20240226_PC__SOW_Records_Mgmt_for_award.pdf

Scope of Work

SCOPE OF WORK

Record Management Services Florida Ecological Services Office

1601 Balboa Ave., Panama City, FL 32405

PART 1 - GENERAL INFORMATION

Description of Services The Florida Ecological Services Panama City Field Office requires records management support services.

The objective is to review, sort, and organize approximately 220 boxes and file cabinets (combined) with thousands of records for disposal or retention. The record management process shall be in accordance with the USFWS Disposition Manual, March 2006 (DM) and the National Archives and Records Administration (NARA) policies and guidelines.

Regulations/Experience/Training:

All work must be conducted in accordance with the DM and NARA regulations which will be provided to the Contractor after award. The Contractor is required to have records management experience and use the DM as a reference to sort and determine records disposition.

After execution of award, the Contractor shall complete a 3-hour online FWS RIM (Records and Information Management) branch training prior to work execution. This training will be provided and coordinated by the service RIM Specialist to ensure proper inventory and processing.

RIM Training POC:

William H Carver - Records and Information Management Specialist Email: william_carver@fws.gov Phone: 612-713-1851

Place of Performance:

U.S. Fish & Wildlife Service Florida Ecological Services Office 1601 Balboa Ave., Panama City, FL 32405

Point of Contact / Technical Coordinator:

Larry Tucker Admin Assistant

Panama City FL Phone: 850-348-3498

Office: 850 769-0552 x45227 larry_tucker@fws.gov

Catrina Martin Staff Lead RM Panama City FL

Phone: 850-769-0552 catrina_martin@fws.gov

Period of Performance:

The Period of Performance to complete the project is approximately (5) weeks after receipt of award and before of May 1, 2024. Work shall be coordinated and scheduled immediately upon award to Contractor and shall begin no later than (5) days after award.

Hours of Operation:

The Contractor shall perform work, Monday thru Friday, between the hours of 8:00am and 4:00pm, EST/EDT. Expected work schedule will be 8 hours per day, 5 days a week.

Whenever scheduled services fall on a federal holiday, the services will be performed on the previous or following working day. In no event will the Contractor change the work schedule without the prior consent of the Contracting Officer (CO) or Technical Coordinator.

Federal Legal Holidays: New Year’s Day, Martin Luther King's Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

When a holiday falls on Saturday or Sunday, it is observed on the adjacent Friday or Monday, respectively. In addition to the holidays listed above, the Contractor agrees to observe leave days or closures designated by Federal Statute, Executive Order, or Presidential Proclamation.

Government Provided Space and Equipment:

• Space and Utilities. The government will provide the space and utilities for Contractor personnel. It is anticipated that all work will be performed in an office setting.

• Contractor will coordinate with office staff and report to lobby every work-day and be escorted to library/meeting room to conduct RM work.

• Workstation. The government will provide Workstations, to include desk and/or table, chair, etc.

for the Contractor personnel.

• Boxes. The government will provide boxes for all records to include retention and destruction.

Contractor Required Equipment:

• Laptop for creating box list (See Box List example below) for disposal or retention of records.

• Microsoft Suite Programs

PART 2 – SCOPE OF WORK

Scope of Work:

The Panama City Field Office requires a contractor (Contractor) to assist with records management support tasks to include but not limited to:

1. Records review (Folder level)

2. Creation of Series Arrangement Spreadsheet (box list) – Per USFWS Disposition Manual

3. Assembly of Boxes

4. Box list for retention will be provided to USFWS staff who will then populate SF-135 forms for each box and submit to NARA.

5. Box list for disposition will be provided to USFWS staff who will then populate FWS Form 3-

2513 (Regional/Program Records Disposition Certification) forms for each box and submit those to the Regional Office Records Management POC for approval, then disposition.

Contractor will sort through (approximately 220) boxes and file cabinets of file folders located in our library room and sort into boxes for two categories, destruction or retention by appropriate series and retention time per the DM and NARA regulations.

Box lists will be created for records that are past their retention times for submittal to the USFWS Records Management Coordinator (RIM) to approve for destruction or to ArCis (NARA database) for records that need to be sent to either the Federal Records Center or NARA.

The Service (FWS) will handle creation of SF-135 (retention) and FWS 3-2513 (disposal) documents, processing of such documents, as well as disposal of approved records and delivery of any retained records to FRC and/or NARA. The DM details retention period per record.

Records shall be captured at the folder level and shall include the following metadata:

• Document Series

• Description

• File Location

• Disposition date

Panama City Field Office staff will assist contractor in identification of records as needed. See example below.

The work involves physical exertion such as bending, crouching, stooping, stretching, reaching, lifting, or similar activities. The work requires average agility and dexterity and requires the ability to lift up to a 30lb box.

Key Personnel

The Contractor shall possess the required training and experience to perform the work according to the requirements in the solicitation and below:

Minimum/General Experience: Experience providing general clerical information and records management project and/or program support. Experienced with information and records management fundamentals such as data entry, files management, records disposition, scanning, document preparation. Able to work on self-directed tasks without close supervision. General responsibilities include filing, boxing, labeling, moving, retrieving, scanning, and prepping of records. Responsibilities also include general project/program support activities such as typing, data entry, copying, etc.

If any change to key personnel becomes necessary (substitutions or additions), the Contractor shall immediately notify the Contracting Officer and the Technical POC in writing, accompanied by an up-to-date resume of the proposed replacement personnel who shall be of at least substantially equal ability and qualifications as the individual(s) currently approved under this contract.

All requests for approval of changes hereunder must be in writing, via email to the below POC’s, and must provide a detailed explanation of circumstances necessitating the proposed change to include resumes.

The Technical POC may require dismissal from the workplace of any Contractor employee who the Technical POC deems incompetent, insubordinate, objectionable, or whose continued employment is deemed contrary to the public interest.

Pre-performance Call:

Prior to commencing work, the Contractor shall contact the Technical Coordinator to discuss an agreed upon start date and to develop a mutual understanding relative to scheduling and the administration of the work required as detailed in the Scope of Work.

BOX LIST EXAMPLE

4 Categories for box list:

1. Document Series

2. Description

3. File Location

4. Disposition date

Prior to commencing work, the Contractor shall contact the Technical Coordinator to discuss an agreed upon start date and to develop a mutual understanding relative to scheduling and the administration of the work required as detailed in the Scope of ...