R--Legacy Record Conversion Services Solicitation

Department of Veterans AffairsOffice of Acquisition and Logistics National Acquisition Center Business Services Team P.O. Box 76 Hines, Illinois 60141 August 29, 2008 TO: PROSPECTIVE Offerors: SUBJECT: Request for Proposal (RFP), Solicitation Number VA-797-08-RP-0121 Dear Prospective Offeror: This Modification is issued to Cancel Pre-Solicitation VA 797-09-RQ-0005 to VA 797-RP-0121. ALL QUALIFIED AND REGISTERED SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES WISHING TO RECEIVE A COMPLETE COPY OF THE SOLICITATION PLEASE CONTACT TIMOTHY SCANLAN AT 708-786-5210 The VA is procuring services to complete Document Conversion Services to convert legacy (paper) records from 207 Vet Centers to indexed PDF files and transfer that data to VA personnel. The solicitation has been set aside for Service Disabled Veteran-Owned Small Businesses. (See notice in Section C, addendum to FAR 52.212-4.) The applicable NAICS CODE is: 518210 ($25,000,000) The National Acquisition Center (NAC) anticipates awarding a negotiated Indefinite Delivery; Requirements type Contract under FAR Part 12, using the source selection procedures of FAR 15 to determine the offer that is the most advantageous to the government. The overarching approach to this procurement is Performance Based Service Acquisition method. Performance Based Acquisitions will be conducted using subpart FAR 37.6 policies and procedures specific to the acquisition and management of services. This requirement supports the Department of Veterans Affairs (VA) and Veterans Health Administration (VHA) e-commerce requirements and will be used by Regional Counseling Services VA wide. If you are interested in this acquisition, you may participate by submitting your response in accordance with the instructions that follow. The RFP Due date (closing date) is on or before 4:00pm Central Time, September 15, 2008. Submission shall be provided in hardcopy and through electronic media. For tracking purposes submit an electronic response to the Contracting Officer and indicating whether a proposal will be submitted. Any "no-offer reply" may be submitted electronically and should include a brief statement as to why you are unable to submit an offer at this time. Original documents and CD-ROM copies shall be mailed to the following address: VA National Acquisition Center Business Services Team P.O. Box 76 Hines, IL 6048 Attention: Timothy Scanlan, Contracting Specialist DELIVER UNOPENED -- OFFER VA 797-08-RQ-0005 Please note that the NAC is located in a secure building. If offers are hand delivered, advanced delivery arrangements must be made with the contracting officer. Failure to coordinate delivery in advance will not be reason for acceptance of late Proposals. Offeror's will be invited to attend a telephone conference for a Pre-Proposal Conference Schedule on September 3, 2008. Site visits will be coordinated on an individual basis. If you have any questions regarding this request, you may contact me by e-mail at [email protected]. Sincerely, Timothy Scanlan Senior Contracting Specialist SECTION A 1. CONTINUATION FROM STANDARD FORM SF-1449 1.1. COMPANY REPRESENTATIVE: Offeror to provide initial Name, Title and contact information of a company representative who must possesses authority to represent and bind the offeror's company throughout the pre-award phase of this procurement: a. CONTRACTOR:________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ b. GOVERNMENT: Timothy Scanlan, Contracting Officer 049A2-1 Department of Veterans Affairs National Acquisition Center Business Services Team P.O. Box 76 Hines, Illinois 60141 c. Contracting Officer's Technical Representative (COTR) Gregory Harms, Management Analysis Department of Veterans Affairs Readjustment Counseling Services (RCS 5) 810 Vermont Ave NW VACO Room 675G Washington DC, 20420 d. COTR's Quality Assurance Surveillance Monitors at each Veteran Center. Quality Assurance Surveillance Monitor personnel are listed by name on Attachment 5, List of Veterans Centers and Primary Contacts. 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.232-33, Payment by Electronic Funds Transfer - Other Than Central Contractor Registration. 3. INVOICES: The Contractor must only invoice for services and deliverables furnished. Invoices must be submitted in arrears to the Contracting Officer's Technical Representative (COTR) for review and acceptance. 4. GOVERNMENT INVOICE ADDRESS: All invoices and monthly progress and status reports from the contractor shall be mailed to the following address: TBD 4.1 The Contracting office must receive a courtesy copy of invoice and report. Send to the following address, or electronically to [email protected]: Timothy Scanlan, Contracting Officer 049A2-1 Department of Veterans Affairs National Acquisition Center Business Services Team P.O. Box 76 Hines, Illinois 60141 4.2. TO BE CONSIDERED FOR AWARD OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED IN 52.212-1INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS, PARAGRAPH b, PRIOR TO THE TIME SPECIFIED HEREIN. 5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NO DATE ______________________________ _____________ ______________________________ _____________ ______________________________ _____________ Schedule of Services Offerors must submit a price for all services for the base period and both option years. See also the Proposal Preparation Instructions in Section E of the solicitation. BASE PERIOD (Date of Award - September 30, 2009) BASE YEAR LINE ITEM NO. DESCRIPTION Estimated Qty. Unit PRICE EACH PER PAGE OR FILE Total Estimated Price Based on Government estimates 1 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE PREPARATION AT 207 VETERAN CENTERS 27,095,708 PGS $ 2 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE SCANNING OR DOCUMENT CAPTURE SERVICES AT 207 VETERAN CENTERS 27,095,708 PGS $ 3 DESCRIPTION AS SHOWN IN PROPOSAL FOR INDEXING (4 fields total) 1,023,155 EACH (PDF FILES) $ 4 DESCRIPTION AS SHOWN IN FSS CONTRACT FOR FIXED PRICE TRAVEL OR ON-SITE SERVICES TO 207 VETERAN CENTERS 69 locations 27,095,708 Pages PGS $ YOUR EXTENDED TOTAL PRICE FOR THE BASE YEAR $ OPTION YEAR 1 (October 1, 2009 - September 30, 2010) OPTION YEAR 1 LINE ITEM NO. DESCRIPTION Estimated Qty. Unit PRICE EACH PER PAGE OR FILE Total Estimated Price Based on Government estimates 6 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE PREPARATION AT 207 VETERAN CENTERS 27,095,708 PGS $ 7 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE SCANNING OR DOCUMENT CAPTURE SERVICES AT 207 VETERAN CENTERS 27,095,708 PGS $ 8 DESCRIPTION AS SHOWN IN PROPOSAL FOR INDEXING (4 fields total) 1,023,155 EACH (PDF FILES) $ 9 DESCRIPTION AS SHOWN IN FSS CONTRACT FOR FIXED PRICE TRAVEL OR ON-SITE SERVICES TO 207 VETERAN CENTERS 69 locations 27,095,708 Pages PGS $ YOUR EXTENDED TOTAL PRICE FOR OPTION YEAR 1 $ OPTION YEAR 2 (October 1, 2010 - September 30, 2011) OPTION YEAR 2 LINE ITEM NO. DESCRIPTION Estimated Qty. Unit PRICE EACH PER PAGE OR FILE Total Estimated Price Based on Government estimates 11 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE PREPARATION AT 207 VETERAN CENTERS 27,095,708 PGS $ 12 DESCRIPTION AS SHOWN IN PROPOSAL FOR FILE SCANNING OR DOCUMENT CAPTURE SERVICES AT 207 VETERAN CENTERS 27,095,708 PGS $ 13 DESCRIPTION AS SHOWN IN PROPOSAL FOR INDEXING (4 fields total) 1,023,155 EACH (PDF FILES) $ 15 DESCRIPTION AS SHOWN IN FSS CONTRACT FOR FIXED PRICE TRAVEL OR ON-SITE SERVICES TO 207 VETERAN CENTERS 69 locations 27,095,708 Pages PGS $ YOUR EXTENDED TOTAL PRICE FOR OPTION YEAR 2 $ SECTION B PERFORMANCE WORK STATEMENT (PWS) 1. GENERAL INFORMATION 1.0. The intent of this PWS is to identify the technical, functional and performance characteristics of the work to be performed, identify essential functions to be performed, and determine performance factors, including the location of the work, the units of work and the quantity of work. The PWS allows the Government to compete commercial business processes that are the overarching intent of Performance Based approach to Government contracting. 1.1. BACKGROUND 1.1.1. Document Conversion Services and deliverables of converted VA Client Records must be provided by an independent contractor who possesses strong capabilities and experiences to coordinate their staff and management to travel and perform timely and quality services to all 207 Vet Centers in the US and its territories. The contractor will be required to set up scanners, prepare the records and perform scanning services, index the converted files, and electronically transfer to VA the completed system of indexed PDF files using Commercial off the Shelf (COTS) services. 1.2 SCOPE OF SERVICES 1.2.1. The Contractor must perform the required services for this acquisition as a prime contractor, not an agent or subcontractor. The Contractor may, however, provide the required services by coordinating the resources and services of entities other than the prime contractor. (Please note that in accordance with the set-aside requirements, at least 50 percent of the cost of personnel for contract performance must be spent for employees of the contractor or employees of other service disabled veteran-owned small business concerns.) Additionally, the contractor must possess and maintain through the performance of this procurement a physical address within the United States territories and must be able to demonstrate that all registry services will remain within the United States (including the District of Columbia). 1.2.2. Record Conversion Services requirements shall be performed using proven document capture and conversion methodologies, processes, and services that have been shown to work in multiple implementations for other Federal Agencies using contractors possessing expertise. You must propose a state-of-the-art approach to capture and conversion services that meet the quality and timeliness standards herein and shall effectively meet the VA's needs. 1.2.3. PERIOD OF PERFORMANCE: It is VA's desire to have all contract services completed during a Performance Period Range of 24 to 28 months, beginning 30 days at the post award meeting. The contract period will consist of a base year and two option years. Performance must not exceed 36 months. The performance period was based on quantitative methods used in the industry, through market research and other pre-solicitation Request For Information (RFI) communications. 1.4. QUALITY CONTROL - (methods/techniques relating to quality assurance and QA Surveillance Plan) 1.4.1. The overarching requirement of this procurement is to solicit and award a Performance Based contract under the Federal Acquisition Regulation (FAR) subpart 37.6. As such, the Government requires offerors to submit their offer that focus on non-complex commercial practices for Quality Control to the maximum extent possible. All methods, approach, reports etc. associated to Quality Control shall follow the intent of FAR part 12 Commercial Items 46, specifically the policy at FAR subpart 46.102 (f), which states that contracts for commercial items shall rely on a contractor's existing quality assurance system as a substitute for compliance with Government inspection and testing before tender for acceptance unless customary market practices for the commercial item being acquired permit in-process inspection (Section 8002 of Public Law 103-355). Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. No in-processing inspections are anticipated. 1.4.1.1. Planned (offered) Quality Control procedures must include the method proposed for reporting to the COTR for acceptance of services and billing purposes. The method must be based on the number of pages estimated for all Vet Center regions. See attachment 4 to determine how many sheets at each vet center. 1.4.1.1.1. Planned (offered) Quality Control procedures must include on-site services, and procedures and method for the remaining services performed at contractor's site, such as indexing and conversion services, if applicable. 1.4.2. OFFEROR'S QUALITY ASSURANCE PLAN (QAP) 1.4.2.1. In compliance with instructions in the solicitation, offerors must submit a written Quality Assurance Plan (QAP) and must contain the contractor's solutions to specific work within the regulations identified in this solicitation. See Section E, Paragraph 5.5.2.1. and Section F, Paragraph 2.2.2. 1.4.2.2. QUALITY STANDARDS: The contractor's Quality Assurance Plan (QAP) must address (or submit in proposal as required) the following timely and quality standards: 1.4.2.2.1. Develop and submit a quality IMPLEMENTATION PLAN, see Exhibit E relating to how the contractor will coordinate and monitor timeliness performance with each Veteran Center's team leader/ point of contact and dispatch on-site service teams to all Vet Centers in a timely and cost effective manner. Additionally, the plan must meet the quality/quantity of work (timeline) within Offeror's method of reporting to the COTR for monthly billing purposes. And; 1.4.2.2.2. Establish and demonstrate the appropriate security and privacy processes to ensure that offeror's employees, management and subcontractors are in compliance with all applicable HIPPA regulations, information and personnel security, statutory, regulatory and policies of the Department of Veterans Affairs, thus avoiding performance delays, reduce performance risk and the keeps our Veteran records confidential and secure. 1.4.2.2.3. Use of Innovation, Quality and Timeliness to the requirements shown in offeror's proposal that relates to customer service, security and privacy at approximately 207 Vet Center locations are critical evaluation factors to the Government. 1.4.2.2.4. Perform Document Preparedness services at each Veteran Center in a quality, seamless and courteous manner without disrupting normal operation at the center. 1.4.2.2.5. Set-up contractor owned equipment and perform acceptable scanning services in a quality and timely manner. 1.4.2.2.6. Deliver/transfer quality scanned images to contractor's site within VA Security Regulations, HIPPA laws and guidelines within 100% compliance. 1.4.2.2.7. Return Veteran Client files to an acceptable condition. An acceptable condition is to gather all pages and attach and clip to the first part of the five part folder. 1.4.2.2.8. Provide quality assurance to all VA data that may be transferred to contractor's facility maintaining 100% secure and compliant to all applicable HIPPA, security, statutory, regulatory and policies of the Department of Veterans Affairs. 1.4.2.2.9. Effectively utilize the compiled images from all Veteran Centers and maintain quality images when transferring the images onto contractor's electronic solution such as converting and transferring PDF files to the VA. 1.4.3. QUALITY ASSURANCE SURVEILANCE PLAN (QASP) 1.4.3.1. The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor's performance. The oversight provided for in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COTR and Quality Assurance Monitors at each Vet Center with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary. 1.4.3.1.1.. The Contracting Officer will notify the contractor if the QAP proposed (different performance standards to accomplish requirements) requires improvements to the draft Quality Assurance Surveillance Plan before the award, or contract start date. This cooperative effort must not exceed 15 Days from the date of request from the contracting officer. The final plan will be considered the QASP and will be the guiding quality control document reference through the contract performance period and subject to change, as appropriate. 1.4.3.2. Government personnel will record all surveillance observations. When an observation indicates defective performance or observes favorable performance, the COTR will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only an acknowledgment that he or she has been made aware of the defective or favorable performance. Government surveillance of tasks not listed in the PRS or by methods other than those listed in the PRS (such as the inspection and acceptance clause 52.212-4 (a) Contract terms and conditions - Commercial Items) may occur during the performance period of this contract. Such surveillance will be done according to acceptance and inspection clauses, provisions, and/or other regulations. Any action taken by the contracting officer as a result of surveillance will be done in accordance with the terms and conditions of the contract. 1.4.3.2.1. The Government reserves the right to perform quality assurance at each Vet Center, at the point of billing, and conduct random sampling throughout the performance period and delivery and acceptance of the data to VA employees.