W9124924R0002 Amendment 0001.pdf

W9124924R0002

MICC - FORT EISENHOWER

NINA M. RACHAL

NINA.M.RACHAL.CIV@ARMY.MIL

FORT EISENHOWER GA 30905-5719

0011973228

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as 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)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to:

1. Provide answ ers to vendor questions.

2. Update date of site visit from March 15, 2024 to March 19, 2024

3. Extend proposal due date from March 22, 2024 to March 26, 2024

4. Update PWS

1. CONTRACT ID CODE PAGE OF PAGES

J 1 29

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

16C. DATE SIGNED

BY 05-Mar-2024

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X W9124924R0002

X 9B. DATED (SEE ITEM 11)

25-Jan-2024

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

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

Offer 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 DATE 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 date 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.

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 copies to the issuing office.

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

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

05-Mar-2024

CODE

MICC - FORT EISENHOWER

271 HERITAGE PARK LANE

BLDG. 35200

FORT EISENHOWER GA 30905

W91249 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE W91249

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 22-Mar-2024 12:00 AM to 26-Mar-

2024 11:00 AM.

SUPPLIES OR SERVICES AND PRICES

CLIN 0002 is added as follows:

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0002 1 Job Return

FFP

Upon completion of conversion, all original records will be returned to USACIL.

FOB: Destination

PSC CD: R425

NET AMT

DELIVERIES AND PERFORMANCE

The following Delivery Schedule for CLIN 0002 has been added:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 01-MAY-2024 TO

30-APR-2025

N/A N/A

FOB: Destination

INSPECTION AND ACCEPTANCE

The following Acceptance/Inspection Schedule was added for CLIN 0002:

INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

Destination Government Destination Government

The following have been added by full text:

VENDOR CONSOLIDATED Q&AS

Question Number

Reference (CLIN, SOW, P-Spec, etc.)

Question / Comment Government Response

001 1.3 Objectives - Contractor must provide 100% quality review and ensure 99.9% data reproduction accuracy.

We term this as a Page to image verification, is this the requirement you are seeking?

If your definition of page to image verification is that you have an image of every page that is as legible as the original to an accuracy of 99.9%, then yes. However, just having an image count that matches the page count without verifying image quality in some way is not sufficient.

002 Fingerprint cards will be uploaded into their Next Generation Identification Automated Fingerprint Identification System database.

What output specification would be required for fingerprint cards? Would you be able to provide a sample of the import file.

This is specified in section 5.3.3.4 of the PWS.

Additional details can be found at https://fbibiospecs.fbi.gov/ebts-1/transaction.

003 Contractor must have sufficient throughput capacity to scan 4,400 10x12x15 boxes containing approximately 2,000 pages each of mixed media and documents

Please describe the types of “mixed media” (i.e. microfilm, onion paper, card stock, posted notes etc…)? What requirements or special actions might you require/be expected (i.e. all posted removed from document and a fixed to blank sheet of paper, duplex multi page/colored card stock to be separated and scanned individually, carbon documents to be separate and carbon insert destroyed/not scanned)? Special instructions for any mixed media.

Media types include various irregular sized documents, onion paper, card stock, post-it notes, film negatives, autoradiograms (x-ray films), and photographic prints. To the best of our knowledge there are no carbon inserts in the files. If they are encountered they should not be scanned but returned to the file. No "special actions" are required for these media types. Only that they be reproduced in the electronic .pdf to the same level of legibility and quality as the original documents.

004 1.6.4 Hours of Operation - Contractor is responsible for conducting business between 8:00am – 5:00pm

Our hours are 7:30am – 4:30pm CT…..is this acceptable? When coordinating and/or being on premises at your location for pickup and other onsite actions we will conform to your business hours/appointment schedule?

Pickup must be performed between the hours of 0730-1630 Eastern time. You will have to conform to regular scheduled duty days as described in the PWS section 1.6.3.

005 1.6.5 Place of Performance - Work must be performed at Contractor's facility except for the collection, inventory and packing or downloading of records for conversion.

The statement concerning downloading of records for conversion, are their digital files that we will be converting as well? Please explain type of files to be downloaded, volume of information, and expected output conversion type.

Only data that is contained in case files would need to be converted. This would consist mainly of CD-Rs, DVD-Rs, and floppy disks. If the media has proprietary data of some type that cannot be converted to .pdf, this must be annotated in the file and we ask that you return the media to us for physical archival.

006 1.6.7.5 Chain of custody

- Documents must be securely destroyed per

NIST SP 800-88

guidelines

There are notes that indicated some document boxes required to be returned. Can you estimated how many boxes will be returned and how many will be required to be destroyed? This estimation will allow for adequate pricing details

All will have to be returned.

007 5.1 Basic Services - Folders containing handwritten or other data other than index data must be scanned

There will be instances where we will split the front from the back of the folder and scan the side(s) of the folder that have information other than index information, correct?

That is correct.

008 5. Specific Tasks - Majority of the pages are 8.5x11, there are some larger and some smaller, photographs, film negatives and onion skin

Onion skin documents are extremely delicate and tend to crumple under the rollers of scanning devices, in our experience to avoid this we suggest that we be allowed to copy the onion skin and scan the copied images. Is this exceptable and can it be noted as an acceptable action for onion skin documents. What % of the documents will be onion skin?

We estimate there are no more than 3-5% of the documents on onion skin. These documents are very old and some are partially illegible. We are concerned that copying then scanning copies may further reduce the legibility of the documents.

The onion skin documents must be scanned individually rather than fed through a sheet feeder due to their fragility. Also, due to the reduction in quality caused by multiple scanning generations, the original scans of these documents must be integrated directly into the indexed .pdf file.

009 5. Specific Tasks - Majority of the pages are 8.5x11, there are some larger and some smaller, photographs, film negatives and onion skin

We do not have the capability to scan photograph film negatives (i.e. 35mm etc) or are film negatives meant to address/mean microfilm? If there are photograph film negatives would you consider removing their scanning requirement from this solications as most conversion services companies do not perform this conversion. Photograph image conversion is usually performed by a company that specialized in photography digitization.

As mentioned earlier, there are numerous photographic negatives and some x-ray films that must be scanned.

010 5.3.3.2 - Digitize each page in every file, single and double side pages, multi part fan-folded pages, onion skin pages, non standard sized pages and any other types of paper or film based information found in each file.

Do you require the multi part fan-folded pages to be torn apart or scanned as one large image?

These must be scanned as single images. There are relatively few of these in the files.

011 5.3.3.2 - Digitize each page in every file, single and double side pages, multi part fan-folded pages, onion skin pages, non standard sized pages and any other types of paper or film based information found in each file.

Film based information. Are these film negatives? Microfiche? If microfiche, how many fiches do you think you have?

There is no Microfiche. It is photographic film and x-ray film.

012 5.3.3.2 - Digitize each page in every file, single and double side pages, multi part fan-folded pages, onion skin pages, non standard sized pages and any other types of paper or film based information found in each file.

Will they need to be digitally attached to the file they came out of or is it ok that the fiche be a separate index?

Again, there is no microfiche in the files. All other images must be converted to .pdf and included in the final indexed .pdf file.

013 5.3.3.2 - Black and white scanning for text, grayscale for grayscale images and color for photos and graphics containing color.

We normally scan all documents with the same preset. So, either all in B&W, all in grayscale or all in color. We could scan in the manner that is requested but it will slow the conversion down considerably, Is it acceptable to scan all images in color this would facilitate the process of conversion and reduce processing times?

We must retain color in all color graphics and images.

014 General Are you able to provide some samples of the images that would require the in-depth indexing? We’d like show those to our team in order to get accurate pricing.

Graphics will not be indexed separately. One indexed .pdf will be created for each case file.

The fingerprint records will follow the NGI/EBTS format described in section 5.3.3.4 of the PWS.

015 What is the rough percentage of file boxes expected to be returned vs destroyed?

All will be returned

016 PWS Section C Are there multiple File Numbers per File Box? If so, in Section C Proposal Preparation Instructions under the section labeled Minimum required performance characteristics it states “Vendor must provide secure transport of physical documents/records with complete inventory by File number and content…” who will be responsible for creating that inventory list for secure transport and chain of custody?

Yes, the vendor will be required to inventory each box.

017 Is there a rough estimate of the number of pages in a typical case?

No, they vary considerably. A simple drug ID case may be less than 20 pages. A major homicide or sexual assault may be 1000 or more.

018 How do you want the film negatives digitized? PDF, JPEG, Other? What ppi is required?

35mm must be scanned in at 1000ppi or more, 5"x7" B&W sheets must be 500ppi minimum.

Fingerprint records must be scanned in at 1000ppi and according to requirements specified in section 5.3.3.4 of the PWS.

019 Will the pdf files need to be indexed in a manner other than by file name?

Yes, the index fields are detailed in section 5.3.3.1 of the PWS.

020 PWS 1.6.7.3.1 Section 1.6.7.3.1 references a need to mark and safeguard files per “classification level”. What are the different classification levels we will encounter and what special clearances/procedures will our employees and subcontractors need to have?

There is no classified information in these files.

However, all contain information that, at the time, was "For Official Use Only - Law Enforcement Sensitive" or "FOUO-LES". These markings will suffice as all files were produced prior to the new "CUI" marking system.

021 52.212-2

ADDENDUM 52.212-2

EVALUATION FACTORS

FOR AWARD, pages 45-

Does the government expect CJIS compliance at the time of the proposal submission or at the time of award?

Yes, the vendor must be CJIS compliance at the time of proposal submission.

022 52.212-2

ADDENDUM 52.212-2

EVALUATION FACTORS

FOR AWARD, pages 45-

Are there enumerated or codified Criminal Justice Information Services (CJIS) Security Policy items or protocol? The official FBI CJIS policy located at https://le.fbi.gov/cjis-division/cjis-security-policy-resource-center specifically states that the CJIS Security Policy is Architecture Independent at section 2.2, page 16, and assumptively for that reason does not seem to list specific protocols or guidance. If there are codified protocols or more specific guidance, what is it and where can it be found?

According to the FBI's Information Security Officer, information assurance requirements found in Section 5 of the CJIS Security Policy (codified by the FBI Director) are what must be met to ensure the protection of criminal justice information.

023 52.212-2

ADDENDUM 52.212-2

EVALUATION FACTORS

FOR AWARD, pages 45-

What documentation satisfies USACIL’s requirement to “provide documentary evidence of all certifications and accreditations required in the PWS” (RFP p.46) to show the contractor is CJIS compliant?

A copy of all certification and accreditation certificates, or other proof of compliance, must be included in your proposal.

024 52.212-2

ADDENDUM 52.212-2

EVALUATION FACTORS

FOR AWARD, pages 45-

Does federal security guidance satisfy CJIS Security Policy? For example, if a company’s scanning facility is FedRAMP ready will that security satisfy CJIS Security Policy for corresponding segments of the project done in the contractor’s facility?

Because we have included the requirement to scan our hardcopy fingerprint records, we must require CJIS compliance.

025 RFP section 1.6.5.2 Chain of Custody, subsection 1.6.7.5.2

In light of W9124924R0002 RFP section

1.6.7.5.2 page 7, requiring the contractor to—“provide a procedure for the safeguarding of all documents”—for transporting documents to and from the contractor’s facility will the contractor have to have their own trucks or can commercial carrier(s) satisfy chain-of-custody form requirements, including signature? Will the contractor have to have their own trucks or can commercial carrier(s) satisfy other chain of custody requirements referenced at sections 1.3 page 4, 1.6.7.3.3 & .5 page 6, 5.1 “Basic

Commercial carriers can be used, but there must be a documented signature transfer and the shipment(s) must be sealed for transport.

Services” page 13, 5.3.2 page 13, [Factor 1] page 44, and [Factor 2] page 45?

026 RFP section 5.3.3 Indexing/File Naming, subsection 5.3.3.1 page

Will USACIL case numbers remain consistent with the original for the scanned documents? Or will USACIL want a single overarching case number index for the scanned documents? (cf. 5.3.3.1 page 13). Or both?

All case numbers must remain in their original format.

027 Can the records be destroyed, or do they need to be returned to the government?

All will be returned.

028 Can all records be picked up at one time or can there be a phased plan for pick up?

A phased plan would be acceptable, but no more than a total of four scheduled pickups.

029 Is there a limit to the number of hard drives and size of hard of drives?

The case files are at least 80% text and there are a relatively small number of Fingerprint Records.

Given media cost and density, two drives per month (one with case records and one with fingerprint records) should be sufficient and reasonable.

030 Section 1.3 Objectives Will USACIL provide an Inventory of all files provided to the Contractor when Boxes are picked up for Digitization or would that be Contractor’s responsibility?

The Contractor will inventory all files when packing for shipment.

031 Section 1.3 Objectives USACIL requires 100% Quality Review and 99.9% data production accuracy – This would require contractor to verify each scanned image with physical document and could be a very time consuming process and expensive. Can USACIL confirm if this high level of Quality Review is required?

Yes, these are legal records that may be required for use in court. We must ensure that all data is accurately and securely captured. This is particularly important since our plan is to make the digital record the permanent record.

032 Section 1.3 Objectives Will all 4,400 Boxes be picked up at once or can we pick-up the Boxes Monthly or Bi-Monthly?

We prefer no more that four pickups total in order to minimize disruption to operations.

033 Section 1.6.7.9 Special Qualifications

Can USACIL waive the ISO 9001, SOC 2 and CJIS Compliant requirements?

ISO 9001 can be waived in liew of suitable Quality Management procedures. That is why we stated "ISO 9001 or equivalent". All others are required.

034 ISO 9001 is mostly used for Products or system related applications including process improvements. It is also mostly used by companies providing Cloud related services. The Document Scanning Project requirement for USACIL does not require any Product or application support or uploading digitized documents to Cloud, hence we believe that the Contractors should have good Quality Management Procedure in place but shouldn’t require ISO 9001 Certification.

As stated above, ISO 9001 is not mandatory, but evidence of suitable Quality Management procedures must be provided.

035 SOC (Service Organization Control) 2 Compliant is usually for Cloud based service Provider who handles sensitive information. It outlines the company’s internal controls on how they safeguard customer data, mostly on Cloud System or related to System application. USACIL digitized records do not require to go on any system or cloud application.

SOC 2 compliance is still a requirement.

036 CJIS Compliant - Requiring a Vendor to be CJIS Compliant would highly limit the SDVOSB response from companies who support FBI or Law Enforcement. Can we suggest digitizing biometric documents on-site at USACIL location?

Unfortunately, we do not have sufficient workspace to support scanning on-site.

037 Section 5.1 What percentage of documents will have onion skin pages?

Approximately 4%

038 Section 5.1 What percentage of documents will be larger than 8.5*11?

Approximately 7%

039 Section 5.1 What percentage of documents will have film negatives?

Approximately 4%

040 Section 5.3.4.1 What percentage of documents would be destroyed?

All will be returned

041 Will USACIL Box all the files or would it be the contractors’ responsibility?

Case files are already boxed. Fingerprint records are not.

042 Will USACIL provide the NARA Boxes to pack the files?

Case files are already boxed. The vendor is required to provide boxes for the fingerprint records.

043 Is this a new requirement? If there is an Incumbent, can you please provide the name of the vendor and contract number and contract value?

This is a new requirement.

044 Will we encounter any Microfiche, Microfilm or Aperture cards that would require digitization?

No.

045 Are there duplex documents (%) - Do the box page counts account for any pages where both sides of the sheet contain printed material? If not, what percentage

No more than 10% of documents are duplex.

The following have been modified:

52.212-1 ADDENDUM 52.212-1 Instructions to Offerors

Proposal Submittal and Inquiries.

of the material is expected to have printed material on both sides?

046 Are all documents scanned/outputted in black and white, regardless of color prints/pictures found in the file?

Some graphics (electropherograms, chromatograms, etc.) are in color and must be preserved in color.

047 What types of mixed media are contained in boxes? (onion skins papers, receipts, post-its, letter/legal/ledger)

All of the above. For specifics, see answers to earlier related questions.

048 Do the boxes contain any items that cannot be scanned? If, so, will these items be purged prior to pick up?

Some files contain removable media that must be incorporated if possibe.

049 If they will not be purged, are these to be cataloged and returned or destroyed?

All will be returned

050 Will any type of file preparation take place prior to pick up? If so, what will be done?

No. The case files are already boxed and stored on shelves in chronological order. Fingerprint records are stored in file cabinets and must be boxed by the contractor.

051 What is the average age of the archives (months/years)?

Our archival requirement is 40 years for most files, 50 years for sexual assault crimes, and indefinite for unsolved homicides and sexual assaults.

052 Is there any specific external media requirement?

I'm not sure what you are asking here. Please clarify your question.

054 NOTE TO ALL: Please read the PWS carefully. There are two distinct sets of records we are having converted. The first is the 4,400 boxes of Forensic Case File records we are asking to be converted to indexed .pdf files we will upload to our current Report of Investigation database. The second is what we estimate to be approximately 450,000 pages (unboxed) of inked fingerprint standards which must be scanned and saved as Electronic Biometric Transmission Specification (EBTS) version 10 files at 1000 pixels per inch. These we will upload to our Next Generation Identification (NGI) Automated Fingerprint Identification System (AFIS) database maintained by the FBI.

1. Proposals shall be submitted prior to the closing date and time identified on SF 1449, to the following address:

2. Electronic submissions via facsimile will not be accepted. Offers shall be emailed. It is the offeror’s responsibility to verify receipt of proposals prior to the closing date/time. Late proposals will not be accepted. The proposal shall be valid for one hundred and eighty (180) calendar days from the date of initial proposal submission.

3. Address all questions or concerns the offeror may have to the Contract Specialist (Nina Rachal) and Contracting Officer (Mr. Charles Smith). The SUBJECT LINE shall be “W91249-24-R-0002, Question(s) – Company Name. . . ATTN: Ms. Nina Rachal & Mrs. Sherrilyn Rice” All questions regarding this solicitation shall be submitted in writing via email (email is the preferred method) NLT 11:00AM Eastern Standard Time (EST) on 08 February 2024 to the following:

Procuring Contracting Officer Name: Mrs. Sherrilyn Rice Email: sherrilyn.u.rice.civ@army.mil Contract Specialist Name: Nina Rachal Email: nina.m.rachal.civ@army.mil

Both, Contracting Officer and Contract Specialist will be copied on all correspondence.

The Government reserves the right not to respond to any questions received concerning this solicitation after the questions receipt date above. Accordingly, offerors are encouraged to carefully review all solicitation requirements and submit questions to the Government as early as possible.

4. Site Visit. The Government will hold a site visit for this requirement on 19 March 2024.

FAR Clause 52.237-1 Site Visit (Apr 1984)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Any proposals received without a site visit will not be considered.

SITE VISIT ATTENDANCE IS MANDATORY

The site visit information:

Date: 19 March 2024 Time: 9:00 A.M. EST Place: 4930 N 31st Street, Bldg 925 Archives, Forest Park, GA 30297

Email the company name, attendees and telephone numbers to the following personnel before the site visit:

Contract Specialist: Nina Rachal nina.m.rachal.civ@army.mil

Contracting Officer: Sherrilyn Rice sherrilyn.u.rice.civ@army.mil

Directions to the site will be provided after requested information is received. All attendees for the site visit must be provided to the above personnel NLT 12 March 2024. You are reminded that after the site visit, all questions must be submitted to the Contract Specialist and Contracting Officer identified above.

B. General Instructions

1. The selection of a source for award purposes will be conducted utilizing source selection (negotiated) procedures as delineated in FAR Part 15.3. Offers will be evaluated using the criteria under Addendum 52.212-2, Evaluation Factors for Award. Noncompliance with the Request for Proposal (RFP) requirements may hamper the

Government's ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer. The submission of the documentation specified below will constitute the offeror's acceptance of the terms and conditions of the RFP, concurrence with the Performance Work Statement, and contract type.

3. It is the Government’s intention to award without discussions. Offerors are encouraged to present their best technical proposal and prices in their initial proposal submission. However, in accordance with (IAW) FAR Part 15.306, should discussions become necessary, the Government reserves the right to hold them. If this occurs, a competitive range will be determined and offerors notified. The competitive range may be limited for purposes of efficiency IAW FAR Part 15.306 (c) (2).

4. Instructions outlined in paragraph C below, prescribe the format for the proposal and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

5. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the offeror shall immediately notify the KO in writing with supporting rationale.

The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

6. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

7. All referenced documents for this solicitation are available on the SAM.gov website formerly (FedBizOpps) website at https://sam.gov/.

8. Debriefings. The KO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505. The KO will notify offerors who were in the competitive range but were not selected for award in accordance with FAR 15.503(b). Upon such notification, unsuccessful offerors may request and receive a debriefing in accordance with the requirements of FAR 15.506.

9. In accordance with FAR Part 19.7, the offeror will need to submit a small business subcontracting plan with your proposal.

C. Proposal Preparation Instructions

1. Offeror’s proposal shall consist of four (4) volumes: (1) General, (2) Technical, (3) Past Performance and (4) Price.

2. Proposal Format

(a) Offerors shall submit an original of each volume as noted in Table 2 of paragraph (c) below of their proposal.

(b) Exceptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors and subfactors. Failure to meet a requirement may result in an offer being ineligible for award. If the offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable Volume and exceptions with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Offerors are cautioned that taking an exception may render the offer ineligible for award. This information shall be provided in the format below.

Table 1 - Solicitation Exceptions

Solicitation Document

Page/Paragraph Requirement/Portion Rationale & Impact

Section B, PWS, Addendum 52.212-1 and FAR 52.212-2 Evaluation-- Commercial Items under Addendum - Evaluation Factors for Award etc.

Applicable Page and Paragraph Numbers

Identify the Requirement or Portion to which exception is taken

Describe the Rationale and Impact of the exception

(c) The proposals shall be organized into 4 volumes. Each volume of the proposal should be submitted as a separate attachment. A cover sheet should be included in each volume, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name. All text shall be single spaced paragraphs, Times New Roman Font, Font Size 11 printed in black Color Font, on white paper, in a Word document. (Black and white requirement does not apply to graphics, photos, etc., Company stationary and logos, spreadsheets, are unacceptable).

Printing shall be easily readable (12-pitch type or 10 point proportional spacing.)

Cross-references should be utilized to preclude unnecessary duplication of data between sections.

Table 2

(d) Proposal Limitation. The proposal shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit shall be removed and returned, unread, to the offeror. The Government will not accept any changes to the contractor’s proposal after the closing date of the solicitation (See FAR 15.208 for further information regarding late proposals). If discussions become necessary, page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors.

(e) Page Limit Includes: All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc.

(f) Page Limit does not include covers for volumes, tables of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. Pages will be counted if they contain any other information, i.e., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

(g) What Counts As A Page? A page shall be an 8 ½ X 11” sheet of paper. When both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and

Volume Title No. of Email Copies

Page Limits DIGITAL

FORMAT

I General 1 No Limitations MS Word or

PDF

II Technical 1 (20) MS Word or

PDF

III Past Performance

1 3 pages per reference

MS Word or

PDF

IV Price 1 N/A 1 - MS Excel

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tables can be at the discretion of the offeror but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8 ½” X 11” sheet of paper. Margins shall be at least 1 inch on the top and bottom and 3/4 inch on the side. The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

(h) Indexing. Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume.

(i) Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each.

3. Proposal Content

(a) Volume I – GENERAL.

Volume I must be clearly marked “VOLUME I – GENERAL Volume, RFP W91249-24-R-0002.

Offerors are required to submit a completed SF 1449 (Solicitation, Offer and Award) (including acknowledgment of Amendments), SF 1449 continuation sheet, Representation and Certifications, and other statements of Offerors. All final monetary extensions shall be in whole dollars only. Failure to follow the below Contract Proposal preparation instructions may cause your proposal to be deemed unacceptable by the Government. The General Volume shall be organized as follows and contain the identified information.

TAB A, Exceptions/Assumptions (if required) - Identification and explanation of any exceptions or deviations. Additionally, any assumptions used in the proposal preparation must be identified.

TAB B, Solicitation, Offer and Award - The SF 1449 shall be submitted fully completed. The offeror is cautioned that the SF 1449 must contain an original signature in block 30a of the form. The contractor shall acknowledge any amendments to the RFP in accordance with the SF 1449 and with Addendum 52.212-1, Instruction to Offerors—Competitive Acquisition. The offeror shall provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

TAB C, SF 1449 – Continuation Sheets -- Supplies or Services and Prices/Costs – This section shall be submitted fully completed and error free. It shall contain the offeror’s prices for the established Contract Line Items Numbers (CLINS).

TAB D, 52.213-3 Alt I, Offeror Representations and Certifications – The offeror shall ensure this section is submitted thoroughly completed with all blocks in each certification/representation completed truthfully and completely.

(b) Volume II – Technical Experience

Volume II must be clearly marked “VOLUME II – TECHNICAL EXPERIENCE Volume, RFP W91249-24-R- 0002.

(1) The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Offeror’s proposal. Legibility, clarity and coherence are very important. Responses will be evaluated against the Technical factors defined in Addendum 52.212-2, Evaluation Factors for Award. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements.

Statements that the offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered unacceptable. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror's proposal.

Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired. Volume II shall not include any pricing information.

(2) The Technical Volume shall, at a minimum, be prepared in a form consistent with the Performance Work Statement (PWS) and the evaluation criteria for award set forth in Addendum 52.212-2 of this solicitation. The section shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the contractor’s technical competence and ability to comply with the contract task requirements specified in the PWS. The offeror shall address as specifically as possible the actual methodology you would use for accomplishing the PWS tasks. The volume shall be organized according to the following general:

Table of Contents List of Table and Drawings Cross Reference Matrix Exceptions/Assumptions (Identification and explanation of any exceptions or deviations).

Additionally, identify any assumptions used in preparing the proposal.

Factor 1: Technical Capability

The Offeror’s overall technical approach shall demonstrate its knowledge and understanding of the magnitude and complexity of this requirement and its capability to perform all tasks in the Performance Work Statement. The Offeror’s technical approach shall also concisely and clearly address the Offeror’s approach to plan, organize, control and perform the major performance objectives below:

Required Vendor Certifications/Accreditations:

- Vendor must demonstrate National Archives and Records Administration (NARA) 36 CFR 1234 compliance.

- Vendor must be ISO9001 Compliant (or equivalent quality management conformance)

- Vendor must be System and Organization Controls (SOC) 2 compliant (American Institute for Certified

Public Accountants)

- Vendor must be Criminal Justice Information Services Division (CJIS) compliant (Federal Bureau of

Investigation)

- Vendor must be National Association of Information Destruction (NAID) AAA Compliant

Minimum required performance characteristics:

- Vendor must provide secure transport of physical documents/records with complete inventory by file number and content, and chain of custody from pick-up through destruction or return.

- Vendor must provide 100% quality review and ensure 99.9% data reproduction accuracy

- Vendor must scan all USACIL case files in hardcopy format and convert to digital format (Adobe Acrobat

.pdf)

- Files must be indexed on USACIL case number, Date Received at USACIL, Agency Case Number(s), Submitting Agency Office Name, Subject name(s), Victim name(s), and Location of Origination (post, base, station, or city of submitting agency).

- Vendor must provide indexed .pdf files on encrypted hard drives delivered monthly.

- Vendor must have sufficient throughput capacity to scan and convert 4,400 10”x12”x15” file boxes containing approximately 2,000 pages each of mixed media and documents along with 173 file boxes containing 150,000 sets of hardcopy fingerprint standards (no more than 450,000 pages) in no more than twelve months from the start date of the contract. Fingerprint records must be scanned at 1000 ppi resolution into the latest EBTS 10.x compliant file, which can be found at the FBIBiospecs site under the EBTS Archive at https://fbibiospecs.fbi.gov/ebts-1/transaction.

- Vendor must provide a detailed proposal supporting their ability to meet all requirements outlined in the salient characteristics listed above and detailed in the Performance Work Statement for this project.

- Vendor must provide documentary evidence of all certifications and accreditations listed above.

(c) Volume III - Past Performance.

Volume III must be clearly marked “VOLUME III – Past Performance, RFP W91249-24-R-0002.

(1) Past Performance: Offeror shall identify and submit recent and relevant performance/experience information from at least three (3) but no more than five (5) Federal, State, or Local Government task orders or contracts that the Offeror has performed. Recent is defined as within the past three (3) calendar years from the closing date of this RFP. Relevant is defined as work performed that is similar to that anticipated by the PWS. Each narrative shall also include contract number and amount: the name, telephone number, and email address of the Government representative who can verify past performance.

The Past Performance evaluation will be accomplished by reviewing aspects of an Offeror's recent and relevant Past Performance, focusing on and targeting performance which is relevant to the effort as it directly relates to the work being procured under this solicitation and as defined in Addendum 52.212-2.

Vendor must provide a list of completed projects similar in scope, volume and complexity to the requirements described above that demonstrate the capability to complete this project in no more than one year from award (PoP less than or equal to 365 calendar days).

(d) Volume IV - Price – The offeror shall complete SF1449 – Continuation Sheets -- Supplies or Services and Prices/Costs section of the solicitation.

The Government reserves the right to require the submission of Other Than Certified Cost or Pricing Data as is deemed necessary to arrive at a fair and reasonable price.

PWS

Upon completion of conversion, all original records will be returned to USACIL under the same.

PERFORMANCE WORK STATEMENT (PWS)

U.S. Army Criminal Investigation Laboratory

Archived Case File Digitization and Conversion Project

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to convert archived casefile records stored at the U.S.

Army Criminal Investigation Laboratory (USACIL) and upload them to one or more external hard disk with Universal Serial Bus version 3 (USB 3.0) in .pdf format. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the needed services as defined in this Performance Work Statement except for those items specified as government furnished property and services. Contractor shall perform to the standards in this contract.

1.2 Background: The USACIL maintains a voluminous amount of government records in both hardcopy and obsolete digital formats. There is a regulatory requirement to digitize all paper copies to ensure records are available for years to come. The USACIL has a requirement to digitize and index the legacy collection of forensic examination records as specified herein. The Army Records Information Management System AR 25-400-2 governs the maintenance and disposition of Army information.

1.3 Objectives:

- Contractor must provide secure transport of physical documents/records with complete inventory by file number and content, and chain of custody from pick-up through return.

- Contractor must provide 100% quality review and ensure 99.9% data reproduction accuracy.

- Contractor must scan all USACIL case files in hardcopy format and convert to digital format (Adobe Acrobat .pdf).

- Files must be fully Optical Character Recognition (OCR) capable and indexable on USACIL case number, Agency Case Number(s), Submitting Agency Office Name, Subject name(s), Victim name(s), and Location of Origin (post, base, station, or city of submitting agency).

- Additionally, we have approximately 450,000 pages of inked fingerprint standards which must be scanned and saved as Electronic Biometric Transmission Specification (EBTS) version 10 files at 1000 pixels per inch. These will be uploaded into our Next Generation Identification (NGI) Automated Fingerprint Identification System (AFIS) database. All standards referenced throughout this document, other that resolution and file format described in this paragraph, apply to these records as well.

- Contractor must provide monthly data sets consisting of at least 8.33% of total files for government quality control and record import. Each monthly delivery will be maintained on the external media as PDF-A copies for the duration of the contract. The government will retain ownership of all external media.

- Contractor must have sufficient throughput capacity to scan and convert 4,400 10”x12”x15” file boxes containing approximately 2,000 pages each of mixed media and documents, as well as 173 boxes containing inked fingerprint standards, in no more than twelve months from the Period of Performance (PoP) start date of the contract.

- The PWS shall be performed compliant with the Federal Agencies Digital Guidelines Initiative (FADGI) at 300DPI, 3-Star quality level creating a multi-page searchable PDF per case file.

1.4 Scope: Contractor shall perform the PWS as specified herein. Contractor shall perform to the standards in this PWS. Contractor will have twelve (12) months to complete the tasks described in this PWS.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months. The Period of Performance reads as follows:

Base year: 01 May 2024 – 30 April 2025

1.6 General Information

1.6.1 Quality Control : Quality Control (QC): Contractor shall develop and maintain an agreed upon effective QC Plan (QCP) that involves the USACIL to ensure services are performed in accordance with this PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The agreed upon QCP is how it assures itself that its work complies with the requirements of the contract. As a minimum, Contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, Contractor shall obtain the Contracting Officer's (KO's) acceptance in writing of any proposed changes to its QCP.

1.6.2 Quality Assurance: The government shall evaluate Contractor’s performance under this contract in accordance with the quality assurance surveillance plan. These standards primarily focus on what the Government must do to ensure that Contractor has performed in accordance with the performance standards. The standards define how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Federal Government Holidays: Contractor is not required to perform services on holidays.

New Year’s Day 1st day of January Martin Luther King Jr.’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veteran’s Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December Juneteenth 19th day of June

1.6.4 Hours of Operation: For any tasks required to be conducted on site at the USACIL, Contractor is responsible for conducting business, between the hours of 0800-1700 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Contractor’s facilities except for the collection, inventory, and packing or download of records for conversion. These tasks will be conducted at the USACIL located on Gillem Enclave, Forest Park GA. Contractor will provide a suitable worksite within the Continental United States (CONUS) that meets all climate control standards dictated by the National Archive and Records Administration (NARA) Directive NARA-571 dated, February 15, 2002, Appendix A, Temperature and Relative Humidity Standards for Archival Records. Work site will have adequate space to maintain necessary on-hand boxes in a secure and organized manner.

1.6.6 Type of Contract: This is a Firm Fixed Price (FFP) non-personal services contract for the retrieval, temporary storage, capture or download, and conversion of archived records currently stored at the USACIL. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to Contractor who, in turn is responsible to the Government.

1.6.7 Security Requirements: Contractor personnel performing work under this contract are not required to have a personal security clearance. A USACIL employee (ID card holder) will escort Contractor personnel while providing on-site service at all times.

1.6.7.1 Installation Access: All contractor employees, including subcontractors, shall comply with applicable installation and facility…