on the capabilities of the Contractor-provided equipment and safety of the records; and

· Microfilm, both 35mm and 16mm.

2.3.1 Anticipated Microform Digitization Volume. The following tables illustrate the anticipated annual volume of reproductions. The total volume is not expected to change dramatically over the period of the contract. These figures are provided as reference.

Anticipated Microfilm Digitization Volume

2.4 NATF Order Forms (National Archives Trust Fund). NATF textual reproduction orders are documented and placed with different forms each reflecting the type of records to be duplicated.

· Orders documented with the NATF-80 Series of forms, also known as fixed fee orders, are for copies of; land entry files (NATF Form 84), and veterans records (NATF Forms 85 and 86). The number of copies for fixed fee orders will vary from order to order.

· Orders for copies of all other types of textual records are documented with NATF Form 72 and will vary greatly depending on the number of pages to be reproduced.

· Orders for digitized copies of microfilm are documented with the NATF Form 36 and/or NATF Form 72, depending upon the number of rolls needing digitization.

3.0 DEFINITIONS

Archives I: The National Archives building, 700 Pennsylvania Avenue, Washington, DC.

Archives II: The National Archives at College Park building, 8601 Adelphi Road, College Park, MD.

Digitized Image: A copy of a document or picture stored in an electronic format rather than printed as paper. These images are copied to CD/DVD for delivery to the customers via US Mail or through XT’s electronic file delivery system.

Electronic File Delivery System: XT uses a third-party vendor to provide customers the option of receiving their digitized records electronically.

Fee Schedule: A list of pre-determined fees and/or costs associated with reproduction services provided by NARA to the public and other Federal agencies.

NATF Form 36: Request form used to order digitized reproductions of NARA microfilm.

NATF-80 Series Forms (Also Fixed Fee): General term for the order forms used to place fixed fee orders.

· Form 81: Request form used to order copies of ship passenger arrival records.

· Form 82: Request form used to order copies of census records.

· Form 83: Request form used to order copies of Eastern Cherokee application records.

· Form 84: Request form used to order copies of land entry records.

· Form 85: Request form used to order copies of Federal pension records.

· Form 86: Request form used to order copies of military service records.

NATF Form 72 Order: Request form used to order all non-fixed fee textual reproductions.

Reproductions: Copies of accessioned records made from the original records.

Order Fulfillment and Accounting System (OFAS): OFAS is a computerized tracking system operated by XT. It is used by NARA to track order payment and fulfillment status.

Seibel Order Fulfillment System (SOFA): A customized software application, used by NARA and Contractor personnel to assist them in data entry for order status updates for work in progress and order completion. Order completion status is automatically passed from SOFA to OFAS for financial accounting purposes.

WOENet: WOENet is the customized software application used by Contractor personnel to perform scanning and data entry of fixed fee orders into SOFA.

Post-bound Volume: Volumes requiring the disassembly of screw posts to permit photocopying of sections or individual pages and reassembly of the binding after copying.

4.0 REQUIREMENTS

The Contractor shall perform the tasks described in this Performance Work Statement (PWS). The Contractor shall provide services concurrently at both of the following NARA work locations: Archives I and Archives II. As determined by workload, personnel shall be interchangeable between the Archives I and Archives II facilities (a pre-check with specified NARA personnel must occur prior to sending Contract employees between locations). Contractor personnel may utilize the Archives shuttle to relocate between the Archives I and Archives II facilities resulting from workload management decisions.

4.1 Program Management.

4.1.1 Program Management Plan. The Contractor must provide a draft Program Management Plan (PMP) with its proposal and a final version within 30 days of contract award. The PMP will state the Contractors understanding of the potential impact of any volume decrease on its workforce and present plans to ensure the required work is accomplished on time with a productive stable workforce. It is important to NARA that the maximum production rate be maintained at all times while respecting the necessity to prevent damage of any kind to the archival records.

4.1.2 Program Manager. The Contractor will provide a Program Manager who shall be available to act for the Contractor to oversee and coordinate work described in this contract. Program Management shall organize, direct, coordinate, and control available resources and accomplish the PWS requirements described herein. The Program Manager shall have the independent authority to make decisions and take the actions deemed necessary to resolve issues requiring immediate attention. The Program Manager is considered key personnel and will serve in the capacity as an on-site supervisor.

4.1.2.1 Program Manager Experience and Duties: The desired experience requirements in this category include five years’ experience as a Program Manager for reproduction type efforts. The responsibilities in this category include management and supervision of the reproduction team including on-site quality control. The Program Manager performs the following duties:

· Provides project leadership and manages the project at the highest level;

· Provides technical guidance, reviews records and reports, and coordinates the activities of other personnel performing under the contract;

· Consults with Trust Fund staff to clarify application intent and identify problems;

· Ensures that all contractor staff have received the necessary NARA;

· Ensures that tasks and deliverables are progressing on schedule, and serves as the Contractor's primary representative to the COR;

· Represents the Contractor as the primary liaison with the NARA Contracting Officer’s Representative (COR) and the COR's designated representatives in implementing all phases of work under this contract with the authority to resolve all problems that arise during the contract; and

· May perform the duties of or act as a supervisor for all or a portion of the Contractors workforce.

4.1.3 Workload Balance. The Program Manager will ensure that the workload remains balanced, personnel remain active and there is no idle time. The Program Manager shall have the full authority and responsibility to reassign personnel to alleviate unbalanced workload situations both between facilities and within tasks as well as reduce or increase the workforce (within the constraints of the proposed CLIN values) as required Likewise, if there is insufficient workload the Program Manager must adjust the workforce accordingly.

4.1.4 Communication.

4.1.4.1 Weekly Email. The Contractor's Program Manager shall send an email to the COR, or designated individual, indicating the current and projected workload for the balance of the week. This assessment shall include existing work in the queue (records on the shelf) and receipt of anticipated orders, separated by facility, along with a weekly status report. XT will provide the required file format for the weekly status report.

4.1.4.2 Organizational Interface. The Contractor shall interface with NARA organizations as needed, but at a minimum shall:

· Deliver product and interface with the mail room;

· Process customer orders to show completion;

· Pick up and drop off archival records at designated NARA locations;

· Clarify order status through NARA staff, as appropriate; and

· Provide training for new/replacement Contractor personnel.

4.2 Initial Fixed Fee Order Entry

4.2.1 General. The Contractor shall provide initial mail handling and data entry services for fixed fee orders, in accordance with this PWS and Attachment 1 - WOENet Data Entry Procedures and User’s Manual (ver. 2.0).

4.2.2 Open and Process Incoming Fixed Fee Mail. At Archives I, the Contractor may accept delivery from the NARA mailroom of incoming mail addressed to the National Archives Trust Fund and opened mail addressed to NARA which contain fixed fee order forms; process it as described below and forward it via interoffice mail to NARA for batching. When processing the incoming mail, the Contractor shall:

· Open the envelopes, remove the forms, and date stamp the forms;

· Complete a forms request slip when a customer requests additional copies of forms and Enclose any notes or attachments, along with the customer’s original envelope, in a Mylar sleeve.

4.2.3 Scan Batches of Fixed Fee Orders. The Contractor shall accept delivery of batched fixed fee order forms from NARA via interoffice mail delivery and electronically scan them for data entry of customer and records search information. In general, these individual batches will be small (25 forms or less). NARA will batch the order forms on the basis of records search criteria (form number, data elements, etc.) and prepare a cover sheet identifying the common elements of the batch. For each batch, using the custom computer application WOENet, the Contractor shall:

· Enter the common data elements identified on the batch cover sheet; and

· Scan the order forms in the batch, using the Government-furnished high-speed, automatic document scanner.

· Key in required data fields: Customer Name, Address, Form Number, and payment information.

4.2.4 Enter Data From Scanned Fixed Fee Orders. Using the custom computer application WOENet to pull up the previously scanned image of the original order form, the Contractor shall enter the specific customer and search data from the form image into WOENet for each fixed fee order.

4.2.5 File Original Fixed Fee Orders. After batches are scanned and entered, the Contractor shall file the original customer order forms by batch number in the provided locking file cabinets. Completed batches will be transferred to NATF as determined by NARA.

4.3 Photocopy /Digitized Reproduction Support Services

4.3.1 Paper-to-Paper/Digitized. The Contractor shall provide paper-to-paper/digitized photocopy services, including specific order processing support services, in accordance with this PWS and Attachment 2 – SOFA User Manual (Version 2.0); Attachment 3 - Document Handling Procedures; and Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing. The Contractor shall:

4.3.1.1 Pick up the orders and records to be reproduced from the staging carts in an agreed upon area and log the appropriate information into the on-line SOFA computer application for both fixed fee and non-fixed fee (NATF Form 72) orders;

4.3.1.2 Ensure that a target bearing the message Reproduced at the National Archives is affixed to the underside of the glass platen on all electrostatic copiers used by the Contractor, positioned so that text is not obstructed. If the target reproduces unsatisfactorily, the Contractor shall contact the equipment maintenance vendor for assistance in rectifying the problem;

4.3.1.3 For declassified records, a target bearing the declassification number will be delivered to the Contractor along with the records. Contractor personnel shall verify that the declassification number on the target and the box label match, and shall photocopy each document with the declassification target positioned in a non-text/non-image area;

4.3.1.4 Reproduce the documents indicated on the order form on XT-provided copiers, verify the number of copies indicated on the order form, and correct the copy count on the order form, if necessary, based on the actual number of copies made. (note: NARA is responsible for principal document preparation prior to reproduction). When digitizing pages, the resulting images will be saved on a local workstation. Minor quality assurance of document images will take place (i.e., rotating images, lightening images). Upon completing digitized imaging jobs, the files generated by the process will be either copied to Compact Disc (CD), Digital Versatile Disc (DVD), or uploaded to XT’s electronic file delivery system for delivery to the customer depending upon the format requested on the customer order;

4.3.1.5 Update the SOFA order entry to reflect the correct number of copies/digitized images completed, print packing lists and other required documents from SOFA for each completed order, and perform all other necessary steps to show the completed order electronically transferred to the mailroom;

4.3.1.6 Prepare the orders and reproductions for shipping.

4.3.1.6.1 If the reproductions are to be mailed to the customer, the Contractor shall adhere to the instructions in Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing; or

4.3.1.6.2 If the reproductions are to be transferred electronically, the Contractor shall upload the digitized reproductions to XT’s electronic file delivery system and notify the customer via email, using XT’s electronic.delivery@nara.gov email address (Contractor employees who perform this task will be granted access to the group email box).

4.3.1.7 Restore the original archival materials to the staging carts in the order in which they were received and return the carts to the designated staging area(s). Include the original research tickets which accompanied the orders;

4.3.1.8 Package the reproduction products and prepare them for mailing in accordance with Domestic Mail Manual and International Mail Manual standards, as applicable. The Contractor shall be responsible for ordering and maintaining an inventory of required packaging supplies. They shall be reimbursed by XT through monthly contract billing. No overhead or fees will be added to the cost of the packaging supplies;

4.3.1.9 Deliver the reproduction orders to the mail room along with the packing list. Acceptance in the mail room constitutes a completed order from the perspective of the reproduction Contractor; and

4.3.1.10 Refill the NATF-provided copiers with government furnished supplies as needed.

4.3.2 Microfilm-to-Paper. The Contractor shall provide microfilm-to-paper photocopy services, including specific order processing support services, in accordance with this PWS and Attachment 3 - Document Handling Procedures and Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing.

4.3.2.1 NATF Form 72 Microfilm-To-Paper Orders. The Contractor shall:

4.3.2.1.1 Pick up the records from the staging cart in the designated area(s) and enter the appropriate information into SOFA;

4.3.2.1.2 Locate the correct frames, based on the information provided on the order form and make the appropriate copies;

4.3.2.1.3 Review the number of copies indicated on the order form and correct the copy count on the NATF 72 research ticket, if necessary, based on the actual number of pages produced;

4.3.2.1.4 Make all reproductions on the NATF provided microfilm reader/printers;

4.3.2.1.5 Update the SOFA order entry to reflect the correct number of copies. Close out the order in SOFA;

4.3.2.1.6 Restore the microfilm to the staging carts in the order in which it was received;

4.3.2.1.7 Package the reproduction products, including a copy of the order form, and prepare them for mailing in accordance with Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing. Order packaging supplies and maintain any necessary inventory of such supplies in the reproduction facility;

4.3.2.1.8 Deliver the reproduction orders to the mail room. Acceptance in the mail room constitutes a completed order from the perspective of the reproduction Contractor; and

4.3.2.1.9 Refill the NATF provided copiers with government furnished supplies as needed.

4.3.3 NATF-80 Series Form Microfilm-to-Paper. The Contractor shall provide microfiche-to-paper and microfilm-to-paper photocopy services, including specific order processing support services, in accordance with this PWS and Attachment 2 – SOFA User Manual (Version 2.0); Attachment 3 - Document Handling Procedures; and Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing. Throughout this paragraph the term microfilm is used to denote microfiche and microfilm descriptions. The Contractor shall:

4.3.3.1 Print out the research ticket from SOFA;

4.3.3.1.1 Retrieve the microfilm identified on the research ticket from the cabinets;

4.3.3.2 Locate the correct frames, based on the information provided on the research ticket and make the appropriate copies;

4.3.3.3 Note the copy count on the research ticket, based on the number of copies made;

4.3.3.4 Make all reproductions on the NATF provided microfilm reader/printer;

4.3.3.5 Update the SOFA order entry to reflect the correct number of copies. Close out the order in SOFA;

4.3.3.6 Re-file the microfilm in the provided cabinets;

4.3.3.7 Package the reproduction products and prepare them for mailing in accordance with Attachment 4 - Instructions for Preparing NATF Form 72 and 80 Series Reproduction Orders for Filing and Mailing. Order packaging supplies and maintain any necessary inventory of such supplies in the reproduction facility;

4.3.3.8 Deliver the reproduction orders to the mail room. Acceptance in the mail room constitutes a completed order from the perspective of the reproduction Contractor; and

4.3.3.9 Refill the NATF provided copiers with government furnished supplies as needed.

4.3.4 Photocopy Digitized Reproduction Schedule. Orders for reproductions in Paper-to-Paper/Digitized, Microfilm-to-Paper, and NATF-80 Series Form Microfilm-to-Paper shall be copied and submitted to the mail room in accordance with the following schedule. The allowable time for completion of orders is 25 workdays.

4.4 NATF Form 72 and NATF Form 36 Microfilm-to-Digital Orders.

4.4.1 Find and print the orders from SOFA. NARA staff will retrieve the microfilm from the microfilm storage facility for the Contractor;

4.4.2 Digitize the microfilm on the microfilm digitizing machinery provided by XT;

4.4.3 Deliver digitized microfilm to customers. Package the digitized microfilm DVDs; or upload the digitized microfilm to XT’s electronic file delivery system and notify the customer via email, using XT’s electronic.delivery@nara.gov email address (Contractor employees who perform this task will be granted access to the group email box);

4.4.4 Restore the microfilm to the staging carts in the order in which it was received and return the microfilm to the microfilm storage facility. Deliver the reproduction orders to the mail room, if applicable. Acceptance in the mail room constitutes a completed order from the perspective of the reproduction Contractor.

4.5 Records Storage. For all records worked on, digitized, and/or reproduced by the Contractor, certain safeguards must be used to protect the records. Store work-in-process at the end of the day in a secured environment. Maintain the ability to locate orders and provide status on orders to the Government.

4.6 Order Close Out. Monthly, for orders delivered via electronic transfer, the Project Manager will complete for the NARA COR a file indicating which files have been delivered to customers. The NARA COR will provide the initial data which includes order number, order status, and order date. The NARA COR will upload this file to SOFA, which will trigger the file status to Shipped.

4.7 Equipment Maintenance. Place service calls directly to the maintenance vendor when needed; and notify the COR of the repair and if the repair service was unsatisfactory.

4.8 Phase In. Upon notification by the Contracting Officer, the Vendor will exercise its best effort and cooperate in all activities necessary to coordinate any phase-in task performance by a successor party, such that an orderly and efficient transition occurs between the Vendor and the successor performing party up to 30 days after the effective date of the successor contract, which may include phase-in training of the successor. Any coordination plan developed between the parties shall be submitted to the Contracting Officer for approval. Phase-in services by the incumbent will not be comprised of normal operations. The Vendor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The Vendor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the Vendor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.

5.0 REQUIRED CONTRACTOR TRAINING

The Project Manager will be responsible for making sure that all personnel receive the correct training prior to their starting and ensuring that any refresher training is received as necessary.

5.1 Initial Training. All Contractor employees shall receive Government sponsored training prior to performing under this contract. Hands-on contract start-up training will be provided and videotaped by the Government. Subsequent training of new/replacement personnel shall be provided by the Contractor via utilization of the videotaped start-up training sessions and supplemental Contractor provided training. Specific training is as follows:

5.2 Document Handling Training. Training will be provided by Preservation Programs Division on those subjects identified in the PWS and Attachments. The Preservation Programs Division certification is required prior to performing under this contract.

5.3 SOFA. NARA will provide training on interfacing with and updating the Seibel Order Fulfillment System (SOFA).

5.4 Reproduction Equipment. Training will be provided by NARA for Government furnished equipment.

5.5 Research Procedures. Training on researching microfilm and microfiche for NATF-80 Series Form orders will be provided by Old Military and Civil Records Branch at Archives I.

6.0 GOVERNMENT FURNISHED EQUIPMENT/ SUPPLIES/FACILITIES

6.1 Government Furnished Equipment. NARA will provide the Contractor with the following equipment or equipment with similar functionality:

6.1.1 Archives I, Room 14N2:

· Standard electrostatic copier machines— Quantity 9;

· Microfilm reader/printers/scanners — Quantity 2;

· Personal computers — Quantity 8 some with necessary network/SOFA access;

· Flatbed scanner – Quantity 1;

· Network and SOFA compatible printers — Quantity 3;

· Document scanner with automatic document feeder (this is used for administrative work only) — Quantity 1; and

· Fax machine – Quantity 1.

6.1.2 Archives II, Room 2710:

· Standard electrostatic copier machines— Quantity 4;

· Oversize electrostatic copier machine— Quantity 1;

· Personal computers — Quantity 3 some with necessary network/SOFA access;

· Microfilm cameras – Quantity 1; and

· Network and SOFA compatible printer — Quantity 1.

6.1.3 Archives II, Room B600:

· Microfilm-to-digital duplicator – Quantity 2;

· Personal computer – Quantity 2;

· Microfiche-to-digital duplicator – Quantity 1; and

· Network and SOFA compatible printer – Quantity 1.

6.2 Government Furnished Supplies. NARA will provide the Contractor with the following supplies:

· Paper and toner for copiers.

7.0 CONTRACTOR FURNISHED SUPPLIES. Funds are allotted under the Supplies &Materials CLINs for this. Contractor shall provide the following supplies:

· CD/DVDs and jewel cases/sleeves;

· Envelopes, mailers, labels, etc. for mail orders;

· Various office supplies as needed.

8.0 STANDARDS OF ACCEPTABLE PERFORMANCE

The Contractor must establish a complete Quality Control Program (QCP) to assure the requirements of the contract are provided as specified. The report shall state inspection findings, recommendations for improvement, actions taken and follow-up, and status of findings. The COR will review the report and conduct follow-up meetings as necessary. “Contractor quality control” includes the technical requirements in the contract relating to the quality of the product or service. The Contractor is responsible for carrying out its obligations under the contract by controlling the quality and timeliness of services; furnishing to the Government for acceptance only reproduction services that conform to the quality and qualitative standards of the contract; furnishing information to the Government as required by the contract; performing all inspections and tests required; and implementing a quality assurance plan. Critical to Contractor performance is the protection and safe handling of original documents being reproduced. The Contractor shall ensure that no original documents are lost or physically damaged. The contractor must report any lost or damaged original documents to the COR within 2 hours of becoming aware of the issue.

8.1 Quality Assurance. According to the Inspection of Services clause (Inspection of Services-Fixed Price found in ADDENDA to 52.212-4), the Government will evaluate the Contractor's performance under this contract. The COR will perform surveillance on those tasks listed in Attachment 7, Performance Requirements Summary (PRS), and will record all surveillance observations. The COR will maintain a file of all inspection results. Government surveillance of tasks not listed in PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Service clauses) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Unsatisfactory contract performance for any requirement may result in appropriate action by the CO in accordance with the Inspection of Services clause and may result in contract payment deductions. Successive months of unsatisfactory performance for any PRS item or other contract requirement not included in the performance requirement summary may result in other appropriate action by the CO in accordance with other terms and conditions of this contract, including Termination for Default.

9.0 DATA REQUIREMENT ITEMS (DRI) DELIVERABLES

All plans, reports, deliverables, etc., shall be comprehensive, coherent, well organized, and easily implemented. Draft plans shall be prepared and submitted as specified in the Data Requirements Table. Each plan, report, deliverable, etc., shall be presented as a stand-alone document with its own title page, table of contents, list of figures, page numbers, and, where appropriate, an index. A page and paragraph numbering scheme shall be utilized so that plans and reports can be easily reviewed and referenced.

9.1 Data Requirements Table (all submitted to Contract COR)

Reference

ENCLOSURE 3

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Quality Assurance Evaluator/COR and other Government evaluators a summary of the key performance standards required in the purchase order, performance levels, and method of surveillance normally used for that performance standard. These are listed in the attached Performance Requirements Summary (PRS).

The QASP describes a systematic method to evaluate receipt by the Government of acceptable services the Vendor is required to furnish. The Vendor is required to provide satisfactory performance in all areas of the purchase order. Before invoices can be paid, a determination by the COR must first be made that satisfactory services have been received.

Any non-conformance with purchase order requirements is a “defect.” A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject PWS paragraph(s). Examples of defects that will be recorded include, but are not limited to:

Quality Assurance is based on the premise that the Vendor, and not the Government, is responsible for management and quality control actions to meet the terms of the purchase order. The Government will follow the guidance in FAR 52.212-4, Contract Terms and Conditions - Commercial Items for fixed price work and additional services work when performance is other than satisfactory.

Good management and use of an adequate Quality Control (QC) plan will allow the Vendor to operate within specified performance requirements. The COR and Government evaluators shall be objective, fair, and consistent in evaluating Vendor performance against purchase order requirements and standards. The main emphasis is on quality performance.

2.0 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis, 100% surveillance, or as otherwise specified in the PRS in conjunction with the Performance Work Statement.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Vendor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the CO including any proposed purchase order deductions.

3.0 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Vendor’s performance for the listed tasks are specified in the PRS. Customer complaints may be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further or future surveillance.

4.0 INFORM TASK ORDER SITE-SUPERVISOR:

a. Regardless of the surveillance method, the Vendor should be kept informed of performance status. The COR will notify the Program Manager of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance and turn this information over to the CO upon completion of the purchase order. Performance issues should also be an item of discussion during the weekly purchase order Site-Supervisor or PM / COR program status meetings.

b. CDR’s should be used to officially notify the Vendor of a performance problem. CDR use includes notifying the Vendor of:

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Vendor PM for the Vendor’s response and comments. The Vendor will have 7 calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Vendor’s response, the COR will forward the CO any CDR requiring further action (purchase order interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the CO recommended actions with supporting rationale.

ENCLOSURE 4

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0. PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any purchase order requirement from the PRS does not limit the rights or remedies of the Government within the purchase order.

2.0 METHOD OF SURVEILLANCE. The PRS provides the surveillance method(s) the Government will use to evaluate the Vendor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

3.0 GOVERNMENT QUALITY ASSURANCE. The Quality Assurance Surveillance Plan, Enclosure 3, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Vendor, and the Contracting Officer will communicate to ensure satisfactory performance of purchase order requirements.

4.0 QUALITY CONTROL PLAN: The Quality Control Plan must specifically address the Vendor’s plan for: 1) ensuring the protection of original archival material, and 2) ensuring that the quality assurance and deliverable standards of the purchase order are being met. Specific quality assurance criteria and performance audit methodology must be included. The Vendor must identify references to its corporate quality procedures by paragraph, plan number, and revision/date.

PERFORMANCE REQUIREMENTS SUMMARY

SURVEILLANCE

(RS-1) Quality Control PWS paragraph 8.0

(RS-2) Government Furnished Equipment PWS paragraph 6.0

ENCLOSURE 5

TASK ORDER ADMINISTRATION

1. VENDOR RESPONSIBILITY

The Vendor is responsible for the day-to-day inspection and monitoring of the Vendor work performed to ensure compliance with purchase order requirements. The results of all Vendor quality control inspections conducted must be documented on inspection checklists and be made available to the Government, during the term of the purchase order.

2. GOVERNMENT TASK ORDER ADMINISTRATION

a. This purchase order will be administered by:

National Archives and Records Administration Office of the Chief Acquisition Officer, Code Z 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

b. Contract Specialist (CS):

Yolanda Bean Telephone: (301) 837-0994 Email: yolanda.bean@nara.gov The Contracting Officer (CO) has the overall responsibility for the administration of this purchase order. Written communication to the Contract Specialist (CS) must make reference to the contract number and must be emailed or mailed with postage prepaid to the address listed above.

c. Contracting Officer (CO) Any Z Warranted CO The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the purchase order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from purchase order payments for non-performance or unsatisfactory performance; terminate the purchase order for convenience or default; and issue final decisions regarding purchase order questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.