CSS 88310325Q00094 Records Move.docx

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services. This announcement constitutes the only solicitation. Quotations are being requested and a separate written solicitation will not be issued. Solicitation number 88310325Q00094 is issued as a Request for Quotation (RFQ) to relocate archival records from Morrow, GA to Waltham, MA. This acquisition is not set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. CONTRACT LINE ITEM NUMBER(S): Reference Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to relocate archival records from Morrow, GA to Waltham, MA. Reference Attachment 2, Performance Work Statement (PWS). PERIOD OF PERFORMANCE: The period of performance will consist of a base year. The following solicitation provisions apply to this acquisition. Federal Acquisition Regulation (FAR) provisions will be removed prior to award. FAR provision 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services (Aug 2025). EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with FAR Subpart 12.2, Solicitation, Evaluation, and Award. Selection of the Contractor for award of this purchase order will be based on a lowest priced technically acceptable evaluation. Reference Attachment 7, Quotation Submission Instructions and Evaluation Criteria. The Government reserves the right to make an award on the initial quotation without communicating with contractors. The Contractor is required to be registered in System for Award Management (SAM) and maintain registration until final payment in accordance with FAR provision 52.204-7, System for Award Management (Nov 2024). The following purchase order clauses apply to this acquisition. FAR clause 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Aug 2025) – reference Attachment 6, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). QUOTATION DUE DATE: Quotations must be received by 4:00 PM ET on September 26, 2025. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: Reference Attachment 7, Quotation Submission Instructions and Evaluation Criteria.

Attachments:

Attachment 1 – Schedule of Prices Attachment 2 – Performance Work Statement (PWS) PWS Appendix A, Pallet Diagram and Cubic Box Description PWS Appendix B, NARA’s Food, Drink, and Tobacco Policies PWS Appendix C, Wage Determination for Morrow, GA PWS Appendix D, Wage Determination for Waltham, MA Attachment 3 – Quality Assurance Surveillance Plan (QASP) Attachment 4 – Performance Requirements Summary (PRS) Attachment 5 – Purchase Order Administration Attachment 6 – Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4) NAR 88310325Q00094 Relocate Archival Records from Morrow, GA to Waltham, MA Attachment 7 – Quotation Submission Instructions and Evaluation Criteria

ATTACHMENT 1

SCHEDULE OF PRICES

1. SUPPLIES AND/OR SERVICES TO BE FURNISHED

(a) The purpose of this purchase order is to relocate archival records from Morrow, GA to Waltham, MA as described in Attachment 2, Performance Work Statement (PWS). The Contractor must plan, schedule, coordinate, and ensure effective performance of work under this purchase order.

i. Fixed Price (FP). The Contractor is required to furnish all the work that can be identified in advance, both in sufficient detail and quantities, and for which a fair and reasonable price can be obtained. The fixed prices must include the fully burdened cost for delivering the services in accordance with the requirements of this CSS. Contractors shall pay their employees at least the wages and fringe benefits found by the Department of Labor to prevail in the locality or, in the absence of a wage determination, the minimum wage set forth in the Fair Labor Standards Act. Please note that this does not apply to labor categories such as management positions. Reference PWS Appendix C, Wage Determination for Morrow, GA and PWS Appendix D, Wage Determination for Waltham, MA.

ii. The Contractor must separately identify and explain known Other Direct Costs (ODCs) (e.g., subcontract, applicable material, parts, etc.). 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 purchase order.

Period of Performance: Months 1 - 12

CLIN

LOT

Note: 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 purchase order.

TOTAL PURCHASE ORDER PRICE:

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

RECORDS RELOCATION PROJECT

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation’s history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 The National Archives and Records Administration (NARA) needs to relocate a total of 26,254 cubic foot size boxes of archival records from the National Archives at Atlanta, GA located at 5780 Jonesboro Road, Morrow, GA 30260 to the National Archives at Boston, MA located at 380 Trapelo Road Waltham, MA 02452. NARA requires work crews in Morrow, GA to pull and palletize the boxes and requires coordination with the trucks that will ship the pallets of boxes from the current location to the destination location. The project also requires work crews in Waltham to unpack and shelve the records once they arrive in Waltham, MA.

1.3 The records being moved are Pension Claims Files, 1934-2001 and are designated as “Possibly Restricted” and are required to be screened under https://catalog.archives.gov/id/5743080. The NARA catalog entry for these records lists FOIA(b)(6) as a restriction. The records contain third party PII and therefore must be moved according to the guidance found in Interim Guidance 1702-1, Appendix 3: Security Instructions for Shipping Records by Freight. Reference PWS Appendix A, for further description of the pallets and boxes.

2.0 SCOPE

2.1 The Contractor shall provide all personnel, labor, management, supervision and required supplies to move 26,254 cubic feet of archival records from Morrow, GA to Waltham, MA. The Contractor will supply labor to retrieve, palletize, and load records in Morrow, GA (525.08 pallets, 24 pallets per truck) and coordinate with the trucks to transport records to Waltham, MA. The Contractor will supply labor to unpack and shelve the pallets in Waltham, MA. The Contractor shall be expected to remain cognizant of other contractors performing concurrent work at the sites and cooperate as needed to avoid disruption and ensure safe and efficient operations.

2.2 Source Location. The source location of the archival boxes is 5780 Jonesboro Road, Morrow, GA 30260. Records are stored in a warehouse-like environment and The records boxes are stored on shelves 14 rows high. Rolling ladders are provided. Records for each truckload will be pulled and palletized in Morrow, GA according to the schedule. Workers should be able to lift up to 50 pounds. Reference PWS Appendix 3, for further description of the pallets and boxes.

2.3 Destination. The destination is the National Archives at Boston, MA located at 380 Trapelo Road Waltham, Massachusetts 02452. Trucks will deliver the pallets to the National Archives at Boston, Waltham, MA.

2.4 NARA’s Food, Drink, and Tobacco Policies. No food, drink, tobacco use, or gum chewing is permitted in the work areas of any site (Reference PWS Appendix B, NARA’s Food, Drink, and Tobacco Policies).

2.5 Period of Performance. The transfer of records must be completed by September 29, 2026.

2.5.1 The tentative move plan envisions several boxes per week that must be shipped from the National Archives at Atlanta, GA to the National Archives at Boston, MA. The relocation project is expected to take place over the course of several weeks, with required work (a total of 24 pallets (1,200 cf of boxes) needing to be completed each day per the schedule. After the initial week, three (3) trucks per week will be completed. The exact schedule will be coordinated with the Contracting Officer’s Representative (COR) and may be adjusted based on site conditions and readiness. The Contractor shall coordinate all scheduling and on-site activities with the COR.

2.6 Normal Working Hours at Morrow, GA. The Morrow, GA facility is open and available for the working crews between the hours of 7:00 AM ET and 3:30 PM ET. The Contractor personnel should be on site in Morrow, GA and ready to work by 7:00 AM ET each day. The Contractor will supply a sufficient crew to take the boxes off the shelves and place them on carts. The Contractor will supply a sufficient crew to take boxes off carts and palletize the boxes. The Contractor shall supply sufficient crew to load the pallets on the truck using a pallet jack. One (1) truck will be pulled and palletized each scheduled pulling day. The total number of trucks to be loaded is 22, each with 24 pallets. In Morrow, GA purchase order labor is needed on Monday, Tuesday, and Wednesday.

2.7 Normal Working Hours at Waltham, MA. The National Archives at Boston, MA facility is open and available for working crews and truck delivery between the hours of 7:30 AM ET and 3:30 PM ET. The Contractor personnel should be on site in Waltham, MA and ready to work by 7:30 AM ET each day. One (1) truck will be shelved each scheduled shelving day. The total number of trucks to be unpacked is 22, each with 24 pallets. Trucks will deliver the pallets to Waltham, MA. Trucks should arrive in Waltham, MA on Wednesday, Thursday, and Friday.

2.8 The Contractor personnel shall be escorted by NARA staff at all times.

2.9 Work Delays. The Contractor will be responsible for any downtime caused by mechanical problems, and any accident involving the Contractor’s equipment. Excusable delays are those resulting from conditions outside the control of NARA and the Contractor. Some examples are power outages, severe weather conditions, natural disasters, unplanned road closures, acts of terrorism, and any restrictions imposed by government agencies or law enforcement.

3.0 REQUIREMENTS

3.1 Safety Equipment. The Contractor shall ensure all employees performing services on-site wear, use, and are trained on proper safety equipment as applicable to the task/work being performed and as-required by Federal (including OSHA), State, and local regulations, codes, and equipment manufacturer specifications. Precautions must be taken for protection against injury to all persons engaged in the performance of this project.

3.2 Records. These records are stored in boxes and will require security to protect these intrinsically valuable records including careful handling, loading, unpacking, and transporting procedures to prevent damage or loss.

3.3.1 Record Condition. The Contractor shall pack/palletize records in a manner to ensure the materials can be transported from the source locations to the destination without loss or damage, maintaining the present condition of the records and their containers.

3.3.2 Record Order. The Contractor shall maintain the order of records during packing and in the process of shelving the records at the appropriate destination. The pull list system will provide the destination shelf locations. NARA staff will audit the shelves to ensure that the records are placed in the correct order. The Contractor shall make all necessary corrections when boxes are found out of order.

3.4 Record Shelving. The Contractor shall remove boxes from steel shelving up to 14-rows high (approximately 14 feet in height) at the Morrow, GA facility. At the National Archives at Boston, Waltham, MA. the Contractor shall shelve the boxes of records as directed by the NARA staff on steel shelving up to 14-rows high (approximately 13.5 feet in height).

3.5 Palletizing. Following direction of the COR, the Contractor shall pull boxes from shelves and arrange on pallets, according to NARA-created pull lists. All pulled records containers will be arranged per NARA’s direction and permit NARA staff to examine all of the box labels. (reference Appendix A, Pallet Diagram and Cubic Box Description) The Contractor will supply a sufficient crew to take boxes off carts and palletize the boxes. The Contractor shall supply sufficient crew to load the pallets on the truck using a pallet jack. The Contractor shall ensure there is no loss or damage to the records due to improper handling, movement, packing, unpacking, storage, or improper shelving. Contractor employees shall not throw, toss, stand, or sit on record boxes at any time. Doing so is grounds for immediate dismissal.

3.6 Packing Rate. The Contractor shall have a total of 24 pallets (1,200 cf of boxes) completed each day in accordance with the schedule agreed upon with the COR.

3.7. NARA Staff Oversight of Records. Records must be escorted and monitored by a NARA staff member at all times while in the facilities. At no time in the process will records be out of sight of a NARA staff member. Any theft, stealing or damage to record material is a serious offense and is prosecuted to the fullest extent of the law. The penalties are severe and include significant fines and imprisonment if found guilty. These rules pertain to anyone (employees, contractors, the public) working in, around, or accessing these records.

3.8 Prevention of Damage to NARA Facilities. The Contractor shall provide, install, and remove protective materials to protect floors, elevator interiors, ceilings, doors, shelving, jambs, and all other building elements that may be damaged, or come in contact with the Contractor's work. These materials should protect the floors, walls, doors, shelving, jambs, etc. so that when they are removed no damage is incurred. The Contractor shall be responsible for all repairs or cleanup to the facility at the conclusion of the project.

3.9 Removal of Trash. The Contractor shall remove and dispose of all shrink-wrap, trash, debris, or other material associated with the project from the building and site each day in a manner prescribed based on the records being moved. The material shall not be disposed of in NARA dumpsters.

3.10 Loading. The Contactor shall be responsible for preparing and loading all designated pallets, equipment, and items onto trucks for outbound shipment. This includes staging the items, verifying counts against the shipping manifest, and securely loading them in a manner that minimizes the risk of damage during transit. The Contractor will load the pallets onto the trucks in Morrow, GA using NARA provided pallet jacks. The Contactor shall coordinate with the transportation provider and the COR to ensure all items are ready for pickup as scheduled.

3.11 Unloading. NARA staff will unload the pallets from the trucks in Waltham, MA using a NARA provided forklift.

3.12 Equipment removal. When work is complete at a specific facility, the Contractor shall remove from the site all Contractor-provided move supplies and equipment (transport devices, coverings, carts, wooden pallets, shrink wrap, edge protectors, and other similar items) within one (1) week following the completion of the final shipment.

4.0 PERSONNEL REQUIREMENTS

4.1 Personnel.

4.1.1 Crew Size. The Contactor shall be responsible for identifying and assigning sufficient personnel as necessary to accomplish the timely completion of all PWS requirements. Qualified replacement personnel must be used to cover any absences (i.e., sick or annual leave, jury duty, etc.) for personnel normally responsible for performing moving services. At no time will the absence of any employee prevent the Contractor from meeting daily production standards.

4.1.2 On-Site Supervisor. The Contractor shall provide an on-site Supervisor on duty at the source location and destination during all working hours. When absences are necessary, the Contractor shall assign substitute personnel to fulfill the responsibilities of the supervisors. Any contractor personnel performing on-site supervision must be individuals of unquestionable integrity who display a mature attitude with good judgment and have the independent authority to take immediate actions to resolve situations, including alleviating unbalanced workload situations. The Supervisor must be the Contractor's on-site representative with total responsibility for acceptable performance of work for all Contractor and Sub-Contractor efforts. The on-site Supervisor must maintain frequent liaison with the COR to provide information and ensure that all potential issues are quickly identified and resolved to assure it has no negative impact on this project.

5.0 CONTRACTOR FURNISHED ITEMS

5.1 The Contractor will provide shipping materials, including:

5.1.2 Pallets (standard size: 48” x 40”). Wood or plastic is acceptable. Pallets transporting standard-size containers (boxes) will have 5 rows of 10 cubic foot boxes each (50 boxes total). Pallets of standard-size containers (boxes) will be packed according to NARA staff direction, as shown in PWS Appendix A, Pallet Diagram and Cubic Box Description.

5.1.3 Shrink wrap. Sufficient supplies of shrink wrap to firmly wrap 528 pallets;

5.1.4 Edge protectors, 2,112 edge protectors (4 per pallet). Edge protectors need to be 60 inches long and graded for at least medium duty;

5.1.5 Cardboard sheets, 3,168 cardboard sheets the same size as the pallets (6 sheets per pallet, 1 sheet between each row including on the bottom and the top). Sheets should be 48” x 40” and made of cardboard.

5.1.6 NARA Approval of Equipment. All equipment will be subject to the approval of the COR. The COR reserves the right to deny the use of any equipment for performance of the project that may cause damage to the building, facilities, or records.

6.0 GOVERNMENT-FURNISHED ITEMS

6.2 The type and quantity of government-furnished items will be sufficient for the Contractor staff to complete the tasks.

6.3 NARA will provide tamper proof security tape to cover the top of each pallet as is required per Interim Guidance 1702-1, Appendix 3: Security Instructions for Shipping Records by Freight.

7.0 QUALITY CONTROL

7.1 Quality Control. The Contractor shall initiate, document, and maintain a quality control (QC) program specific to this purchase order throughout the term of this purchase order to ensure the requirements of this purchase order are performed. The QC program must provide surveillance, inspection, management feedback, and procedures to identify substandard levels of performance or trends and to implement corrective actions before serious conditions occur.

7.2 The Government will evaluate the Contractor’s performance using a Quality Assurance Surveillance Plan. Such surveillance will be done according to standard inspection procedures or other purchase order provisions. Unsatisfactory purchase order performance for any requirement may result in appropriate action by the Contracting Officer in accordance with the Inspection of Services clause, and may result in purchase order payment deductions.

7.3 Quality Assurance. See Attachment 3, Quality Assurance Surveillance Plan and Attachment 4, Performance Requirements Summary.

PWS APPENDIX A

PALLET DIAGRAM AND CUBIC BOX DESCRIPTION

Cubic Foot Boxes

Cubic Foot Boxes with edge protectors and wrapping

APPENDIX B

NARA’S FOOD, DRINK, AND TOBACCO POLICIES

1. Where Are Food and Drink Prohibited? Food and drink are prohibited:

At all times in:

· Research and reading rooms;

· Stack areas;

· Records, collection, and artifact storage areas;

· Processing rooms and labs; and

· Exhibit areas, except during a special event authorized by the Archivist.

Whenever holdings are present in:

· Offices - Including both closed and open offices where there are multiple desks but no walls or workstation dividers;

· Workstations;

· Conference and meeting rooms;

· Copy rooms; and

· Public and common areas of a NARA facility.

2. What does "food and drink" include?

· Beverages, including water or water bottles;

· Food, including candy, snacks, and chewing gum;

· Food and beverage containers, whether sealed (unopened) or unsealed (open); and

· Smokeless tobacco products (such as chewing tobacco, snuff, or vape devices/e-cigarettes).

3. Where may I dispose of food and drink debris?

You must thoroughly clean up all food and drink debris and dispose of wrappers and containers daily in a manner that ensures that holdings do not come in contact with food and drink. All such waste material must be placed in a trash container in an area where food and drink are permitted. Proper disposal of food and drink debris helps protect records from being damaged or stained by food or drink spills, and helps to avoid insect and rodent infestations.

4. What is the smoking policy?

All NARA locations nation-wide have a "smoke-free" policy. Since April 10, 1995, smoking is not allowed inside any NARA facility, including private offices. Smoking is permitted in outside areas, in designated locations at least 50 feet from the entrance to a building.

APPENDIX C

WAGE DETERMINATION

FOR MORROW, GA

*reference separate attachment

APPENDIX D

WAGE DETERMINATION

FOR WALTHAM, MA

*reference separate attachment

ATTACHMENT 3

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Contracting Officer’s Representative (COR) and other Government evaluators a summary of the key performance standards required in the contract, performance levels, and method of surveillance normally used for that performance standard. These are listed in Attachment 5, Performance Requirements Summary (PRS).

The QASP describes a systematic method to evaluate receipt by the Government of acceptable services the Contractor is required to furnish. The Contractor is required to provide satisfactory performance in all areas of the purchase order. Before invoices can be paid, a determination by the COR must first be made that satisfactory services have been received.

Any non-conformance with purchase order requirements is a “defect”. A defect may be recorded for each item evaluated that failed to meet the standards as required by the Performance Work Statement (PWS) paragraph(s). Examples of defects that will be recorded include, but are not limited to:

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the purchase order. The Government will follow the guidance in FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services when performance is other than satisfactory.

Good management and quality control enables the Contractor to operate within specified performance requirements. The COR and Government evaluators shall be objective, fair, and consistent in evaluating Contractor performance against purchase order requirements and standards. The main emphasis is on quality performance.

2.0 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis, 100% surveillance, or as otherwise specified in the PRS in conjunction with the PWS.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the Contracting Officer (CO) including any proposed purchase order deductions.

3.0 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are specified in the PRS. Customer complaints may be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further for future surveillance.

4.0 INFORM CONTRACTOR:

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Contractor of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance and turn this information over to the CO upon completion of the purchase order. Performance issues should also be an item of discussion during purchase order status meetings.

b. CDRs should be used to officially notify the Contractor of a performance problem. CDR use includes notifying the Contractor of:

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Contractor for the Contractor’s response and comments. The Contractor will have seven (7) calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward to the CO any CDR requiring further action (purchase order interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the CO recommended actions with supporting rationale.

5.0 REVISIONS TO QASP:

Revisions to this surveillance plan are the responsibility of the COR and the CO.

ATTACHMENT 4

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any purchase order requirement from the PRS does not limit the rights or remedies of the Government within the purchase order.

2.0 METHOD OF SURVEILLANCE. The PRS provides the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

3.0 GOVERNMENT QUALITY ASSURANCE. The Quality Assurance Surveillance Plan, Enclosure 3, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Contractor, and the Contracting Officer will communicate to ensure satisfactory performance of purchase order requirements.

PERFORMANCE REQUIREMENTS SUMMARY

(RS-1) Services PWS paragraph 3.0

(RS-2) Personnel PWS paragraph 4.0

(RS-3) Contractor Furnished Items PWS paragraph 5.0

(RS-4) Government Furnished Items PWS paragraph 6.0

ATTACHMENT 5

PURCHASE ORDER ADMINISTRATION

I. GOVERNMENT PURCHASE ORDER ADMINISTRATION

a. This purchase order 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. Contract Specialist (CS):

See award document.

c. Contracting Officer (CO):

Any Z Warranted CO.

The Contracting Officer (CO) has the overall responsibility for the administration of this purchase order. Written communication to the Contract Specialist (CS) must reference the purchase order number and must be emailed or mailed with postage prepaid, to the above address.

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

II. CONTRACTING OFFICER’S REPRESENTATIVE (COR) LEVEL 1:

a. COR: See award document

b. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the CO in the discharge of the CO’s responsibilities. The COR serves as the point of contact through which the Contractor can relay questions or problems of a technical nature to the CS and the CO. The COR is responsible for the inspection and acceptance of the purchase order requirements and for the review and certification of invoices for the purchase order requirements

c. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the purchase order between the Contractor and any person other than the CO be effective or binding upon the Government.

d. When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the purchase order, the Contractor must promptly notify the CO in writing.

e. No action will be taken by the Contractor under such technical instruction unless the CO has issued a contractual change.

III. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP) (JUNE 2025)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the purchase order, or the clause 52.212-4 Contract Terms and Conditions – Commercial Products and Commercial Services. The IPP website address is: https://www.ipp.gov.

Under this purchase order, the following documents are required to be submitted as an attachment to the IPP invoice. Invoices shall be submitted after the Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g).

The Contractor’s Invoice must include:

1. Award number

2. CLIN//Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection, if applicable

7. Serial number/part number, if applicable

The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

IV. FINAL PAYMENT

Before final NARA payment is made, the Contractor shall furnish to the Contracting Officer a written release of all claims against the Government arising by virtue of the purchase order, other than claims in stated amounts as may be specifically excluded by the Contractor from the operation of the release. If the Contractor's claim to amounts payable under the purchase order has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 203, 41 U.S.C. 15), a release may also be requested of the assignee. To ensure that all necessary adjustments for non-performance or unsatisfactory performance have been made and a release of claims has been submitted before the purchase order is closed out, the final NARA payment will be made in thirty (30) calendar days after receipt of a proper invoice, date of completion of performance, or receipt of release of claims by the Contracting Officer, whichever is later.

ATTACHMENT 6

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. SECURITY OF INFORMATION AND PROTECTION OF CONTROLLED UNCLASSIFIED INFORMATION, INCLUDING PERSONALLY IDENTIFIABLE INFORMATION (APRIL 2017)

(a) Applicability

This clause applies to all controlled unclassified information, which may include personally identifiable information, as defined in Section B, regardless of the medium in which it is found and includes paper records.

(b) Definitions. As used in this clause:

“Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar situation where persons other than authorized users, and for other than authorized purpose, have access or potential access to personally identifiable information, in usable form whether physical or electronic.

“Controlled Unclassified Information” means information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that a law, regulation, or Government-wide policy requires or permits an agency to handle using safeguarding or dissemination controls. However, CUI does not include classified information or information a non-executive branch entity possesses and maintains in its own systems that did not come from, or was not created or possessed by or for, an executive branch agency or an entity acting for an agency. Law, regulation, or Government-wide policy may require or permit safeguarding or dissemination controls in three ways: Requiring or permitting agencies to control or protect the information but providing no specific controls, which makes the information CUI Basic; requiring or permitting agencies to control or protect the information and providing specific controls for doing so, which makes the information CUI Specified; or requiring or permitting agencies to control the information and specifying only some of those controls, which makes the information CUI Specified, but with CUI Basic controls where the authority does not specify.

“Personally identifiable information (PII)” means any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States. Examples of PII include the following:

(1) Name.

(2) Date of birth.

(3) Mailing address.

(4) Telephone number.

(5) Social Security Number.

(6) Email address.

(7) Zip code.

(8) Account numbers.

(9) Certificate/license numbers.

(10) Vehicle identifiers including license plates.

(11) Uniform resource locators (URLs).

(12) Internet protocol addresses.

(13) Biometric identifiers (e.g., fingerprints).

(14) Photographic facial images.

(15) Any other unique identifying number or characteristic.

(16) Any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive personally identifiable information (sensitive PII)” means a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

(1) Complete social security numbers, alien registration numbers (A-number) and biometric identifiers (such as fingerprint, voiceprint, or iris scan) are considered sensitive PII even if they are not coupled with additional PII.

(2) Additional examples include any grouping of information that contains an individual’s name or other unique identifier plus one or more of the following elements:

(i) Driver’s license number, passport number, or truncated social security number (such as last 4 digits);

(ii) Date of birth (month, day, and year);

(iii) Citizenship or immigration status;

(iv) Financial information such as account numbers or electronic funds transfer information;

(v) Medical information; and/or

(vi) System authentication information such as mother’s maiden name, account passwords or personal identification numbers.

(3) Other PII may be “sensitive” depending on its context, such as a list of employees with less than satisfactory performance ratings or an unlisted home address or phone number. In contrast, a business card or public telephone directory of agency employees contains PII but it is not sensitive.

(c) Data Security.

(1) The Contractor shall limit access to the data covered by this clause to those employees and subcontractor who require the information in order to perform their official duties under this purchase order.

(2) The Contractor employees, and subcontractors must physically or electronically secure CUI, which may include sensitive PII, when not in use and/or under the control of an authorized individual, and when in transit to prevent unauthorized access or loss.

(3) When CUI is no longer needed or required to be retained under applicable Government records retention policies, it must be destroyed in accordance with NIST 800-88 standards.

(4) The Contractor shall only use CUI obtained under this purchase order for purposes of the Contractor; it shall not be disclosed, released, disseminated, or published without the prior written consent of the Contracting Officer.

(5) If it is established elsewhere in this purchase order that information to be utilized under this purchase order, or a portion thereof, is subject to the Privacy Act, The Contractor shall follow the rules and procedures of disclosure set forth in the Privacy Act of 1974, 5 U.S.C. 552a, and implementing regulations and policies, with respect to systems of records determined to be subject to the Privacy Act.

(6) At expiration or termination of this purchase order, the Contractor shall turn over all CUI obtained under the Contractor that is in its possession.

(d) Systems Access. Work to be performed under this purchase order may require the handling of CUI, including PII. The Contractor shall provide the Government access to, and information regarding those systems handling CUI, including sensitive PII for the Government under the Contractor, when requested by the Government, as part of the Contractor’s responsibility to ensure compliance with security requirements, and shall otherwise cooperate with the Government in assuring compliance with such requirements. Government access shall include independent testing of controls, system penetration testing by the Government, Federal Information Security Management Act data reviews, and access by agency Inspectors General (IG) for IG reviews.

When requested by the NARA CO or COR or other NARA official as described herein, in connection with NARA’s efforts to ensure compliance with security requirements and to maintain and safeguard against threats and hazards to the security, confidentiality, integrity, and availability of NARA Information, Contractor shall provide NARA, including the NARA OIG, (1) access to any and all information and records, including electronic information, regarding a Covered Information System, and (2) physical access to Contractor's facilities, installations, systems, operations, documents, records, and databases. Such access may include independent validation testing of controls, system penetration testing, and FISMA data reviews by NARA or agents acting on behalf of NARA, and such access shall be provided within 72 hours of the request. Additionally, the Contractor shall cooperate with NARA’s efforts to ensure, maintain, and safeguard the security, confidentiality, integrity, and availability of NARA information.

(e) Systems Security.

(1) In performing its duties related to management, operation, and/or access of systems containing PII under this purchase order, the Contractor, its employees and subcontractors shall comply with all applicable security requirements and rules of conduct applicable to the agency’s systems as described in:

a) NARA Directive 1608 http://www.archives.gov/foia/directives/nara1608.pdf and

b) FedRAMP baseline controls for moderate IT systems.

(2) In addition, the use of Contractor-Owned laptops or other portable storage devices to process or store sensitive PII is prohibited under this purchase order until the Contractor provides, and the Contracting Officer, in coordination with the Senior Agency Official for Privacy (SAOP) or the SAOP’s designee, approves the Contractor’s written acknowledgment that the following requirements are met:

(i) Laptops and other portable storage devices must employ encryption that is NIST Federal Information Processing Standard (FIPS) 140-2 validated (or its successor) http://csrc.nist.gov/publications/PubsFIPS.html, and approved.

(ii) The Contractor has developed and implemented a process to ensure that security and other applications software are kept current.

(iii) Mobile computing devices utilize anti-virus software and a host-based firewall mechanism.

(iv) Removable media, such as hard drives, flash drives, devices with flash memory, CDs and floppy disks containing CUI, which may include sensitive PII shall not be removed from a Government facility unless they are encrypted using a NIST FIPS 140-2 or successor approved product.

(v) When no longer needed, all removable media, hard drives, and flash memory shall be destroyed in accordance with Government security requirements identified in NARA’s Media Protection Methodology.

(vi) The Contractor shall maintain an accurate inventory of devices used in the performance of this purchase order.

(3) All NARA information obtained under this contract shall be removed from Contractor-Owned information technology assets at the direction of the Contracting Officer or Contracting Officer’s Representative. Removal must be accomplished in accordance with standard FedRAMP controls for media protection in moderate IT systems and NIST 800-88 standards. Certification of data removal will be performed by the Contractor’s Project Manager and written notification confirming acknowledgment will be delivered to the Contracting Officer within 30 days of the direction to remove the information.

(4) Back up or mirrors of any systems or files containing CUI shall be treated in the same manner as the original data containing CUI, with the same protections and obligations.

(5) The Contractor shall require FIPS 140-2 (or successor) encryption of any sensitive PII when transmitted electronically across the Internet or other public works.

(f) Breach Notification to Government.

(1) The Contractor has been provided with: NARA Directive 1608, and is aware of its roles, responsibilities, and relationship with the Government in case of data breach.

(2) In the event of any actual or suspected breach of sensitive PII, the Contractor shall immediately, and in no event later than one hour of discovery, report the breach to the Contracting Officer, the COR, the Senior Agency Official for Privacy (currently NARA’s General Counsel garymstern@nara.gov) and the Chief Information Officer (only for IT requirements) in accordance with NARA Directive 1608.

(3) The Contractor is responsible for positively verifying that notification is received and acknowledged by appropriate Government parties identified in subparagraph (2) above.

(4) In the event of a confirmed, potential or suspected Security Breach, involving unauthorized exposure, loss of control, compromise, exfiltration, manipulation, disclosure, acquisition, or accessing of any Covered Information System or any NARA Information accessed by, retrievable from, processed by stored on, or transmitted within, to or from any such system, Contractor shall immediately (and in no event later than within 1 hour of discovery) report any Confirmed Breach to the NARA CO and the CO's Representative (''COR").

(5) NARA, at its sole discretion, may obtain, and Contractor will permit, the assistance of other federal agencies and/or third party contractors or firms to aid in response activities related to any security incident, PII or Security Breach. Additionally. NARA, at its sole discretion, may require Contractor to retain, at Contractor's expense, a Third Party Assessing Organization (3PAO) acceptable to NARA, with expertise in incident response, compromise assessment, and federal security control requirements, to conduct a thorough vulnerability and security assessment of all affected Information Systems.

(6) Any report submitted in accordance with paragraphs (1), (2) and (3) above, shall identify (I) both the Information Systems and NARA Information involved or at risk, including the type, amount, and level of sensitivity of the NARA Information and, if the NARA Information contains PII, the estimated number of unique instances of Pll, (2) all steps and processes being undertaken by Contractor to minimize, remedy, and/or investigate the Security Incident, (3) any and all other information as required by the USCERT Federal Incident Notification Guidelines, including the functional impact, information impact, impact to recoverability, threat vector, mitigation details, and all available incident details; and (4) any other information specifically requested by NARA. Contractor shall continue to provide written updates to the NARA CO regarding the status of the Security incident at least every three (3) calendar days until informed otherwise by the NARA CO.

(7) Response activities related to any security incident or PII or Security Breach undertaken by NARA, including activities undertaken by Contractor, other federal agencies, and any third-party contractors or firms at the request or direction of NARA, may include inspections, investigations, forensic reviews, data analyses and processing, and final determinations of responsibility for the Security Incident and/or liability for any additional response activities. Contractor shall be responsible for all costs and related resource a locations required for all such response activities related to any Security Incident or Breach, including the cost of any penetration testing.

(g) Personally Identifiable Information Notification Requirement

Contractor certifies that it has a security policy in place that contains procedures to promptly notify any individual whose Personally Identifiable Information ("PII") was, or is reasonably determined by NARA to have been, compromised. Any notification shall be coordinated with the NARA CO and shall not proceed until NARA has made a determination that notification would not impede a law enforcement investigation or jeopardize national security.