Offsite Media Storage and Rotation

Type of document: Contract Notice
Country: United States

Offsite Media Storage and Rotation

Department of Agriculture

Official Address:
2222 West 2300 South Salt Lake City UT 84119-2020

Zip Code:

Michelle C. Jardine, Contracting Officer, Phone 8018442909, Email – Donald Hadley, Contract Specialist, Phone 202-772-9159, Email


Date Posted:


Contract Description:

Offsite Media Storage and Rotation
The USDA-Farm Service Agency is issuing this combined synopsis/solicitation to establish one Indefinite Quantity/Indefinite Delivery (IDIQ), Firm Fixed Price Contract with a base plus four option years for off-site storage of between 101 and 1,000 computer back-up tapes required for disaster recovery initiatives, to include weekly replacement and courier service, as well as emergency delivery/retrieval service after regular business hours.

1. This Request for Quotation (RFQ) is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued.

2. Solicitation AG-8447-S-17-0003 is issued as a Request for Quotation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-95, dated January 19, 2017.

4. This solicitation is a local area set-aside for the Salt Lake City commuting area, not to exceed 25 miles from the locations stated in Section 2.1 of Item 6. In addition, the facility may not be located closer than within five miles of both locations. The small business industry size standard for the type of services covered by this procurement, under NAICS code 493190, General Warehousing and Storage, is the average annual receipts of the concern and its affiliates for the preceding three (3) years not in excess of $27.5 million.

5. Line item number(s) and items, quantities, and units of measure, including options
    1. Off-site storage of between 101 and 1,000 computer back-up tapes; 4-hour retrieval access on a 24/7 basis.
    2. Weekly replacement of tapes by courier service.
    3. Emergency delivery after regular business hours, weekends, or holidays
    4. Emergency delivery during regular business hours
Note: the Delivery Order will include line items and funding adequate to cover the maximum number of tapes, as well as emergency retrieval. Excess funding will be deobligated upon completion of the delivery order performance period. The previous FY expenditures were less than $2,500 for routine business with no emergency retrieval.

6. Description of Requirements:
1.0 General Requirements
The USDA-Farm Service Agency requires off-site storage of between 101 and 1,000 computer back-up tapes required for disaster recovery initiatives, to include:
  1. Weekly replacement of tapes by courier service at mutually agreed upon days and times. Containers and vehicles utilized for this service must ensure protection of the tapes.

  2. Emergency delivery may be required outside regular business hours, weekends, or holidays and includes potential retrieval access within four (4) hours on a 24-hour a day, 7-day a week basis.

  3. The annual order will include an amount adequate to cover the maximum number of tapes, as well as a line item for retrieval of all tapes in case of emergency. These amounts and line items will be reduced and/or canceled at the end of the performance period if not used.

2.0 Facility Requirements
CFR Title 36 Part 1234 is attached for reference, based on facility requirement references. This section should be referenced for appropriate structure, fire prevention/suppression, pest control, and handling of other records stored in the facility to ensure longevity and integrity of the data on the tapes.

2.1 Geographic Area/Location
  1. The facility must be located between 5 and 25 miles of both:
    a. 2222 West 2300 South, Salt Lake City, UT (current office location)
    b. 125 S. State Street, Salt Lake City, UT (future office location)

  2. The facility must be sited a minimum of five feet above and 100 feet from any 100 year flood plain areas, or be protected by an appropriate flood wall that conforms to local or regional building codes.

  3. The facility must either be located sufficient distance from known seismic fault lines or designed in accordance with the applicable national, regional, state, or local building codes (whichever is most stringent) to provide protection from building collapse or failure of essential equipment from earthquake hazards, tornadoes, and other potential natural disasters.

2.2 Security

  1. The area occupied by the records storage facility must be equipped with an anti-intrusion alarm system, or equivalent, meeting the requirements of UL 1076 (incorporated by reference, see §1234.3), level AA, to protect against unlawful entry after hours and to monitor designated interior storage spaces. This intrusion alarm system must be monitored in accordance with UL 611, (incorporated by reference, see §1234.3).

  2. The facility must comply with the requirements for a Level III facility as defined in the Department of Justice, U. S. Marshals Service report Vulnerability Assessment of Federal Facilities dated June 28, 1995. These requirements are provided in Appendix A to part 1234.

2.3 Environment

The facility shall meet requirements of 36 CFR 1234.14(b):
At a minimum, nontextual temporary records must be stored in records storage space that meets the requirements for medium term storage set by the appropriate standard in this paragraph (b). In general, medium term conditions as defined by these standards are those that will ensure the preservation of the materials for at least 10 years with little information degradation or loss. Records may continue to be usable for longer than 10 years when stored under these conditions, but with an increasing risk of information loss or degradation with longer times. If temporary records require retention longer than 10 years, better storage conditions (cooler and drier) than those specified for medium term storage will be needed to maintain the usability of these records. The applicable standards are:
(1) ANSI/PIMA IT9.11 (incorporated by reference, see § 1234.3);
(2) ANSI/NAPM IT9.23 (incorporated by reference, see §§ 1234.3); replaced by ISO 18923:2000, Imaging materials – Polyester-base magnetic tape – Storage practices. Published in June 2000
(3) ANSI/PIMA IT9.25 (incorporated by reference, see § 1234.3);
(4) ANSI/NAPM IT9.20 (incorporated by reference, see § 1234.3); and/or
(5) ANSI/NAPM IT9.18 (incorporated by reference, see §. 1234.3).

7. Date and place of delivery and acceptance: Period of performance is anticipated to begin September 15, 2017 through September 14, 2018. Four option years are included with periods of performance estimated as follows:
Option Year 1, September 15, 2018 through September 14, 2019
Option Year 2, September 15, 2019 through September 14, 2020
Option Year 3, September 15, 2020 through September 14, 2021
Option Year 4, September 15, 2021 through September 14, 2022

Current location for courier service and acceptance is F.o.B Destination:
USDA-FSA- Aerial Photography Field Office
2222 West 2300 South
Salt Lake City, UT 84119-2020

This site will change, approximately December, 2018 to:

Wallace F. Bennett Federal Building
125 S. State Street
Salt Lake City, UT 84138

8. FAR 52.212-1, Instructions to Offerors – Commercial, and addendum provided as follows. Quotations must include:
  a. Completed and signed Standard Form 1449 (Attachment 4)
  b. Pricing Schedule (Attachment 5)
  c. Technical address of the following, considering the Evaluation Criteria in Item 9:
      i. How the vendor plans to meet the General Requirements in 1.0 under Description of Requirements in Item 6
     ii. Experience with backup tape storage and handling of a disaster recovery situation
    iii. How the facility meets and/or exceeds the Facility Requirements in 2.0 under the Description of Requirements in Item 6. Include 3rd party certifications available.
  d. Two past performance statements/references, if work has not been performed for APFO within the past three years
  e. Representations and Certifications (see Item 10 and Attachment 6)

9. FAR 52.212-2 – Evaluation – Commercial Items, The Government anticipates the award of one firm fixed price contract resulting from this solicitation to the responsible source whose quotation conforming to the solicitation requirements will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations for selection: (i) price; (ii) technical capability of the item(s) to meet the Government requirements; and (iii) past performance. Technical and past performance, when combined, are approximately equal to price. A facility offering better than minimum required facility and service features may justify a higher price.
Evaluation Criteria (from NIST Special Publication 800-34)
  1. Geographic area-distance from the organization and the probability of the storage site being affected by the same disaster as the organization
  2. Accessibility-length of time necessary to retrieve the data from storage and the storage facility’s operating hours
  3. Security-security capabilities of the storage facility and employee confidentiality, which must meet the data’s sensitivity and security requirements
  4. Environment-structural and environmental conditions of the storage facility (i.e., temperature, humidity, fire prevention, and power management controls)
  5. Cost-cost of shipping, operational fees, and disaster response/recovery services

10. Quotations must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications – Commercial Items, with its offer. The Certifications are included in Attachment 3.

11. FAR 52.212-4 Contract Terms and Conditions – Commercial Items, and the addenda provided in Attachment 1 apply to this solicitation.

12. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items, applies to this acquisition. Those clauses that apply are indicated with an X under this section in Attachment 1.

13. Additional contract requirements or terms and conditions:

14. DPAS N/A

15. Responses are due to the following location no later than 3:00pm Mountain Time, Tuesday, September 12, 2017, and may be emailed to, or mailed to:

USDA, FSA, Aerial Photography Field Office
Contracting Officer
2222 West 2300 South
Salt Lake City, Utah 84119-2020

16. For information regarding this solicitation, contact Michelle Jardine, 801-844-2909, Secondary contact: Don Hadley, 202-772-9159,

List of Attachments
• Attachment 1, Continuation of Combined Synopsis/Solicitation, Contract Clauses,Terms and Conditions (PDF, 15 pages)
• Attachment 2, Wage Determination (PDF, 11 pages)
• Attachment 3, CFR Title 36 Part 1234 (PDF, 15 pages)
• Attachment 4, SF1449 (PDF, 2 pages) (submit with quotation)
• Attachment 5, Pricing Schedule (WORD) (submit with quotation)
• Attachment 6, Representations and Certifications (WORD) (submit with quotation)

Response Date:

Sol Number:


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