Document Scanning Services at the Chicago Regional Office

This is a Request for Quotation prepared in accordance with FAR Part 13, as supplemented with additional information included with this notice. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; A SEPARATE WRITTEN SOLICITATION WILL NOT BE ISSUED. QUOTES ARE BEING REQUESTED. The Centers for Medicare and Medicaid Services intends to award using Simplified Acquisition Procedures (Dollar Threshold of $250,000), a fixed-price purchase order at a fixed labor rate for a contractor to provide temporary assistance for a document scanning project at CMS’s Chicago Regional Office.  The period of performance will be approximately 8 weeks, August 7, 2023 until September 30, 2023. The contractor shall scan approximately 105,000 documents unto a thumb drive provided by CMS.  The thumb drive shall be given to the supervising CMS staff at the end of each work day until all scanned document requests are completed or no later than September 30, 2023. The North American Industry Classification System Code (NAICS) is 518210 for Document Conversion Services.  A detailed Statement of Work is attached.  This Request for Quotes (RFQ) is being set aside for small business concerns only.  Responses must be sent electronically in MS Word format to Phillip.Harrell@cms.hhs.gov or in hard copy no later than 12:00pm eastern standard time on July 25, 2023 to Phillip Harrell, Office of Acquisitions and Grants Management, Centers for Medicare and Medicaid Services, 7500 Security Blvd., Baltimore, MD  21244.  Responses shall be no more than 10 pages and shall include the following: 1) Contractor’s plan to perform the Statement of Work; 2) Qualifications - relevant experience to perform the required services; and 3) fully loaded labor rates. Brief resumes may be included as part of the 10 pages.   All responses will be evaluated on a lowest price most technically acceptable basis using the following Evaluation Criteria: 1) Technical Understanding and Approach: a) Proficiency in understanding naming conventions, electronic filing, document tagging/indexing, b) Basic understanding of Laserfiche in order to convert documents properly and 2) Personnel Qualifications and 3) have professional highspeed scanner, and 4) Fixed Price.   The government intends to award a purchase order to the responsible offeror whose quotation offers the lowest price and is technically acceptable.  Interested parties must be able to affirm no conflicts of interest with parties involved in Medicare claims processing in light of the work identified in this Statement of Work.  In the event that the vendor/government identifies a conflict or the appearance of a conflict, the vendor shall be responsible for providing a mitigation strategy that satisfies the government. In the event that the conflict cannot be resolved, the order cannot be awarded or an existing order may need to be terminated.

Your quote must include the following additional information:

1. Company Name, Address

2. Contact Person, name, telephone number, e-mail address

3. Business Size Classification, i.e. Small Disadvantaged, 8(a ), woman-owned

4. UEI Number

5. Tax ID Number

Questions should be referred to: phillip.harrell@cms.hhs.gov in writing only no later than 2:00pm eastern standard time on July 21, 2023.