SFLEA-393-2022-0001 SOW_NY_Document Scanning Service.docx

Statement of Work (SOW) NY LEA Scanning Project 11/08/21

I. Scope of Work

The New York office of OPOLE is in the process of relocating to a lower floor within the current building. In preparation for the move, there is a need to scan hard-copied CMCS and CPI related documents into Laserfiche in order to digitize the records making them portable, and easily accessible in addition to meeting the OMB Directive for all Federal Agencies to go paperless by 2022.

We are requesting a document scanning service who will scan all of the documents onto a thumb drive provided by the contractor and given to the supervising CMS staff at the end of each work day until completion of all scanned documents.

Upon receipt of the thumb drive, a CMS staff will upload those files into Laserfiche. Once the files have been completely digitized for the day, and verified transfer into Laserfiche, hardcopies will be placed in a designated “destroy” pile for secured shredding by CMS.

It is essential that the New York office be able to convert these files before the actual move in the Fall of 2021 because there will not be filing space in the new location to accommodate the paper files.

2. Place of Performance

Work will be performed at

New York, New York 10278

II. REQUIREMENTS

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the requirements of this Statement of Work.

A. Requirements/Tasks to be Performed.

The scanning work will be done at the CMS New York Office in the respective Division where the hardcopy documents are currently housed. There are two sets of documents belonging to two different Divisions, located in different locations within the suite.

The number of files that need to be digitized is approximately 88 banker style sized boxes or the equivalent of approximately 220,000 documents.

The staff of the document scanning service contractor will be escorted into the building and suite daily. Oversight of the project will be performed by a CMS manager or staff person.

The document scanning service contractor will bring their own high-speed scanner and thumb drives.

The digitized documents will be scanned to the thumb drive that CMS will purchase from the vendor and it will become the property of CMS. The thumb drives will be labeled by date and division name and given to the CMS manager or staff at the end of each day.

CMS New York office will provide the naming convention/indexing to use for the scanned documents to align with the file structure in Laserfiche.

The awarded contractor will follow the naming convention provided by CMS for all scanned documents.

Deliverables

· scan approximately 88 banker style boxes or equivalent to approximately 220,000 pages of hard copy documents for CPI and CMCS divisions

· weekly progress report should demonstrate incremental progression towards end goal of zero hard copy documents by the end of the contract term

· scanned documents should be placed on a thumb drive and given to a CMS manager or staff at the end of each day

· the contractor shall be responsible for document preparation, to include removing from the file folders, removing staples, fasteners, binder clips, rubber bands, or any binding, etc. Post-it notes will be removed and placed on a blank page before scanning unless other instructions are provided. Files may contain duplex documents. After scanning, the documents shall be placed loose in the original file folders and in the same order prior to removal

· the Contractor shall convert the original documents’ text and graphic images to digital data allowing immediate access. Customized coding and indexing are also required as a part of the document conversion process. Multiple indexes and cross-referencing are required for most document types

· steps taken to ensure the documents’ integrity and security shall be outlined in the offeror’s proposal

· completed scanned documents will be place in a designated “destroy” pile for CMS to destroy once all scanned documents have been confirmed successfully digitized

1. Government Furnished resources

The government shall provide the necessary guidance, a secured place within the New York Office suite to effectively scan, index, and convert the documents to electronic form.

Facilities, Supplies and Services. Work shall be performed on-site at the government furnished facility listed above in Para. 2. The government shall furnish a workspace to perform this task. Government telephones are for official use only, and will not be available for use by the contractor. Any Government property destroyed or tampered with by the contractor’s personnel shall be the responsibility of the contractor.

Information Sources. CMS management or staff shall be available for technical exchanges.

Documentation. All applicable documentation shall be available on-site to the contractor at task start. All materials shall remain the property of the Government and shall be returned to the Contracting Officer Representative (COR) upon request or at the completion of this task.

Training. Contractor staff will be trained by a CMS New York office staff on the file naming convention/indexing, where the files are located, order to be scanned, and where to place completed scanned documents. The government, based on its business necessity, can modify (add or delete) types of documents and indexed fields.

The contractor shall submit as part of their proposal, a quality assurance surveillance plan (QASP), detailing how they will ensure that quality work will be produced. In addition, the QASP shall include procedures for ensuring sensitive information is safeguarded.

Only the Contracting Officer (CO) or Contracting Officer’s Representative (COR) has the authority to inspect, accept or reject all deliverables. All rejected deliverables will be corrected at the contractor’s expense with no additional cost to the government.

2. Hours of Operations

Work schedule can begin as early as 8:00 am, but no later than 9:00 am and shall be for 8 ½ hours a day with ½ hour unpaid lunch break within a 40 hour work week. The end of the workday will be at 4:30pm or 5:30pm depending on the start time Monday through Friday excluding Federal Holidays. No overtime is required and will not be approved. CMS will only be paying for 8 hours of work a day Monday through Friday excluding holidays.

3. Period of Performance

Performance period is estimated to begin November 22, 2021 and completed no later than February 1, 2022.

4. Key Personnel

Contractor shall provide qualified and experienced personnel in the completion of this task. Key project personnel shall have successfully participated in the completion of similar projects. All contractors and subcontractor personnel working on this task order shall be U.S. Citizens.

Contractor shall identify key personnel in the technical proposal regardless of the type of task, and provide contact information for each.

5. Government Security Requirements

The awarded contractor shall comply with CMS administrative, physical and technical security controls to ensure all Government security requirements are met.

Background investigations and satisfactory adjudications must be provided by the awarded contractor at the contractor’s expense is required for access to CMS New York office.

6. Compliance with security requirements

(a) The Contractor shall comply with all GSA and tenant agency security requirements in the building(s) where work is being performed.

(b) Entry into Federal office space requires a valid government issued identification and COVID vaccine verification.

9. Standards of conduct The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

ITEMS TO BE FURNISHED AND DELIVERABLE SCHEDULE

The Contractor shall submit all required reports and deliverables in accordance with the following schedule. Reports and/or deliverables submitted under this contract shall be in accordance with the Statement of Work entitled.

IAW= In Accordance With

ITEM #

1cy - Project Officer By COB Friday each week

1cy Project Officer At the completion of the work

Recipient Contact Information:

Dyana Lew, Contract Officer Representative Centers for Medicare & Medicaid Services/ Strategic Business Operations San Francisco Regional Office Dyana.lew@cms.hhs.gov

Phillip Harrell, Contract Officer Centers for Medicare & Medicaid Services (CMS) Office of Acquisition and Grants Management (OAGM) Division of Medicare Program Contracts (DMPC) Phillip.harrell@cms.hhs.gov

Tanya Carolina, Project Officer Centers for Medicare & Medicaid Services (CMS) New York Regional Office Tanya.carolina@cms.hhs.gov