Sources_Sought_1.pdf

THIS IS NOT A SOLICITATION FOR PROPOSALS

THIS IS A SOURCES SOUGHT SYNOPSIS ONLY

This Sources Sought is for the purpose of identifying firms that can meet the following Bureau of Reclamation Requirements.

The Bureau of Reclamation (BOR) has a requirement for Records management, under NAICS 541611, Administrative Management and General Management Consulting Services.

This Sources Sought is not to be considered as a request for proposal or as an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of the contractor submission to this Sources Sought or the Government's use of such information. The

Government reserves the right to reject, in whole or in part, any contractor's input resulting from this RFI. No contract will be awarded as a result of this announcement. Data submitted in response to this RFI will not be returned.

INSTRUCTION FOR SUBMISSION:

After review of the attached documentation, interested parties may submit a response in an electronic format only via email to dhazak@usbr.gov no later than July 14, 2022, 4:00 MT.

Electronic files should be in Microsoft Office Word or PDF format. All information should be

UNCLASSIFIED material only.

Respondents should include as part of their submission:

a. Capabilities statement.

b. GSA Number if applicable

c. SAM Unique Entity ID Number

d. Firm Name

e. Firm Address

f. Business size, SDVOSB, HUBZone, or Woman owned status, as validated via the

System for Award Administration (SAM). All offers must register on the SAM located at http://www.SAM.gov

g. Firm’s point of contact, phone and email address.

h. Past work experience. If you have experience working with other Federal Agencies and/or commercial businesses of similar size and scope, please include agency and/or business name contract number (if applicable), amount and type of contract (e.g. FFP, T&M, Labor hour etc).

Any proprietary information must be marked as such, the RFI information should not exceed a total of 10 one-sided 8 1/2x11 pages, with one-inch margins, and font no smaller than 12 point.

mailto:dhazak@usbr.gov http://www.sam.gov/

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Bureau of Reclamation (Reclamation) is a water management agency with approximately 600 dams in the 17 western states. Reclamation is known best for construction of dams, power plants, and canals, including Hoover

Dam on the Colorado River, Grand Coulee Dam on the Columbia River, and Folsom Dam on the American River.

Of these, over fifty percent are classified as high or significant hazard which could result in loss of life and significant damage if they were to fail. Most of the structures which Reclamation owns are more than 50 years old and this aging infrastructure presents many programmatic and technical challenges.

Reclamation has historically filed records in different locations with some overlap between the differing locations.

The Dam Safety Document and Management System (DSDaMS)is a database that stores Dam Safety-related documents pertaining to the history of all Reclamation dams but is incomplete. It was created in the 1990s within the Technical Service Center (TSC) and is currently housed within the Dam Safety Office (DSO) intranet. In early

2000, the National Archives Records Administration (NARA) assisted in the development of the Dam Safety File

Station (DSFS), housed in the Denver Office Library. The DSFS was intended to be the official Dam Safety records repository for Reclamation’s inventory of dams. In 2020, Reclamation started the transition away from

DSDaMS and the hard copy DSFS toward the electronic “Facilities” site within the Enterprise Content System

(ECS) module of the eMail Enterprise Records and Document Management System (eERDMS). Record drawings are kept in the Electronic Drawing Repository and Automated Workflow Solution (eDRAWS) module of eERDMS. All new records are uploaded into Facilities. Older records located in DSDaMS which are not already in the Facilities site in ECS will need to be moved into Facilities.

Moving all the documents from both DSDaMS and the DSFS to Facilities will ensure as complete a history as possible of all Dam Safety-related records for each dam in Reclamation’s inventory will be located in one location. A dual-pronged effort is underway to that end. A multi-year scanning contract is already in place to scan the official hard copies from the DSFS and upload them into Facilities. A Team of Reclamation staff are working to find all the records currently in DSDaMS but not in Facilities and upload them into Facilities. This effort requires more resources to complete than can be practicably provided within Reclamation.

2.0 SCOPE

All electronic records in the DSDaMS database, housed within the Dam Safety Office intranet not already located in Facilities need to be identified, downloaded, renamed with the proper naming convention, and uploaded to

Facilities with defined records management meta-data. There are many thousands of electronic records that still need to be moved into Facilities and appropriately cataloged. Due to the unknown number of records and varying times per record to complete the process, this contract is being issued to have four, full time contract employees provide these services to Reclamation for 12 months for a total of 1,920 work hours per contract employee or

7,680 total hours. This is the base year. This contract may be extended into Option Year 1, 2, 3, and 4 as needed if in the best interest of Reclamation. This work is 100% remote. A Government laptop will be provided to the

Contractor, but workspace will not be provided. This work requires the Contractor to get security clearance and credentials needed to access Government equipment prior to starting work. The work required is grouped into three phases:

Phase I – Compare records in DSDaMS to those in Facilities, dam by dam, to determine what is missing in

Facilities. Reclamation’s technical point of contact (POC) will assign dams for each Contractor to go through. An excel template will be provided to track missing documents.

Phase II – Each Contractor will use the spreadsheets created during Phase I and download any records that were found to be missing in Facilities during Phase 1. Those records will be uploaded to a shared drive. Each record will be renamed according to Reclamation Facilities file naming requirements.

Phase III – Verify naming convention is correct and adjust as needed. Upload records from Phase II to the appropriate location in Facilities using the Reclamation provided workflow, adding specific records management information for each record. Directions and procedures describing uploading documents to Facilities will be provided at orientation by the Reclamation technical POC.

Reclamation will provide initial training to each contract employee. If the Contractor has any changes in personnel after the initial training, the Contractor will be responsible for training any replacement employees and making up for lost productivity while the new employees are being trained.

3.0 TASKS - Each contractor shall perform the following tasks:

3.1 Contractor shall be required to sign Non-Disclosure Statements.

3.2 Obtain tier 2 security clearance and credentials needed to access Government equipment.

3.3 Complete Reclamation DSDaMS to ECS orientation training.

3.4 Participate in bi-weekly progress meetings led by Reclamation’s technical POC. The Contractor shall go over recent progress and any questions or comments during each meeting.

3.5 Submit monthly progress reports documenting the number of documents in Phase I, Phase II, and

Phase III completed each month.

3.6 Provide full time (40-hours a week) services as described in the Scope.

4.0 QUALIFICATIONS

The Contractor shall demonstrate their experience and capability by providing the following:

4.1 Examples of electronic records management for other organizations involving engineering and technical vernacular.

4.2 Examples showing successful completion of electronic records management for other organizations while being 100% remote and utilizing Microsoft Teams for communication.

4.3 Provide resumes for key personnel.

5.0 DELIVERABLES - The contractor shall provide the following deliverables:

Item

No.

Description

Content

Format

Medium

Delivery

1. Non-Disclosure Statement See PWS, paragraph 3.1

Provided by

Reclamation

PDF Electronic file to COR

2. Monthly progress reports See PWS, paragraph 3.5

Provided by

Reclamation

Excel Electronic file to COR by the

10th day of each month

6.0 PERFORMANCE REQUIREMENTS SUMMARY: The Contractor’s performance shall be assessed based on the completeness, clarity, and on time delivery of all required deliverables.

PARA PERFORMANCE OBJECTIVE PERFORMANCE GOAL

3.1 – 3.6 Government concerns addressed in each task through the final report.

100% of the time

3.1 – 3.6 Meets delivery schedule for each task 100% of the time

7.0 GOVERNMENT FURNISHED ITEMS - The following list of items will be provided to the contractor by the DSO after the contract is awarded:

Number

Item

Date

Source

1. Government laptop (4 total) 15 days after award Bureau of Reclamation

2. Reclamation DSDaMS to ECS training

Within 10 days of Contractor being able to access Government equipment

Bureau of Reclamation

3. Monthly progress report template 15 days after award Bureau of Reclamation

4. Phase 1 tracking template 15 days after award Bureau of Reclamation

5. Phase 2 ECS naming requirements 15 days after award Bureau of Reclamation

6. Phase 3 Workflow 15 days after award Bureau of Reclamation

8.0 PLACE OF PERFORMANCE

This contract is entirely remote. The Contractor is responsible for providing their own workspace. The Contractor will meet with Reclamation using Microsoft Teams

9.0 PERIOD OF PERFORMANCE

• Base: 12 Months from the date of award

• Option Year 1: 12 months from the end of the Base period of performance

• Option Year 2: 12 months from the end of Option Year 1 period of performance

• Option Year 3: 12 months from the end of Option Year 2 period of performance

• Option Year 4: 12 months from the end of Option Year 3 period of performance