Conform_Copy_W912PQ19Q0008-0001.pdf

SEE ADDENDUM

(No Collect Calls)

W912PQ19Q0008 20-Aug-2019

b. TELEPHONE NUMBER

518-786-4740

8. OFFER DUE DATE/LOCAL TIME

11:00 AM 12 Sep 2019

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 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.

W912PQ9. ISSUED BY

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

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MELISSA SANTORO

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

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

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

0011283616-0001

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 BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

W912PQ - USP&FO-NY

ATTN: MNPF-PC

330 OLD NISKAYUNA ROAD

LATHAM NY 12110-3514

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 W56PPG 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

W8BN NYARNG ELEMENT, JF HQ

W8BN NYARNG ELEMENT, JF HQ

1 BUFFINGTON ST B 145

WATERVLIET ARSENAL

WATERVLIET NY 12189-5000

TEL: 518-272-3700 FAX:

(518) 786-4985FAX:

TEL: (518) 786-4740 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

X

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 OF76

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.

W912PQ19Q0008

Section SF 30 - BLOCK 14 CONTINUATION PAGE

PRICING SHEET

Pricing for Vendor Evaluation – Quantities are estimates and will be used when evaluating price.

Item Unit Price Quantity Total Estimate Micro-Film – Transportation, digitize, combine, index, personnel files label and hard drives per the

PWS.

16mm x 205 foot avg. Rolls Images per Foot 36 Images per Roll 7,380 approximate 7380 x 667 = 4,922,460 Images

Note: Quantities above are estimates for evaluation purposes. Vendor to bill for actual volumes within specified budget per order.

Roll $ 670 $

PAPER RECORDS – Transportation, prepare record, digitize, index, 3 sets of indexed digitized PDF, hard drives and originals returned per the

PWS.

Estimated 5620 Boxes Files per Box 27 average Images per File Average 140 Images per box average 3,780

Note: Quantities above are estimates for evaluation purposes. Vendor to bill for actual volumes within specified budget per order.

Box $ 5620 $

Contractor Manpower reporting CMRA each option year

JOB $ 5 $

Overall Contract Value $

Basis for Award:

Award will be made to the responsible offeror whose offer, conforming to this Request For Quotations, will be most advantageous to the Government, considering price, technical/management and past performance.

Technical/management and past performance when combined are approximately equal to price.

Offerors are required to provide sufficient information to allow the Government to understand their technical/management approach to accomplishing the requirements of the PWS. Offerors are advised that the Government intends to make this award without discussions.

Options. We will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. We may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate us to exercise the option(s).

Quotes shall be submitted single spaced, printable on 8.5 x 11 inch paper, paginated front to back, 12 point font (Times New Roman), 1-inch margins, with searchable features in the technical proposal and business proposal. 10 point font (Times New Roman) will be allowed for tables and graphics. 8, 9 or 10 point font (Times New Roman) will be allowed for headers and footers. Quotes shall be submitted with a maxium size of 10 pages. Quotes will only be accepted via email to Melissa.Santoro2.civ@mail.mil.

Inquiries All questions and / or inquiries concerning this solicitation must be submitted via email to Melissa Santoro by Noon EST, August 27, 2019. Questions submitted after the due date will not be accepted. Any resulting addition, deletion, or change to the RFQ document will be made by issuing a formal amendment, which may be downloaded from http://www.fedbizopps.gov.

PWS R

PERFORMANCE WORK STATEMENT (PWS)

NYARNG Permanent Records Digitization Initiative

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Records Digitization and Indexing Services, as defined in this PWS.

1.2 Background: The New York Army National Guard (NYARNG) has maintained discharge documents pertaining to the time in service of former soldiers for well over 70 years. These records exist in paper, Micro-Film and digital media. There is a critical need to digitize the micro film and paper records to ensure they are available for these soldiers and their families for years to come. The equipment needed to read/print Micro-Film is quickly becoming an extinct technology. Given the requirement to be able to provide soldiers copies of their service records it is imperative we move to digitize first the Micro-Film then the paper records as soon as possible.

1.3 Periods of Performance PoP for the Indefinite Delivery/Indefinite Quantity (IDIQ) is 1 base year and 4 12-month option years. Each task order placed on the IDIQ shall have a specified period of performance.

1.4 General Information:

1.4.0 Operational Plan (OP): The contractor shall develop and provide an OP for review and approval by the NYARNG, that details the necessary steps needed for successful completion of this Digitization initiative. The OP will include steps/requirements needed by both the contractor and the NYARNG.

1.4.1 Quality Control (QC): The contractor shall develop and maintain an agreed upon effective QC Plan (QCP) that involves the NYARNG, 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 agreed upon QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the 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 (KO) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will 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 will 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) or defect rate(s).

1.4.3 Place and Performance of Services: The contractor will provide a suitable worksite 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 an organized manner, stacking no more than 4 boxes high.

1.4.3.1 The contractor shall provide services between the hours of 0800-1700 on Monday through Friday, except on recognized US holidays. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. If the work is performed on government property, the contractor and all associated subcontractor employees shall 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. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.4.1 Mark and safeguard files, output products, and storage media and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.4.2 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.4.3 OPSEC SOP/Plan. The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 30 business days of contract award, to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, chapter 3, Operations Security.

This SOP/Plan shall include a process to identify the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.5 Physical Security. All work performed (scanning/duplicating/copying, binding, and packing, etc.)

must be accomplished in a secured area within the contractor’s facility that the general public is unable to access or view any documents being processed. The facility must have controlled access and/or locking mechanism on all doors leading to and from the production area. All retained copies/furnished materials, sensitive but unclassified (SBU) data shall be located in a locked or secured area during non-duty hours.

1.4.5.1 The contractor shall take all appropriate action and measures to minimize exposure of the furnished materials to a minimum number of employees. The Contractor will be required to account for all furnished originals and manufactured copies. Unless otherwise indicated, all extra copies (in any format), waste, spoilage sheets, in addition to all electronic files and data shall be maintained and provided to the COR for destruction by the contracting agency.

1.4.5.2 Facility must be monitored with 24/7/365 Video Surveillance.

1.4.5.3 The Contractor must be Safe Harbor compliant and be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures

1.4.6 Personnel Security: The contractor must insure that all employees involved in the processing of these documents have passed background checks and drug testing. All contractor employees involved in the processing of these documents must sign non-disclosure and confidentiality agreements.

1.4.7 Safe Custody: The Contractor has the responsibility to insure that all copy materials constantly remain in safe custody from the time they are picked-up until the time they are returned.

1.4.7.1 Safe custody insures the legal documents remain in the original cartons until they arrive at the contractor's secure area within the contractor’s production facility. The legal document cartons and litigation copy cartons must always remain in view of authorized personnel. No unauthorized personnel are to handle the cartons.

1.4.7.2 The Contractor must use a Contractor Owned/Leased Vehicle for the pick-up and delivery of GFM (Government Furnished Materials), no third party carriers will be allowed in order to ensure the integrity of the chain of custody. The Contractor’s vehicle used to transport cartons must be locked at all times unless loading and unloading cartons. If there is to be more than one trip to load or unload cartons, the Contractor must have another authorized person guarding the cartons in the vehicle.

1.4.7.3 The Contractor must provide a procedure for the safeguarding of all documents a Chain of Custody form must be signed by the Agency Contracting Office Representative (COR) to insure the secure hand off of these documents into the Contractor’s care. The procedure should set forth all precautions that will be taken to insure integrity of documents.

1.4.7.4 Chain of Custody’ form is required to be signed by contractor upon receipt of materials to be copied.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government. Regularly scheduled meetings will occur on a quarterly basis and could be attended remotely by VTC or conference call.

Contractor will also make a representative available for non-regularly scheduled meetings to address problem resolution should the need arise.

1.4.9 Contract Manager (CM): The contractor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services.

The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.11 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

This right does not abrogate any other Government rights.

1.4.12 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.13 ANTITERRORISM AND OPERATION SECURITY

1.4.13.1 Access and General Protection/Security Policy and Procedures. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.13.2 AT Level I Training. This standard language is for contractor employees with an area of performance within a Government controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Government Installations, Facilities and Controlled Access areas shall complete AT Level I awareness training within 10 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable.

Certificates of completion for each affected contractor employee and subcontractor employee will be maintained by the COR or Antiterrorism Representative. AT level I Awareness Training is available through ADLS by completing the Force Protection CBT.

1.4.13.3 AT Awareness Training for Contractor Personnel Traveling Overseas. US based contractor employees and associated sub-contractor employees will be made available and receive government provided area of responsibility (AOR) specific AT awareness training as directed by AFI 10-

245. Specific AOR training content is directed by the combatant commander with the unit ATO being the local point of contact. (Item 9 below will apply)

1.4.13.4 Requirement for OPSEC Training. In accordance with AFI 10-701, Operations Security, OPSEC PMs/SMO/SMNCOs/Coordinators will provide OPSEC training or training materials to contract employees within 90 days of employees’ initial assignment to the contract and annually thereafter.

General organizational orientations may need to be supplemented by duty-related orientations in the work center targeted toward specific critical information and vulnerabilities associated with the work. Initial training (OPSE 1301 - OPSEC Fundamentals) and refresher training (Protecting Sensitive Information) are both available on the ADLS website.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Operational Plan: An organized written document specifying the required steps necessary to complete the task to acceptable standards.

2.1.8 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.9 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.11 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.12 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Info-structure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager CMRA Contractor Manpower Reporting Application COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification

DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DoDD Department of Defense Directive FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SSN Social Security Number TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: Not Applicable

3.2 Materials: NYARNG will provide the 670 rolls of 215 foot, 16mm Micro-Film to the agreed upon site, to be digitized and returned. Following completion of Micro-Film digitization NYARNG will provide the 5500 boxes of records at an agreed upon schedule and rate (boxes per delivery).

3.3 Equipment: Not Applicable

3.4 Services: Will provide oversight of the transfer of Micro-Film and the shipments of boxes to the contracted vendors work site.

3.5 Utilities: Not Applicable

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Pick-up the 670 Rolls of Micro-film from NYARNG HQ in Latham NY.

5.1.1 Digitize Micro-film into PDF format.

5.1.2 Combine digitized PDF data in such a manner so that all images relating to a single individual are contained in one file.

5.1.3 Index PDF files created from Micro-Film using the following fields, Full SSN, Last Name, First Name, Date of Birth.

5.1.3.1 Personnel Files Indexing

File Level Indexing

(Index field Name) (Min/Max Length) (Format) (Source Disposition) (Source Location)

Last Name Other Alphanumeric Handwritten First Page in File First Name 6-10 Alphanumeric Handwritten First Page in File

Middle Initial 1-5 Alphanumeric Handwritten First Page in File SSAN or Service # 6-10 Numeric Handwritten First Page in File

5.1.3.2 Data & Image File Format Specifications

Data and Image File Format(s)

Describes the deliverables for data and images.

Technical specifications detailing the delivery format and naming conventions will be documented under separate cover for review, validation and authorization by Client prior to commencement of production processing.

2TB EXTERNAL HARD DRIVE (3.0)

Batch001

BOX001

IMAGE000001.pdf IMAGE000002.pdf

INDEX DATA.csv

Index Format: LastName_FirstName_FullSSN (or Military ID#).pdf

Example: Garcia_Jerry_555-66-7777.pdf

Images will be delivered as multipage PDF/A

Data and images will be formatted for Adobe Viewer.

OCR Processing OCR will be performed on all pages of ALL populations.

5.1.4 Provide 3 sets of digitized PDF files created from Micro-Film on sequentially numbered and labeled External Hard Drives.

5.1.5 Provide the hard drives of the Micro-Film Reader/Printer equipment so that this agency can facilitate destruction for protection of PII. Additionally the 670 rolls of Micro-Film will be provided to the COR.

5.1.6 Contract transportation services and coordinate schedule for transfer of 5608 miracle boxes of paper records for digitization.

5.1.7 Communicate with NYARNG COR who fill facilitate the transfer of records from the State Records Center to the contractor.

5.1.8 Remove documents from records jackets.

5.1.9 Digitize each piece of paper in every file, to include, single sided pages, duplex pages, multi part fan-fold pages, “onion-skin” pages, non-standard sized pages, 3x5 cards, notes and any other additional types of paper based information found in each file.

5.1.10 Index PDF files created from paper records using the following fields, Last Name, First Name Full SSN. Example: Garcia_Jerry_555-66-7777.pdf

5.1.11 Provide 3 sets of digitized PDF files created from paper based records on sequentially numbered External Hard Drives.

5.1.12 Provide the hard drives of the scanning equipment so that this agency can facilitate destruction for protection of PII.

5.1.13 Document Scanning capture requirements.

S ca n C ap tu re

File Level N/A Section Divider (tab level) N/A Document Level N/A Image Resolution Other 400DPI Oversized Pages (> 11’ x 17”) Yes Oversized Resolution N/A Color Documents Yes Color Resolution Other 400DPI Image Size for Size Yes Remove Standard Language No Post-IT Notes Move on same page

5.2. The vendor will provide file access services for the duration of this project. Requests will be initiated via email to the Project Manager. Requests will contain identifiable information for physical file retrieval.

The file will be retrieved, scanned and returned via email as a PDF attachment within twenty-four (24) hours from the time of request. The vendor will action one (1) request per week which may not contain more than five (5) separate requests. Required for paper records only.

5.3 Contractor Manpower Reporting Application (CMRA):

5.3.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.3.2 The contractor shall completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2020. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page) Date of Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q =browsefar or http://farsite.hill.af.mil/ Defense Federal Acquisition Regulation

Supplement http://www.acq.osd.mil/dpap/d ars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 http://www.esd.whs.mil/Directi ves/issuances/dodm/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs /FIPS/NIST.FIPS.201-2.pdf

DoDM 5200.2 Regulation 5200.02 Procedures for the DoD Personnel

Security Program (PSP)

04/03/2017 http://www.dtic.mil/whs/directiv es/corres/pub1.html

AR 190-13

The Army Physical Security Program

02/25/2011 http://www.apd.army.mil/Produ ctMaps/PubForm/AR.aspx

DoDD 5400.11 Department of Defense Privacy Program

10/29/2014 http://www.dtic.mil/whs/directiv es/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy Program

05/14/2007 http://www.dtic.mil/whs/directiv es/corres/pub1.html

DoDD 8140.01 Cyberspace Workforce Management

08/11/2015 OK http://www.dtic.mil/whs/directiv es/corres/dir.html

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015)

OK http://www.dtic.mil/whs/directiv es/corres/pub1.html

AR 25-2

Information Assurance

10/24/2007 OK http://armypubs.army.mil/Prod uctMaps/PubForm/AR.aspx

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/Prod uctMaps/PubForm/AR.aspx

DoD 5220.22-M National Industrial Security Program

Operating Manual

02/28/2006 (Change 2:

05/18/2016)

OK http://www.dtic.mil/whs/directiv es/corres/pub1.html

AR 381-12 Threat Awareness and Reporting Program (TARP) (Section II, ¶

2-4.b)

06/01/2016 OK http://armypubs.army.mil/Prod uctMaps/PubForm/AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 441

Department of Defense Security Agreement Jan 2017 http://www.dtic.mil/whs/directives/for ms/dd/ddforms0001-0499.htm

DD 250

Material Inspection and Receiving Report Aug 2000 http://dtic.mil/whs/directives/forms/dd

/ddforms0001-0499.htm

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective

Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.1.1

Digitize Micro-Film into PDF format 100% Random Files will be selected by COR prior to transfer to monitor

Clarity must be comparable to original documents for completeness and clarity

5.1.3

Index PDF Files created from Micro- Film

100% All files should have accurately indexed fields as indicated

COR will review and verify files are created to specified requirements

5.1.5

Vendor will provide the hard Drives of the Micro-Film Reader Printer equipment to COR for JFHQ-NY degaussing & destruction

100% All hard drives must be provided

Vendor will provide notarized certification that all hard drives from Micro-Film reader/printer equipment have been provided

5.1.8

Prepare paper records for digitization

100% of paper based records must be prepared for scanning

Random Files will be to transfer to monitor for completeness

5.1.9

Digitize each piece of paper in every file

Clarity must be comparable to original documents.

Random Files will be to transfer to monitor for completeness and clarity

5.1.10

Index each PDF file created from paper records into a single file

No soldiers should have multiple files either unique or duplicated.

All files should have accurately indexed fields as indicated

COR will review and verify files are created to specified requirements

5.1.12

Vendor will provide the hard drives of the scanning equipment to COR for JFHQ-NY degaussing & destruction

All Hard Drives will be provided

Vendor will provide notarized certification that all hard drives from scanning equipment have been provided

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.1 Operational

Plan

The contractor shall develop an Operational Plan (OP) and provide it to the COR within 15

1 Electronic Submission

COR/ KO

Provided for Review.

business days following contract award.

1.4.2 Quality

Control Plan

The contractor shall develop a Quality Control Plan (QCP) within 10 business days of contract award.

1 Electronic Submission

COR/ KO

Provided for Review.

1.4.5.6 OPSEC

SOP/Plan

COR will provide

NYARNG OPSEC

Officer copies of OP (upon receipt) for his review, comments and approval.

1 Electronic Submission

NYARNG OPSEC

Officer/ KO

1.4.5.7 Production Schedule

Contractor will develop a Production timeline within 30 days of contract award and provide to COR for review comments and approval.

1 Electronic Submission

COR/ KO

Provided for Review.

Q&A Q&A Posted 4SEPT19 – Amendment 0001 W912PQ19Q0008

1. Given the scope of services as described within the RFP, it seems that NAICS Code 518210-

Data Processing, Hosting and Related Services is more appropriate. This NAICS code cross references to microfilm recording and imaging services, optical scanning services and data capture services. Will the government consider changing the NAICS code from 511120 to 518210?

a. The NAICS code should be 518210, all documents will reflect this NAICS in amendment 0001.

2. Has the government established a date that all documents are to be captured?

a. Each Task order will define a period of performance. All quotes shall include turnaround time.

3. What is the condition of the files contained in the file boxes?

a. The condition of the paper records ranges from very good to fair condition.

4. Are documents within the files stapled or clipped together?

a. There will be documents in nearly every personnel file that will contain staples, paper clips or other fasteners.

5. Please confirm that the continuation sheets from the SF 1449 are excluded from page count?

a. Correct.

6. Should the technical approach and pricing be included in 1 volume?

a. Per page 3, quotes can provide up to 10 pages to include all information (technical, pricing ect). “Quotes shall be submitted single spaced, printable on 8.5 x 11 inch paper, paginated front to back, 12 point font (Times New Roman), 1-inch margins, with searchable features in the technical proposal and business proposal. 10 point font (Times New Roman) will be allowed for tables and graphics. 8, 9 or 10 point font (Times New Roman) will be allowed for headers and footers. Quotes shall be submitted with a maximum size of 10 pages”.

7. Will the government extend the due date for receipt of quotes to September 16th?

a. The government has extended the due date to 12SEPT2019 11am EST.

8. Given the requirement to house the files in a climate controlled environment, will the contractor be allowed to store records and microfilm in one location but have staff work from another local contractor facility?

a. Yes that is acceptable, so long as both facilities meet the security requirements.

9. Page 1 - Box 10 - The FBO notice reflects a NAICS code of 518210. However, the SF1449 (page 1 of the solicitation) reflects a NAICS of 511120. Please confirm the NAICS code for this solicitation.

a. The NAICS code should be 518210, all documents will reflect this NAICS in amendment 0001.

10. PWS Section 1.3 Does NYARNG expect to issue a multi-award IDIQ? If yes, how many awardees are expected?

a. Single award.

11. PWS Section 1.3 What is the estimated number of task orders to be issued annually?

a. Unknown, the minimum guarantee for the contract is 1 order at a minimum of

$25,000.

12. General- Is there an incumbent currently performing this work? If yes, please provide contractor name, contract number, period of performance and contract value.

a. No other contractors are currently performing this work.

13. PWS Section 3.2 Does the microfilm contain blips that define each individual file?

a. Yes. Blips exist for both images (small blips) and files (larger blips)

14. PWS Section 3.2 For the microfilm, how is each individual file identified?

a. Each individual is identified and targeted by use of a locator file. Searchable by SSN, Last Name and First Initial

15. PWS Section 3.2 For the microfilm, what are the number of individual files per roll?

a. This number will vary greatly due to the type of records on that given roll and the greatly varying document count per file.

16. PWS Section 5.1.3- For the microfilm, with regard to file indexing, section 5.1.3 reflects the index fields as Full SSN, Last Name, First Name, Date of Birth. However, the table in section 5.1.3.1 reflects the fields as Last Name, First Name, Middle Initial and Service #.

What are the required index fields?

a. Full SSN, Last Name, First Name, Date of Birth, Service # if present

17. PWS Section 5.1- The Solicitation states that the contractor shall "Pick-up the 670 Rolls of Micro-film from NYARNG HQ in Latham NY." Will the microfilm be packed in boxes for shipment?

a. Yes, MicroFilm will be packed for shipment.

18. PWS Section 5.1- If the microfilm will be packed in boxes for shipment, will each box have a manifest of contents?

a. Yes. Micro film will be boxed with an index that reflect the labeling provided on the rolls of Micro film.

19. PWS Section 5.1- Can the NYARNG provide an Excel spreadsheet of the service members whose files are contained on the microfilm and, if so, would the record for each service member contain the index field data?

a. Negative. No such file exists nor will it be created.

20. PWS Section 5.1.9- For the paper records, can you estimate the percentage of materials in the paper files that include onion skin or any materials that cannot go through an automated feeder?

a. Based on the original analysis of the records it is believed that less than 5% of the total documents are onion skin documents or materials that would not go through an automated feeder.

21. PWS Section 5.1.9- For the paper records, can you estimate what percentage of materials are non-standard size pages?

a. Based on the original analysis of the records it is believed that less than less than 5% of the material is comprised of no standard sized pages.

22. PWS Section 5.1.9- For the paper records, can you estimate what percentage of materials include 3” x 5” cards and notes?

a. Based on the original analysis of the records it is believed that less than 1% are greater are 3”x5” card or notes, but these could be present in any/every personnel file.

23. PWS Section 5.1.9- What is the smallest size and largest size of materials?

a. Based on the original analysis of the records it is believed that the size range is approximately 3”x5” through 8.5”x 14”.

24. PWS Section 5.1.9- For the paper records, can you estimate what percentage of materials are

>11x17?

a. Based on the original analysis of the records it is believed that less than 1% are greater than 11”x”17”.

25. PWS Section 5.1.9- For the paper records, can you estimate what percentage of materials are color?

a. Based on the original analysis of the records it is believed that less than 1% are color. Records with a colored background do not need to be reproduced in color.

26. PWS Section 5.1.10- For the paper records, can you please confirm that the index fields are Last Name, First Name, Full SSN?

a. Full SSN, Last Name, First Name, Date of Birth, Service # if present.

27. PWS Section 5.1.6 "The Solicitation states that ""Contract transportation services and coordinate schedule for transfer of 5608 miracle boxes of paper records for digitization."" Is it correct to assume that the NYARNG will have packed the paper files for shipment? If so, will each box have a manifest of contents?"

a. Paper files are already boxed and labeled for archival purposes at the nearby State Records Center. No detailed manifest exists nor will one be created.

28. PWS Section 5.1.6- Can the NYARNG provide an Excel spreadsheet of the service members whose files are contained in the paper files and, if so, would the record for each service member contain the index field data?

a. No Excel spreadsheet currently exists nor will one be created.

29. PWS Section 5.1.6- If the files will be packed in boxes by NYARNG, will they be packed in alphabetic order?

a. The paper files are already boxed and are believed to all be in alphabetic order.

30. PWS Section 1.2 and 1.3 The NYARNG states that the microfilm should be digitized before the paper records. Given that, has the NYARNG developed a proposed schedule and timeline for shipping and conversion for the paper files?

a. Negative. Schedule and timeline will be developed at a later date in conjunction with vendor and the State Records Center where the records are currently stored.

31. PWS Section 1.2 and 1.3 Re: Safe Harbor Compliance. These principles refer to an agreement between the U.S. Dept. of Commerce and the European Union regarding the storage of personal data of EU and Swiss citizens. It was replaced in 2016 by the EU-US Privacy Shield agreement which is currently contested. Can you confirm that the reference/requirement for Safe Harbor does not apply and, if so, please remove the reference to Safe Harbor compliance?

a. Safe Harbor Compliance is not applicable. The contractor must follow the following guidance regarding paper and electronic records.

‐ 36 CFR Chapter Xii - NATIONAL ARCHIVES AND RECORDS

ADMINISTRATION (Parts 1200 – 1299 ‐ Managing Government Records Directive (M-12-18 ‐ 44 U.S. Code Title 44— PUBLIC PRINTING AND DOCUMENTS

32. PWS Section 1.4.5.3- The PWS states "the Contractor must be Safe Harbor compliant and be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures". We do not currently have a SOC Type 2 audit in place but are in full compliance with Federal Information Security Management Act (FISMA) requirements and our facilities are configured to meet all of the secure infrastructure requirements; including, NIST 800-53 security controls. Will the Government allow for FISMA/NIST standards in place of a SOC Type 2 audit?

a. Safe Harbor Compliance is not applicable (therefore a SOC Type 2 audit is not required). The contractor must follow the following guidance regarding paper and electronic records.

‐ 36 CFR Chapter Xii - NATIONAL ARCHIVES AND RECORDS

ADMINISTRATION (Parts 1200 – 1299

‐ 44 U.S. Code Title 44— PUBLIC PRINTING AND DOCUMENTS

33. What is the estimated number of microfilm frames per discharge document?

a. Very difficult to estimate, records from that time frame could include approximately 20 pages or as many a few hundred.

34. Is the microfilm blipped for document separation?

a. Yes, separated by both large blips for Files and small blips for images.

35. What are the condition of the paper records and microfilm?

a. Microfilm is in very good condition and in the event a roll is found to be unusable (though that is not expected) 2 backup copies exist.

36. Will a site visit be allowed so the Contractor can better assess the scope of effort?

a. Yes. MicroFilm is onsite at NYARNG HQ and paper records are maintained 8 miles away at the State Records Center in Albany. A site visit is scheduled for 10am 6SEPT2019. Contact Melissa at Melissa.santoro2.civ@mail.mil with your Name, Company Name, DOB, License # and issuing state By 8am Friday 6SEP2019. .

37. Please confirm whether this is a LPTA or Best Value solicitation?

a. The government is using simplified acquisition procedures – see page 3 for criteria “Award will be made to the responsible offeror whose offer, conforming to this Request For Quotations, will be most advantageous to the Government, considering price, technical/management and past performance. Technical/management and past performance when combined are approximately equal to price. Offerors are required to provide sufficient information to allow the Government to understand their technical/management approach to accomplishing the requirements of the PWS.

Offerors are advised that the Government intends to make this award without discussions.” *The offeror that meets the criteria must be registered as a HUBZone in Sam.gov.

38. Do you anticipate one pickup per year, per month, etc.?

a. If referring to the agencies need to periodically access the information, it is believed that bi-weekly pickups or on an as needed basis would be required.

39. Is there a "Master List" of personnel names contained in the boxes and due for scanning?

a. Negative, no such listing exists or will be created.

40. Can the boxes receive barcodes for tracking purposes?

a. Yes. There is no problem barcoding boxes.

41. Is it acceptable to use FedEx, UPS, or third party carrier to transport documents back to the

National Guard facility?

a. If referring to the agencies need to periodically access the information, FedEx or

UPS would be acceptable means of returning information to this agency. If referring to large shipments of many boxes shipments must be coordinated and performed by a bonded transportation company.

42. How often are boxes and images to be returned?

a. If referring to the agencies need to periodically access the information then the required files should be returned bi-weekly. If referring to large shipments of many boxes, shipments should be coordinated to coincide with next scheduled pickup.

43. Are all microfilm records currently available for processing? If so, could the vendor pick up all rolls at one time?

a. Yes all microfilm is currently ready to be scanned and would be provided boxed and labeled in one shipment

44. Would the Government accept an offer to digitize both microfilm and paper at the same time as opposed to film first and then paper?

a. One bid is acceptable for the entire job, however the requirement will be to perform the digitization of the microfilm before the paper records.

45. Are the paper records currently available for processing? Will they be available for pickup at one time or would the Government prefer rolling pickups/deliveries?

a. The records are available for processing however a rolling pick-up…