RMS_SourcesSought_-_RMS-2014-001.pdf

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

451 7 th Street SW Washington, DC 20410-8000

SOURCES SOUGHT NOTICE

GENERAL INFORMATION:

Document Type: Sources Sought Notice

Notice Number: RMS-2014-001

Posted Date: Tuesday, March 18, 2014

NAICS Code: 541611 – Administrative Management and General Management Consulting

NOTES:

1. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought notice is a mechanism for obtaining feedback from industry in regard to the general requirements as stated below. It is a market research tool to determine potential sources prior to the issuance of a RFP. Small businesses are encouraged to respond to this inquiry. THIS

IS NOT A SYNOPSIS FOR A REQUEST FOR PROPOSAL (RFP). PLEASE DO NOT

SUBMIT A PROPOSAL.

TITLE: U.S Department of Housing & Urban Development (HUD) Records Management

Services (RMS)

DESCRIPTION OF SERVICES REQUIRED:

The Department of Housing and Urban Development (HUD) requests records management services which include scanning/imaging, storage, retrieval and disposition/shredding services for records and documents. These records management services will enable HUD to provide more timely, accurate and efficient responses to requests for information, as well as, facilitate easier storage and faster retrieval of current files, both paper and media (CD-ROM and thumb drive). The Contractor shall convert all documents on hand, and continue to convert documents as they become available from HUD. The contractor that performs services must be National Archives and Records Administration (NARA) certified to store and retrieve records.

SCANNING & IMAGING SERVICES:

The Contractor shall:

1) Have the capability to scan up to 300,00 documents per year;

2) Transport records/documents to and from their site in a secure manner to avoid damage to the records/documents;

3) Pick-up boxes from multiple locations, e.g., HUD Field Offices (FO) – New York, NY, Atlanta, GA, Chicago, IL, Fort Worth, TX, Kansas City, KS, San Francisco, CA, and

Denver, CO; ensure all boxes contain an inventory list in each box and a master inventory list of all boxes;

4) Prepare records/documents for scanning by removing staples; re-locating sticky notes to keep from obstructing data; tape small documents to carrier sheets, and remove all records/documents from folders or binders;

5) Scan documents, single-sided letter-size (8 ½ x 11) and/or legal size (8 ½ x 14) sequentially into an electronic format for retrieval via the web, as well as, convert existing media (i.e., thumb drives, CD-ROM);

6) View the image on the screen to verify information before an index is added, from the paper document and viewed imaged file;

7) Scan high quality images / records using image quality/enhancement features such as de-skew, de-speckle, remove digitally added artifacts such as dots, re-align, blank page drop-out, border removal, adjustable contrast features, and resize documents;

8) Scan/image records/documents and/or media into Internal Tracking Management

Services (ITMS), which is a document management and scanning application that allows users to track and monitor records. Within three (3) days of receipt of the records/documents and/or media, the contractor shall:

Have completed all scanning/imaging assigned;

Return records/documents to original sequential order and condition in which they were received after scanning/imaging;

Store and index all converted records/documents for access via web through ITMS;

Cross-check/verify/confirm scanned/imaged records/documents with inventory list;

Create and provide to the GTR/GTM access to an electronic archive of the scanned/imaged records/documents;

Provide to the GTR/GTM an inventory of all converted records/documents;

Back-up all copies of the converted records/documents;

Provide scanned/imaged records/documents on back-up media that is readable by

HUD.

9) Provide a spreadsheet monthly that includes all scanned/imaged projects with identifying information and access directions on how to read the spreadsheet;

10) Provide a search feature with instructions for records/documents that were e-filed;

11) Notify GTR/GTM that scanning/imaging is complete for fifty (50) boxes and the SF-135 can be prepared to ship the boxes to the NARA facility.

STORAGE SERVICES

Note: The contractor must be NARA certified in order to store records.

1) Meet NARA storage facility requirements and be certified by NARA to store government records (refer to 36 CFR 1228.222 through 1228.224);

2) Have the ability to store up to 175,000 boxes, approximately 195,000 cubic feet storage space;

3) Provide NARA written storage facility approval to GTR/GTM;

4) Establish and maintain a log of receipts and inventory of all records/documents both paper and electronic. Cross reference records/documents receipts against records/documents and transmittals;

5) Store all records/documents to include converted (scanned/imaged) paper and electronic records/documents in accordance with NARA policies and procedures; Receive and store boxes.

RETRIEVAL SERVICES

1) Destroy records at their secured facility in accordance with the disposition plan and

NARA Policies and Procedures.

2) Establish, maintain, and provide to GTR/GTM a Retrieval Plan for delivery of requested paper records/documents. The plan should include or describe Requirements of a

Retrieval Plan:

Security/safeguarding of records/documents as covered by the Privacy Act of 1974 and which contain Personally Identifiable Information (PII) regardless of format

(paper, electronic, and so forth) or mode of transmission (e-mail, fax, and so forth) or state of completion (draft, final, and so forth) of requested records/documents.

The process used to retrieve records IAW (in accordance with) NARA, confirmation to the GTM/GTR of request received, and methods of delivery.

3) Provide a spreadsheet monthly that reflects retrieval activity to include the date &time requested, receipt date& time, and the requestors name and contact information.

4) Provide record retrieval services in accordance with the retrieval plan NARA Policies and

Procedures.

DISPOSITION / SHREDDING SERVICES

1) Establish, maintain, and provide a Disposition Plan for disposition/shredding of records/documents. The plan should include:

A secure method used for disposition/shredding records which shall be according to NARA Policies and Procedures.

The process for tracking and maintaining a log of documents that have been disposed.

2) Provide written confirmation including record number, name, date of disposition, and

Record Schedule Number of approved records disposed to GTR/GTM, Office of Housing

Program Offices and Housing Records Management.

3) Provide a secure method for destroying records, e.g., microfiche, microfilm, CDs, DVDs, other electronic media, and paper records/documents that contain personal, sensitive and financial records protected by the Privacy Act to include records with Personally

Identifiable Information (PII) in accordance with NARA Policies and Procedures;

4) Destroy records at their secured facility in accordance with the disposition plan and

NARA Policies and Procedures.

SUBMISSION INSTRUCTIONS:

Interested vendors should submit a tailored capability statement for this requirement not to exceed fifteen (15) single sided pages including all attachments, resumes, charts, etc. (single spaced, 12 point font minimum) that clearly details the firm’s ability to perform the aspects of the notice described above. Vendor responses should demonstrate their capability for each of the requirements stated above. Tailored capability statements should also include an indication of current certified business status; this indication should be clearly marked on the first page of your capability statement, as well as, business name, point of contact, address and DUNS number.

All capability statements sent in response to this SOURCES SOUGHT notice must be submitted electronically (via e-mail) in Adobe Portable Document Format (PDF) to Demetress E.

Stringfield, Contract Specialist, at demetress.e.stringfield@hud.gov. The e-mail subject line must specify Sources Sought Number # RMS-2014-001, as well as, the company name. Facsimile responses will not be accepted.

CLOSING DATE FOR SUBMISSIONS:

Submissions must be received at the above email address no later than 3:00PM (EST) ON

FRIDAY, MARCH 28, 2014.

DISCLAIMER AND IMPORTANT NOTES: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in this response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities.

However, responses to this notice will not be considered adequate responses to a solicitation.

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

POINT OF CONTRACT: Demetress E. Stringfield, Contract Specialist, demetress.e.stringfield@hud.gov.

mailto:demetress.e.stringfield@hud.gov mailto:demetress.e.stringfield@hud.gov