RFQ_ERRS_NARA updated.docx

Emergency Records Recovery – RFQ # 88310324Q00102

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

RFQ# 88310324Q00102

THIS IS A REQUEST FOR QUOTATION (THIS IS NOT AN ORDER) in accordance with FAR 13.303, Blanket Purchase Agreements (BPAs). Orders will be issued in accordance with FAR 13.303-5, Purchases Under BPAs. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular Number 2024-05 effective 22 May 2024.

This solicitation is for the acquisition of Records Recovery Services

Please complete and return one (1) copy of the quotation via email by 12:00 PM ET on July 26, 2024, to:

Yolanda Bean (Contractor), Contract Specialist yolanda.bean@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. Failure to submit a quotation by the due date and time may result in rejection of the quotation as untimely.

This is a Request for Quotation and quotations furnished are not offers. This request does not commit the Government to pay any costs incurred in the preparation or submission of the quotation or to contract for supplies and/or services. Any representations and/or certifications attached to this Request for Quotation must be completed by the Contractor. FAR provision 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2024) - The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site located at http://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision.

Contractors must submit quotations in accordance with the procedures outlined in Enclosure Quotation Submission Instructions. The Government advises contractors to evaluate quotations and award a BPA without discussions.

To aid you in planning and quotation development, the following information is provided as enclosures to this RFQ:

Enclosure 1: Schedule of Prices Enclosure 2: Performance Work Statement (PWS) Enclosure 3: Blanket Purchase Agreement Terms and Conditions Enclosure 4: Additional Terms and Conditions Enclosure 5: Non-Disclosure Agreement Enclosure 6: Quotation Submission Instructions Enclosure 7: Evaluation Factors for Award

All information identified above, as well as any questions regarding this RFQ and any terms and conditions will be submitted in writing to the Contracting Specialist, Ms. Yolanda Bean via e-mail no later than July 17, 2024, 12:00PM EST at yolanda.bean@nara,gov.

/S/

Ms. Yolanda Bean, Contracting Officer

ENCLOSURE 1

SCHEDULE OF PRICES

I. DESCRIPTION OF SERVICES

The purpose of this solicitation is to acquire Emergency Records Recovery Services for the National Archives and Records Administration (NARA).

2.0 PRICING OF OPTION YEARS

Option years will be priced using the procedure for pricing the base year.

3.0 SCHEDULE OF PRICES

(a) In accordance with this BPA, the Contractor must provide all services described herein (except as specified to be furnished by the Government in the PWS), and must plan, schedule, coordinate, and assure effective performance.

4.0 CONTRACT LINE ITEMS

Contractor is to provide rates for all labor categories and equipment /materials/supplies to be utilized during records recovery process as provided in the attached Performance Work Statement (see enclosure 2)

Contractor is to provide rates for all labor categories and equipment /materials/supplies to be utilized during records recovery process as provided in the attached Performance Work Statement (see enclosure 2)

Contractor is to provide rates for all labor categories and equipment /materials/supplies to be utilized during records recovery process as provided in the attached Performance Work Statement (see enclosure 2)

Contractor is to provide rates for all labor categories and equipment /materials/supplies to be utilized during records recovery process as provided in the attached Performance Work Statement (see enclosure 2)

Contractor is to provide rates for all labor categories and equipment /materials/supplies to be utilized during records recovery process as provided in the attached Performance Work Statement (see enclosure 2)

See attached Performance Work Statement for detailed description of required services for to support NARA Records Recovery Services requirements.

It is the intent of NARA to establish a Blanket Purchase Agreement with the Contractor. A 12 month base year agreement will be established with the Contractor. The Contractor must assume a start date base year of July 2024, or Contract start date. The BPA will include four 12 month options years each beginning on the anniversary date of the base year.

Performance may be at any NARA Regional Archives, Federal Records Centers or Presidential Libraries, which are located throughout the country.

The Contractor's proposal will be incorporated into the BPA agreement and will be utilized for determining pricing/cost for required services.

ENCLOSURE 2

PERFORMANCE WORK STATEMENT (PWS)

PERFORMANCE WORK STATEMENT FOR RECORDS RECOVERY SERVICES FOR NATIONAL ARCHIVES, FEDERAL RECORDS CENTERS, AND PRESIDENTIAL LIBRARIES

1.0 BACKROUND

1.1 The National Archives and Records Administration (hereafter NARA) administers a nationwide network of facilities storing and preserving unique and irreplaceable Federal records. NARA is procuring emergency recovery services for records, broadly defined below, in the event that records are damaged. Records damage may have occurred by water, fire, natural or intentional disturbance (earthquake, explosion, etc.), contamination (mold, hazardous water or waste, radiation) or insect infestation alone or in combination.

1.2 The description of records, broadly described, to be recovered includes:

a. Paper-based manuscripts, documents, correspondence, and memoranda, maps, drawings, posters, print materials;

b. bound volumes

c. Photographic prints and negatives; and photographic film-based records, such as microfilm and motion picture films;

d. Dynamic media, including audio and video magnetic tape, and phonographic discs;

e. Electronic/ digital files in various media and formats;

f. Obsolete computer and playback equipment for dynamic media; and

g. Artifacts in a wide variety of materials, including Presidential gifts.

1.3 The records may be stored in a variety of boxes, containers, enclosures (housings) and storage furniture. The records may be stored on shelving up to 16 feet high, in map files, cabinets or exhibition cases, and roller drawers associated with fixed or mobile shelving units.

2.0 Scope

b. Environmental stabilization and cleaning on-site.

d. Providing records recovery services on-site or at an Offeror’s facility including but not limited to:

· Vacuum and thermal vacuum freeze-drying

· Air-drying

· Surface cleaning

· Non-chemical biohazard and insect eradication, decontamination, sanitization

· Re-housing

· Dynamic media recovery

· Data recovery

2.2 Performance may occur at any NARA site listed at http://www.archives.gov/locations/.

The current list includes:

Arkansas

California

Colorado

District of Columbia

Georgia

Illinois

Iowa

Kansas

Maryland

Massachusetts

Michigan

Missouri

New York

Ohio

Pennsylvania

Texas

Washington

3.0 SERVICES FOR RECORDS

3.1 The Contractor must provide a 24/7 emergency contact service, and provide an onsite agent and initiate services as discussed during the initial call at the affected NARA location within four (4) hours of being contacted by NARA. This will be identified during the initial call.

3.2 The Contractor must provide practical, efficient, and safe options for the retrieval and recovery of the records while minimizing additional damage. Records transported offsite for treatment must be relocated to a secure facility; and returned after treatment using specified plans and procedures in containers that meet NARA specifications within the specified time frame.

3.3 All services provided onsite at a NARA facility, including those provided by a vendor subcontractor, will be subject to NARA security and technical oversight as specified in the order.

3.4 All services and associated plans, procedures and materials for each incident; are to be approved in writing by NARA before commencing work. No actions should be taken that have not been approved by the CO or COR. The Contractor will consult with NARA representatives designated by the Contracting Officer’s Representative (COR), in preparing proposals to submit to the COR for approval. All response and recovery services must be completed in coordination with the COR, NARA designated representatives, and on-site points of contact (POCs). NARA reserves the right to use NARA staff for some tasks, and/or to work with Contractor staff both onsite and at Contractor premises. No actions should be taken that have not been approved by the CO or COR.

3.5 The Contractor will provide the same quality of service regardless of quantity of records or degree of damage. Photographic, written and data documentation of some recovery procedures may be required, in addition to materials used and techniques applied/used. Temperature ranges and other conditions for storage at Contractor premises will comply with ranges specified by NARA for permanent records storage.

3.8 If a record type (for example, a cassette tape in a box of paper records), electronic records storage media or damage (for example, blocking/sticking together or mold) is identified in the course of approved tasks, that is not described in the original task order, the Contractor will notify COR before continuing with recovery, and work with the COR to develop options and responsibility for treatment.

3.9 Preservation specialists such as conservators consulted by the Contractor on methods and materials and/or to assist in the recovery work as subcontractors must be approved by the COR, and work with NARA specialists.

3.10 The Contractor will work with the COR and the NARA facility POC identified in the order to provide appropriate levels and procedures for identification, control, and handling before records are removed from a facility.

3.16 The COR will provide a written determination on which information recovery areas for electronic records are the responsibility of the Contractor, and which are the responsibility of NARA IT and its staff and Contractors.

4.0 SERVICES FOR THE FACILITY

4.3 Stabilization of the storage area environment will be coordinated with NARA to meet operational requirements related to NARA Directives.

4.4 Services, supplies and equipment may also be required to carry out activities such as removing standing water, removing damaged and/or contaminated non-records materials, and cleaning out debris to provide access to records and environmental stabilization.

4.5 The Contractor may be responsible for removing and appropriately disposing of non- record/holding debris from the work-site such as water/mold-affected drywall, used treatment supplies, and other materials.

4.6 The Contractor may use subcontractors or temporary contract employees within security and other requirements, with the approval of the COR and the facility POC subject to NARA security and technical oversight as specified in the order.

5.0 TASK DESCRIPTION

5.1.2 The Contractor may be required to provide equipment, supplies and/or personnel to remove and appropriately disposed of standing water, debris, mold, dirt, soot, insects and/or sewage in or on the building, furniture, or equipment; as well as damaged furniture, wall and floor coverings and other building materials.

5.1.3 The Contractor may be required to carry out deodorization, decontamination, sanitization and smoke neutralization of facility spaces. Methods and materials proposed to be used will require written approval by the COR.

5.1.4 Proprietary products and cleaning materials proposed for use in records areas must be approved by NARA. The Contractor will be required to provide Material Safety Data Sheet (MSDS) information, samples of products, and/or other information as requested by the COR.

5.1.5 All security guidance referenced in this agreement will equally apply to any subcontractors.

5.2 Task 2 – Storage Environment Stabilization

5.2.1 The COR will provide priorities for meeting NARA environmental requirements for specified categories of records and holdings in order to provide a framework to plan interim/temporary stabilization of environmental conditions in records and holdings areas in the facility.

5.2.2 The Contractor will coordinate with the COR and NARA-designated facility representatives and contractors to develop plans and procedures to stabilize environmental conditions in records and holdings areas. Planning will include providing cost estimates and timelines for providing required equipment, supplies and services.

5.2.3 The Contractor may provide equipment and supplies, technical experts and/or other personnel needed to provide interim/temporary air circulation and dehumidification, temperature control, lighting and interim power sources in records and holdings spaces and associated areas as long as required.

5.2.4 All security guidance referenced in this agreement will equally apply to any subcontractors.

5.3 Task 3 - Transporting Damaged Records

5.3.1 The Contractor will provide transportation of records and holdings to alternative storage, vendor or other treatment sites, working with the COR to identify specific NARA and CFR requirements for transport conditions, records protection and security.

5.3.2 NARA onsite POC and the Contractor will create a signed manifest and inventory documenting materials leaving a NARA facility. The method of shipping will ensure that safety and security of the records is maintained. The Contractor will provide prompt notification upon receipt of shipment and inventory tracking while records are in the Contractor’s facility.

5.3.3 Each transport trailer/container will have a numerical seal affixed by the origin POC, with the numbers recorded at point of origin, on the driver’s Bill of Lading, and emailed to the destination POC for verification on the trailer’s arrival.

5.3.4 When the trailer arrives at the destination, the destination POC inspects the seal and notifies the origin POC that the shipment has arrived intact. If a seal is not present or contains a number different than that sent by the origin POC or recorded on the driver’s Bill of Lading, the POC will immediately notify the COR and origin POC and halt unloading of the trailer pending advice from NARA Security.

5.3.5 The Contractor will transport shipments by road; rail or air transport is not permissible. Transportation will be point-to-point with no overnight stays or layovers, and in an exclusive NARA freight load. A second driver will be required so that the records are continuously accompanied throughout transit. One driver is to remain with the records at all times.

5.3.6 Climate-controlled trucks may be required to move records, with conditions specified by the COR in the Task Order. Trucks with the capacity for freezing records, and maintaining frozen records during transport are preferred, unless freezing is not specified.

5.3.7 Trucks should be air-ride rigid-side trailers (no soft-sided trucks). Trucks will be swept clean, and free of mold, foodstuffs, chemicals, and hazardous materials or any other material/substance potentially damaging to records. Trucks must not leak or allow water to get inside the truck. Trucks must be dedicated to the NARA shipment only.

5.3.8 Pallets, boxes or other records containers will be stacked for optimum stability, and secured so they do not shift during transit. This is essential to prevent additional damage, and ensure records protection and security during transport.

5.3.9 Pallets loaded with records may not be left unattended, unless in a NARA-approved secure area. Pallets may not be left outdoors or on a loading dock where they might be exposed to rain, heat, or other damaging forces.

5.3.10 The COR must approve transport agreements in cases where materials must be packed and shipped by a third party carrier. The Contractor will ensure that the NARA specifications for appropriate packing, environmental transport conditions, and security requirements are used and followed.

5.4 Task 4 - Packing and Transport of Boxed Records

5.4.1 The Contractor will use the inventory and records control information provided by the on-site POC, for pallet and later container/item treatment tracking documentation and inventories to ensure return of all materials. The Contractor will not open closed boxes or remove records from boxes without approval from the COR.

5.4.2 All records will be kept in the original boxes or enclosures, unless the COR approves removal for treatment, and/or transfer to new boxes or enclosures. Materials that may need to be removed include shrink-wrapping and polyester enclosures. If the original box/container is significantly damaged and unable to safely contain/support the records during transport, the COR or on-site POC may approve re-housing at the NARA facility before transport, following the requirements in section 5.10.

5.4.3 Boxes or other records containers will be stacked for optimum stability and to ensure that no added damage occurs during transport. The COR or NARA onsite designated representative may specify the number of boxes that can be placed on each pallet, whether corner supports are required, and if interlayers of corrugated board are needed prior to securing with stretch wrap or similar material. The top of the pallet stack must be covered, and the POC may require the use of tamper evident security tape for some categories of records.

5.4.4 The Contractor may be required to provide pallets. Plastic pallets are preferred and may be required. Pallets will be in good condition; e.g. structurally sound, clean and dry with no evidence of mold, oil/grease, or insect infestation.

5.4.5 The Contractor may be required to provide rolling carts or similar wheeled conveyances to transport materials within the facility. Carts and/or conveyances must be clean of foodstuffs, chemicals, oil or grease, mold, or other hazardous materials. The Contractor may be required to provide forklifts or conveyances to transport pallets with records onto the truck.

5.5 Task 5 - Packing and Transport of Bound Volumes (not already stored in boxes)

5.5.1 The COR and on-site POC will consult with the Contractor to approve procedures for the handling, transport and recovery of bound volumes. Removal of covers/boards is not an option to speed drying unless specifically approved, and will be considered additional damage caused by the Contractor.

5.5.2 Volumes not already boxed will be packed for transport as directed by the NARA POC within the range of procedures approved by the COR. Individual volumes may require wrapping in freezer paper prior to boxing.

5.5.3 Volumes too large for boxing may be stacked flat on pallets, supported by thick cardboard sheets inserted between layers. The number of books that may be stacked on top of each other within each layer depends on the weight, size, and condition of the bindings. The Contractor will be liable for damages incurred during transport including the cost of rebinding.

5.5.4 The COR must approve procedures to be used when unwrapping shrink-wrapped volumes to expedite drying. All identifying information for the volumes must be retained. The COR will direct requirements for housing, packing and transport of volumes for return after treatment.

5.6 Task 6 – Packing and Transport of Oversized Records and Flat-file drawers

5.6.1 Oversized records and other holdings stored in rolls, bundles or non-standard containers require special handling for transport. These items must be supported to keep the records from bending, and should not be stacked. All identifying information must be retained. The COR and on-site POC will consult with the Contractor on the requirements on a case-by-case basis.

5.6.2 Records stored in flat files may be left in the drawer for transport. In the case of wet records, excess standing water must be removed from the drawers prior to transport. A top cover such as plastic sheeting or cardboard must be used to protect the contents of the drawers.

5.7 Task 7 - Freezing Water-Damaged Records

5.7.1 Records may be frozen onsite, in a freezer truck during transport, or at the Contractor’s facility. When palletized records are to be frozen, the Contractor must provide assurance to the COR that records in the interior of the pallet have been frozen within the specified timeframe and remain frozen until drying begins.

5.7.2 Documentation of temperature during transport may be required for certain types of records, as specified by the COR.

5.7.3 The temperature of a freezing facility used for records storage must be monitored and documented until the records are recovered. Extreme cycling of the temperature or above the freezing point is unacceptable. Documentation of the temperatures in the freezer chamber should be provided to the COR as requested.

5.7.4 The COR may require that records not share freezing chamber space with materials belonging to any other Federal Agency, or other Contractor client..

5.8 Task 8 - Vacuum Freeze-Drying Water-Damaged Records

5.8.1 The Contractor must dry the records using a 24-hour computer-monitored vacuum freeze- drying process to return the moisture content of water-damaged records to single digits. The Contractor must provide data to NARA documenting the conditions to which records have been exposed, and the duration of these conditions.

5.8.2 During vacuum freeze-drying, records will be frozen to a temperature of at least -25° F.

5.8.3 If Thermal Vacuum Freeze-Drying is used, the temperature in the drying chamber should not exceed 120° F.

5.8.4 The vacuum pressure in the drying chamber is expected to be maintained below 5.57 Torr during the drying process.

5.8.5 To ensure appropriate degree of dryness, paper-based records must have moisture content in the single digits (preferably 5-8%) when measured using a standard moisture meter (such as a Delmhorst™ P-2000 with long blades) after the drying cycle and upon return to NARA.

5.8.6 The COR may require that records do not share drying chamber space with materials belonging to any other Federal Agency, or other Contractor client.

5.8A Task 8A - Onsite Vacuum Freeze-Drying Water-Damaged Records

5.8A.1 The Contractor may be required to provide mobile vacuum freeze drying equipment and operators onsite at a NARA facility, to meet the requirements of Task 8.

5.8A.2 The COR will consult with the Contractor and facility security to provide security and handling requirements.

5.8A.3 If onsite operation is required because of sensitive or classified records, the provisions of section 6.0 Handling Records With Sensitive and Classified Information will apply.

5.9 Task 9 - Desiccant or Air-Drying Records

5.9.1 Desiccant or air-drying may be requested by the COR for selected records, either on-site or at Contractor or approved Subcontractor premises. Written procedures, including precautions to prevent problems such as blocking or mold growth, must be approved by the COR. If electronic records storage media is identified in the course of approved tasks, that is not described in the original task order, the Contractor will notify COR before continuing with recovery, and work with the COR to develop options and responsibility for treatment.

5.9.2 Since this type of drying procedure will require removing records from boxes, containers and enclosures; written procedures for maintaining records identification and original order must be developed through consultation with the on-site POC and approved by the COR.

5.10 Task 10 - Re-housing Records into New Containers and Enclosures

5.10.1 Wet, frozen or dry records may be rehoused at a vendor treatment facility with specific requirements for containers, enclosures and labeling provided by the COR in consultation with the on-site POC.

5.10.2 The Contractor will retain all original documentation and accompanying materials, and any information written directly on the container.

5.10.3 The original identifying information will be dried and/or treated, as necessary, and placed inside the new container, unless copying is approved by the COR.

5.10.4 The COR or the on-site POC will provide guidance for transfer of original label and/or identifying information to the new container. Text, type and placement of these and any other labels are to be approved in advance of application. The standards for labeling will need to be defined at the location where records are stored to meet local requirements and ensure that necessary information is not obscured.

5.11 Task 11 – Surface Cleaning of Records

5.11.1 The Contractor will provide an outline of proposed surface cleaning procedures including methods, equipment and materials for COR approval. Surface cleaning procedures may be used to reduce/remove one or more of the following types of debris: mold, insect or animal waste, soot or other particulates. In the case of insect infestation, active mold or biohazards; the records may require pre-treatment as described in sections 5.12.

5.11.2 Treatment results and standards for cleaning will be specified by the COR, depending on the nature of the records damaged and requirements for use. The COR may require submission of a sample cleaned and/or observe the process before approving techniques and treatment results.

5.11.3 Cleaned records will be rehoused as specified in section 5.10. The COR may specify additional labeling and replacement of filing materials and enclosures such as folders, dividers, and spacer boards when filing accessories are too damaged to clean.

5.12 Task 12 – Disinfestation, Sanitization and Decontamination of Records

5.12.1 The Contractor will provide an outline of proposed treatment for insect infestation, mold and/or other biological or contaminant residues that are potentially harmful to records or the users of records.

5.12.2 The COR must pre-approve procedures: which may include freezing, anoxia, and irradiation. Treatment may be in combination with rehousing and surface cleaning procedures in sections 5.10 and 5.11.

5.12.3 The COR will normally only authorize the minimum effective gamma radiation dose for sterilization of 4.5 kilograys (kGy). Exposure levels of 10 kilograys (1 megarad) or higher are considered too high for paper-based records, accelerating paper aging processes by 50-100%.

5.12.4 Records that have received sanitizing or irradiation treatments must be appropriately labeled so they can be monitored and/or identified in the future.

5.13 Task 13 - Recovery of Flat Film-based Photographic Records

5.13.1 Media formats which fall into this category may include but are not limited to photographic negatives, transparencies, aerial film sheets, X-rays, and microfiche.

5.13.2 The Contractor will provide an outline of proposed handling and treatment procedures to secure the records, prevent additional damage, and initiate records recovery to the COR for approval. Procedures should be developed in consultation with NARA specialists and the on-site POC; and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.13.3 Procedures may include but are not limited to wet packing or freezing of wet records to reduce the risk of uncontrolled drying; washing and air-drying or other drying procedures with restrictions on the use of heat; rehousing meeting the requirements of section 5.10.

5.13.4 The Contractor may also be required to develop information recovery and reformatting plans for full records recovery for COR approval. Plans should be developed in consultation with NARA specialists and the on-site POC; and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.14 Task 14 - Recovery of Reel Film-based Photographic Records.

5.14.1 Media formats which fall into this category may include but are not limited to microfilm, aerial film, and motion picture film.

5.14.2 The Contractor will provide an outline of proposed handling and treatment procedures to secure the records, prevent additional damage, and initiate records recovery to the COR for approval. Procedures should be developed in consultation with NARA specialists and the on-site POC; and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.14.3 Procedures may include but are not limited to wet packing or freezing of wet records to reduce the risk of uncontrolled drying; washing and drying procedures using appropriate processing equipment and procedures; retention of original housing and identification or rehousing meeting the requirements of section 5.10.

5.14.4 The Contractor may also be required to develop information recovery and reformatting plans for full records recovery for COR approval. Plans should be developed in consultation with NARA specialists and the on-site POC; and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.15 Task 15 - Recovery of Magnetic Media

5.15.1 Media formats which fall into this category include but are not limited to analog and digital magnetic audiotape, videotape, and electronic data storage tape.

5.15.2 The Contractor will develop proposed handling and treatment procedures including NARA oversite to secure the media, prevent additional damage, and initiate records recovery in consultation with the onsite POC and NARA specialists nominated by the COR for approval by the CO. Procedures may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.15.3 Procedures may include but are not limited to actions to reduce the risk of uncontrolled drying such as wet packing maintaining original orientation, draining or even removal of hard enclosures such as cassette casings; air drying; and retention of original housing and identification or rehousing meeting the requirements of section 5.10.

5.15.4 The Contractor may also be required to assess recovered tape condition and information damage or loss; and develop information recovery and reformatting plans for full records recovery for COR approval. Plans should be developed in consultation with NARA specialists and the on-site POC; and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards. Additional requirements for digital information media can be found in Task 5.17

Electro-mechanical media (e.g., floppy discs, cartridge media, internal PC server drives, external drives, etc.); solid-state media (e.g., internal or external flash-based drives, memory cards, etc.); or optical media (e.g., CDs, DVDs, Blu-ray discs, magneto-optical discs, etc.).

5.16.2 The Contractor will develop handling and treatment procedures including NARA oversite to secure the media, prevent additional damage, and initiate records recovery in consultation with the onsite POC and NARA specialists nominated by the COR for the approval of the CO. Procedures may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards.

5.16.3 Procedures may include but are not limited to actions to reduce the risk of uncontrolled drying such as removal of media storage units from a computer, server, or other housing; air drying; retention of original housing and identification or rehousing meeting the requirements of section 5.10.

5.16.4 The Contractor may also be required to assess recovered media condition and information damage or loss; and develop information recovery and reformatting plans for full records recovery in consultation with NARA specialists nominated by the COR for the approval of the CO. Procedures may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements and industry standards. Additional requirements for digital media can be found in Task 5.1

5.16.5 The Contractor will provide the COR with a description of security procedures and equipment for review and approval in consultation with the appropriate NARA representatives. Recovered media are to be labeled clearly on individual housing indicating source.

5.17 Task 17 – Digital Information Recovery

5.17.1 The Contractor will develop information recovery and storage migration project plans for data recovery and transfer to secure, stable storage in consultation with the onsite POC and NARA specialists nominated by the COR for approval by the CO.. These plans will use appropriate industry standards and procedures, and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements.

5.17.1.1 The plan must identify the type of storage to be used during the recovery process and the method of transmission of the recovered information, e.g., cloud, SFTP, optical media, magnetic media, etc., and the format of accompanying metadata indicating the source(s).

5.17.2 The Plan must include a description of security procedures and equipment for review and approval. If applicable, recovered data are to be labeled clearly on individual housing indicating source.

5.17.3 Following COR review and written approval of recovered data, the Contractor must destroy all copies of recovered data in the Contractor’s or Subcontractor’s possession in such a manner that no data can be reconstructed and provide certification to this effect. The COR will specify and approve destruction and/or eradication techniques and methodology in consultation with NARA specialists.

5.18.1 The Contractor will consult with the COR and NARA specialists to develop recovery/restoration project plans for specialized/obsolete computer and playback equipment for formats which include but are not limited to audio, moving images, textual records, datasets and databases, still images, and other information storage media. These plans will use appropriate industry methods and procedures, and may include using approved subcontractor specialist consultants, facilities and equipment to meet requirements.

5.18.2 Plans will provide the COR with a description of security procedures and equipment for review/recovery/restoration and approval in consultation with the appropriate NARA representatives.

5.18.3 The Contractor will describe the materials for approval that will be used for any packing of equipment. Damaged equipment will be packed in suitable packing material to minimize damage in transit if moved off-site. A detailed shipping manifest will be provided which will identify each piece of equipment by serial number and/or other identifying information.

5.18.4 If equipment is determined to be unrecoverable, the Contractor must destroy/dispose of all equipment and provide certification to this effect. The COR will specify and approve destruction/disposal techniques and procedures as per applicable federal guidelines.

5.19 Task 19 - Recovery of Artifacts/Objects

5.19.1 Items which fall into this category include but are not limited to holdings such as glass negatives and slides, parchment documents, framed works, easel paintings, sculpture, and a wide range of historic artifacts and objects.

5.19.2 The Contractor will consult with the COR, on-site POCs and NARA specialists to develop written stabilization plans for COR approval before materials are handled, transported, moved or treated; which in many cases may also require the services of approved subcontractor specialists and conservators. Elements of these plans may include but are not limited to assessment of artifact stability; handling, packaging and transport procedures; and procedures to retain all identifying or associated information and provide association tracking (i.e., ability to reunite disparate elements after treatment).

5.19.3 The Contractor may be asked to develop extended recovery treatment plans for COR approval in consultation with NARA specialist conservators, and approved subcontract conservators. These plans must meet industry/professional guidelines for documentation, description of proposed treatment, and requirement for ongoing consultation with NARA during treatment.

5.20 Task 20– Digitization of Paper-based Records after Recovery

5.20.1 The Contractor will provide proposed plans for COR approval in consultation with the NARA specialists and the on-site POC for digital copying of recovered records to maintain the information or improve access. Elements of the plan may include but are not limited to proposed equipment and handling procedures; documentation of expected image quality, metadata, and related standards and specifications; quality control procedures, and data security and delivery procedures.

5.20.2 Records may only be accessed or handled by Contractor personnel as necessary to perform digitization operations. Under no circumstances will records or copies of records be released to third parties, other than an approved Subcontractor included in the plan approved by the COR. At no time will the Contractor allow records to be outside of its custody and control. The Contractor will provide the COR with a description of security procedures for review, and approval in consultation with the appropriate NARA representatives. The Contractor will document and certify the custody of all records from receipt through digitization and return.

6.0 HANDLING RECORDS WITH SENSITIVE AND CLASSIFIED INFORMATION

6.3 All access to and/or possession of records containing sensitive and/or classified information necessary for recovery activities, will be at NARA facilities, under the control and discretion of NARA staff and Security, and in accordance with protocols established by NARA 202, NARA Classified Information Security Program.

6.4 The Contractor may be required to provide equipment to carry out onsite records recovery at a NARA facility such as mobile freezers/ trailers, mobile vacuum freeze drying units, and dehumidifiers. Deployment and operation of such equipment will be supervised by NARA staff and Security, and any handling of records will be carried out by NARA staff.

6.5 The COR will consult with NARA onsite staff and Security and the Contractor, to provide operational procedures for deployment and use of vendor equipment and NARA supervision of vendor staff including subcontractors to the CO for the contract.

7.0 DATA RIGHTS

7.1 The Government has unlimited rights to all deliverables developed by the Contractor under this blanket purchase agreement and retains all data rights to all record material that the Contractor may come in contact with while performing under this contract.

8.0 COMPLIANCE WITH HEALTH & SAFETY REGULATIONS

8.1 The Contractor is responsible for the training and medical surveillance of Contractor staff to ensure compliance with applicable OSHA health and safety guidelines and regulations. Contractor must provide for Contractor’s employees all of the equipment, apparel, and associated materials for health and safety purposes.

ENCLOSURE 3

BLANKET PURCHASE AGREEMENT TERMS AND CONDITIONS

1.0 DESCRIPTION OF AGREEMENT

1.1 The Contractor agrees to provide all services and supplies necessary to provide ADR (Alternative Dispute Resolution) services in accordance with the details outlined in this agreement. All orders issued under this agreement will be requested by a NARA Z Warranted Contracting Officer or Ordering Official(s) as designated herein.

1.2 Terms and conditions cited in the BPA will be applicable to all orders and will be incorporated into the BPA orders.

2.0 EXTENT OF OBLIGATION

2.1 The Government, by issuance of the BPA, is not obligated to make any orders beyond that which is authorized by the CO or authorized official. The Government is obligated only to the extent of authorized orders placed against the BPA. Services unrelated to ADR or not priced in the agreement shall not be supplied. Services not priced in the requirement but relevant and necessary for ADR services must be brought to the attention of the Contracting Officer prior to purchase. Any unauthorized services are accomplished at the Contractors own risk.

2.2 All orders (telephonically or e-mail) will be followed by issuance of a written award document signed by a NARA Contracting Officer. This BPA does not obligate any funds. Each order will be funded individually.

3.0 PURCHASE LIMITATION

The dollar limitation for each individual order under this BPA is $100,000.00.

4.0 INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA

Purchases against this BPA may only be made by the following individuals:

5.0 GOVERNMENT BPA ADMINISTRATION

(a) This BPA will be administered by:

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

(b) Purchase Administration: See Award Document.

The Contracting Officer (CO) has the overall responsibility for the administration of this BPA. Written communication to the Contractor Support Specialist must make reference to the BPA number and must be mailed, postage prepaid, to the above address.

(c) Contracting Officer:

Any Z CO

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the BPA terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from order payments for non-performance or unsatisfactory performance; terminate the order for convenience or default; and issue final decisions regarding order questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

6.0 NARA CONTRACTING OFFICER REPRENSATIVE (COR)

The NARA COR for this requirement is: See Award Document.

7.0 INVOICE SUBMISSION REQUIREMENTS

A. The preferred method of invoicing is through the Invoice Processing Platform (IPP) which is a secure web-based electronic invoicing and payment information system. This service is provided by the U.S. Treasury’s Bureau of Fiscal Service free of charge to federal agencies and contractors. IPP allows contractors to view information regarding their contracts and orders, electronically submit invoices and view payment information.

B. The IPP website address is https://www.ipp.gov. Contractors can obtain enrollment assistance by contacting the Fiscal Service Accounts Payable Help Desk via email at AccountsPayable@fiscal.treasury.gov or by phone at (304) 480-8000, Option 7.

C. Contractors that are not able to utilize the IPP system for submitting payment requests may submit invoices electronically by email to AccountsPayable@fiscal.treasury.gov. Microsoft Excel, Adobe Acrobat Portable Document Format (PDF) and Microsoft Word are acceptable formats.

D. Invoices for services shall be submitted monthly unless otherwise…