SFLEA-393-2023-0002 SOW_Chicago Document Scanning Service.docx

Statement of Work (SOW) CHIRO/CMS/CCSQ-CMCS-OPOLE Scanning Project June 28, 2023

I. Scope of Work

The Chicago, Region 5 office of OPOLE (along with CCMS and CCSQ) is in the process of preparing to move to a new location for the right sizing of current space within the John C. Kluczynski Federal Building on the 33rd floor at 230 S. Dearborn, Chicago, IL and for agency-driven Big Clean requirements, to include proper disposition of government records. In preparation for the downsizing of current space, there is a need to scan hard-copy CCSQ/DCLIQ-SOG, CMCS/FMG-MCOG and OPOLE/DHPO documents into a digital form and/or Laserfiche. This digitizing the records makes them portable, easily accessible and meets the OMB Directive for all Federal Agencies to go paperless.

We are requesting a document scanning service to scan all identified documents onto a thumb drive, provided by the contractor, and given to the CMS representative (POC) assigned with oversight of the project at the end of each work-day until verification of all scanned documents is completed. The POC will be identified, on a daily basis, will be one of the following: the Administrative Officer (AO), a CMS manager or an appointed staff person.

Upon receipt of the daily thumb drive, the POC will verify that all files are uploaded accordingly. Once the files have been completely digitized for the day, and verified that documents are transferred onto the thumb drives, hardcopies will be placed in the secure Iron Mountain shredding bins provided by CMS. When the contractor has successfully scanned all identified documents and provided the POC with all applicable thumb drives, the POC will submit said thumb drives, containing only their requested documents, to the division director. It will be the division director’s responsibility to manage those files in accordance with specified document retention guidelines.

It is essential that the Chicago office be able to convert these files before the actual smart/right sizing move estimated for November 2023 because there will not be storage space in the new location to accommodate the paper files.

II. Place of Work

Work will be performed at

Chicago, IL 60601

III. Requirements

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

A. Requirements/Tasks to be Performed.

1) The scanning work will be done at the CMS Chicago Office (233 N. Michigan Avenue, Chicago, IL 60601) where the hardcopy documents are currently stored. The approximate number of documents that need to be scanned total 105,000 pages of paper. Ideally, prior to the start of the contract, the winning vendor will send a representative to this office to select the very best place to perform their contracted task.

2) 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 (POC).

3) The awarded document scanning service contractor will bring their own high-speed scanner and thumb drives. The scanner will remain the property of the awarded document scanning service contractor and used for the awarded job. CMS will pay for the thumb drives, and at the end of the project, the thumb drives will be the property of CMS.

4) 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 daily date and name of file documents as per guidance from CMS staff, and given to the POC at the end of each day and upon contract completion.

5) CMS Chicago 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.

B. Deliverables

1) scan approximately 105,000 documents of paper for CMS CCSQ/CMCS/OPOLE. All documents will be staged in a conference room on the 5th floor in banker boxes that will clearly identify the naming convention for each requested scanning job.

2) Weekly progress reports should demonstrate incremental progression towards the end goal of zero hard copy documents by the end of the contract term.

3) Scan documents to a labeled thumb drive, provided by the contractor, purchased by CMS and given to the POC at the end of each day.

4) Contractor is responsible for document preparation, to include removing the following from every file folder: remove staples, paper clips, binder clips, rubber bands, or any other manner of 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 as is, back in the original file folders and placed in the designated destroy pile. Once confirmed the documents have been successfully scanned and saved to the thumb drive, the files can then be moved into the provided Iron Mountain bins.

5) 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.

6) Steps taken to ensure the documents’ integrity and security shall be outlined in the offeror’s proposal.

7) The awarded Contractor shall provide documentation that staff working on the contract have been vetted and cleared through a basic background investigation, at the expense of the awarded contractor.

8) The awarded Contractor shall prepare and sign a non-disclosure agreement prior to the start of work.

9) Completed scanned documents will be placed in a designated “destroy” pile for CMS to destroy once all scanned documents have been confirmed successfully digitized.

10) 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.

C. Government-Furnished resources

The government shall provide the necessary guidance, a secured place within the Chicago office 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 III. A. (1). 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 (daily POC) 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 POC upon request or at the completion of this task.

Training: Contractor staff will be trained by a CMS Chicago office staff (POC) 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.

Only the Administrative Officer (AO) or POC 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 7:00 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 August 7, 2023 and completed no later than September 30, 2023.

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 them (full name, cell phone, email).

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, for access to the CMS Chicago office.

6. Compliance with security requirements

(a) The Contractor shall comply with all GSA and tenant agency security requirements in the building where work is being performed. This entails a Certificate of Insurance submitted and accepted by the building management. A work-entry form will be completed by the AO.

(b) Entry into Federal office space requires a valid government issued identification.

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 applicable.

ITEMS TO BE FURNISHED AND DELIVERABLE SCHEDULE

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

IAW= In Accordance With

ITEM #

1cy - Project Officer/AO By COB Friday each week

1cy - Project Officer/AO At the completion of the work

Technical Evaluation Criteria

a) Technical Understanding and Approach

b) Personnel qualifications

c) High Speed Scanner

d) Price

Recipient Contact Information:

Bill Berg, Administrative Officer (AO) / Contract Officer Representative Centers for Medicare & Medicaid Services / Strategic Business Operations Chicago Regional Office (Region 5) william.berg@cms.hhs.gov

Dyana Lew, COR Centers for Medicare and Medicaid Services Strategy 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