conformed_RFP.pdf

SEE ADDENDUM

(No Collect Calls)

W911N2-17-R-0005 14-Dec-2016

b. TELEPHONE NUMBER

717-267-9617

8. OFFER DUE DATE/LOCAL TIME

04:00 PM 24 Mar 2017

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W911N29. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

LAURA J. BUEHLER

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

W25G1Q625700NW

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

LETTERKENNY ARMY DEPOT

LETTERKENNY CONTRACTING OFFICE - ACC

1 OVERCASH AVENUE, ATTN: CCAM-ALK, BLDG 2S

CHAMBERSBURG PA 17201-4150

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W800AF 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

DIRECTORATE OF QUALITY ASSURANCE

EDMOND TESSIER

1 OVERCASH AVE. BLDG 10

CHAMBERSBURG PA 17201

TEL: 267-9135 FAX:

717-2679834FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

518210

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF84

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W911N2-17-R-0005

Section SF 30 - BLOCK 14 CONTINUATION PAGE

QUESTIONS AND ANSWERS

Q1. Are there any large format drawings? Anything wider than 11 x 17?

This requires different equipment.

Q1. Yes.

Q2. Can you give us a more accurate paper page count? For example, an inch is approximately 250 pages, each shelf is about 20 feet long. That makes 60,000 pages per shelf, 120,000 images if they pages are double sided.

A2. There are currently approx. 4352 plus hard-copy documents requiring scan/conversion with an average of 150 to 200 double-sided pages in our library.

Q3. Are most manuals double sided?

A3. Yes.

Q4. Would an accurate estimate be that only one third of the paper documents will be scanned due to duplications?

A4. No, closer to 2/3'rds.

Q5. What happens to the paper documents once they are digitized? Are they returned to the library?

A5. After reconstruction (i.e. put back together), they will be returned to the Library and made available for use.

Q6. Where do the digitized documents go? Are we to upload to an external hard drive or server? Who is responsible for uploading the content into CAMS?

A6. After digitizing and bookmarking, they will be proofed by LEAD personnel and they would be doing the uploading to the ETL server.

Q7. Also, what are the exact procedures for documents to be shredded? Who decides which documents are to be discarded?

A7. Refer to the PWS, paragraph 4.3. This paragraph addresses the type of cross cut shredder requirement for government shredding documents. The exact documents covering the shredding requirements are listed in the Proposal.

Q8. Are individuals or companies required to have clearances? Do subcontractors require clearances?

A8. Yes. Bldg. 370 Letterkenny is a secured facility.

Q9. Would subcontractors need to meet the ISO standards?

A9. Yes.

Q10. Are CDs included in the Scope of Work? Would the contractor just keep the original file type or need to convert to PDF?

A10. No CD's will be a part of this.

Q11. Can you be more specific regarding the naming conventions, metadata, and bookmarks?

A11. Naming conventions will be as close to the original document numbering convention as possible with minor tweaks to ensure no duplications (i.e. if there are multiple volumes). What is meant by METADATA?

Q12. Will the output always be PDF of digitized documents?

A12. Yes.

Q13. Will the documents need to be OCR'd?

A13. Please explain OCR'd.

Q14. Please clarify the percentage of work dedicated to microfiche/microfilm.

A14. Approx. 1/3 to 1/2

Q15. Please clarify in detail the specific requirements for shredding documents.

A15. Refer to the PWS, paragraph. 4.3. The Contractor shall furnish an office shredder capable of meeting all document/media destruction requirements as mandated by DoD regulations and considering the workload of the contract.

Contractor is responsible for following the DoD regulations.

Q16. Please clarify if a back end document management system is required or will the government be providing this?

A16.Government

Q17. Are digitized documents handed off the government? Or does the contractor have the responsibility to upload the files/images into the Document Management System (i.e. CAMS)?

A17. Hand off

Q18. What is the final format of the converted documents (final deliverable post conversion)? Text, tiff, PDF?

A18. PDF

Q19. Please clarify if the government will be providing direction to the contractor on which surplus/obsolete documents are to be removed and destroyed. If not, what process does the government want the contractor to adopt/follow for implementing removal and destruction of the obsolete documents?

A19. Obsolete documents to be destroyed will be handled by the government.

Obsolete (reference only) documents to be converted will be identified by the Government.

Q20. Please provide further clarification on the expected categorization, labeling and file naming conventions to be used (i.e. Metadata)

A20. Naming conventions will be as close to the original document numbering convention as possible with minor tweaks to ensure no duplications (i.e. if there are multiple volumes)

Q21. Will the government require converted microfiche/microfilm files to be combined (merged) and/or re-organized into their original volumes/file groups/books? Or will each converted microfiche/microfilm remain a standalone artifact post processing?

A21. Our microfiche cards can be 1 page or multiple pages on a single card. Once the cards have been converted the document will have to be put together, so to speak.

Q22. Could the government provide a form DD254 for the contractor to complete?

A22. Yes, hard-copy or fillable PDF can be provided in a later amendment.

Q23. Is there an incumbent?

A23. No

Q24. With regard to the ROM described on page 34 of the solicitation: the estimated magnitude is stated to be 150,305 pages plus. Is there an estimated range that the plus covers? For example, could there end up being an additional 50,000 pages?

A24. This number seems extremely low (example: 4352 - adv of 150 pgs per document is 652800)

Q25. Can you please describe the space that will be available to the scanning team?

A25. We believe there is enough space for 8 cubicles and scanning machines, total.

Q26. Are any of the documents able to be scanned off-site in a secured area with video camera access or does 100% need to be scanned on-site?

A26. All documents must be scanned on-site.

Q27. Are indexing requirements established?

A27. Please clarify the question.

Q28. Will documents be OCR'd?

A28. Please clarify the term OCR'd..

Q29. What platform will these electronic images be stored in?

A29. Primarially PDF

Q30. Are there documents that are oversized (larger than 12x18)?

A30. Yes

Q31. Are there books that cannot be unbound?

A31. Very few, these would be a rare exception, not the rule.

Q32. Is there dark data extraction?

A32. Please clarify the question and term.

Q33. Due to our location and our holiday schedule, we are unable to attend the site visit. Is there any way that a video conference would be available to further discuss some of these questions?

A33. No, our security requirements forbid it.

Q34. Solicitation requests contractor supplied equipment but there is a line Item for leased equipment as well as option to purchase. Please clarify.

A34. As per the PWS para 4.3, the contractor is responsible for providing all equipment to perform the work. Line item 0007 is to lease the equipment each month. Line item 0009 is the price to purchase the leased equipment at the end of each period of performance. Government reserves the right to determine whether they want to purchase the equipment at the end of each year.

Q35. Please define the process of extracting data from electronic media/CDs. Does the contractor need to procure additional equipment in support of data extraction.

A35. N/A. There will be no need to scan any CD’s as the information on them is already in a useable electronic format.

Q36. Page 43, section B, factor 2. Please clarify contractor shall submit proof of ISO 9001 and ISO 14001 certification rather than training.

A36. If contractor already has ISO 9001 and 14001 certification simply submit a copy of the certificate.

Q37. Page 26, 3.1 Facilities. Please clarify that all document conversion and scanning processes will be conducted within the 520 SF and 315 SF office space within Bldg 370 only.

A37. Yes. Scanning will only occur within the confines of LEAD Bldg 370.

Q38. Page 43, A. General Information. Please clarify the text font type and size for the proposed submission and also define the font type and size for graphics, images, tables, etc.

A38. According to AR 25-50, standard font size for US Army Technical Manuals is susposed to be Arial 12.

Q39. On page 34, can you define the page quantities of each publication type.

A39. Adverage page lengths are…DMWRs – 233-300 plus TM's.

Q40. Is there a need to convert any data to SGML or the task is simply to scan and OCR the pages?

A40. Please clarify what format SGML is.

Q41. The PWS skips paragraph 5.1.12. It jumps from 5.1.11 to 5.1.13.

A41. Typo.

Q42. Is secret clearance required or would LEAD sponsor a clearance to contractor?

A42. We will not sponsor clearances. And yes, a secret clearance is required.

Q43. What percentage of the documents are odd sized? (i.e., not 8.5 x 11 or 8.5 x 14)

A43. Approximately 1/3'rd

Q44. What is the indexing requirement? How many fields?

A44. Please clarify the question.

Q45. What is the accuracy requirement for the indexing? For the scanning?

A45. I think this needs expanded upon, the "accuracy" should be 100%, the converted document should be completely ledegable, readable and match the original.

Q46. Do you have a revised inventory of the work to be digitized by asset type?

A46. No, numbers are approximate.

Q47. Does removal of the existing paper mean shredding and is the contractor supposed to perform the shredding?

A47. I do not believe there was any talk of "removal" of any documents. While there may be a need to destroy (i.e. shred) some documents, IAW governments regulations, after conversion but that would be a part of the contract.

Under DAC supervision of course to maintain LEAD's positive control of documents.

Q48. It seems from the conversations at the site visit that the government does not want a library solution but only document conversion services.

Please confirm this and provide the revised pricing line items commensurate to the service?

A48. I wouldn't call it a library solution, no. I'd call it establishing a library, though, by converting these hardcopies into electronic copies, and all of the review of the electronic documents that goes into it.

Q49. Given the limited time between questions and answers and the due date, will the government extend the due date?

A49. Closing date is extended as needed to answer all questions, provide revised information.

Q1. What do you mean by hyperlinks? Are you referring to PDF bookmarks?

Does the contractor need to bookmark the Table of Contents in Technical

Manuals and other documents?

A1. Hyperlinks means bookmarks. Refer to the PWS, paragraphs 5.1.1 and 5.1.3

Q2. Can you give us a more accurate estimate of the aperture cards (you should refer to them in the RFP as Aperture Cards versus Microfilm, as they are different things)? Can you count how many cards are in a box and give us the estimated number of boxes?

A2. The only part to be scanned and converted is the microfiche portion and we do have some actual microfilm to be converted. Estimated count is 2.4 million cards.

Q3. Can we get a list of requirements for equipment so that we know what is considered acceptable and not?

A3. This list of requirements would be dependent on the software or solution they are proposing. That being said all of the software would need to be able to run on the Army Gold Master Win7 image that the Army mandates we use. It must all be functional with all the DISA Stigs applied. If this company does business with the government they would know about these requirements.

Q4. Please clarify how many individual pieces of microfiche/microfilm are required to be converted. An estimate of plus or minus 10% is acceptable.

At a minimum, the Government must clarify how many pieces of microfiche/microfilm are within a single tray.

A4. Estimated count is 2.4 million cards.

Q5. Are bookmarking/hyperlinks required during the conversion process?

A5. Yes. Hyperlinks means bookmarks. Refer to the PWS, paragraphs 5.1.1 and 5.1.3.

Q6. Will the Government consider adding a planning and analyses phase to support service through the document conversion lifecycle?

A6. Intent is for the government to learn during the course of the conversion.

Q7. Will the government include a knowledge transfer phase to facilitate contract close out post conversion?

A7. Intent is for the government to learn during the course of the conversion.

Q8. Are there proposal instructions such as page count, volumes etc.?

A8. Currently there are approx. 4352+ hard-copy documents in our library to be converted. We esimate 2.4 million cards.

Q9. Is there an estimated volume of microfilm?

A9. Currently there are approx. 4352+ hard‐copy documents in our library to be converted.

Q10. The price list is very confusing. Is there a way to clarify the price sheet? The way I see the project, you have time and materials.

Time: There should be different labor categories such as Project Manager, Scanning technician, Data Entry, and Document Prep Labor (removing staples).

Indexing and bookmarking should be a labor cost. Also, the required reports should be a duty of the Project Manager (along with meetings and communication with the COR) and therefore, a labor cost.

Materials: Then you will have materials such as per sheet scan for different document types and sizes: 8.5 x 11, 11 x 17, oversize, Aperture cards, etc.

OCR is also a per image cost. The shredding is a material cost. Finally, you will have equipment costs with option to purchase and a set-up and removal charge.

A10. Refer to the line items on the conformed solicitation. Attachment A reflects the price per page for line item 0002, 1002 and 2002. Please provide your pricing per page. These page prices reflect the actual work performed and will be the basis for the invoice.

Q11. The Price Lists on Pages 71-76 are very repetitive and the price list in the beginning of the RFP are confusing.

A11. Attachment A reflects the price per page for line item 0002, 1002 and 2002. Refer to the instructions on the Binding Price Schedule.

Q12. Will the Government provide the Technical Reference Model from the DOIM which specifies what hardware, software and other related information technology equipment is acceptable with the DCS environment?

A12. This is an hard question to answer since we do not know the software they are proposing to use. If we would know the software, we could get the minimum requirements and answer those questions a little more specifically.

There is also the need for that software to have a Certificate of Networthiness (CoN) Whatever software they procure/buy must.

Q13. CLIN 0002, PWS para 5.1.12 CLIN 0002 refers to section 5.1.12 on page 29 of the RFP but this section is missing from the current version of the RFP.

Please clarify the content of section 5.1.12.

A13. Typo. Refer to the conformed copy of the solicitation.

Q14. For providing the government with a complete and comprehensive solution, that would directly benefit the LEAD DS work, will the government consider an extension of the proposal submission due date by at least 30 days, upon release of the questions and answers?

A14. Amendment 0005 extends the closing date.

Q15. Do you have any expectations on quantity of staffing?

A15. Rough estimate is 6 to 10.

Q16. What is the concept around the 3 year plan, how does 150K pages relate to 3 years?

A16. This number seems extremely low (example: 4352 * adv of 150 pgs per document is 652800).

Q17. Is there an estimated volume of microfilm?

A17. Currently there are approx. 4352+ hard‐copy documents in our library to be converted.

We estimate approximately 2.4 million cards.

Q18. Does the government have an estimated Rough Order Magnitude for this contract?

A18. This is a Requirements contract. We do not have a guaranteed minimum or maximum amount. We don't release the government estimate.

Q19. PWS, Page 16, para. 1.2. Please identify the name of the vendor responsible for the integration, implementation, and maintenance and/or program oversight for the CAMS system.

A19. The work, while it is driven by the implementation of the CAMS system here, does not have anything to do with CAMS.

Q20. Page 71, CLIN 0002 item 11. Please define under CLIN 0002 item 11, scanning of electronic media, what is to be scanned, the hard copy exterior of the electronic media (label), digital content or both? If printing and scanning of digital content is required, will pricing be based upon the awarded hardcopy CLIN pricing tables?

A20. Refer to the conformed solicitation.

Q21. Page 71, CLIN 0002 item 2. Please define under CLIN 0002, Item 13, Scanning of CDs what is to be scanned, the5 hardcopy exterior of the CD (label), digital content or both? If printing and scanning of digital content is required will pricing be based upon the awarded hardcopy CLIN pricing tables?

A21. There will be no need to scan any CD’s as the information on them is already in a useable electronic format.

Q22. Page 43, Section B.1. To reduce performance risk please validate Factor 1: Past Performance is included in the initial determination of Technical Acceptability.

A22. As per FAR 52.212-2, past performance is an evaluation factor for award. Evaluation of past performance will be performed only on proposals that receive a technically acceptable rating on technical evaluation factors.

Q23. Page 43, A. General information. Please define the weighting of each evaluation factor.

A23. In order to be considered technically acceptable, the offeror must meet all requirements or technical specifications or has submitted all documentation requested in any technical evaluation criteria and all documentation meets the standard set forth in the solcitation. Individual factors are not assigned a specific percentage or weight.

Q24. Page 23, Section 2.1.6 Key Personnel. Will the Government require Key Personnel resumes for highly qualified and experienced personnel? If yes, will the government consider a Best Value approach in concert with the requirements?

A24. As per FAR 52.212-2, contractor must provide proof of training/certification and the capability to provide the services.

Q25. Page 43, A. General Information. Given the complexity and scope of this requirement, would the Government strongly consider transforming this to a Best Value procurement to ensure to reduce risk and ensure that the most qualified, capable and proven contractor is selected to support this critical function?

A25 The government believes Lowest Price, Technically Acceptable presents the best evaluation factors for award.

Q26. Would the government please provide one month extension for the date of the site visit to enable bidders to perform a thorough and accurate equipment evaluation based on the government’s requirements?

A26. Amendment 0005 extends the closing date.

Q27. As the work is onsite at LEAD, and the contractor cannot control LEADs environmental conditions, please remove the criteria for ISO 14001-2015.

A27. Most, if not all, of our customers require us to have the basic ISO certification or require us to allow them to audit us to the standards.

Q28. Would the government consider removing the ISO 14001-2015 Certification requirement since the majority of small businesses who provide IT & Professional Services to the U.S. Government does not have this certification.

A28. Most, if not all, of our customers require us to have the basic ISO certification or require us to allow them to audit us to the standards.

Q29. Would the government accept a ISO 9001 -2008 Certification from the Prime vendor and a ISO 14001-2015 Certification from the Prime’s subcontractor?

A29. Contractor must submit corporate certifications.

Q30. How do you want the imaged files returned to you?

A30. The scanning/conversion equipment will be connected to LEAD server and once converted will be under the control of LEAD, I truly don't understand the validity of this question.

Q31. If so, we suggest the government consider removing shredding from the solicitation and procuring shredding separately. This will be more efficient and cost effective for the Army.

A31. Refer to the revised PWS. Shredding requirement is deleted.

Q32. Please supply proposal submittal instructions (separate price and technical? Page limits? Etc.

A32. Submit pricing per the CLIN structure and Attachment A. No more than 10 pages for the non-price evaluation factors and past performance information.

Q33. Suggest the government remove LPTA and procure on a firm fixed price or a fixed unit price basis. DoD issued guidance on LPTA use (March of 2015) clarifies that LPTA should be limited to procurement where there are known quantities and limited risk. Additionally this contract will be for services and is covered by the SCA. We will need to supply associates who are appropriately cleared and skilled which does not lend itself to LPTA.

A33. Resulting contract will be a firm fixed price Requirements contract. Award will be made to the contractor who presents the lowest price, technically acceptable proposal. See 52.212-2, addendum for the evaluation factors.

Contractor must be technically acceptable in all factors to be considered for award.

Q34. Please clarify if all scanning and imaging equipment will require a Common Access Card for access and utilization?

A34. Any scanning equipment that is connected to the network must be CaC enforced like the MFD's are. They should also be on the Common Criteria Portal (https://www.commoncriteriaportal.org/products/) Perhaps the contractor is looking to hook up the scanner directly to the PC, which would change the PC requirements. Again, we really do not know since we do not know the solution they are proposing.

Q35. Can you give us a more accurate estimate of the aperture cards (you should refer to them in the RFP as Aperture Cards versus Microfilm, as they are different things)? Can you count how many cards are in a box and give us the estimated number of boxes?

A35. The only part to be scanned and converted is the microfiche portion and we do have some actual microfilm to be converted. We estimate 2.4 million cards.

Q1 Rquest you consider removing the ISO 14001:2004 requirement. This certification is intended for organizations that “wish to establish, implement, maintain and improve an environmental management system, to assure itself of conformity with its stated environmental policy, and to demonstrate conformity.” Document Conversion Service Bureau’s have no need for such a certification and since Letterkenny is ISO 14001-2015 Environmental Management System (EMS) certified the requirement for the contractor to have this certification is irrelevant.

Rather the Army should require that contractor personnel be trained on Letterkenny’s EMS within 30 days of contract award.

A1: Letterkenny is required by several circumstances (partnerships, contracts and so on), to maintain compliance with ISO 14001, therefore it is only prudent we require any subcontractor to also comply too this standard. As we are auditable to this so too is our workforce, government or contractor. A sub-contracting company having the certification is a plus as then LEAD does not have to expend resources in training and auditing to ensure compliance instead said company does it itself to maintain that certification. If a subcontractor does NOT have the certification then they must subject themselves to constant auditing by LEAD DPA personnel and possibly put their contract at risk if they are found to be non-compliant. The requirement is NOT irrelevant it is a plus, a statement of dedication and achievement.

Q2. Provide very specific quantities of each asset to be converted. We need the following:

a. number of 8.5 x 11 pages

b. number of 8.5 x 14 or larger pages

c. number of microfiche sheets to be scanned – total number of inches would work d.number of rolls and length of 16 mm microfilm (100 feet or 215 feet)

e. number of rolls of 35mm microfilm f.number of aperture cards – total number of inches would work

A2: A specific count is not available as requested. Approximation are the best we can do. First it must be understood that each aperture card has only an approx. 1x2 inch piece of microfiche on each card. The card itself is approx. 3x7 (an old computer punch card). We have approx. 6.4 million individual cards. Each card is either 1 – 2 or possibly 3 pages of a larger document, depending on weither it is a drawing or a document. Therefore a single document created from aperture cards may include the scanning of multiple cards.

Estimated number of 8.5 x 11 and 8.5 x 14 or larger pages is approximately 4352 hard copy documents with an average of 150-200 double sided pages.

Q3. Specify the indexing requirement for each asset class

A3: Specifying by class is not necessary as the requirement is the same for all Hard-copy conversions (internal bookmarking/linking of table of contents and drawing links from page to page) and the same for aperture cards but to also include collation of documents.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0001 1 Lot Establish Library

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to establish an electronic technical library (ETL) IAW the PWS, paragraph 5.1.

FOB: Destination

NSN: AASSVC625700NW

MILSTRIP: W25G1Q625700NW

PURCHASE REQUEST NUMBER: W25G1Q625700NW

ESTIMATED

NET AMT

UNIT UNIT PRICE ESTIMATED AMOUNT

0002 12 Months Breakdown and Reconstruction

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to breakdown documents of the technical library in preparation for scanning, and reconstruct those doucments IAW the PWS, paragraph 5.2.

FOB: Destination

UNIT UNIT PRICE ESTIMATED AMOUNT

0003 1 Job Scanning

FFP

Contactor shall provide all personnel, supervision, quality control and other non-personal servies to scan documents of the technical library as part of the document conversion process IAW the PWS, para 5.1.See Attachment A, base year, to provide individual pricing per page.

UNIT UNIT PRICE ESTIMATED AMOUNT

0004 12 Months Post Finishing

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to complete the document conversion process by post-finishing (indexing and bookmarking) all converted documents of the electronic technical library IAW the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0005 12 Months Reports

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to develop and deliver the monthly reports IAW the PWS, paragraph 5.6

UNIT UNIT PRICE ESTIMATED AMOUNT

0006 12 Months Records maintainence

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to maintain and process records of the electronic technical library IAW the PWS paragaraph 5.7

UNIT UNIT PRICE ESTIMATED AMOUNT

0007 12 Months Lease equipment

FFP

Lease equipment and maintain equipment IAW the PWS, paragraph 4.3

UNIT UNIT PRICE ESTIMATED AMOUNT

0008 1 Each Contractor Manpower Report

FFP

IAW the PWS paragraph 5.11

UNIT UNIT PRICE ESTIMATED AMOUNT

0009 1 Each Option to purchase

FFP

Option to purchase leased equipment shown in CLIN 0007 at the end of the base year.

UNIT UNIT PRICE ESTIMATED AMOUNT

1001 1 Job OPTION De-mobilization

FFP

De-mobilization of the electronic technical libary IAW the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

1002 12 Months OPTION Breakdown and Reconstruction

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to breakdown documents of the technical library in preparation for scanning, and reconstruct those doucments IAW the PWS, paragraph 5.2.

UNIT UNIT PRICE ESTIMATED AMOUNT

1003 1 Job OPTION Scanning

FFP

Contactor shall provide all personnel, supervision, quality control and other non-personal servies to scan documents of the technical library as part of the document conversion process IAW the PWS, para 5.1.See Attachment A, first option year, to provide individual pricing per page.

UNIT UNIT PRICE ESTIMATED AMOUNT

1004 12 Months OPTION Post Finishing

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to complete the document conversion process by post-finishing (indexing and bookmarking) all converted documents of the electronic technical

UNIT UNIT PRICE ESTIMATED AMOUNT

1005 12 Months OPTION Reports

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to develop and deliver the monthly reports IAW the PWS, paragraph 5.6

UNIT UNIT PRICE ESTIMATED AMOUNT

1006 12 Months Records Maintenance

FFP

IContractor shall provide all personnel, supervision, quality control and other non-persnoal services to maintain and process records of the electronic technical library IAW the PWS paragaraph 5.7

UNIT UNIT PRICE ESTIMATED AMOUNT

1007 12 Months OPTION Lease Equipment

FFP

Lease equipment and maintain equipment IAW the PWS, paragraph 4.3

UNIT UNIT PRICE ESTIMATED AMOUNT

1008 1 Each OPTION Contract Manpower Report

FFP

IAW the PWS paragraph 5.11

UNIT UNIT PRICE ESTIMATED AMOUNT

1009 1 Each OPTION Option to Purchase

FFP

Option to purchase leased equipment shown in CLIN 1007 at the end of the first option year.

UNIT UNIT PRICE ESTIMATED AMOUNT

2001 1 Job OPTION De-mobilization

FFP

De-moblization of the electronic technical library IAW the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

2002 12 Months OPTION Breakdown and Reconstruction

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to breakdown documents of the technical library in preparation for scanning, and reconstruct those doucments IAW the PWS, paragraph 5.2.

UNIT UNIT PRICE ESTIMATED AMOUNT

2003 1 Job OPTION Scanning

FFP

Contactor shall provide all personnel, supervision, quality control and other non-personal servies to scan documents of the technical library as part of the document conversion process IAW the PWS, para 5.1.See Attachment A, second option year, to provide individual pricing per page.

UNIT UNIT PRICE ESTIMATED AMOUNT

2004 12 Months OPTION Post Finishing

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to complete the document conversion process by post-finishing (indexing and bookmarking) all converted documents of the electronic technical

UNIT UNIT PRICE ESTIMATED AMOUNT

2005 12 Months OPTION Reports

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to develop and deliver the monthly reports IAW the PWS, paragraph 5.6

UNIT UNIT PRICE ESTIMATED AMOUNT

2006 12 Months OPTION Records Maintenance

FFP

Contractor shall provide all personnel, supervision, quality control and other non-personal services to maintain and process records of the electronic technical library IAW the PWS paragaraph 5.7

UNIT UNIT PRICE ESTIMATED AMOUNT

2007 12 Months OPTION Lease Equipment

FFP

Lease equipment and maintain equipment IAW the PWS, paragraph 4.3

UNIT UNIT PRICE ESTIMATED AMOUNT

2008 1 Each OPTION Contractor Manpower Report

FFP

IAW the PWS paragraph 5.11

UNIT UNIT PRICE ESTIMATED AMOUNT

2009 1 Each OPTION Option to purchase

FFP

Option to purchase leased equipment shown in CLIN 2007 at the end of the second option year.

NOTES

1.System for Award Management (SAM). In accordance with FAR 4.1102, Offerors must be registered in SAM database in order to be eligible for contract award. No award will be made to an Offeror not Registered and showing an Active status. Registration can be accomplished at https://www.sam.gov/portal/public/SAM/#1.

2. Annual Representations and Certifications: In accordance with FAR 4.1201, Offerors shall complete electronic annual representations and certifications within SAM as part of required registration. No award will be made to an Offeror not Registered and showing a current/valid certification. Registration in this database must be kept current and can be accessed at https://www.sam.gov/portal/public/SAM/.

3. Questions. Questions regarding this solcitation shall be submitted in writing to the Contract Specialist at least 5 calendar days prior to the closing date. Questions submitted after this time will be answered at the discretion of the Contracting Officer. The Contract Specialist for this requirement is Laura Buehler, email Laura.J.Buehler.civ@mail.mil.

4. Award without discussions. The Government intends to award without discussions; therefore, Offerors should submit their best prices in their initial offer. IAW FAR provision 52.212-2, Evaluation-Commercial Items, Offerors must submit all information requested therein in order for the Government to determine technical acceptability. The Government reserves the right to conduct discussions if the Contracting Officer determines them to be necessary.

Contractors must submit: Past Performance information, Capabilites statement to include the list of leased equipment and ISO training certifiates. Contractors who fail to submit all required information shall be considered nonresponsive and shall not be considered for award.

5. Contractors not registered in SAM and showing a valid/current certification in the electronic annual representations and certifications must complete all solicitation clauses and provisions that require contractor information: FAR 52.204-17, FAR, 52.209-5, FAR 52.209-7, FAR 52.212-3 Alt 1, FAR 52.219-1 Alt 1, FAR 52.222-25, DFARS 252.225-7020. Contractors who fail to fill in all information requested shall be considered nonresponsive and shall not be considered for award.

6. Amendments. The Offeror shall submit the the Contracting Officer signed copies of all amendments issued to this solicitaiton. Failure to comply may cause your proposal to be rejected.

7. Period for Acceptance of Offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days after solicitation closing date.

8. Contractors who have a current DD254, Secret Facility Clearance, submit a copy with your proposal.

9. Contractor Compliance. The contractor shall not comply with any order, directive or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as part of this solicitation. Doing so places the contractor at risk of nonpayment.

10. Proposals. Proposals shall be signed by an authorized individual in accordance with FAR 4.102, Contractors Signature. Failure to comply may cause your proposal to be rejected. Offerors should mark each page of their proposal as “Proprietary Information” if they want it treated as Propritary Information under the Procurement Integrity Act.

11. Submit proposals. Proposals may be submitted via email to the Contract Specialist:

Laura.J.Buehler.civ@mail.mil, via fax: 717-267-9834 Attn: Laura Buehler, or mailed to the address in Block 9 on the front of the SF1449 Attn: Laura Buehler. Email is the perferred method for submittal.

12. Type of Contract: The type of contract resulting from this solicitation is specified in FAR Provision 52.216-1, Type of Contract. For Requirements contracts all quantities are estimated and individual delivery orders shall be issued citing specific quantities and delivery dates. Payment will be made on actual quantities delivered.

SITE VISIT INFORMATION

Site visit. Site visit is scheduled for 9 Jan 17 at 0900. Site visit attendance is urged but is not mandatory; however, failure to attend a site visit shall not be a reason for price increases to the contract after award. Submit names of all attendees to Laura Buehler (email: Laura.J.Buehler.civ@mail.mil), phone: 717-267-9617 and Patti Mize (Partricia.D.Mize.civ@mail.mil), phone: 717-267-8929. No more than 2 attendees per company.

The site visit will include access to restricted/classified areas. In order to obtain access, attendees must provide the following information – name, date of birth and social security number. Submit this information no later than 23 Dec 16 at 1600. Offerors who do not submit this information will not be given access to the site. All attendees will meet at Building 2S (Directorate of Contracting), 1 Overcash Ave, Letterkenny Army Depot, Chambersburg, PA.

Offerors are required to obtain a visitor’s pass from the Main Gate prior to arriving at Building 2S. Please allow at least 45 minutes for this process. You must provide a current picture identification, vehicle registration and proof of insturance to obtain a pass.

Wage Determination 2015-2249, Revision 3, dated 11/28/2016 2015-2249, Revision 7, dated 2/22/2017 is hereby incorporated. Wage determination can be viewed at http://www.wdol.gov

PWS

PERFORMANCE WORK STATEMENT (PWS)

FOR

Letterkenny Army Depot Electronic Technical Library

1.0 General:

1.1 Scope: The contractor shall provide all personnel, supervision, quality control and other items including non-personal services necessary to perform the document conversion services of the electronic technical library (ETL) as defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished. The contractor shall perform to the standards in this contract.

1.1.1 The electronic technical library shall include all the internal technical documents that LEAD uses in its operations as well as all the external reference documents required for the particular project.

1.2 Background: Letterkenny Army Depot (LEAD) is located in Chambersburg, Pennsylvania. LEAD operates a maintenance and ammunition depot for the receipt, storage, issue, maintenance, and disposal of assigned commodities. LEAD utilizes numerous documents in the course of the conduct of operations. Documents are primarily in a .pdf format, hard copies and technical drawings. The current business practices entails the usage of paper documents system. The Complex Assembly Manufacturing Solutions (CAMS) a newly fielded system is an electronic system that will track all the levels of operations at the depot. LEAD has transitioned to the use of CAMS which has generated a capabilities gap within the enterprise as it relates to in process workload. The electronic technical library will enable all parties in the shop to access the required documents to perform their function via CAMS hand held devises.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and two 12-month option years. The Period of Performance will be identified in the solicitation and contract.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QC program is the means by which it assures itself that its work complies with the requirements of the contract. The Quality Control Plan shall be due not later than 15 calendar days after the start of the order. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary After acceptance of the QC Plan, the contractor shall obtain the KO’s (KO) acceptance in writing of any proposed changes to its QC system.

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1

1.4.3.2 Martin Luther King, Jr.’s Birthday: Third Monday in January

1.4.3.3 President’s Day: Third Monday in February

1.4.3.4 Memorial Day: Last Monday in May

1.4.3.5 Independence Day: July 4

1.4.3.6 Labor Day: First Monday in September

1.4.3.7 Columbus Day: Second Monday in October

1.4.3.8 Veteran’s Day: November 11

1.4.3.9 Thanksgiving Day: Fourth Thursday in November

1.4.3.10 Christmas Day: December 25

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0600 – 1530 Monday through Thursday and 0600 – 1430 on Friday on the first week of the Federal pay period, and 0600 – 1530 Monday through Thursday the second week of the Federal pay period (totaling 80 hours over two weeks) following LEAD’s Standard Work Scheduled 5/4/9, which gives the second Friday of the pay period as a Regular Day Off (RDO), except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The 5/4/9 work schedule is subject to the Depot Commander’s policy. The contractor shall be required to adhere to the Government’s standard work schedule as Depot policy updates. Performance shall be at 1 Overcash Ave, Building number 370. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1. When an observed holiday falls on a Tuesday or Thursday, the Depot's regularly scheduled closure day moves to the corresponding Monday or Friday. If the holiday falls on Saturday, the preceding Friday will be observed. If the holiday falls on Sunday, the following Monday will be observed.

1.4.5 Security Requirements: Contractor and all associated sub-contractor’s employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce shall comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes. Performance of work will require limited access to classified information or equipment. DD 254, DoD Contractor Security Classification Specification, is required.

1.4.5.1 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.5.2 Key Control: The contractor shall establish and implement methods of ensuring all keys/key cards issued by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QC Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the Contracting Officer’s Representative (COR).

1.4.5.2.1 In the event keys, other than master keys, are lost or duplicated the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.4.5.2.2 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.5.2.3 Lock Combinations: The contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the Contractor’s QC Plan.

1.4.5.3 AT Level 1 Awareness Training: All contractor employees, to included subcontractor employees, requiring access to Army Installations, facilities, and controlled access areas shall complete AT Level 1 awareness training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training. AT level 1 awareness training is available on the Letterkenny Army Depot homepage – www.lead.army.mil.

1.4.5.4 iWATCH Training: The contractor and all associated sub-contractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program. This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or contracting officer. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training. iWATCH training is available on the Letterkenny Army Depot homepage – www.lead.army.mil.

1.4.5.5 Information Awareness: All contractor employees and associated sub-contractor employees with access to a government information system shall be registered in the ATCTS (Army Training…