SOW_-_Indian_Gaming_12-26.pdf

BUREAU OF INDIAN AFFAIRS

ADMINISTRATIVE SUPPORT AND RECORDS MANAGEMENT

SERVICES

STATEMENT OF WORK

The Bureau of Indian Affairs, Office of Indian Gaming (OIG) requires records management support services. The objective is to collect, review, and organize 100 cubic feet of OIG records, and the 10-20 new records generated each month, in accordance with National Archives and Records Administration (NARA) policies and guidelines, the Freedom of Information Act (FOIA), and the Indian Affairs Records Schedule 1300 Series.

The OIG, established in 1988, is the official record holder of files for the hundreds of tribal applications and Departmental decision made since that time. Due to the increasingly numerous, simultaneous, and time-sensitive demands of FOIA and federal litigation, OIG files are in need of organization and filing for quick and easy retrieval. In addition, OIG’s documents must be retained and disposed of in accordance with the federal record keeping policies and regulations of NARA. OIG requires a contractor with expert knowledge of the OIG’s documents, filing and archiving system, and is an expert in fulfilling NARA and FOIA requirements. Due to the statutory, regulatory, and litigation deadlines associated with these tasks, OIG requires one-part time contractor with at least ten years of experience with records management and Indian Gaming.

PROGRAM SUPPORT ASSISTANT/RECORDS CLERK

The Government requires one part-time contractor, who will perform below in support services for the organization and its programs. Specific duties follow:

Task 1 - During the performance period, inventory 100 cubic feet of Office of Indian Gaming records. Same task to be applied to the 10-20 new records generated each month.

Task 2 – Based on the inventory, identify records eligible for archiving. Records must be prepared for archiving in accordance with DOI and NARA policies and regulations.

Differentiate between records that are eligible for archiving, but must be retained for pending federal litigation and FOIA.

Task 3 – Based on the inventory, identify records required for pending federal litigation.

Identify legal claims asserted in litigation and determine scope of responsive records in consultation with Office of Indian Gaming attorneys and Office of the Solicitor. Differentiate between non-responsive records. Prepare log of responsive records to be submitted to the court.

Task 4 - Identify records over which DOI can assert privileges in litigation: attorney client privilege, deliberative process privilege, and confidential business information. Prepare privilege log identifying each privilege with supporting text. Redact records according to privilege.

Task 5 – Within segregated litigation records, identify and differentiate records involving matters that appear similar, but are legally distinguishable. These include tribal-state compacts and secretarial procedures; initial reservation, settlement of land claims, and restored lands for restored tribes; section 81 agreements and lease agreements; revenue allocation plans and tribal-state compacts; land acquisition and land acquisition under a two-part determination.

Task 6 – Within segregated litigation records, identify records that are required for FOIA.

Determine records that are responsive to both FOIA and pending litigation, but differentiate records that are only required for either FOIA or litigation. Identify records over which DOI can assert privileges for FOIA: attorney client privilege, deliberative process privilege, and confidential business information. Prepare privilege log identifying each privilege with supporting text. Redact records according to privilege.

CONTRACTOR DELIVERABLES

Start within 5 days after the award. By September 30, 2018, the records will be inventoried and organized and ready for transfer to the Indian Affairs designated records repository no later than September 30, 2018.

Monthly Reports. The Contractor shall deliver a monthly report on the progress of the records management to OIG on the last Friday of the month before 4:00 p.m.

Travel and incidental expenses. The Contractor may travel within the local commuting area to the site as requested by OIG management in order to perform contractual duties. Commuting to sites within 50 miles of the OIG office shall NOT be reimbursed.

GOVERNMENT RESPONSIBILITIES

A. Space and Utilities. The government will provide the space and utilities for the Contractor personnel. It is anticipated that most work will be performed in an office setting. Work table settings with adequate lighting and climate controls will be provided.

B. Work Station. The government will provide one Work Station, to include desk and/or table, chair, etc. for the Contractor personnel.

C. Supplies and Materials. The government will provide the supplies and materials necessary to support this contact.

D. Office Equipment. The government will provide the following equipment to support this contract.

1. Computer/Laptop, printer and software

2. Telephone and lines

SCHEDULE

This contract commences upon award and termination on January 31, 2019, at the close of business.

OFFICE SCHEDULE

The Contractor shall hire personnel to meet all project requirements. The majority of the work will be performed on normal workdays, legal holidays excluded, between the hours of 8:00 a.m.

and 5:00 p.m.

PROGRAM SUPPORT ASSISTANT/RECORDS CLERK