88310320R00001_FRC_Nationwide_Labor_Services_FINAL.docx

National Archives and Records Administration Office of the Chief Acquisition Officer 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

88310320R00001

THIS IS A REQUEST FOR PROPOSAL issued in accordance with FAR 19.805, Competitive 8(a). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-06, effective September 10, 2019.

This solicitation is for the acquisition of Federal Records Center (FRC) Nationwide Labor Services with a period of performance of January 20, 2019 through January 19, 2020. This is an 8(a) competitive requirement under NAICS code 561210, Facilities Support Services.

All questions must be submitted in writing (via email) to the individuals identified below by no later than 12:00 PM ET on October 29, 2019.

Complete and return one (1) copy of the proposal via e-mail by 4:00 PM ET on November 15, 2019 to:

Mr. James Philiposian (Contractor) james.philiposian@nara.gov and

Mr. Anthony LaBanca (Contractor) anthony.labanca@nara.gov

Please include the solicitation number in the subject line and allow one extra business day for delivery and receipt, as the email will need to pass through IT security.

This is a Request for Proposal. This request does not commit the Government to pay any costs incurred in the preparation or submission of the proposal or to contract for supplies and/or services. Any representations and/or certifications attached to this Request for Proposal must be completed by the Contractor.

Enclosures

Enclosure 1: Schedule of Prices Schedule of Prices Attachment 1: Price Analysis Sheet Enclosure 2: Statement of Work (SOW)

Enclosure 3: Quality Assurance Surveillance Plan (QASP) Enclosure 4: Performance Requirements Summary (PRS) Enclosure 5: Contract Administration Enclosure 6: Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4) Enclosure 7: FAR Clauses Enclosure 8: Proposal Submission Instructions Enclosure 9: Evaluation Factors for Award Enclosure 10: Past Performance Questionnaire Enclosure 11: Department of Labor Wage Determinations

ENCLOSURE 1

SCHEDULE OF PRICES

1. SERVICES TO BE FURNISHED

a. The purpose of this contract is to acquire all management, supervision, and labor necessary to support NARA’s Federal Records Center (FRC) operations through Nationwide Labor services as described herein except as specified to be furnished by the Government in Enclosure 2, Statement of Work (SOW). The contractor must plan, schedule, coordinate, and ensure effective performance of work required under this contract. All work must be performed in accordance with the terms and conditions of this contract on a labor hours basis except as otherwise identified below.

b. Labor Hour (LH). The Contractor is required to furnish all labor as funded and directed by the Government, for which a fair and reasonable hourly rate can be obtained. The hourly rates must be the fully burdened labor rates for delivering the services required by this contract. The Government is not obligated to pay for labor under this contract unless it is for work performed under this contract and in accordance with the terms of this contract. The not-to-exceed (NTE) amounts listed are the maximum amounts, in the performance period, the Government has reserved for all services required per location, NARA does not guarantee that any work or particular service will be ordered at any given location. Should the Contractor exceed the NTE amount in the performance of services under this contract, it does so at its own risk. All work in Enclosure 2, SOW is considered LH.

2. PRICING OF THE CONTRACT

a. Labor Hours Services. The Contractor shall identify the fully burdened hourly rates for each position in this contract for both regular hours and overtime hours in Table 4, Composite Hourly Rate Table in accordance with FAR provision 52.216-31, Time-and-Materials/Labor-Hour Proposal Requirements—Commercial Item Acquisition. The minimum wage rates and fringe benefits applicable to this Contract are outlined in Enclosure 11, U.S. Department of Labor Wage Determinations (14 Listed). Please note that this does not apply to labor categories not governed by the Service Contract Labor Standards such as management positions. The hourly rates in Table 4, Composite Hourly Rate Table must include the composite hourly rate that will be used in pricing all labor services for CLINs 0001 through 0018 under this Contract. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, G&A, and profit, to provide one hour of labor.

NOTE: The Contractor shall provide detailed pricing information which, shows how the fixed hourly rates were calculated. The detailed pricing information must include the hourly wage rate (unburdened); fringe rate; health and welfare (H&W) rate; payroll taxes; overhead; general and administrative (G&A) rates; and profit.

b. Total Base Year Ceiling Value. The “Total Base Year Ceiling Value” is the sum of the “Total Ceiling Value” for each CLIN.

c. The Contractor must separately identify and explain known ODCs (e.g. subcontract, applicable material, parts, etc.), if applicable, for all separately priced CLINs. The Government reserves the right to not pay for ODCs which, are not clearly identified and explained in the Contractor’s quotation. The Government does not guarantee that ODCs will be included in the resulting contract. To the extent that the Contractor requires ODCs, it shall add a new CLIN and provide the “Not-to-Exceed” ceiling applicable to the ODCs.

2. PRICING OF OPTIONS

a. Options will be priced using the procedure for pricing the contract Base Year.

b. Contractors must price the four (4) option years by assuming that the minimum hourly wages and fringe benefits established by the Administrator, Wage and Hour Division, U.S. Department of Labor, for the base year period of performance will apply to the four option years. As such, the option year pricing should not include escalation of these rates. Please note that this does not apply to labor categories not governed by the Service Contract Act such as management and administration positions.

c. In the event the option(s) are exercised by the Government, the contract hourly rates(s) will be adjusted in accordance with the clause entitled FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards - Price Adjustment (Multiple Year and Option Contracts). In accordance with the Fair Labor Standards Act and Service Contract Labor Standards the Contractor must submit to the Government payroll data or other necessary documents from the previous contract period (not required for exempt employees). At a minimum, the documentation must include the following:

i. Actual wages paid to each employee, listed by employee, in the prior contract year, including the actual hourly wage rate (unburdened) for each employee.

ii. Documentation supporting fringe benefit cost paid in the previous contract year.

iii. Documentation supporting accompanying payroll tax rate increases (if applicable).

iv. Data supporting the actual health and welfare (H&W) premiums or data supporting actual cost for equivalent benefits paid by the Contractor (required if Wage Determination H&W rate adjustment is applicable).

3. Total Option Year Ceiling Value. The “Total Option Year Ceiling Value” is the sum of the “Total Ceiling Value” for each CLIN in that Option Year.

4. COMPOSITE HOURLY RATE TABLE:

The following tables are for pricing all direct labor associated with the services required herein. The Composite Hourly Rate Pricing Table will be incorporated into the contract by reference. The Contractor may add as many rows to this table as necessary and must identify all labor categories applicable to this contract.

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4a

Location:

Atlanta FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4b

Location:

Boston FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4c

Location:

Chicago FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4d

Location:

Dayton FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4e

Location:

Denver FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4f

Location:

Ft. Worth FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4g

Location:

Kansas City FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4h

Location:

Kingsridge FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4i

Location:

Lee’s Summit FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4j

Location:

Lenexa FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4k

Location:

Philadelphia FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4l

Location:

Pittsfield FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4m

Location:

Riverside FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4n

Location:

San Bruno FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4o

Location:

Seattle FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4p

Location:

Washington National Records Center, FRC Suitland

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4q

Location:

National Personnel Records Center (Military) St. Louis FRC

CLIN, WDOC&T

BR = Base Rate; CLIN =Contract Line Item Number; OTR = Overtime Rate; and Wage Determination Occupation Code & Title = WDOC&T TABLE 4r

Location:

National Personnel Records Center (Civilian) Valmeyer FRC.

CLIN, WDOC&T

5. PRICE ANALYSIS SHEET

a. Included in this solicitation, as a separate attachment, is “Enclosure 1, Attachment 1, Price Analysis Sheet”. The contractor shall populate the “Hourly Rate” columns for the base and four (4) option years (D, F, H, J, and L, respectively) with the fully burdened hourly rates applicable for each site. See Enclosure 1, paragraph 4. The contractor shall assume the same number of full-time equivalent (FTE)s and hours as shown in columns B and C, respectively, are applicable in the Base Year and each of the four (4) Option Years.

CLIN = Contract Line Item Number; IAW = In Accordance With; NSP = Not Separately Priced; NTE = Not-to-Exceed; SOW = Statement of Work; and QTY = Quantity and NSP = Not Separately Priced.

Base Year: Months 1-12

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

Option Year I: Months 13-24

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

Option Year II: Months 25-36

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

Option Year III: Months 37-48

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

Option Year IV: Months 49 – 60

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

NTE

ENCLOSURE 2

STATEMENT OF WORK (SOW)

FEDERAL RECORDS CENTERS PROGRAM NATIONWIDE LABOR

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA) serves American democracy by safeguarding and preserving the records of our Government, ensuring that people can discover, use, and learn from this documentary heritage. NARA ensures ready access to essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. The agency meets thousands of information needs daily, ensuring access to records on which the entitlements of citizens, the credibility of government, and the accuracy of history depend.

1.2 NARA’s Federal Records Centers (FRC) have safeguarded the nation's records, including citizen tax returns, Official Military Personnel folders, Official Civilian Personnel Records, passport applications, and other essential government records since the 1950s. Every day, NARA's Federal Records Centers deliver on the agency's mission to provide ready access to essential evidence. The Federal Records Center Program (FRCP) provides high-quality, cost-effective, storage and servicing of records for our Federal customers.

1.3 As the federal government increasingly relies on electronic and digital records, NARA’s requirements in this contract may decrease over time.

2.0 SCOPE

2.1 NARA has a requirement for labor support services for the FRCP at all 18 of its locations. The Government shall not exercise any supervision or control over the Contractor’s personnel performing the services herein, except as described in this contract. The Contractor’s personnel shall be accountable solely to the Contractor which is accountable to the Government.

2.2 The Contractor shall provide all personnel, transportation, supervision, and resources necessary to perform reference, disposal, scanning, and associated labor as defined in this Statement of Work (SOW), except for Government Furnished Information or Property as identified herein. The FRCP requires a variety of services at the FRCs throughout the United States including:

2.2.1 Removing boxes from shelving units, placing boxes on shelves or pallets, shrink wrapping, general warehouse labor tasks, and general administrative functions associated with these tasks.

2.2.2 Pulling specialized reference and/or refiling documents following specific protocols and general administrative functions associated with these tasks.

2.2.3 General office work involving scanning, labeling, and attaching scans according to specific protocols, and general administrative functions associated with these tasks.

2.3 The stability and continuity of services are essential to the successful performance of this contract. The Contractor’s staff will be provided detailed procedures and trained prior to working independently.

2.4 The Contractor shall provide all necessary personnel to perform labor at each FRC within 30 calendar days of receipt of Notice to Proceed from the Contracting Officer’s Representative (COR).

2.4.1 The COR will provide a written Notice to Proceed (email notice is acceptable), a minimum of 30 calendar days in advance of the requirement for labor to begin at each facility, provided there is sufficient funding obligated for the FRC’s services. Each Notice to Proceed will identify the FRC, the FRC’s normal hours of operation, and the type of labor required at the FRC.

2.4.2 The Contractor shall not provide services in excess of funding obligated or in excess of the total ceiling, and to the extent it does, it does so at its own risk. The Contractor shall notify the Contracting Officer (CO) and the COR, when incurred costs reach 65% of the funding obligated and/or the ceiling value at any FRC.

2.4.3 If NARA should need to stop services at any facility earlier than the originally scheduled date, for other than non-performance, regulatory, or disciplinary reasons, NARA will provide the contractor with a minimum two (2) weeks advance notice prior to the stop work order date. In the event of a government shutdown or a lapse in appropriations, NARA may provide notice as late as the first day of the lapse in appropriations or government shutdown and, for the duration of a lapse in appropriations or government shutdown, one (1) business day in advance of the effective date of the stop work order.

2.5 Place of Performance. All services required herein shall be performed at any of the locations in SOW Attachment 1, Location Table. Services required in SOW paragraph 3.1, Management shall be performed at the Contractor’s facilities.

2.5.1 NARA’s FRCs are located throughout the United States of America. Some of the work sites are inside of caves, large warehouse facilities, or office buildings. Some work locations are in cities and others in remote rural areas which are difficult to access (e.g. Pittsfield, MA).

2.5.2 The FRCs have shelving units as high as 15 feet, catwalks, pulpit ladders, streamliners, and forklifts. These sites are designed and operated much like a large warehouse and the Contractor’s personnel will be expected to perform under this contract in these conditions.

2.6 For the duration of this contract, normal hours of operation at NARA are Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Specific hours of operation differ depending on the FRC and its location. Normal hours of operation will be defined in the Notice to Proceed, see SOW paragraph 2.4.

2.6.1 Federal holidays observed by NARA:

2.6.2 In addition to the holidays listed above, any day specifically declared by the President of the United States as a holiday, will be considered a Federal holiday.

2.6.3 When a holiday falls on a Sunday, the following Monday shall be observed as the Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as the Federal holiday.

2.6.4 If an FRC where services are funded and required is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, personnel shall not report in for work and the Contractor shall not invoice any labor costs for the facility. The NARA COR will provide direction on where to obtain official notification regarding the operating status of the facility. It is the Contractor’s responsibility to ensure its employees are aware of what to do in the event of a facility closure due to local or national emergencies, administrative closings, or similar Government directed facility closings.

2.6.5 NOTE FOR PITTSFIELD FACILITY ONLY: If the facility should be closed on a day normally scheduled for contractor performance, every effort will be made by NARA to notify Contractor personnel. If Contractor personnel are unable to be notified within two (2) hours prior and do report for work, the Pittsfield FRC will notify the appropriate Contractor staff and the Project Manager. Contractor employees who report for work on a regularly scheduled work day, who were not notified of closure, and are unable to work, will be paid for two (2) hours of duty time worked. It is the Contractor’s responsibility to report these instances by the next business day to the COR and Contracting Officer.

2.7 Working Hours. Contractor staff shall work during the normal hours of operation as defined in the Notice to Proceed and shall only work the hours necessary to fulfill the required services.

2.7.1 Time shall be counted in 15 minute increments. If the contractor works any portion of time not totaling a 15 minute increment, the contractor will not be paid for this time period.

This incremental invoicing function is not to be used to evaluate Contractor personnel timeliness. Contractor personnel are still required to begin work at the scheduled time.

2.7.2 Overtime Hours. The Contractor is obligated to meet all requirements of this contract within normal hours of operation, see SOW paragraph 2.6. The Contractor’s personnel shall not work overtime hours except as authorized by the COR or CO. The Government will not compensate the Contractor for unauthorized overtime worked by any of its employees except as directed below.

2.7.2.1 Government compensated overtime is allowed only when the COR or CO specifically directs the Contractor to continue performance during any hours worked beyond the normal duty hours. The Contractor will be compensated at the overtime hourly rate for the particular labor category(ies) for each hour the Contractor's employee spends at the FRC performing the required services as directed by the COR or CO.

2.7.2.2 Scheduled Overtime. The Contractor shall be required to provide overtime services when requested. The Government will attempt to schedule these services 24 hours in advance, in writing (via email), but will have the option of requesting scheduled overtime services with a minimum of four (4) hours advance notice to the Contractor.

2.7.2.3 Unscheduled Overtime. The Contractor may be required to provide unscheduled overtime for emergency or critical situations with no advance notice when requested in writing by the COR or CO.

3.0 REQUIRED SERVICES

The Contractor shall provide the following services as directed by NARA at the locations identified in the contract. The workload requirements of each location will vary depending on volume of work records required. The Contractor’s personnel shall perform all services accurately, efficiently, and within the prescribed requirements of the NARA FRC standards.

3.1 Management. The Contractor is responsible for the management of the services delivered under this contract and the management of its personnel performing those services. The Contractor shall ensure that there is sufficient staffing provided for each site at which services are required and that the services meet the quality standards of this contract. The Contractor is responsible for:

3.1.1 Communicating regularly with the CO, COR, FRC Director or FRC point-of-contact, and the Contractor’s staff performing on-site at each facility.

3.1.2 Ensuring that all Contractor staff conform to the personnel and security requirements and conduct themselves according to the Standards of Conduct and resolving any personnel issues, as required.

3.1.3 Consistently providing information on the Contractor’s management to the COR in order to increase efficiency, and ensure all potential issues are quickly identified and resolved.

3.1.4 Ensuring time cards (or some type of time worked verification) are submitted to the CO, COR, and FRC Director or FRC point-of-contact each pay period. Time cards must be in the Contractor’s format and reflect the number of hours worked each day for each employee performing under this contract.

3.1.5 Ensuring invoices are submitted no later than 15 calendar days after the month invoiced. The invoice shall accurately reflect the hours worked broken down by facility, labor category, identification of the Contractor personnel performing the work, and the quantity of hours.

3.1.6 Monthly Report. The Contractor shall submit a monthly report. The monthly report shall include:

3.1.6.1 Contract number and the name of the Contractor;

3.1.6.2 Name of the report preparer;

3.1.6.3 By facility, the name and number of hours worked for each of the Contractor’s personnel;

3.1.6.4 Any problems identified in the reporting period and the proposed or implemented resolution along with the status on implementation of the resolution;

3.1.6.5 Invoice number, invoice date, and dollar amount of invoices submitted during the reporting period;

3.1.6.6 Any changes in staffing that occurred during the preceding month;

3.1.6.7 Any projected staffing changes; and

3.1.6.8 Any projected problems and the proposed resolution.

3.2 Onsite Supervision of Contractor Personnel. The Contractor shall designate an individual to serve as the Team Lead (TL) at each FRC location where services are requested and the Contractor determines is necessary to ensure effective contract performance. NARA may, at its discretion, require a TL be designated at any FRC location. The TL responsibilities and duties are:

3.2.1 Meeting with the FRC Director or FRC point-of-contact to discuss the logistics associated with the tasks required, as necessary;

3.2.2 Ensuring that the work is accurate, timely, and efficient;

3.2.3 Ensuring that the Contractor personnel conduct themselves according to the Standards of Conduct, personnel, and security requirements;

3.2.4 Serving as liaison between the Contractor personnel who are performing on the contract and the FRC Director or FRC point-of-contact to resolve problems and communicate issues that arise. Escalating any matters to the COR and/or the Contractor’s Project Manager, as appropriate;

3.2.5 Ensuring all contractors sign in and out on a daily basis, their times are annotated correctly and verify weekly totals;

3.2.6 Remaining on site during work performance, with limited exceptions;

3.2.7 Learning and understanding work processes and procedures in order to assist with training Contractor personnel;

3.2.8 Working closely with Government personnel to ensure services are delivered on time and accurately;

3.2.9 Ensuring that all labor tasks described below are completed within the production standards, with the per hour rate ranging from 5 to 167 depending on the task; and

3.2.10 Performing all labor tasks described below, as assigned.

3.3 Records Disposition Services. The Contractor’s personnel shall:

3.3.1 Locate containers on the shelving, using the location information listed on the pull list or Disposal Concurrence Report (DCR) provided.

3.3.1.1 As each transfer is located, verify that the pull list or DCR has been initialed by the NARA Disposition Crew Leader (DCL) and that there is a unique red mark on the first and last containers of each contiguous run;

3.3.1.2 Proceed to the next step if all is correct. If not, contractor’s staff must report discrepancies to the NARA Transfer and Disposition Specialist (TDS);

3.3.2 Remove the containers from the shelving. During this process, check for missing and/or charged out containers and empty locations immediately before or after a contiguous run;

3.3.2.1 If missing or charged out containers or empty locations are identified, mark these on the pull list or DCR, collect any charge-out (C/O) cards to give to the NARA TDS; and

3.3.2.2 Place containers on streamliners in contiguous order, facing the same direction and with transfer numbers visible (except Internal Revenue Service (IRS) List Years, which do not need to be in contiguous order or to have numbers visible).

3.3.3 Initial pull list or DCR and hand over documentation to the NARA TDS.

3.3.3.1 Each member of the Disposition Crew (DC), both NARA and Contractor personnel, must initial the DCR to verify that all steps of locating, pulling, and accounting for the containers have been completed;

3.3.3.2 Give any C/O cards to the NARA TDS;

3.3.3.3 Move records to Designated Review Area;

3.3.3.4 Move the disposable records to the designated Disposal Review Area. Leave the records on the streamliners pending review. Only disposable records should be placed in this area; and

3.3.3.5 Move non-disposable records, such as those being relocated, to an approved staging area for review.

3.3.4 Palletize Containers for Disposable Records. Following review, stack the disposable records on the pallet(s). As this is done, ensure that:

3.3.4.1 Each container is marked with a red “D” or an ARCIS disposal label;

3.3.4.2 The containers are stacked on the pallet in container number order (to the extent practical);

3.3.4.3 The “D” marking or ARCIS disposal label is visible on the containers on the perimeter of the pallet (to the extent practical);

3.3.4.4 The pallet is secure by wrapping it with shrink wrap.

3.3.5 Shelve non-disposable records that are being relocated. Following review of non-disposable records that are being relocated, move the records to the designated shelf location.

3.3.5.1 Confirm there is sufficient designated empty space to hold the records.

3.3.5.2 Upon confirmation of shelf space, shelve the records as directed by the TDS (i.e., front only, back only, all spaces, left to right, right to left, etc.).

3.3.5.3 Upon completion of shelving, initial the relocation worksheet and provide to the TDS for verification.

3.4 New Transfers. Put New Transfer Boxes on Shelving. Upon receipt of a Records Put Away Report, the Contractor’s personnel shall:

3.4.1 Locate the records in the staging area and validate that the records match the Records Put Away Report.

3.4.2 Then load the records onto a streamliner for transport to the assigned location.

3.4.3 Transport to assigned location.

3.4.4 Shelve records in assigned locations stated on the Records Put Away Report.

3.4.5 After records are shelved verify assigned locations with shelved boxes to verify accuracy then annotate the Records Put Away Report with required information and turn in completed Records Put Away Report to section supervisor or designated quality review team member.

3.5 Reference Retrieve Batched Requests.

3.5.1 Retrieve batches of reference requests from the indicated staging area.

3.5.2 Batches of reference requests will be worked in the established order or as indicated by the NARA FRC Director or FRC Point of Contact.

3.5.3 Contractor personnel will sign-out batches in the appropriate logbook, recording name, date, and time the batch was taken for processing.

3.5.4 Locate requested folders and/or files.

3.5.4.1 Requests will be either in the form of ARCIS-generated Reference Request Sheets or Word documents created using agency provided information. Either version will include the ARCIS location of the container housing the folder and/or file and the unique folder and/or file identifier. Contractor personnel will receive two (2) identical copies for each reference request.

3.5.4.2 Locate the indicated container on the shelving using the location information on the reference request.

3.5.4.3 Open the indicated box, maintaining original order.

3.5.4.4 Search the indicated box and locate the requested folder and/or file. One copy of the reference request sheet will be placed in the box in the exact position previously occupied by the requested folder and/or file as a charge out, and the second copy retained with the requested folder and/or file, either placed inside the folder and/or file so that it is immediately visible or attached to the front of the folder and/or file.

3.5.4.5 On occasion, some folders and/or files will contain multiple volumes. Contractor personnel who locate a requested folder should glance at the folder and/or file before and the folder and/or file after to confirm that they are not handling a request for a multi-volume file. If multiple volumes exist, all volumes must be pulled from the container and kept together, annotate so quality review team knows of a multiple volume pull was completed.

3.5.4.6 If the requested folder and/or file is not located in the indicated position, Contractor personnel must report that it is “Not-in-File.” This must be indicated on the reference request sheet by writing: “NIF. Box skips from <Complete number of File before requested file> to <Complete number of File after requested file>.” Contractor personnel must retain and return both copies of the not-in-file” reference request.

3.5.4.7 On occasion, Contractor personnel will discover that the Agency has already received the requested folder and/or file. Under those circumstances, the Contractor personnel must report that it is “Charged-Out.” This will be indicated on the reference request sheet by reviewing the charge-card in file and then writing: “C/O - <Date on charge-card in MM/DD/YYYY format> Sent to <city on charge-card>.” Contractor personnel must retain and return both copies of the charged-out reference request.

3.5.5 Return for auditing. Upon completion of the entire batch, Contractor personnel must return the folders and/or files and unserviceable reference requests to the indicated location for auditing. All not-in-file and charged-out reports will be reviewed and investigated by NARA staff.

3.5.6 Contractor personnel must sign-in completed batches in the appropriate logbook, recording time of completion.

3.6 Internal Revenue Service (IRS) Collection Statute Expiration Date (CSED) Reference. The Contractor’s personnel shall:

3.6.1 Pull IRS tax return documents out of boxes stored from either the floor or utilizing a pulpit ladder.

3.6.2 Retrieve documents from the boxes utilizing a 14 digit numeric numbering system referred to as a Document Locator Number (DLN), verify DLN on request with the DLN on the document, keeping all documents in numeric order.

3.6.3 For documents “Not-in-File” or previously charged out, the Contractor personnel must write appropriate information (given during training) and continue to keep in numeric order.

3.6.4 Place all completed requests in a standard FRC box, marking the front of the box with the beginning and ending DLN range in that box. Boxes will be turned into a specifically assigned area for quality review.

3.6.5 All work will be audited for accuracy to the degree necessary (e.g. random sampling to 100% audit check) to ensure 100% accuracy.

3.6.6 All work is done on a production standard, rates will be monitored once Contractor personnel have sufficient training and experience in the process.

3.6.7 Contractor personnel will be provided detailed procedures and extensively trained by NARA before working independently.

3.7 Refiles. Contractor personnel shall:

3.7.1 Retrieve batches of refiles from the indicated staging area.

3.7.2 Batches of refiles will be worked in the established order or as indicated by the NARA FRC Director or FRC Point of Contact.

3.7.3 Sign-out batches in the appropriate logbook, recording name, date, and time the batch was taken for processing.

3.7.4 Locate the indicated container on the shelving using the location information on the refile document.

3.7.5 Open the indicated box, maintaining the original order.

3.7.6 Search the indicated box and locate the charge out document previously left in the box from when the document was originally pulled. Place the document in the exact location where the charge out is and pull the charge out verifying that all the information matches.