TIRWR17R00024-A0003.pdf

OMB Control No. 1505-0081

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 11

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

0003 08/18/2017 V-7-V6-02-LI-B01 000

6. ISSUED BY CODE 26899 7. ADMINISTERED BY (If other than Item 6)

CODE

DEPARTMENT OF TREASURY (DY)

I.R.S., PROCUREMENT OS:A:P:B:W

1301 CLAY STREET SUITE 810S

OAKLAND , CA 94612-5272

CARMEN LATANYA EVANS-TATE 5109075080

See Item 6

8. NAME AND ADDRESS OF CONTRACTOR (No. Street, county, State and ZIP: Code)

Vendor ID: To All Offerors

(x) 9A. AMENDMENT OF SOLICITATION NO.

TIRWR-17-R-00024

x 9B. DATED (SEE ITEM 11)

08/18/2017

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning ___1__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATA SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and data specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

(x) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN

ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _1__ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to extend the closing date for receipt of proposal to Friday, August 25, 2017, at 10:00 a.m. to the address listed on page 3, block #20 of the SF1449, to incorporate the attached revised Attachment 1, Statement of Work (SOW), dated 8/17/17, (1-page), and to provide the list of Questions and Answers received timely by the due date and time, (7-pages attached). The revised SOW replace the previous version in its entirety and to clarify the award will be firm fixed per box. If all boxes listed in the revised SOW is not needed to be scanned under the contract terms and conditions, the remaining cost will be removed from the contract in its entirety at no additional cost to the government or the contractor.

Acknowledgement of this amendment is required with proposal submission in block numbers 15A, 15C and 15C.

Except at provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of person authorized to sign)

BY _____________________________________________

(Signature of Contracting Officer)

NSN 7540-01-152-8070 30-105 STANDARD FORM 30 (REV. 10-83)

PREVIOUS EDITION UNUSABLE Computer Generated Prescribed by GSA

FAR (48 CFR) 53.243

X X

X

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SUPPLIES OR SERVICES AND PRICES/COSTS

Line Item No.

Description of Supplies/Services Qty U/I Unit Price Total

GROUP SITE VISIT will be on Wednesday, 8/9/17 at 10:00 a.m. at the 6230 Van Nuys Blvd., Room 2004, Van Nuys, CA 91401

All questions must be in writing by 8/15/17 at 10:00 a.m. PT by email only to LaTanya.Evans-Tate@irs.gov, Reference: QUESTIONS for TIRWR-17-Q-00022.

NOTE: Late questions will not be acknowledged.

0001 Scanning Services. The contractor shall provide all labor, equipment, supplies, pick up and return delivery, and supervision necessary to complete the scanning services of approximately 600 - 850 boxes. Please refer to the Attachment 1, Statement of Work for details. The period of performance is revised 9/18/2017 - 4/30/2018 or date of award to 4/30/2018.

The award will be firm fixed per box. The interested offeror MUST propose and submit a cost per box. The award will NOT be based on the number or pieces of paper per box.

The site visit is not mandatory but is recommended.

FAR 52.222-41, Service Contract Act of 1965 applies to this contract. The Service Contract Act requires contractors performing pay service employees no less than the wage rates and fringe benefits found prevailing in the locality. The Wage Determination No. 2015-5163,

850.00 BX $________ $________

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Rev4, Date 12/29/2016 is applicable and incorporated herein.

All invoice submission and payment will be by the Invoice Processing Platform at www.IPP.gov

Receipt & Acceptance:

Maria (Maul) L. Presnillo, 949-575-6185 or Joan Fitzgerald 760-736-7435

Contract Administration:

LaTanya Evans-Tate, 510-907-5080

Period of Performance:

Start 09/18/2017 - End 04/30/2018

Delivery To: 15665

IRS / CI

6230 Van Nuys Blvd., Room 2004 Van Nuys , CA 91408

FOB: Destination

PROPOSALS DUE 8/25/17 at 10:00 a.m. California - PT

MAIL TO:

Internal Revenue Service, Western Area Branch Office of Business Operations (OS:PR:B:W) Attn: LaTanya Evans-Tate 1301 Clay Street, Suite 810S Oakland, CA 94612

COMPLETE AND RETURN WITH PROPOSAL:

DUNS _____________________

Page 1, 2, 3, 14, 18, 19 and 22 Attachment 2, Technical Proposal Instructions Attachment 3, Offeror Reference Sheet Attachment 4, Disclosure Statement

NO EMAIL PROPOSALS WILL BE ACCEPTED.

NO ELECTRONIC TRANSMITTED PROPOSALS

WILL BE ACCEPTED.

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ATTACHMENT 1

Statement of Work (SOW) – Date 08-17-2017 (revision)

DESCRIPTION: Approximately a total of 600 – 850 boxes of evidentiary documents need to be scanned. The boxes include tax return documents, miscellaneous tax prep notes, and identification documents.

Currently, the boxes are located at the CI Van Nuys POD at 6230 Van Nuys Blvd., Room 2004 and basement, Van Nuys, CA 91401 (estimate of 200 boxes) and Storage Etc., 6030 Canoga Avenue, Woodland Hills, CA 91367 (estimate of 650 boxes).

LOCATION: IRS-Criminal Investigation 6230 Van Nuys Blvd., Room 2004 Van Nuys, CA 91401

POINT OF CONTACT: Loren Lash, Technical Project Manager, 213-372-4111 (desk) or 213-305-8780 (cell) or:

Bonny Decker Project Manager, 818-274-0728 (desk) or 805-432-7293 (cell)

The contractor will pick up a pre-determined number of boxes, scan all documents in each box, produce digital images, e.g. PDF and OCR of the documents, and return completed documents to their box in the same order they were in prior to being scanned. The density for the output is 200dpi. The scanned documents will be returned to the respective box in the order from which it was situated prior to scanning.

The vendor is responsible for picking up documents to be scanned from the respective document storage location. Upon completion of scanning and the OCR process, the vendor will then return the documents to the respective storage location. The vendor will then pick up a pre-determined number of boxes that will be picked up and taken to be processed in the same manner. This process will ensue until the task per contract is completed.

The above cycle and procedure will be followed until all of the boxes have been scanned and returned to IRS Criminal Investigation by contractor.

The work must be completed in the United States at the contractor’s facility and the facility available for agent inspection. Therefore, the facility must be within Los Angeles County and/or San Bernardino County or Riverside County in California.

Contractor shall submit a monthly invoice after each cycle of a pre-determined number of boxes have been scanned, returned to IRS Criminal Investigation’s facility, inspected and deemed acceptable as agreed in accordance with the terms and conditions of the contract. Once the documents are scanned, the contractor is required to deliver the scanned documents by USB.

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NOTE: If all boxes listed in the revised SOW is not needed to be scanned under the contract terms and conditions, the remaining cost will be removed from the contract in its entirety at no additional cost to the government or the contractor.

The period of performance will begin at contract award, September 18, 2017 through April 30 31, 2018, roughly for an estimate of 90-120 days to complete the scanning project (subject to change).

All contractual matters shall be directed to the Contracting Officer. Only the Contracting Officer has the authority to make changes to the contract terms and conditions.

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ATTACHMENT 1

Questions and Answers

August 18, 2017

To: All Interested Offerors

QUESTIONS AND ANSWERS for (RFQ) No. TIRWR-17-R-000024, Amendment 0003 for Scanning Services for Internal Revenue Service (IRS), Van Nuys, CA 91401 and Woodland Hills, CA 91367

Question #1. For the site visit on 8/9, do we need to register or just arrive at the date/time specified in the solicitation? Is there any special instructions on how to get to the site visit meeting point?

Answer #1. No registration or special instruction is required to attend the GROUP SITE VISIT on Wednesday, 8/9/17 at 10:00 a.m. at the 6230 Van Nuys Blvd., Room 2004, Van Nuys, CA 91401. A maximum of two (2) individuals representing a company will be allowed to attend the site visit. It is recommended to bring identification with you. Refer to Amendment 0001 is issued 7/27/17.

Question #2. I'd like to inquire if there is a set award for the Scanning Services solicitation? If not, is there a previous base for this activity? I've reviewed the PDF and didn't understand if the task are to be performed on the premise?

Answer #2. Please review the Statement of Work (SOW), Attachment 1 page 31 in its entirety. “The work must be completed in the United States at the contractor’s facility and the facility available for agent inspection. Therefore, the facility must be within Los Angeles County and/or San Bernardino County or Riverside County in California.”

Question #3: * Is it possible to pick up the boxes from your office and transport them to my facilities (in Florida) and then ship them back ?

Answer #3: Please refer to page 31 of the solicitation. It states… The work must be completed in the United States at the contractor’s facility and the facility available for agent inspection. Therefore, the facility must be within Los Angeles County and/or San Bernardino County or Riverside County in California..

Question #4: *If shipping is allowed, can I subcontract the shipping via a moving service or container shipping service for example OR do I have to transport the files myself ?

Answer #4: Please refer to Answer #3 above.

Question #5: *How does payment work? Is it NET 30 or is payment made once the whole work is delivered?

Answer #5: Please refer to page 31 of the solicitation. It states…Contractor shall submit a monthly invoice after each cycle of a pre-determined number of boxes have been scanned, returned to IRS Criminal Investigation’s facility, inspected and deemed acceptable as agreed in accordance with the terms and conditions of the contract.

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Questions #6: *Are 3 government references required, or can it be less?

Answer #6: Please refer to page 33 of the solicitation. It states… Provide up to three (3) references.

Question #7. Do we have to provide the name of the 1 or 2 individuals we will send for the Group Site Visit?

Answer #7. Please refer to Answer #1.

Question # 8. What are the dimension of these boxes?

Answer #8. The box dimensions vary, but the vast majority of the boxes are archive boxes (which are usually 12 inches wide by 15 inches long by 10 ½ inches high.

Question #9. For the different document types in these boxes, 8 ½ x 11, small paper, tax prep notes, identification documents, etc. Can we get these broken down by an estimated percentage per doc type?

Answer #9. No, it would be very time consuming to review every box to provide the percentages. The majority of the files will be client tax files with documents pertaining to the preparation of the tax returns and copies of their tax returns.

Question # 10. What are your indexing requirements? Will box level indexing suffice?

Answer #10. If the agency understand your question correctly, we will need each client file named as a separate file and those files need to be linked to the box they came from (in the past we had each box set up as a folder and then the client name, last 4 of SSN or TIN, and the tax year made up the name of the file.) If it is faster for the contractor at no additional cost, the contractor can include the box information in file name. The goal is that someone reasonably familiar with the case must be able to quickly locate where that exact document is in the hundreds of boxes.

Question #11. Are the files in Folders, inside of the boxes?

Answer #11. Yes, the client files are each in their own file.

Question #12. If so, is there any data associated with the folders?

a. Name, Tax ID #, SSN. Date etc…

Answer #12. Yes, each client file will have the client’s name you may need to open the file to see the last four of the Social Security Number and tax year.

Question #13. Do you want this data as Search Criteria?

Answer #13. Yes.

Question #14. Do you know the % of Backsides in the files.

Answer #14. No the agency does not know the percentage of backside in the files. In the sample box the agency reviewed, the agency found very few two sided documents.

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Question #15. There are two basic format for OCR Delivery

a. TIFF with associated ASCII Data

b. PDF-S

c. This is usually determined by the type of Retrieval Software (ECM) that the information will be going into.

d. Do you have a preference?

Answer #15. PDF format please as the agency preference is to use Adobe Acrobat to review the files.

Question #16. The RFP States 200 dpi. We strongly suggest 300 dpi especially if we are going to OCR everything. The % quality of the process is greatly enhanced. Can we capture at 300dpi?

Answer #16. Yes, as long as does not add additional cost to the government. .

Question #17. Do you know the Retrieval Software Platform (ECM) that the IRS will be using to Search, Retrieve and View this information?

Answer #17. Adobe Acrobat.

Question #18. We have a Production facility in Ontario CA. which is in one of the county’s listed in the RFP. Does the IRS have a Cadence in Box Retrievals that they would like per trip?

Answer #18. The agency understand the question as if you are asking if the agency can coordinate pick up and drop offs of varying amounts of boxes that is fine.

Question #19. Are there papers larger than 11”x14” (legal paper)? If so, what dimensions are they and approximately what percentage of all the papers under the scope of this solicitation are greater than legal paper?

Answer #19. The agency did not find any pages larger than legal in boxes reviewed to date.

Question #20. During our site visit, it appeared that the box count was materially less than the requested 850 count. Could you please confirm the total box count?

Answer #20. The 850 boxes is a rough estimate as the agency could not see everything to count them accurately. The agency believe the estimate number of boxes is between 600 to 850 and the Statement of Work (SOW) is revised under Amendment 0003, dated 8/18/17.

Question #21. What are the indexes/metadata the documents need to be tagged with (i.e., Case Number, Social Security Number, Document Type, Document Date, etc.)? How difficult is it to identify indexes/metadata within the document? Are indexes/metadata included in the first page of each document? Does it require any special technical knowledge to identify the indexes/metadata?

Answer #21. Box number (your identifying number if you label them when you take them for scanning or our search warrant site location address and box number) and a description of the documents scanned. For client files, include the first and last name of the client, the last four digits of the Social Security Number and the tax year.

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Question #22. If some of the indexes/metadata have a discrete list of possible values, can you provide such list of possible values? For example, if Document Type is one of the desired indexes/metadata, some of the possible values might be: Report, Bank Statement, Check Stub, etc.

Answer #22. The majority of the boxes should contain client files which are files related to the creating and filing of a specific tax return for a client.

Question #23. What naming convention does the IRS need for PDF files? Does the IRS want us to use one of the indexes/metadata to identify the document? For example, if Case Number is a desired indexes/metadata element, the electronic PDF file name for case number “ABC123” would be “ABC123.PDF”.

Answer #23. You have two options: You can create a folder for each box and then name the files contained in that box or you can include the identifying information in the file name. Example 1, you can create a folder entitled 123 Main St Box 1 and then have a client file name Joe Smith 1234 2013. Example 2, you can name the file 123 Main St Box 1 Joe Smith 1234 2013. If you label the boxes as you take them with a unique number you can use that number in lieu of the address and box number on the search warrant label. The label you place on the box needs to be legible and remain on the box for future identification when someone needs to find the file again in future years. The goal is that the end user needs to be able to find the document quickly based on the name convention. The folder and file names need to provide all of that information.

Question #24. In addition to the electronic PDF files, does the IRS need an electronic manifest detailing all the indexes/metadata for each electronic document created? An example of such manifest is provide below. If so, is there a desired format an layout for the electronic manifest?

Will the electronic files be uploaded to a Content Management System that requires a specific electronic manifest layout for upload?

Answer #24. A manifest would be appreciated. The agency do not believe the files will be uploaded to a Content Mangement System.

Question #25. During the site visit we learned that the documents will need to be returned to a different location. Can you please provide the address of the return location?

Answer #25. Storage Etc., 6030 Canoga Avenue in Woodland Hills, California

Question #26. How are file folders grouped within boxes? Is it by case number? How many documents are within each file folder?

Answer #26. The documents will vary greatly in each client folder. The boxes were taken from different locations. The locations are on the outside of each box with a unique number for that location. All of the boxes are for the same case number.

Question #27. Approximately what percentage of pages have content on both sides of the paper, if applicable?

Answer #27. For the documents the agency reviewed, very few documents had writing on the backs of the pages. Typically, it was financial institution issued documents like Forms W-2 and Forms 1099.

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Question #28. Does the IRS require that we remove blank pages within documents once digitized?

Answer #28. Yes

Question #29. Can we pick-up and return all the boxes in a single day? If not, what is the maximum/minimum amount of boxes that can be picked-up or returned in a single day and with what frequency (daily, weekly, monthly)?

Answer #29. Yes you can pick them all up on the same day and drop them off on the same day.

Question #30. Are documents joined by staples only? If not, in what other ways are documents joined (i.e., coil bound, rubber band, paper clip, binder clip, etc.)?

Answer #30. For the documents the agency reviewed, the agency only found staples within the client files. Some of the educational materials may be bound in three ring binders or in standard book form. The agency does not anticipate a lot of educational materials in these boxes.

Question #31. Do documents need to be re-stapled once they are digitized before returning them to the IRS?

Answer #31. No you do not need to re-staple, but you do need to put the documents back into the correct client file in the same order the documents as they were stapled.

Question # 32. The solicitation states “The interested offeror technical proposal shall address the following four factors:” (Only three factors are listed.) “Factor A: Understanding of the Statement of Work Factor B: Experience and Past Performance Factor C: Technical Approach.” Does the Government intend that three factors shall be addressed or will the additional factor be published in an upcoming amendment?

Answer #32. Amendment 0002 issued 8/14/17 to replace the Attachment 2, “Revised Technical Evaluation” for the proposal preparation.

Question #33. What, if any, are the labeling requirements for the scanned documents?

Answer #33. Please refer to the naming convention discussed in number 23. It is imperative the agency be able to search for a specific client file based on the file name. In addition, the agency needs to be able to trace the document back to the original document.

Question #34. Is there an incumbent?

Answer #34. No

Question #35. Who is the incumbent contractor?

Answer #36. A new requirement.

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Question #36. What are the reporting requirements? This question refers to the frequency and extent of status reporting and any other report the Government requires.

Answer #36. The reporting system for $150,000.00 and over is the Contractor Performance Assessment Reporting System (CPARS). The agency shall acquire past performance from historical contracts within the federal government including state and local government and commercial sources.

Question #37. Please confirm IRS will create a box log / manifest detailing: Box # and Description of Contents.

Answer #37. No, the agency has not created a box log/manifest detailing the description of contents. The agency will only have a very general inventory that was done at the time of the seizure.

Question #38. Please confirm IRS will prepare boxes for pickup from a central location near loading dock.

Answer #38. No, the contractor will need to pick up the boxes from the storage location in the basement and the room on the second floor. The agency does not have the manpower or the equipment to bring the boxes to the loading dock. This is the same for returning the boxes to the storage location. The contractor will need to bring the boxes to the units.

Question #39. The actual estimated volume is closer to 250-300 boxes instead of 850 boxes.

Answer #39. The agency is not sure if this is a question. Please refer to Amendment 0003, dated 8/18/17 and the revised SOW.

Question #40. All content on the folder, front and back, inside and outside needs to be captured.

Answer #40. Again, the agency is not sure if this is a question. Yes, all information needs to be captured unless the page is blank.

Question #41. Files need to be de-prepped back into jackets.

Answer #41. Documents need to be returned to the client folders or otherwise returned to their original location within each box.

Question #42. What is the average count of File Folders per box? What is the average count of documents per File Folders? What is the average page count per Document?

Answer #42. Every box varies. Some boxes may only have a few files in them and others may be packed. Within each taxpayer client folder, the number of pages will vary depending on what they provided for the preparation of their return. In addition, some boxes may contain training materials or other administrative records. All documents must be scanned.

Acknowledgment of this amendment is required in block numbers 15A, 15B and 15C. NO verbal or telephone inquiries will be acknowledged.