Records Management
Document Number: SP-133E-17-RF-Records Management
Notice Type: Request for Information (RFI)/Sources Sought
Response Date: March 6, 2017
Classification Code: R – Professional, administrative, and management support services
NAICS Code: 541611 Administrative Management and General Management Consulting Services
Synopsis
The National Environmental Satellite Data and Information Service (NESDIS) National Centers for Environmental Information (NCEI) requires secure records management services for National Center for Environmental Information (NCEI, formerly the National Oceanographic Data Center) papers, analog data records, and other physical media in a climate-controlled, access-controlled environment. The Vendor must meet requirements defined in 36 CFR Part 1234 for managing, storing, and providing access to Federal paper records.
This request is issued for the purpose of exchanging information to improve the Government’s understanding of industry capabilities. The Request for Information will enable potential offerors to determine whether, or how, they could satisfy the Government's requirements at a reasonable price.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
For purposes of determining Small Business size standard status, the North American Industry Classification System (NAICS) code for this requirement is 541611 Administrative Management and General Management Consulting Services and the Small Business Size Standard is $15M.
This U.S. industry comprises establishments primarily engaged in providing operating advice and assistance to businesses and other organizations on administrative management issues, such as financial planning and budgeting, equity and asset management, records management, office planning, strategic and organizational planning, site selection, new business startup, and business process improvement. This industry also includes establishments of general management consultants that provide a full range of administrative; human resource; marketing; process, physical distribution, and logistics; or other management consulting services to clients.
Requirement Description
The National Environmental Satellite Data and Information Service (NESDIS) National Centers for Environmental Information (NCEI) requires secure records management services for National Center for Environmental Information (NCEI, formerly the National Oceanographic Data Center) papers, analog data records, and other physical media in a climate-controlled, access-controlled environment. The Vendor must meet requirements defined in 36 CFR Part 1234 for managing, storing, and providing access to Federal paper records.
NCEI is actively engaged in a project to systematically reduce the number of records and containers that are managed in offsite facilities over a five year period that began at the end of FY16. Each of the approximately 1780 containers, with an average volume of 2.6 cubic feet, contains multiple files and/or documents. Current project planning reduces the requirement for offsite records management services for these records by approximately 20% per year.
The Vendor will provide the following services:
· Store and maintain paper documents and other materials (analog data records and other physical media), in NCEI-provided containers, at the vendor-controlled remote records storage facility.
· Transport remotely held records and containers between the NCEI office in Silver Spring, MD and a vendor-controlled remote records storage facility using vendor-supplied vehicles and labor.
· Ensure accurate inventory information is available to NCEI via online or other services that enable authorized NCEI users to monitor and update the NCEI records inventory.
· Provide online web-accessible service to authorized NCEI staff to generate standard inventory reports upon demand and enable authorized NCEI staff to update information about container contents.
· Retrieve and remove NCEI containers or individual files from Vendor facilities;
· Safely transport the containers or individual files from Vendor-controlled facilities to the NCEI office in Silver Spring, MD;
· Retrieve and transfer materials from the NCEI facility in Silver Spring, MD, to Vendor-controlled facilities and properly manage them in the vendor’s storage facility.
· Provide up to date, on-demand inventory reports that a) enumerate containers and/or files managed in Vendor storage facilities, and b) provide a listing of NCEI- and Vendor-maintained information about the content, volume and other information about each container and/or file;
· Shred or otherwise archivally destroy specifically-designated NCEI materials, with attendant documentation proving that NCEI authorized archival destruction, when such destruction occurred, and verification that destruction occurred;
· Provide for permanent withdrawal of containers from current vendor storage facility and transfer these containers to vendor supplied storage.
Request for Information Response Instructions
If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements; 3) Previous contracts of similar size and scope; and 4) Provide information on any current GWAC, including products and services offered.
[Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.]
The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Responses to this RFI are due no later than March 6, 2017, 3:00pm ET. Responses shall be sent via email to Marie Tarnowski, Contract Specialist, marie.tarnowski@noaa.gov. ; The electronic copy of your response must be in ".pdf format" and readable by the Adobe Acrobat Reader. Questions pertaining to this notice may also be emailed to Marie Tarnowski @ marie.tarnowski@noaa.gov.
Marie Tarnowski, Phone 301-628-1421, Email Marie.Tarnowski@noaa.gov
