1240BF24Q0038 Attachment 1 PWS R10 EnvScanContract.pdf

PERFORMANCE WORK STATEMENT

Alaska Regional Environmental Program Scanning

1.0 General Information

Background and Purpose:

This is a non-personal services contract to provide file scanning services for the Forest Service (FS) Alaska Region (R10) has an accumulation of physical records across its offices. To reduce the amount of leased space, and work towards a more consolidated office, R10 requires the digitizing of these historical records for future use. Given their historical value, R10 has elected to have the records scanned. Along with file scanning, an electronic indexing of all documents will be required including an accurate naming of all files along with searchable keywords. For this requirement, R10 requires documentation of this work to be compiled from both electronic and hard copy records and combined with previous inventories into one organized digital format.

Description of Services:

The Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, and other items and non-personal services necessary to compile, scan hard copy records, label and electronically file. The contractor shall provide services in accordance with (IAW) this Performance Work Statement (PWS), and all applicable federal, state and local laws and regulations.

Place of Performance:

The work shall be performed at the Alaska Regional Forest Service Office in Juneau, Alaska.

Period of Performance:

Date of award until 31 December 2024.

Government Regular Working Hours and Federal Observed Holidays

The Government's regular working hours are Monday through Friday from 0700 to 1700, except federal holidays or when the government installation is closed due to local or national emergencies, administrative closings, or similar government directed closings.

When a federal holiday occurs on a Saturday, federal employees are normally granted the previous Friday as the holiday observance. When a federal holiday occurs on a Sunday, federal employees are normally granted the following Monday as the holiday observance. Below is the list of recognized federal holidays:

Federal Holidays New Year’s Day (January) Labor Day (September) Martin Luther King Jr’s Birthday (January) Columbus Day (October) President’s Day (February) Veteran’s Day (November) Memorial Day (May) Thanksgiving Day (November) Juneteenth Day (June) Christmas Day (December) Independence Day (July)

Contractor Key Personnel:

Contract Manager: The Contractor shall provide a Contract Manager and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract. The Contract Manager or alternate shall be available during the Government's regular working hours.

Quality Control Representative: The Contractor shall provide a Quality Control Representative who shall be responsible for the Contractor’s Quality Control Plan (QCP) to ensure services are performed IAW the PWS. The Quality Control Representative shall implement and maintain full compliance of the QCP throughout the contract period.

Government Key Personnel:

Contracting Officer (CO): The CO is the only person with the authority to: enter into, administer, and or terminate contracts; make related determinations and findings on behalf of the government; and legally bind the government. The CO shall ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO shall determine and document the final assessment of the contractor's performance in the government’s past performance tracking system.

Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel.

The COR is not authorized to change any of the terms and conditions of the contract or any resulting task order.

Post-Award Conference and Periodic Progress Meetings:

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the Contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues.

Inspection and Acceptance:

Any inspection and acceptance will be at the location specified in the contract. The designated COR will act as the representative of the CO for purposes of inspection and acceptance of services to ensure compliance with the terms, conditions, and specifications of the subject contract. The COR has no authority to make any changes to the terms and conditions of the contract.

Invoicing:

All contractor invoices shall be submitted via the Invoice Processing Platform (IPP) using contract line-item numbers (CLINs). The contractor shall be required to establish account(s), access method(s), log-in(s), and necessary training in order to submit invoices through IPP. Invoices not submitted via IPP shall not be accepted or paid.

Note: The contractor shall only invoice for work performed and as authorized by the contract.

Security:

The contractor shall be responsible for safeguarding all government property provided to the contractor for contractor use under this contract. At the close of each work period, all government property shall be secured.

Access to Government Facilities:

The contractor shall coordinate all contractor personnel access to government facilities with the COR at least 10 business days prior to any scheduled service or visit. Only contractor personnel performing work under this contract shall have access to government facilities. If no coordination is made, access will be denied. Contractor personnel entering government facilities shall abide by all security regulations.

Identification of Contractor Employees:

All contract personnel working in situations where their contractor status is not obvious to third parties are required to identify themselves by always wearing clearly written and visible nametags, as such to avoid creating an impression in the minds of members of the public that they are Government officials.

Conduct of Contractor Personnel

The CO may require the contractor to remove from the work site any employee working under this contract for reasons of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employee shall be subject to dismissal from the premises upon determination by the CO that such action is in the best interests of the government. Such removal from the work site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this PWS.

Safety:

Contractor activities shall be conducted in a safe manner that minimizes accidents as well as any impacts on Government operations and members of the public. Contractor shall comply with applicable federal, state, and local codes and standards, including safety and occupational health requirements, as well as any additional specific requirement contained in this PWS.

2.0 Contractor Requirements

Technical Requirements / Tasks

1) Inventory

R10 will provide the contractor with access to all physical records, lists of known sites, previous inventories, and all electronic site information. The contractor shall scan all records and provide a cumulative document with names of and links to each record. All scanned documents shall be organized in folders and be accessible in Windows Explorer format. Documents shall be organized by type: Administrative Facility (Admin), Cannery (CAN), Defense Environmental Restoration Program (DERP), Federal Aviation Administration Facility (FAA), Federally Used Defensive Sites (FUDS), Log Transfer Facility (LTF), Mine (MINE), Other (OTHER), Program Management (PGMT), Special Use Permit (SUP). This will be submitted to the Forest Service on a separate electronic storage device.

Environmental contaminated site’s electronic documents shall be organized by File Code Number 2160, by type, then by site name, then by year, month, and document type and then -C (for Chugach) or -T (for Tongass). This will be submitted to R10 on a separate electronic storage device.

a. Scanning: The Contractor shall treat all records as Permanent. The Contractor shall follow 36 CFR Part 1236 Subpart E Digitizing Permanent Federal Records, have someone who is not the scanner do the quality control and ensure that the final product meets National Archives and Records Administration (NARA) standards.

b. The contractor shall travel to the Alaska Regional Office in Juneau, Alaska. For Option Item 1 the Contractor shall travel to the Chugach National Forest Office in Anchorage, Alaska. For Option Item 2 the Contractor shall travel to the Petersburg Supervisor Office in Petersburg, Alaska. Records may be transported off site for scanning. All offices have a workable elevator for use for transporting files. The Contractor shall gather all documentation available at each site. Reports, and documentation for each site shall be organized in chronological order, scanned, and incorporated into the database. The scanned documents and electronic documents shall have an organized naming convention approved in advance by the COR. All documents that include text shall be scanned into a searchable PDF. When the project is complete the contractor shall submit all scanned files in searchable PDF format in electronic folders labeled by Forest unit and organized on an external drive.

At the Juneau Regional Office there are the following files that need to be scanned:

At On-Scene Coordinator Alaska Desk:

12 File Drawers = 81,000 pages 5 Boxes 12” x 15” x 10” H = 11,250 pages Approximately 100 CDs

By R10 Engineer Office:

29 Lateral file drawers = 203,000 pages

1 Box 11” x 17” x 9” H = 2,225 pages 4 Boxes 12” x 15” x 10” H = 8,900 pages 3 Bookshelves 27” x 13” x 11” H = 15,000 pages 1 Lateral file drawer of old LTF NPDES records = 7,000 pages

On the 8th Floor 7 Boxes – Thorne Bay 12” x 15” x 10” H = 15,575 pages 1 Lateral File Drawer - Exxon Valdez = 7,000 pages 3 Boxes – KPC 104e 11” x 18” x 9” H = 15,000 pages 5 Boxes – LTFs 12” x 15” x 10” H = 11,250 pages 1 Box APC Millsite 12” x 15” x 10” H = 2,225 pages 2 Boxes MWilcox 16” x 20” x 10” H = 5,000 pages 1 Box Strawberry Pt 12” x 24” x 10” H = 5,000 pages 1 Box Strawberry Pt 12” x 18” x 9” H = 2,225 pages 1 Box Thorne Bay LF 9” x 12” x 7” H = 2,225 pages 1 Box Thorne Bay LF 11’ x 17” x 10” H = 5,000 pages 4 Boxes Thorne Bay LF 12”x 18” x 9” H = 20,000 pages 1 Box Exxon Valdez 12” x 18” x 12” H = 2,225 pages 1 box Thorne Bay 11” x 18” x 9” H = 2,225 pages 1 Box Exxon Valdez 12” x 17” x 11” H = 2,225 pages

c. Section 508 of the Rehabilitation Act of 1973 must be considered as a requirement for electronic documents. Electronic document deliverables must be made available in alternate formats upon request, including formats compatible with assistive technology at no additional charge. Solicitation respondents must describe how their proposed delivered electronic documents will meet Section 508 accessibility standards. Guidance on Section 508 compliance is available at http://www.section508.gov/.

2) Scanning Document

a. Scanning: The Contractor shall treat all records as Permanent. The Contractor shall follow 36 CFR Part 1236 Subpart E Digitizing Permanent Federal Records, and ensure that the final product meets NARA standards.

b. The scanned documents and electronic documents shall have an organized naming convention approved in advance by the COR.

c. All documents that include text shall be scanned into a searchable PDF.

d. All aerial imagery and photos shall be scanned as .TIFF files.

e. When the project is complete the contractor shall submit all scanned files in electronic folders.

f. Files are contained in boxes and filing cabinets at the offices. The Contractor can keep files in existing filing cabinets or remove and replace as necessary.

g. Scans shall match the original document color format.

3) Records Indexing

The Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

a. Digitized information: The Contractor shall submit an electronic version of the specified documents on an external Solid-State Drive (SSD), in accordance with Government-compatible software (MSWord, Excel, Adobe) to the Alaska Region. Records shall be https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.section508.gov%2F&data=05%7C01%7C%7Ca4abcd4212214a4f91d208da60fd8d7e%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637928939359658345%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=RZj2XcJVyfghXBoK2sqAzkjVPLpxdUwgm%2FyQVg9JF90%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.section508.gov%2F&data=05%7C01%7C%7Ca4abcd4212214a4f91d208da60fd8d7e%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637928939359658345%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=RZj2XcJVyfghXBoK2sqAzkjVPLpxdUwgm%2FyQVg9JF90%3D&reserved=0 organized File Code Number 2160, by type (Admin, CAN, DERP, FAA, FUDS, LTF, MINE, OTHER, PGMT, or SUP), then by site name, then by year, month-day or just month, document type (5YEAR (Five Year Review), ARAR (Applicable or Relevant and Appropriate Requirements), ECAP (Environmental Compliance Audit Program), ESA (Environmental Site Assessment), EECA (Engineering Evaluation/Cost Analysis), MONIT (Monitoring), MOA (Memorandum of Agreement), MOU (Memorandum of Understanding), NFRAP (No Further Response Action Planned), NOV (Notice of Violation), NTCRA (Non-time Critical Removal Action, O&M (Operation & Maintenance), OSC (On-Scene Coordinator) Report, PA (Preliminary Assessment), PA/SI (Preliminary Assessment/Site Inspection), PRP (Potentially Responsible Party), RISK (Risk Assessment), RIFS (Remedial Investigation Feasibility Study), ROD (Record of Decision), TCRA (Time Critical Removal Action)); and then -C (for Chugach) or -T (for Tongass).

b. Indexing Sheet: The Contractor prepare an indexing spreadsheet to document each scanned record. The sheet shall be saved in the root folder on the SSD as “2024_ R10Environmental Scanning Index.”

3.0 Deliverable / Schedule

Item No.

Deliverable Objective Due

1 Proposed Project Plan

Define the responsibilities, timeline, and milestones of contract objectives.

No later than five (5) business days after contract award

2 Draft Organized Naming Convention

Environmental contaminated site’s electronic documents shall be organized by File Code Number 2160, by type, then by site name, then by year, month, and document type and then -C (for Chugach) or -T (for Tongass). Ensure Government approves the naming convention.

Government shall have ten (10) business days to review and provide comments.

3 Final Organized Naming Convention

Provide accurate naming of all files along with searchable keywords.

Contractor shall provide Final Organized Naming Convention ten (10) business days after Government provides comments.

4 Indexing Sheet Documentation of this work is to be compiled from both electronic and hard copy records and combined with previous inventories into one organized digital format. Indexing spreadsheet shall be saved in the root folder of the external SSD. All hyperlinks must correspond with a record saved within

120 days after contract award.

the drive, and all records must be accounted for.

4.0 Government Furnished

Historical Records, and supervised access to the Alaska Regional Office for initial file removal, and post scanning return or use of the Government’s equipment and facilities or a combination of both.

5.0 Travel

Travel to Juneau, Alaska is required. Paid lump sum in accordance with Federal travel regulations.

6.0 Contractor’s Key Personnel

The Specialist is an employee trained by the Project Mangar. The Records Labor Specialist’s duties include carrying out the day-to-day processes as laid out in the project’s scope of work. The Records Labor Specialist is supervised by the Records Labor Supervisor while working on-site and at least 3% of their work is checked for quality daily. They are familiar with National Archives and Records Administration (NARA) standards.

The Supervisor coordinates all the work done on a project including hiring and training all Records Labor Specialists necessary to carry out the project. They will remain in constant communication with the Government regarding the project’s status and will work quickly to resolve any project issues that may arise. They do the does the quality control and ensures that the final product meets NARA standards.

7.0 Security Requirements

Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for use. At the close of each work period, Government facilities, equipment, and materials shall be secured in accordance with local regulations and/or procedures that may be in effect at during the prescribed period of performance.

8.0 Data Rights

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

3. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

4. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

5. The Government Agency owns the rights to all data/records produced as part of this contract.

6. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

7. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

8. No disposition of documents will be allowed without the prior written consent of the Contracting

Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

9. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract.

The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

9.0 Section 508 - Electronic and Information Technology Standards

Section 508 of the Rehabilitation Act of 1973 shall be considered as a requirement for electronic documents. Electronic document deliverables shall be made available in alternate formats upon request, including formats compatible with assistive technology at no additional charge. Guidance on Section 508 compliance is available at http://www.section508.gov/.

10.0 Performance Requirement Measures

Contractor’s Performance:

The government expects the contractor to work at an acceptable performance level throughout the life of the contract, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and/or awards.

Acceptable Performance:

Acceptable performance is achieved if 95% of the requirement is successfully satisfied.

The Contractor’s acceptable performance will be rated in COR reports and in the https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.section508.gov%2F&data=05%7C01%7C%7Ca4abcd4212214a4f91d208da60fd8d7e%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637928939359658345%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=RZj2XcJVyfghXBoK2sqAzkjVPLpxdUwgm%2FyQVg9JF90%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.section508.gov%2F&data=05%7C01%7C%7Ca4abcd4212214a4f91d208da60fd8d7e%7Ced5b36e701ee4ebc867ee03cfa0d4697%7C0%7C0%7C637928939359658345%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=RZj2XcJVyfghXBoK2sqAzkjVPLpxdUwgm%2FyQVg9JF90%3D&reserved=0

Contractor Performance Assessment Reporting System (CPARS) as Satisfactory, Very Good, or Exceptional.

Unacceptable Performance:

Unacceptable performance is achieved if less than 95% of the requirement is satisfied (e.g., work specified by contract is incomplete or work is not IAW the PWS, task order, and manufacturer’s specifications). If the performance is deemed unacceptable for any objective (required task), the COR will determine the possible cause of this unacceptable performance. Unacceptable performance caused by actions of the Contractor shall be reported to the Contractor’s on-site representative and request its signature on documentation acknowledging notification. Unacceptable performance caused by actions of the Government shall not be held against the Contractor. If the Contractor disputes the results of surveillance, the COR must refer the Contractor to the CO for resolution. The Contractor’s unacceptable performance will be rated in COR reports and in CPARS as Marginal or Unsatisfactory.

Performance Requirements Summary

Convert hard copy permanent records into electronic documents organized in folders that are easily accessible in Windows Explorer format.

The Contractor shall submit an electronic version of the specified documents on an external Solid- State Drive (SSD), The Contractor shall submit a completed indexing spreadsheet saved in the root folder of the external SSD. All hyperlinks must correspond with a record saved within the drive, and all records must be accounted for.

See section 3.3.

98% accuracy rate.

The contractor ensures someone who is not the scanner does the quality control and ensures that the final product meets National Archives and Records Administration

(NARA)

standards.

+/- 1% of total price for each variance of +/- 1% variance from standard.

Maintain no physical records storage.

The contractor shall shred all scanned records.

98% accuracy rate.

COR +/- 1% of total price for each variance of +/- 1% variance from standard.

11.0 Government-Furnished Property and Utilities:

The government shall make available all files for performance.

The government shall provide no utility service for this requirement.

12.0 Definitions:

Electronic documents will meet Section 508 accessibility standards. Guidance on Section 508 compliance is available at http://www.section508.gov/.

Final documents will meet National Archives and Records Administration (NARA) standards. NARA standards is available at https://www.archives.gov/about/regulations/regulations.html.

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