Sources-Sought-Technical Description for Scanning and Shredding Service.pdf

Version – July 2015

SOURCES SOUGHT TECHNICAL DESCRIPTION FOR SERVICES

INTRODUCTION

The 411th Contracting Support Brigade (CSB), RCO Daegu is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support the requirement for scanning and shredding documents services for 7000 files and each file contating 50-200 documents. The intention is to procure these services on a competitive basis

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET

RESEARCH, THIS REQUIREMENT MAY BE PROCURED THROUGH FULL AND

OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

PLACE OF PERFORMANCE

Location

% On-Site Government

% Off-Site Contractor

Camp Henry, Daegu 100% 0%

DISCLAIMER

“THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS

IS NOT A “REQUEST FOR PROPOSAL (RFP)” TO BE SUBMITTED. IT DOES

NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A

COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE

NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO

AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS

ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS

ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO

THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY. RESPPONSES

WILL NOT BE RETURNED TO THE RESPONDER. NOT RESPONDING TO

THIS NOTICE DOES NOT PRECLUDE PARTICIPATION IN ANY FUTURE

REQUEST FOR QUOTE (RFQ) OR INVITATION FOR BID (IFB) OR RFP, IF

ANY ISSUED. IF A SOLICITATION IS RELEASED, IT WILL BE SYNOPSIZED

ON THE GOVERNMENT-WIDE POINT OF ENTRY (GPE). IT IS THE

RESPONSIBILITY OF POTENTIAL OFFERORS TO MONITOR THE GPE FOR

ADDITIONAL INFORMMATION PERTAINING TO THIS REQUIREMENT.”

REQUIRED CAPABILITIES

The Contractor shall provide own equipment to scan and shred for 7,000 files that each file containing 50-200 documents. All files shall be scanned/imaged within 30 calendar days of the work start date. Upon verification of scanned/imaged files, the contractor shall destroy the paper files in accordance with Government standards for Personal Identifiable Information (PII) and remove all materials from the worksite. The Government requires files to be scanned on site at Camp Henry, Daegu Korea. Files are currently housed in a warehouse environment and should be able to accommodate contractor scanning equipment and personnel. The Contractor shall have the ability to lift 50lbs regularly. Scanned files shall have the ability to search any word or set of characters - Optical Character Recognition (OCR).

The files are stored in a RotoMat filer. Some documents are stapled and printed front and back. Paper quality varies from “standard” to “glossy” to “heavyweight”. Some documents are of different size paper. Most documents are letter size format of 8.5’’x11’’, A4 8 ¼ x 11 ¾, or legal size of 11’’x14.’’ All documents are secured in the folder's 2 prong document clip. All documents should be within the size range for Automatic Document Feeder (ADF) compatibility. There are carbon copy documents present in the folders. Files will be digitally scanned/imaged into a PDF format in black and white. Each file will be indexed according to employee name, employee identifier, date of birth, and document type. Select document types will also include indexing the effective date and notification of actions (NOA) number of the document to distinguish document types that recur.

The Contractor shall shred scanned files above following the completion and quality review of standards. Shredding must meet the Department of Defense (DoD) requirements for shredding PII information. When shredding paper documents containing PII, the maximum shred size (refuse/output) of a PII compliant shredder with cross-cutting shall be no larger than 3/32” x 19/32” micro-cut particles. Alternate destruction methods will be considered if destruction meets NSA and Department of Defense (DoD) guidelines (NIST 800-A8, DoDI 5200.48) for PII.

If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

The Contractor shall shred documents to meet requirements of NSA and DoD guidelines. The contractor shall remove all shredded materials and dispose of shredded materials properly in accordance with Korean law requirements. The contractor shall provide signed destruction certificate upon completion.

The Government will evaluate market information to ascertain potential market capacity to: 1) provide services consistent, in scope and scale, with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

ELIGIBILITY

The applicable NAICS code for this requirement is 518210 and Product Service Code is R616.

ADDITIONAL INFORMATION AND SUBMISSION DETAILS (SITE VISIT)

411th CSB intends to hold a site visit. The site visit date will be announced in the solicitation on SAM.gov. This scheduled site visit will enable potential Offerors to further understand the history behind the requirement as well as tour certain areas of specific interest to the CHRA for the intended requirement. Attendance at the site visit is not a requirement and in no way will it have any effect on any company from submitting a response to this Sources Sought notice and/or a proposal in response to any forthcoming solicitation.

ADDITIONAL INFORMATION AND SUBMISSION DETAILS (CAPABILITIES

STATEMENT)

Interested parties are requested to submit a capabilities statement of no more than ten

(10) pages in length in Times New Roman font of not less than 10 pitch. The deadline for response to this request is no later than 1 pm, Korea Standard Time, 25 September 2023. All responses under this Sources Sought Notice must be e-mailed to jungho.hong.civ@army.mil.

This documentation must address at a minimum the following items:

1.) What type of work has your company performed in the past in support of the same or similar requirement?

2.) Can or has your company managed a task of this nature? If so, please provide details.

3.) Can or has your company managed a team of subcontractors before? If so, provide details.

4.) What specific technical skills does your company possess which ensure capability to perform the tasks?

5.) Provide a statement including current small/large business status and company profile to include number of employees, annual revenue history, office locations, DUNs number, etc.

8.) Include in your response your ability to meet the requirements in the Facility and Safeguarding requirements.

Your response to this Sources Sought, including any capabilities statement, shall be electronically submitted to the Contract Specialist, Jungho Hong, in either Microsoft Word or Portable Document Format (PDF), via email jungho.hong.civ@army.mil.

All data received in response to this Sources Sought that is marked or designated as corporate or proprietary will be fully protected from any release outside the Government.

No phone calls will be accepted.

All questions must be submitted to the contract specialist identified above. The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government shall arise as a result of a response to this Sources Sought.