Inactive

The U.S. Army Corps of Engineers, New England District is issuing this Sources Sought Announcement for U.S. Army Corps of Engineers, New England District Document Management and Scanning Services, Con... The U.S. Army Corps of Engineers, New England District is issuing this Sources Sought Announcement for U.S. Army Corps of Engineers, New England District Document Management and Scanning Services, Concord, MA. This announcement is to determine interest, availability and capability of 8(a), HUBZone, Service-Disabled Veteran-Owned, Women-Owned and Small Business concerns for this project. The NAICS code for this procurement is 518210. The project is planned to be issued on or about April 2020. The project is will extend over a two year period. The estimated cost is between $250,000.00 and $500,000.00. In 2022, NAE will move its headquarters onto Hanscom Air Force Base. In preparation, the District engaged a document management initiative to reduce the volume of physical material needing to be transported and stored in the new headquarters. A major component of this initiative is the digitization and transfer to a Federal Records Center of mission essential documents. The District’s current storage solution for physical documents is inefficient and poorly maintained. Document discovery is often reliant on a handful of knowledgeable personnel identifying their whereabouts. With few exceptions, file storage rooms are loosely organized, poorly labeled, and littered with surplus equipment. Moreover, many documents currently stored in file rooms already exist digitally within Shared Drive storage. Previous scanning initiatives to upload documents to District Share Drives did not follow a controlled process, resulting in a mass of high quality – but unsearchable – digital content. The Contractor shall provide a core team that has the necessary expertise to conduct all the document preparation, scanning, and records management activities. Specific tasks may include: Document Collection: The Contractor will routinely gather all documents prepared by NAE personnel for scanning. Documents already processed by NAE personnel will have metadata cover sheets with specific processing instructions. Documents presorted by District personnel will require the Contractor to fill out and append a metadata cover sheet for each one prior to transfer and scanning. Document Processing: The Contractor will assess document holdings to determine whether the documents are already digitized on CD-ROM – or other removal digital media – if such media is co-located with the documents; files from removable media will be uploaded to the District’s shared drive storage. The Contractor will remove all duplicate documentation from document holdings prior to scanning. A cover sheet detailing the documents metadata (including critical Army Records Management Information System tracking data) will be appended to all documents prior to scanning. Document Scanning: The Contractor will scan and digitize all documents in accordance with current NARA regulations and guidance for electronic record keeping and transfer of electronic materials to NARA. Digitized copies of all documents will be uploaded to the District’s shared drive storage. Documents removed from binding prior to scanning do not require rebinding. Quality Assurance: The Contractor will develop and provide a comprehensive quality management process to ensure a high level of confidence that records management requirements are met. The Contractor will execute QC reviews at appropriate stages of the records management process. Examples include verifying scanning legibility, accurate and consistent coding, functional hyperlinks, searchable text (effective OCR), verifying bookmarks, verifying consistency of titles and naming conventions, document security settings, file optimization, and verifying labeling of documents. Document Transfer: The Contractor will ensure secure transport of documents between NAE and the location where scanning activities are to be performed. Prior to transport, all documents must contain a coversheet and be secured in a document container/box. All boxes must be inventoried prior to leaving the district and again upon their return. For documents requiring transfer to a Federal Records Center after scanning, the Contractor will prepare the proper documentation and box the documents for transfer to NARA in accordance with USACE procedures. Documents to be processed includes standard and legal size paper documents, bound paper documents and publications, large format engineering prints (paper and mylar), and photographs; small amounts of microfiche, microfilm, VHS, and photo negatives may also require processing. Estimated number of boxes containing paper documents: 640 Estimated number of large format engineering prints: 5000 GOVERNMENT FURNISHED MATERIAL The following will be provided to the contractor who is selected for the contract: Network access to digital files stored on the District’s NetApp servers, access to District procedures and templates for processing physical material for scanning, physical access to file storage areas at NAE’s current headquarters in Concord, MA (Concord Park), and the District’s current Content Management Improvement Plan. Ample workspace will be available on site at Concord Park for document triage, sorting, tagging, and shipment preparation. The government will provide phone service as well as access to the necessary USACE websites and other pertinent digital environments. Archival boxes will be available for all materials requiring transfer to a Federal Records Center. Interested firms should submit a capabilities package to include the following: business classification (i.e. HUBZone, small business, etc.), as well as qualifications and experience in performing the work components stated above. Please include at least two specific examples of the firm’s experience performing the work requirements stated above. The projects must have been performed within the last seven years. Please indicate the team subcontractor(s) (if any), including their prior experience and qualifications, which will be used to support the offeror’s effort and their experience must also have been performed within the last seven years. Responses are limited to twenty pages. Responses are due 10 January 2020. Responses should be emailed to Contract Specialist Sara J. Torres at sara.j.torres@usace.army.mil. The Government will not pay for any material provided in response to this market survey nor return the data provided. This notice is for information purposes only and is not a request to be placed on a solicitation mailing list nor is it a Request for Proposal (RFP) or an announcement of a solicitation. The results of this survey will be considered to be in effect for a period of one year from the date of this notice.