Attach_2_-_NETC_Library_PWS.pdf

RFQ# 70FA2019Q00000005

Attachment 2

PERFORMANCE WORK STATEMENT

NETC LIBRARY SUPPORT SERVICES

Table of Contents

1. BACKGROUND

2. SCOPE

2.1. Library Operations

2.2. Regular Hours

2.2.1. Minimum Staffing Requirements

2.3. Adjusted Hours for Executive Fire Officer (EFO) Program Weeks

2.3.1. Minimum Staffing Requirements

3. OBJECTIVES & PROGRAM OUTLOOK

4. APPLICABLE DOCS

4.1. Appendices

5. GOVERNMENT FURNISHED PROPERTY (GFP) and Space

6. CONTRACTOR PERSONNEL

6.1. Qualified Personnel

6.2. Training and Cross-Training

6.3. Personnel Minimum Qualifications

6.3.1. Project Manager (PM)

6.3.2. Librarian(s)

6.3.3. Library Technicians

6.4. Employee Conduct and Appearance

7. REQUIREMENTS / TASKS

7.1. Project Administration

7.1.1. Ad Hoc, Monthly, and Annual Reports

7.1.2. Standard Operating Procedures (SOPs)

7.1.3. Deliverables

7.2. Interlibrary Loan (ILL) and Circulation Services

7.3. Market/Promote and Provide Orientations on behalf of Library Program and Services

7.3.1. Deliverables

7.4. Acquisition of Informational Materials and Resources

7.4.1. Deliverables

7.5. Cataloging and Classification

7.6. Physical Processing

7.7. Reference/Public Services

7.8. Mail Processing

7.9. Serials Control

7.10 Collection Maintenance

7.11 Library Bibliographic Instruction

7.11.1 Research Tips and Tools Educational Series

7.11.2 Conduct in-class training sessions at invitation of NFA course instructors

7.11.3 Webinars

7.12 EMI Papers (Optional Task)

7.12.1 Initial Intake

7.12.2 Cataloging Initiation

7.12.3 Cataloging Completion

8. PLACE & PERIOD OF PERFORMANCE

9. SECURITY

FEMA Standard Security Language

Background Investigations

Facility Access

FEMA OCSO Requirements for Unclassified Contracts

Unauthorized Disclosure of Classified or Unclassified Information

OPSEC Training

Insider Threat Training

For Official Use Only (FOUO) Information

1. BACKGROUND

The National Emergency Training Center (NETC) is located at 16825 South Seton Ave. Emmitsburg, MD

21727. The NETC was acquired in 1979 from Saint Joseph College to serve as the training center for the

Federal Emergency Management Agency (FEMA). Presently, the NETC is the home of the U.S. Fire

Administration (USFA), which administers the National Fire Academy (NFA), and the Emergency

Management Institute (EMI). Also located on campus are the National Fallen Firefighters Memorial, the

Fallen Firefighters Foundation, and the National Civil Defense Memorial. Organizationally, USFA is part the Department of Homeland Security (DHS) / FEMA, and within USFA the NETC Library falls within the

National Fire Programs Directorate / Prevention and Information Branch.

While the Library’s primary mission is to provide library and information services to the onsite staff and approximately 15K-16K students who annually attend NETC training classes, it has also evolved into a national reference service on fire and emergency management topics. The Library has a special focus on providing information literacy, and library research classes in support of National Fire Academy (NFA) and Emergency Management Institute (EMI) resident courses. The Library also provides assistance to

FEMA and other DHS offices as well as to the general public in their search for useful information resources. It works also to promote better understanding of effective ways to use these resources by

NETC students, faculty and the first responder community across the United States.

The Library is NOT open to the general public; and only FEMA personnel and students may borrow materials directly from the Library. However, the general public can still access the Library’s collection of books and research reports by requesting an interlibrary loan through their local library. However, audiovisuals, magazines, and general reference materials are non-circulating. The Library currently uses

Koha Academic suite, an Integrated Library System (ILS), to provide fully implemented cataloging, circulation, thesaurus, acquisitions and serials control databases, and online public access catalog capabilities. The Library follows the Resource Description and Access (RDA) standard for descriptive cataloging and adheres to the MARC 21 encoding standard for entering data into the ILS.

The Library provides current information and resources on fire and emergency management subjects.

With its collection of more than 200,000 books, reports, periodicals, and audiovisual materials, the

Library facilitates and supports student and faculty research and supplements classroom lectures and course materials. Users of the Library Web site [https://www.usfa.fema.gov/data/library/] may access the Library's Online Public Access Catalog to perform their own literature searches. In addition to searching the above cited materials, the Library's catalog is particularly unique in that it provides citations to journal articles. While most libraries do not undertake journal article cataloging, the NETC

Library staff catalogs on average many hundreds of journal articles from scholarly and trade journals each year. Accordingly, users and stakeholders view the Library’s catalog as a guide to the periodical literature with citations on fire, emergency response, natural disaster, and homeland security topics going back to the early 1970s and beyond. All materials in the Library collections are unclassified.

2. SCOPE

Contractor support is required onsite to provide library and information services and products to NETC

Library users including but not limited to staff and students, the Nation’s fire and emergency management community, and members of the general public who have an interest in fire and emergency management.

https://www.usfa.fema.gov/data/library/

2.1. Library Operations

Contractor staffing shall be no less than two hundred and forty-five (245) total hours on average per week in which the Library is open, excluding additional hours per week to account for the EMI Research

Papers task.

Concerning weekends, the Library is only open on those weekends where students are on campus or if it is a NFA State Weekend, which generally ranges from twenty (20) to twenty-four (24) weekends per year.

Concerning holidays, the Library is not open on New Year’s Day, the 4th of July, Thanksgiving Day, and

Christmas Day. For the remaining Federal holidays, whether or not the Library is open is dependent upon the presence of students on campus i.e. whether or not there are training classes.

Additionally, the Library will be closed and no support services from the Contractor shall be required for an entire week in which the 4th of July Federal holiday falls over the course of performance of this contract. Other holiday weeks in which Library support services may or may not be required over the course of performance of this contract include Thanksgiving, Christmas, and New Years. Support during these weeks shall be based on whether or not corresponding contract options are exercised and funded.

The exact seven (7) day closure period shall be coordinated in advance with the COR for any and all holiday closure weeks.

Lastly, if the NETC campus is closed for example due to inclement weather, but students are on campus, training classes generally still continue and the Library will be open. In these types of events, the

Government depending on availability may provide Contractor staff overnight lodging i.e. dorm rooms at no cost.

2.2. Regular Hours

The Library’s regular hours whereby Contractor support is required are as follows.

NETC Library Regular Hours of Operation

Day Business Hours

Monday – Thursday 8:30 am – 9:00 pm

Friday 12:00 pm – 4:00 pm

When Students on Campus or NFA State Weekend

Saturday 4:00 pm – 8:00 pm

Sunday 12:00 pm – 4:00 pm

2.2.1. Minimum Staffing Requirements

Weekends (when applicable) and Evenings (after 5:00 PM) At least one (1) Librarian and one

(1) Library Technician.

2.3. Adjusted Hours for Executive Fire Officer (EFO) Program Weeks A new curriculum for the EFO Program is currently planned to be implemented in FY2020. Once implemented and for those weeks where EFO classes under this new curriculum take place, the Library’s hours of operation whereby Contractor support is required are as follows.

NETC Library Hours of Operation for EFO New Curriculum (est. FY2020)

Day Business Hours

Monday – Thursday 10:00 am – 10:00 pm

Friday 2:00 pm – 6:00 pm

When Students on Campus or NFA State Weekend

Saturday 12:00 pm – 4:00 pm

Sunday 4:00 pm – 8:00 pm

Note: Already existing EFO cohorts will continue to use the current curriculum, and this above schedule above shall not apply to weeks where they are on campus. For reference and scheduling purposes, the

National Fire Academy (NFA) schedules EFO classes approximately six (6) – twelve (12) months in advance.

2.3.1. Minimum Staffing Requirements

M-TH from 2:00pm – 10:00pm At least four (4) personnel to include one (1) Librarian.

Fridays At least one (1) Librarian.

Weekends (when applicable) At least two (2) personnel to include one (1) Librarian.

3. OBJECTIVES & PROGRAM OUTLOOK

An overall net neutral level of effort / support is anticipated to be required from the Contractor for the upcoming contract period (Mar. 2019 – Feb. 2024) covered by this PWS in comparison to the previous contract period (Mar. 2014 – Feb. 2019). The Contractor shall be responsible for achieving the Library’s reprioritization of activities for the upcoming contract period as follows:

An approximate 35% reduction of our book purchasing effort;

An approximate 20% reduction in downloadable reports selected for cataloging;

A continued high selectivity in cataloging of journal articles (1,200 – 1500 annually);

An increased emphasis on weeding of our book and other collections (about 300 items annually);

A continued emphasis on closer collaboration with the NFA and EMI to increase services provided such as the Library’s program of research tips and tools classes, class orientations, librarian research consultations, cataloging of student papers and other student-centered services.

Historical and/or anticipated levels of effort / production for these objectives and any applicable requirements / tasks are outlined in Appendix B.

4. APPLICABLE DOCS

Appendices [see Section 4.1] and other Standard Operating Procedures (SOPs) [see Section 7.1.2].

4.1. Appendices

Appendix A – Glossary

Appendix B – Projected/historic Levels of Effort/Levels of Production

Appendix D – Library Collection Development SOP Describes policies for selecting new materials (acquisitions) for Library collection as well as the processes for maintenance, weeding, and deaccessioning outdated and/or excess materials.

Appendix E – Cataloging SOP Describes local rules and practices when creating bibliographic records in the ILS. These instructions are minimal and chiefly describe how to handle different types of materials like the locally published EFO papers.

5. GOVERNMENT FURNISHED PROPERTY (GFP) and Space The Government will purchase and/or provide without cost the equipment and any parts, supplies, and materials necessary to operate the Library. All GFP is for FEMA/NETC official Government use, and the

Contractor shall be responsible for the loss or damage to any GFP.

The Government provides space adequate for the housing of the Library’s collections and delivery of

Library services. The Library is currently located on the 1st and 2nd floors of N Building on the NETC campus. The allocation of space within the Library is subject to change and shall be determined solely by and be in accordance with the needs of the Government. The Government is studying the merits of collocating the campus publications center within the current footprint of the Library. Should the

Government decide to implement this change the Contractor shall adapt its operations to conform to

Government space allocations.

6. CONTRACTOR PERSONNEL

6.1. Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this PWS.

Contractor personnel shall possess current knowledge of industry standard library operations, procedures, and technology including the ability to use the Library’s ILS.

6.2. Training and Cross-Training

The Contractor, NOT the Government, shall train personnel as necessary in NETC Library operations and systems / databases utilized, including any cross training that would increase the efficiency and effectiveness of services provided. Specifically, the Contractor shall ensure that all Librarians are cross-trained on answering research questions and updating the reference request database (currently

ASKStats). However, all Library Technicians shall be capable of and permitted to address ready reference types of questions.

Furthermore, the Contractor Librarians and Library Technicians shall be thoroughly familiar with and prepared to familiarize and help students or campus staff with the Library journal article databases made available to NETC and FEMA staff through the DHS Library Program Office Intranet website as well as Library databases (currently Academic Premier and eBooks) primarily available to NFA students.

All Librarians shall complete the new Applied Research Design for Fire and Emergency Medical Services online course (Q-course) within 6 months of its release (estimated March 2019). There is no cost to this training, and it will be available through NFA Online. The course is unmediated and can be completed at one’s own pace during Library business hours.

6.3. Personnel Minimum Qualifications

Personnel minimum qualifications shall be as follows:

6.3.1. Project Manager (PM)

Shall be a Professional Librarian, defined as a graduate from an American Libraries Association

(ALA) recognized graduate library program, with at least 2 years of PM experience.

Possess a Master of Library Science degree from an accredited institution with at least seven years of supervisory experience managing comparably sized library/information operations. The

Project Officer will have experience in and practical working knowledge of library automation, personal computers and their peripherals, OCLC and its subsystems, electronic information management and retrieval, and electronic library systems and information resources.

Demonstrated ability to manage a staff representing a mix of skills and skill levels, to foster teamwork and engage staff in a collective commitment to the goals and objectives of the project.

Demonstrated ability to develop and manage program/task schedules and assign and monitor requisite staff and other resources to accomplish timely delivery of products and services.

Demonstrated ability to communicate orally and in writing and to produce clearly stated, accurate, timely reports and other written information products in accordance with accepted standards and formal specifications.

Possess in-depth familiarity with serving the fire service community and great familiarity with the organization of knowledge and information within the fire science domain.

Desired qualifications include subject emphasis related to emergency management.

6.3.2. Librarian(s)

All shall have an ALA accredited Masters in Library Science or Masters in Library and Information

Science. They shall have excellent oral and written communication skills and demonstrated experience in public speaking.

At least one (1) Contractor Librarian must have at least 2 years professional experience in cataloging, specifically with RDA as well as MARC21 encoding, and preferably includes in-analytics cataloging of journal articles.

At least one (1) Contractor Librarian shall have at least 2 years professional experience delivering library instruction on research and information literacy topics and possess excellent written and oral communication skills.

All must have knowledge of and skill with the functions and principles of ILS and OCLC.

All must have knowledge of and skill with personal computers and their peripherals.

All must have a knowledge of and skill with Internet and email technologies as well as Microsoft

Office and Adobe Professional software.

Desired qualifications include experience using Library ILS (currently Koha Academic) and its modules is very desirable. Familiarity with subject areas of Fire Science and/or Emergency Management is also desirable. The best qualified candidates will have at least 1 year of experience in more than one library functional area.

6.3.3. Library Technicians

Must have excellent oral and written communication skills.

Must have knowledge of and skill with the functions and principles of ILS’.

Must have at least an Associates’ degree

Must have knowledge of and skill with personal computers and their peripherals, Microsoft

Office software, the Internet and email.

Desired qualifications include Undergraduate degree, knowledge of the fire service and/or emergency management field, and the best qualified candidates will have at least 1 year of experience working with serials or acquisitions.

6.4. Employee Conduct and Appearance

Contractor personnel shall comply with all applicable Government regulations, policies and procedures

(e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, etc.) when visiting or working at Government facilities. All Contractor personnel shall abide by the physical security requirements of the Library e.g. daily opening and shutdown procedures and support the monitoring of

Library materials to avoid loss.

The Contractor shall ensure its employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the DHS / FEMA.

7. REQUIREMENTS / TASKS

The Library routinely answers simple requests; e.g., an organization's telephone number and address. In response to more complex inquiries on specific subjects, the library will do literature searches, compile bibliographies, and, depending on length and copyright restrictions, provide documentation in the form of reports and articles.

7.1. Project Administration

The Project Officer shall have full authority to act for the Contractor in all day-to-day matters relating to

Contractor performance and shall work with the Government’s COR (Library Program Manager) in the overall administration and management of the required services. The Project Officer shall act as the initial point of contact for administrative and technical matters pertaining to performance requirements and shall be routinely available during the normal hours of operation at the Library unless otherwise agreed to by the COR.

The Project Officer shall attend a monthly meeting with the COR to discuss Library statistics, ongoing projects, and any other specific support matters i.e. Monthly Report items. The Contractor shall also ensure that all DHS/FEMA mandated training is attended and completed by its employees.

The Contractor shall maintain and share with the COR an electronic calendar of specified library services as follows. [Microsoft Office (Outlook) is software currently utilized.] At a minimum, the Contractor shall record and keep current the following pieces of information on the calendar:

Weekend staffing coverage;

Staffing desk schedule for weekends and evenings;

Scheduled orientations to include time of the orientation, the name of the class or group, the class or group POC and the Library staff member assigned to conduct the orientation, any special requests by the class or group for the session; and

Periods where course reserved books/reports/articles are expected to be in use. Identify by course on the calendar.

All reports and any and all other deliverables specified in this PWS shall be submitted to the COR.

7.1.1. Ad Hoc, Monthly, and Annual Reports

The Contractor shall submit monthly, annual, and ad hoc administrative reports (as needed) that detail all Library services and activities as outlined in this PWS. The Monthly Report shall recap circulation, acquisition, and reference stats for the preceding month. The Annual Report is on a Federal FY basis and a summation of the past year and comparison to preceding years. Acceptable content and format standards can be provided by the COR.

7.1.2. Standard Operating Procedures (SOPs)

Within 12 months of award of the contract the Contractor shall submit a brief library Standard

Operating Procedures (SOPs) on the following topics: acquisitions, circulation, document delivery, mail processing, interlibrary loan services, serials control, research request processing, reference services and physical processing. Content and format guidance shall be provided by the COR.

Thereafter, the Contractor shall conduct an annual review of these SOPs during which any updates required shall be identified and proposed including the recommendation of any changes or modifications that would increase the efficiency and effectiveness of Library operations. This includes the Library Collection Development and Cataloging SOPs.

7.1.3. Deliverables

Task Deliverable Frequency / Due Date

7.1.1. Ad Hoc Report As required

7.1.1. Monthly Report

NLT 5th Calendar Day of following month

7.1.1. Annual Report

NLT 7th Calendar Day of October each year

7.1.2. SOPs

1 year from Date of Award followed by annual review and update

7.2. Interlibrary Loan (ILL) and Circulation Services

The Contractor shall process interlibrary loan requests and provide circulation services for borrowing and lending.

7.3. Market/Promote and Provide Orientations on behalf of Library Program and Services The Contractor shall be required to provide an approximate hour long orientation of the Library building and services to students. During these orientations as well as any other interactions with NETC students, staff, and other USFA stakeholder communities, the Contractor shall systematically market and promote the Library’s research services, online resources, print collections, and special collections like the Master

Exercise Practitioner Program or FEMA Grants collection.

The Contractor shall also as needed complete marketing or course related handouts using the

Government provided MS Word document template that has Library branding.

The Contractor shall provide to the COR a general template of talking points that will be utilized for these orientations and a survey form that shall be distributed to all students attending the orientation, completed by the end of each orientation, and returned to the Contractor. Completed surveys shall serve as an evaluation system for these orientations, and the Contractor shall provide them to the COR for review. Based on COR review of survey results and subsequent guidance, the Contractor shall revise and implement revised talking points and surveys as required.

The Contractor shall provide the content for the two (2) Library web pages listed below. They shall be in the form of an HTML page using the Library template and delivered by no later than the 4th work day of each month. These are:

Monthly Emergency Services Research Monitor update

Quarterly Library Online Newsletter

7.3.1. Deliverables

Task Deliverable Frequency / Due Date

7.3.

Orientation Talking Points Template

Ongoing with revisions as required

7.3.

Student Orientation Survey Forms

Ongoing with revisions as required

7.3.

Marketing & Course Materials

Ongoing and as specified above

7.4. Acquisition of Informational Materials and Resources

The Contractor shall perform the Library acquisitions functions utilizing the Acquisitions module of the

Koha Academic ILS and Library maintained Excel spreadsheets. While the COR selects all items to be purchased, the Contractor shall at the direction of the COR interact with approved Library of Congress /

Fedlink book and document delivery vendors for preparing, submitting and processing all Library material purchases to include but not limited to books, DVDs, selected journal articles, dissertations and theses. This requires the Contractor to obtain quotes from Fedlink vendors and submit purchase requests after review by COR. The Contractor shall enter and track all purchases in the KOHA ILS

Acquisitions module to include the cost and the delivery of all purchases. Purchases of journal articles from document delivery vendors shall be tracked in an Excel spreadsheet. The Contractor’s monthly report to the COR shall include Library material purchases via FEDLINK, book and serials purchasing, and document delivery accounts. Finally, the Contractor shall update COR on an as needed basis to ensure the Library does not exceed its budgeted funding for materials.

7.4.1. Deliverables

Task Deliverable Frequency / Due Date

7.4.

Acquisitions and Document Delivery Report

Included in Monthly Report

7.5. Cataloging and Classification

The Contractor staff shall create original records in the Library’s ILS for all new Library materials to include but not limited to books, DVDs, reports, white papers, proceedings, EFO and EMI student exercises and papers, etc.

The Contractor shall update holdings and do copy cataloging for all materials using records originally created by the Library of Congress. Otherwise the Contractor shall create original records as needed in

OCLC using NETC Library authorized subject headings.

The Library has two (2) sources for journal articles from which the Contractor shall catalog approximately 130 journal articles per month. The first source are journals to which the Government has a subscription. The second source consists of document delivery sources from which the Library purchases journal articles. The COR shall select which journal articles are to be cataloged by the

Contractor, and generally these will always have written text on two (2) pages or more.

7.6. Physical Processing

The Contractor shall perform the physical processing and accessioning e.g. labeling, numbering, security tape (currently 3M Tattle Tape System) to protect books, journals, etc. from unauthorized removal via sensor/alarm system of Library materials.

7.7. Reference/Public Services

The Contractor shall provide Library reference services and divide incoming questions into two categories; ready reference and research. Ready reference type questions, whether they arrive via email or phone call are ones that are short and factual in nature. They can be answered concisely in about 20 minutes or less using just 1-3 sources. They shall be answered promptly by a Librarian or a Library

Technician. All other requests requiring more thorough research shall be handled by a Librarian (or

Library Technician after review by Librarian) and completed within 3 working days. The Contractor shall track reference desk stats using a simple web form supplied by the Government (COR).

The Contractor shall draw upon articles they find in journal databases (such as Ebsco) as well as in the

NETC print collection when completing research requests.

The Contractor shall provide scanned photocopies of up to three (3) articles per EFO student per year.

Only scholarly articles and NFPA Journal articles identified in the Library catalog are eligible for Scan-on-demand.

7.8. Mail Processing

The Contractor shall perform mail processing. This generally includes intra-office campus mail and external mail e.g. receipt of external deliveries of supplies, materials, and/or other correspondence.

7.9. Serials Control

The Contractor shall perform the serials control function of the Library that requires the day-to-day management of the journals subscriptions. This includes but is not limited to:

Check-in of newly delivered journals into ILS;

Monitors the timely arrival of all subscriptions and works with the designated Fedlink vendor to resolve delivery issues or other problems as they may arise;

Assists with the cataloging of selected journal articles;

Manages the annual binding of journals in coordination with the COR;

Route all journals as appropriate through cataloging and/or to other offices on campus and their return;

Generating reports and circulation notices;

Tracks changes in the terms of journal subscriptions and as applicable advise COR;

Handle correspondence with the Fedlink serials vendor and coordinate with the COR the annual renewal of subscriptions;

Respond to COR information requests concerning the current status of subscriptions and assists on preparing updates on current subscriptions when the COR needs to prepare for the triennial subscription recompetition thru Fedlink procurement.

7.10 Collection Maintenance

The Contractor shall establish a systematic surveillance method for collection conservation and maintenance to include scheduled shelf readings, routine repairs of library materials, and shipment of damaged items to the bindery as appropriate.

The Contractor shall weed about 300 items per year from the book or documents collection each year for the duration of this contract. The Contractor shall select items for weeding per the

Collection Development SOP in Appendix D.

The Contractor shall deaccession the following collections of multimedia materials by no later than 9/1/2020: cassette tape, overhead projector slides, transparencies and computer software collections.

7.11 Library Bibliographic Instruction

7.11.1 Research Tips and Tools Educational Series

The Contractor shall prepare and deliver weekly series on information literacy, library services, and technology to NETC students.

The Contractor shall promote these classes with NFA and EMI students in orientations and in their contacts with students and instructors.

Training will be scheduled for evenings and weekends with each session lasting from 20-30 minutes and will be conducted in room N213.

The Contractor shall offer 2-4 sessions each week the Library is open to students and shall tailor the subjects covered to the audience.

Relevant topics to be covered shall include but not be limited to:

o instruction on copyright, o literature reviews, o how to access our eBooks on a variety of platforms including PCs, phones and tablets o citing and formatting per APA Style Guide 6th edition, o how to find scholarly and trade journal articles and evaluate their relevance and credibility o avoiding plagiarism, o advanced online search techniques.

7.11.2 Conduct in-class training sessions at invitation of NFA course instructors.

The NFA Educational Development course routinely invites librarian to give one hour session on scholarly research and the research process.

The Managing Officer Program and other NFA and EMI courses periodically invite a librarian to give topical sessions in their classrooms.

7.11.3 Webinars

The Contractor shall also be prepared to conduct 1-4 webinars annually on a library research related topic using government provided Adobe Connect software.

These webinars would be no longer than 60 minutes and would cover a topic related to the library research process.

The training will be aimed at first year EFO students.

7.12 EMI Papers (Optional Task)

The following is a brief overview of how an item is typically processed for inclusion in the Library. It is meant as a guide and not as a strict routine that has to be exactly followed. In the end, the Government requires that EMI student papers shall be entered accurately into the online catalog and that they are neatly and logically arranged on the Library shelves allowing for ready retrieval.

7.12.1 Initial Intake

EMI Advanced Academy (AA) student research papers are typically about 14 pages in length, and the

Contractor shall be notified when papers are submitted or available (currently EMI uploads to a local shared network and thereafter retrieved electronically by the Library staff). The Contractor shall print a hardcopy, attach an internal library processing checklist sheet and begin the accessioning process. The paper shall also be spiral bound at this time and then passed on for cataloging.

7.12.2 Cataloging Initiation

The Contractor shall then begin creating a searchable Library catalog record for the paper. This entails assigning a call #, copying and pasting the abstract into the record after it has been reviewed for any mistakes, and creating authority records for the author (and agency/organization, if applicable).

7.12.3 Cataloging Completion

The Contractor shall complete the cataloging i.e. assigning subject headings to the paper, creating the item record, and assigning it to the Advanced Academy item type. A final quality control review shall be conducted by the Contractor before moving into production as an active NETC Library catalog record and adding in OCLC. Thereafter, the Contractor shall create labels and affix them and a card jacket to the paper prior to checking in and shelving the student paper.

8. PLACE & PERIOD OF PERFORMANCE

The period of performance (POP) shall be one (1) base year followed by four (4) one‐year option periods.

Onsite Contractor support is required at the NETC Library, which is currently located on the 1st and 2nd floors of N Building on the NETC campus.

9. SECURITY

FEMA Standard Security Language

Background Investigations All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

The investigation was completed within the last five years, It meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract, The contractor personnel have not had a break in employment since the prior favorable adjudication, and

FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions

Optional Form 306, “Declaration for Federal Employment”

SF 87, “Fingerprint Card” (2 copies)

DHS Form 11000-6, “Non-Disclosure Agreement”

DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and Standard

Form 85P, which must be completed electronically through the Office of Personnel Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract.

Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

Facility Access The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,”

FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed

180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.)

at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security

Officer has determined to be a potential security threat.

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

When no longer needed for contract performance.

Upon completion of a contractor employee’s employment.

Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

FEMA OCSO Requirements for Unclassified Contracts SECURITY: All personnel that require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees’ receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

Unauthorized Disclosure of Classified or Unclassified Information Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

OPSEC Training Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness

Brief.

Access to the briefing can be obtained at https://securityawareness.usalearning.gov/opsec/index.htm

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training Insider Threat training for Contractors can be found at:

https://securityawareness.usalearning.gov/itawareness/index.htm

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer

Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

For Official Use Only (FOUO) Information In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The Contractor will:

1. Be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information

Non Disclosure Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm be requested to execute an NDA as determined by the applicable program manager. Execution of the

NDA shall be effective upon date of the DHS Policy and not applied retroactively.