UPDATED__SOW_for_Files_Management_Project_0003.pdf

STATEMENT OF WORK

INDIAN AFFAIRS RECORDS MANAGEMENT SERVICES

BUREAU OF INDIAN AFFAIRS, ROCKY MOUNTAIN REGIONAL OFFICE

TRANSITION TO ELECTRONIC RECORDS

BACKGROUND

Per the Executive Office of the President, Office of Management Budget, Washington DC Memorandum, dated June 28, 2019, M-19-21; Transition to Electronic Records

IMPORTANT: Given the sensitivity of information and substantial volume of this project, no records will be removed from the Regional Office. All digitization/scanning must be conducted on site at the Regional Office and/or all RMR Agencies (which would include Blackfeet, Crow, Fort Belknap, Wind River and Rocky Boy) to mitigate the risk of data being compromised.

The Bureau of Indian Affairs (BIA) is seeking records management support services. The primary objective includes, but not limited to:

Collection Inventory Cleaning Digitize Quality Control, all paper records, including maps.

The record digitization process must comply with the National Archives and Records Administration (NARA) compliant digitization standards and regulations for permanent paper records.

BIA oversees multiple offices and agencies within the Rocky Mountain Regional Office in Billings, MT, which manage a wide variety of official records files and maps. As part of a nationwide initiative to digitize and scan documents, BIA aims to maximize digital document storage, thereby minimizing physical file volumes. All records must be retained or disposed of in accordance with federal record-keeping policies and NARA regulations. The Indian Affairs (IA) requires a contractor with expertise in documents, filing, archiving systems, and an understanding of NARA and FOIA compliance.

Given the statutory, regulatory, and litigation deadlines involved, IA is pursuing a contract with a firm that has a minimum of ten years of experience in records management, with services to be delivered within 6 months to 1 year of contract award. Contract staff must possess the necessary security clearances and access to complete the tasks outlined below.

SUPPORT SERVICES

The contractor is expected to provide the following services in compliance with all NARA regulations, policies, and guidance for federal records. The contract should propose a schedule of events to meet the government's performance period, which is set at 6 months to 2 years.

CONTRACTOR DELIVERABLES

Conduct digitization efforts of appropriately 500 boxes (dimensions: 16.25 x 12.5 x 10.5 inches) for the BIA, Rocky Mountain Regional Office and/or all RMR Agencies (at a later date).

STATEMENT OF WORK

INDIAN AFFAIRS RECORDS MANAGEMENT SERVICES

This estimate is subject to change based on the full scope of requirements.

Ensure that all digitized records will meet all current NARA digitization quality management requirements and adhere to the Federal Agencies Digital Guideline Imitative FADGI addressing the following:

Documentation of digitization projects – Define project plan to identity record series, methods, metadata, 508 compliance, quality management, (QC requirements, inspection, corrections), file format requirements, specifications of digitizing permanent records, metadata requirements, and validating digitized records.

Compliance with established file naming conventions, with final files uploaded to a designated Federal Government digital storage.

Quality control measures ensuring in place and digitized documents are placed back into original file folders.

The contractor is expected to commence work within 10 days of receiving full building and system access. Contractor who hires outside employees, will have a security background check.

Because of security protocols, contractors will require BIA staff to escort them to offices, necessitating a clear schedule of working days and timelines.

An experienced supervisor will be on duty at the BIA building during the duration of the contract.

Hours: Working hours will be 7:30-8:00 am to 4:30-5:00 pm Monday through Friday (except for Government holidays).

The contractor will provide necessary equipment, including laptops, desktop scanners, and plotters/scanners capable of scanning maps up to 40-inch maps in width.

Reporting: The contractor shall submit a progress report to the Regional Director/Superintendents by 4:00 p.m. on the last Friday of the month.

The contractor shall also provide the government with an electronic inventory detailing actions taken with records, including those disposed of, sent to storage, or retained onsite.

GOVERNMENT RESPONSIBILITIES

1) Space and Utilities: The government will provide secure workspace and utilities for contractor personnel, with work anticipated to be conducted in an office environment.

2) Workstations: The government will supply workstations that include a desk or table, chair, and other necessary office furnishings for contractor personnel.