JPL Records Storage and Retrieval Services Request for Information (RFI)

January 24, 2024: This sources sought notice is modified to include final responses to questions and answers. Refer to Attachment 2. Final Responses. Interested parties are encouraged to acknowledge addendums. This notice will close on January 26, 2024. There are no other changes to this notice.

January 18, 2024: This sources sought notice is modified to include Attachment 1. First Response to Questions and Answers. Attachment 2. Second Response to Questions and Answers is forthcoming. There are no other changes to this notice.

January 9, 2024: The response due date for this sources sought notice is extended from January 12, 2024 to January 26, 2024 at 3PM Pacific. There are no other changes to this notice. The Jet Propulsion Laboratory (JPL) is a federally funded research and development center managed for NASA by the California Institute of Technology (Caltech). JPL is a unique national research facility that carries out robotic space and Earth science missions by implementing programs in planetary exploration, Earth science, space-based astronomy and technology development while applying its capabilities to technical and scientific problems of national significance.

Background: Within JPL, there is a Records and Archives Group, which is responsible for ensuring that JPL meets NASA and Caltech requirements for managing the documents that record the Laboratorys projects, business, and for identifying, collecting, preserving, and making available for research historically valuable records of enduring value. Records are stored both on-site and off-site with Federal and private storage vendors. The purpose of this request is to determine the interest and capability of potential proposers in competing for this work.

Scope: Provide and maintain a secure facility dedicated to standard records storage with capacity to support the current JPL records inventory and all subsequent additions of records during the life of this subcontract. Provide separate archival, climate-controlled storage which is maintained at 35% RH + 5% and a temperature < 65 degrees, large enough to accommodate JPLs needs. Be responsive and accessible for periodic inspections and provide access for occasional tours as designated by JPL.

Facility must have security, fire alarm, and automatic sprinklers in accordance with current California Building codes and laws. Subcontractor shall monitor the facility, maintain evidence of its monitoring activities (e.g., logs and/or video), and report any breaches (including, but not limited to, security, fire, flood, climate control, etc.) to JPL.

Provide and maintain a database of JPL records stored at the Subcontractors facility and provide an online interface to the records inventory database via a secure web-based browser. Have capability to produce reports for JPL upon request by JPL designees within 5 business days. Subcontractor shall identify (2-4) personnel who will pick up and deliver records to offices/desktops throughout JPL.

Said personnel shall be U.S. citizens or legal permanent residents and must submit personal information and be approved for unescorted access to JPL through the JPL badging system yearly in accordance with JPL Additional General Provision, Security Requirements and Access to Sensitive Information. Subcontractor shall take all possible precautions, in accordance with JPL requirements, to reduce the risk of any disasters and to mitigate the effects, should a disaster occur.

Subcontractor shall implement and maintain a barcode tracking system for creation and maintenance of an accurate inventory of records in storage. Subcontractor shall provide records storage and retrieval services at the box and file level, with standard pick-up/delivery service by Noon the next business day for requests received by 3pm. Pick-up (and delivery) shall be provided during JPLs normal business hours (8 a.m. – 5 p.m. PST) and shall be limited to one trip per day to JPL, unless filling a rush request.

Subcontractor shall perform records destruction services when authorized by the JPL Records Manager. The records shall be destroyed using pierce and tear technology (confetti output), and the subcontractor shall provide certified proof that shredded output is unreadable.

Statement of Capabilities: Describe your storage facility. Describe your climate-controlled storage capability. Describe your delivery/retrieval capabilities. Describe your records inventory database, including its ability for JPL access. Describe your intended management plan and approach for executing the work efforts above. JPL records may contain export-controlled, PII, or other sensitive information; describe how you will limit unsupervised access to JPL records to personnel who are U.S. citizens or legal permanent residents.

Responses Due: Please provide the Statement of Capabilities on or before January 26, 2024 via eMail to the JPL Small Business Programs Office at smallbusiness.programsoffice@jpl.nasa.gov DISCLAIMER: The requested information is for preliminary planning purposes only and does not constitute a commitment implied or otherwise, that JPL will solicit you for such procurement in the future. Neither JPL nor the Government will be responsible for any costs incurred by you in furnishing this information.

Prospective subcontractors are advised that any information provided shall be deemed to be furnished with unlimited rights to JPL with JPL assuming no liability for the disclosure, use or reproduction of such data.