W912PQ19Q0008-0002.pdf

0011283616-0001

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 memo is to distribute notes and clarifications to all potential quotes from the site visit on 6SEP2019. Quotes are still due 12SEP2019 11am est.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 3

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

16C. DATE SIGNED

BY 09-Sep-2019

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 W912PQ19Q0008

X 9B. DATED (SEE ITEM 11)

20-Aug-2019

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 is extended, X 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

09-Sep-2019

CODE

W912PQ - USP&FO-NY

ATTN: MNPF-PC

330 OLD NISKAYUNA ROAD

LATHAM NY 12110-3514

W912PQ 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W912PQ19Q0008

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

SITE VISIT CLARIFICATION-NOTES

National Guard - USP&FO – NY W912PQ-19-Q-0008- Records Digitization

SUBJECT: Site visit notes and clarifications

DATE: 6SEP2019

TIME: 10am-11:15am

The purpose of this memo is to distribute notes and clarifications to all potential quotes from the site visit on 6SEP2019.

- Records from approximately the 1950s-1960s are loose paper, some of the individual files are separated by manila folders but others are loose with no identifier from one person’s file to another.

- Approximately 30% of boxes are loose paper.

- All boxes contain file that are alphabetical by year and some have separation for enlisted

vs. officer.

- Older files may contain medical and employment records, the files are to be scanned as is.

There may be x-rays or dental records that will be scanned (approx. 15% of all files).

- NYARNG goal is to have the contractor start with task orders beginning with the newest records and work towards the older, the number priority is microfilm.

- Microfilm – Blips are 1 large and 2 small, all rolls are duplex, the NYARNG has 3 copies of all microfilm and it is anticipated that the awardee will get the ‘silver’ copy which is an unused copy.

- Any request for files to be made are for paper files only.

- All boxes have a barcode and will be scanned by NYARNG before shipping to the contractor. The barcode that may exist on the box is provided and for the use of the State Records Center where the boxes are maintained. NYARNG would need to rely on the SRC to provide the information regarding boxes that have been transferred for digitization.

- All files will be sent back to the NYARNG, the contractor does not destroy.

- Many of the 201 files will need to be taken out of the ‘binder’ prior to scanning, upon completion the contractor does not need to place the files back in order or in the hole, they can just be placed in the folder and back in the assigned box. No need for file reassembly.

- When scanning blanks are ok to scan and leave in the file (both paper and microfilm) rotation is not necessary.

- Box contents are approx. 73% full, 25% ¾ fill and, 2% half full.

- If there is a misplaced/misfiled document in the file just scan as is.

W912PQ19Q0008

- When scanning the paper documents there is no sequencing of sub-files or separate records needed.

- The actual parent folder or subfolders do not need to be scanned, only the documents inside the folders.

- Older records may not have a social security number and only a service number. When scanning older files (pre 1968) use the service number if you don’t see a social in the first few pages. ALL files must have a social or service number.

- The Q&A published said the NYARNG would accept 300dpi, it should state 300dpi is the minimum requirement.

- Some files have carbon paper, it is OK for the contractor to destroy the carbon paper only using PII safe procedures.

- Microfilm has index cards and exe files for a database, the NYARNG can provide a copy to the contractor if needed at award of a microfilm task order.

- The amount of files in the RFQ are an estimate based on an average from random sampling.

(End of Summary of Changes)