A19-1605C4-26-R-00035 Sol.pdf

WOMEN-OWNED SMALL

BUSINESS (WOSB)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3.AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 29. AWARD OF CONTRACT: REFERENCE

. YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4.

FAR 52.212-3 AND 52.212-5 ARE ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED.

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

DATED.

OFFER

ADDENDA

ADDENDA

1605C4-26-R-00035

US Department of Labor Customer Acquisition Services 200 Constitution Ave, NW N-2305 Washington DC 20210

US Department of Labor Customer Acquisition Services 200 Constitution Ave, NW N-2305 Washington DC 20210

09/17/2026 1700 ET

Ashley Northam 202-693-1000 ext. 17338

CAS 100.00

CAS

Alicia M. Jackson

518210

$40

09/10/2026

The U.S. Department of Labor (DOL), Office of the Senior Procurement Executive (OSPE), on behalf of the Mine Safety and Health

Administration (MSHA), Office of Standards, Regulations, and Variances (OSRV) has a need

Continued...

STOCK RECORD (S/R)

STANDARD FORM 1449 (REV. 11/2021) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE RECEIVED (MM/DD/YYYY) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. EMAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

ACCEPTED,

for National Archives and Records

Administration (NARA)-compliant digitization services in accordance with the Performance

Work Statement (PWS).

Period of Performance: Twelve (12) months from date of award

0001 Digitization of approximately 53 priority boxes of unscanned MSHA/OSRV records, estimated at

141,655 pages, including file preparation, scanning, OCR/searchability where feasible, metadata application, indexing, quality control, secure transfer, and related transportation/storage.

Product/Service Code: R617

0002 Final report, final electronic index, final discrepancy resolution documentation, return manifest, and final chain-of-custody confirmation.

Product/Service Code: R617

0003 Optional validation and organization of approximately 44 boxes of previously scanned records, estimated at 117,000 pages, and approximately 80 previously scanned docket files as identified by MSHA/OSRV, including side-by-side comparison, discrepancy reporting, indexing, organization, and final validation

Continued...

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGES

NAME OF OFFEROR OR CONTRACTOR

SUPPLIES/SERVICES

(B)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA FAR (48 CFR) 53.110

ITEM NO.

(A)

QUANTITY

(C)

NSN 7540-01-152-8067

1605C4-26-R-00035 outputs. This work is not included in the base requirement.

(Option Line Item)

(Anticipated Option Exercise Date) 09/15/2027

Product/Service Code: R617

0004 Optional additional digitization of approximately 2 boxes of unscanned records not included in the base workload, or other deferred related digitization, validation, organization, indexing, discrepancy resolution, or records management support within the scope of this PWS.

(Option Line Item)

(Anticipated Option Exercise Date) 09/15/2027

Product/Service Code: R617

1 - Performance Work Statement 2 - Clauses 3 - Provisions 4 - Instructions to Offerors 5 - Evaluation Criteria

1 - Performance Work Statement

Performance Work Statement (PWS) For Digitization Services for Federal Records U.S. Department of Labor Mine Safety and Health Administration (MSHA) Office of Standards, Regulations, and Variances (OSRV)

PART 1 GENERAL INFORMATION

1.1. Description of Services/Introduction:

This is a non-personal services requirement for National Archives and Records Administration (NARA)-compliant digitization services for Federal records maintained by the Department of Labor, Mine Safety and Health Administration (MSHA), Office of Standards, Regulations, and Variances (OSRV). The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Federal Government.

The services within this Performance Work Statement (PWS) support MSHA/OSRV records management objectives by converting priority physical records into organized, searchable, NARA-compliant digital records that can be securely stored, managed, retrieved, and accessed.

MSHA seeks a complete solution to convert approximately 53 boxes of priority physical records, estimated at 141,655 pages, into digital format that can be stored, cataloged, categorized, managed, searched, and viewed.

Each digitized record must be delivered to an MSHA-approved online repository or other Government-approved secure transfer method in a NARA-approved format. All records must include required metadata for searchability, lifecycle management, and records disposition. The Contractor shall provide all personnel, equipment, tools, materials, supervision, transportation, secure storage, software, and other items and non-personal services necessary to perform the work defined in this PWS, except as specified as Government-furnished property, equipment, or services.

1.2. Background:

MSHA has a need to digitize certain OSRV records to support remote access, records management, and electronic archiving. The solution must provide document imaging and digitization services that convert eligible records into specified searchable digital formats and include NARA-required and MSHA-specific metadata. OSRV will manage this requirement, and the solution must be approved by DOL’s Office of the Chief Information Officer and provide the ability to integrate or interface with the DOL enterprise records management solution in support of a central index for records search capabilities.

MSHA develops and enforces safety and health standards as a means to eliminate fatal accidents; reduce the frequency and severity of nonfatal accidents; minimize health hazards; and promote improved safety and health conditions in the Nation’s mines. OSRV is the principal source for development of scientific and technical health and safety standards and regulations to protect the Nation’s miners.

MSHA/OSRV is responsible for managing rulemaking docket records, which are an integral part of MSHA’s rulemaking records.

OSRV is responsible for analyzing and managing input into the docket to ensure the integrity of information collected. This PWS outlines the tasks, responsibilities, deliverables, and standards associated with digitization of priority Federal records while ensuring compliance with applicable Federal standards and regulations.

1.3. Objectives:

• The primary objective of this requirement is to convert approximately 53 priority boxes of existing physical MSHA/OSRV records, estimated at 141,655 pages, into organized, searchable digital records in compliance with NARA requirements, to be stored and accessed through an MSHA-approved online repository or other Government-approved system.

• Digitize approximately 53 priority boxes of unscanned MSHA/OSRV records, estimated at 141,655 pages.

• Validation and organization of previously scanned records are not included in the base requirement and may be performed only under an optional CLIN if authorized in writing by the Contracting Officer.

• Prepare files for scanning, remove or address fasteners and bindings, preserve original order, and handle fragile materials appropriately.

• Create searchable files using OCR where technically feasible and appropriate for the record type.

• Index digitized records and provide a final electronic index tied to file names, directory structure, and corresponding physical record locations.

• Verify digitized files to ensure completeness, order, legibility, naming accuracy, metadata accuracy, OCR/searchability, and indexing accuracy for the base-scope records.

• Identify, document, and report discrepancies affecting base-scope digitized records, such as missing pages, duplicate files, poor image quality, incorrect file names, metadata errors, damaged records, missing OCR/searchability, and out-of-order records.

• Provide NARA-compliant digital formats and minimum metadata needed for records management, lifecycle management, retrieval, and disposition.

• Provide secure pickup, transportation, storage, shipping, and return of physical records.

• Maintain chain-of-custody documentation for all physical records from pickup through return.

• Return all physical records to MSHA/OSRV in the order provided, unless otherwise directed by the COR through approved contract channels.

1.4. Scope:

The base scope includes digitization of approximately 53 priority boxes of Federal records, estimated at 141,655 pages, including document preparation, scanning, OCR/searchability where technically feasible, indexing, metadata application, quality control, secure transfer, secure temporary storage, transportation, shipping, and return of physical records. Validation and organization of approximately 44 boxes of previously scanned records, estimated at 117,000 pages, approximately 80 previously scanned docket files, and the remaining 2 boxes of unscanned records are not included in the base requirement and may be performed only if authorized under optional CLINs.

Item Name Estimated Quantity

Details Total/Description

1 Digitize priority unscanned MSHA/OSRV dockets and related records, including books, paper files, and other records.

Approximately 53 boxes of physical records, estimated at 141,655 pages.

Most documents are organized in folders according to box listings, tables of contents, and docket listings. Several documents exhibit signs of age and fragility.

Pages are standard and legal paper size. Some documents are bound by staples, paper clips, binder clips, binders, or notebooks.

Contents include Federal Register materials, background documents, comments, hearing documents, economic analysis, petitions for modification files, regulatory agenda files, safety program background and concept papers, and mixed background, deliberative, and rulemaking files.

2 Deferred validation and organization work.

Not included in the base requirement.

Approximately 44 boxes / 117,000 pages, approximately 80 previously scanned docket files, and the remaining 2 unscanned boxes may be authorized under optional CLINs, subject to funding and written authorization by the Contracting Officer.

Optional work may include side-by-side comparison, discrepancy reporting, indexing, organization, searchability review, and final validation outputs.

Deferred work shall not be performed unless specifically authorized in writing and funded through the resulting contract or modification.

1.5. Period of Performance:

Period Date Base Period Twelve (12) months from date of award, unless otherwise established in the resulting task order.

1.6. General Information

1.6.1. Quality Control:

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The quality control program shall include procedures to identify, prevent, and correct defective services and to ensure non-recurrence of quality issues.

The Contractor shall submit a Quality Control Plan to the COR and CO within 30 calendar days after award, unless otherwise directed by the COR. At a minimum, the plan shall address digitization accuracy, OCR/searchability, metadata accuracy, file naming, indexing, secure transmission, discrepancy correction for base-scope records, record handling, chain-of-custody, secure transportation, secure storage, and return of physical records. After acceptance of the Quality Control Plan, any proposed changes to the quality control process shall be submitted to the COR and CO for review and acceptance before implementation.

1.6.2. Quality Assurance:

The Government will evaluate the Contractor’s performance in accordance with a Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government will do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable performance levels for the required services.

The COR and other designated Government personnel may review deliverables, records handling, chain-of-custody documentation, metadata, digitized records, OCR/searchability, index files, discrepancy reports for base-scope records, and other outputs to determine whether the Contractor has performed in accordance with the PWS requirements.

1.6.3. Government Remedies:

The Contracting Officer shall follow FAR 52.212-4, “Contract Terms and Conditions - Commercial Products and other applicable contract terms for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.6.4. Recognized Holidays:

The Contractor is not required to perform services on Federal holidays unless otherwise authorized by the Contracting Officer. Federal buildings may be closed on Federal holidays or due to local or national emergencies, administrative closings, or similar Government-directed closures.

Federal Holiday Federal Holiday New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.6.5. Hours of Operation:

The Contractor shall perform services during normal business hours, 8:00 a.m. to 5:00 p.m., 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. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when Government facilities are not closed. Pickup, return, and any required Government coordination shall occur during Government business hours unless otherwise approved by the COR through authorized contract channels.

1.6.6. Place of Performance:

Pickup and return of physical records shall occur at the Mine Safety and Health Administration (MSHA) Headquarters, U.S.

Department of Labor, 200 Constitution Ave. NW, Washington, DC 20210, unless otherwise directed through approved contract channels. Digitization, OCR/searchability, indexing, temporary storage, and secure processing may be performed at the Contractor’s facility located in the United States, provided all physical security, information security, chain-of-custody, and records management requirements are met. Any Government facility access shall be coordinated through the COR or other authorized Government point of contact.

1.6.7. Type of Contract:

The Government anticipates award of a firm fixed price task order.

1.6.7.1. CLIN and Payment Structure:

The anticipated Contract Line Item Number (CLIN) structure below is provided for acquisition planning purposes and may be adjusted by the Contracting Officer before award. The final CLIN structure, unit pricing basis, payment milestones, and invoice requirements shall be determined by the Contracting Officer and included in the resulting contract or task order.

CLIN Description Unit/Pricing Basis Payment/Acceptance Milestone 0001 Digitization of approximately 53 priority boxes of unscanned MSHA/OSRV records, estimated at 141,655 pages, including file preparation, scanning, OCR/searchability where feasible, metadata application, indexing, quality control, secure transfer, and related transportation/storage.

Firm fixed price; may be priced by box, page, or milestone as determined by Contracting.

Payment upon Government acceptance of agreed milestones, such as the Digitization Plan, receipt/inventory and chain-of-custody log, accepted digitized records/metadata, and related progress deliverables.

0002 Final report, final electronic index, final discrepancy resolution documentation, return manifest, and final chain-of-custody confirmation.

Firm fixed price or included as a final payment milestone under the base CLIN and any exercised

Final payment upon Government acceptance of final report, final index, return of physical records, return manifest, and final chain-of-custody

CLIN Description Unit/Pricing Basis Payment/Acceptance Milestone optional CLINs, as determined by Contracting.

documentation.

(Optional)

Optional validation and organization of approximately 44 boxes of previously scanned records, estimated at 117,000 pages, and approximately 80 previously scanned docket files as identified by MSHA/OSRV, including side-by-side comparison, discrepancy reporting, indexing, organization, and final validation outputs. This work is not included in the base requirement.

Optional CLIN; firm fixed price or other pricing basis as determined by the Contracting Officer.

Payment only upon Government acceptance of optional validation logs, discrepancy reports, organized electronic files, final index, and related deliverables if the optional CLIN is exercised.

(Optional)

Optional additional digitization of approximately 2 boxes of unscanned records not included in the base workload, or other deferred related digitization, validation, organization, indexing, discrepancy resolution, or records management support within the scope of this PWS.

Optional CLIN; firm fixed price or other pricing basis as determined by the Contracting Officer.

Payment upon Government acceptance of the specific optional deliverables authorized by written modification.

Invoices shall be submitted in accordance with the contract terms and the deliverables schedule. No payment is authorized for work outside the scope of the contract or for work not authorized by the Contracting Officer.

1.6.8. Security Requirements:

The Contractor shall ensure all operations, storage, transmission, and transport comply with applicable security requirements, including HSPD-12, FISMA, FedRAMP, the DOL Computer Security Handbook, and any additional DOL/MSHA security requirements identified by the Government. The Contractor shall protect sensitive, proprietary, controlled, and non-public information from unauthorized access, disclosure, removal, loss, damage, or destruction.

The Contractor shall ensure personnel meet applicable DOL/MSHA security, facility access, background investigation, and security awareness training requirements before performing work or accessing Government records, facilities, systems, or information, as directed by the CO or COR. If required by DOL/MSHA, Contractor personnel shall possess or be eligible to receive and maintain a non-sensitive background clearance. All Contractor personnel must receive required security awareness training before being allowed to work on this contract.

1.6.8.1. Physical Security:

The Contractor shall be responsible for safeguarding all Government property and Federal records provided for Contractor use. At the close of each work period, Government facilities, Contractor facilities, equipment, materials, and records shall be secured. The Contractor shall maintain chain-of-custody documentation for all physical records from pickup through return.

1.6.9. Special Qualifications:

The Contractor shall provide personnel with experience in imaging and scanning Federal records, including rulemaking documents, paper files, maps, books, and other physical media. Contractor personnel shall have experience tracking digitized documents, inventorying records, identifying discrepancies in digitized records, applying metadata, performing OCR or creating searchable records, indexing files, and organizing digitized records for searchability and retrieval.

Contractor personnel shall possess the skills, licenses, and software access needed to perform the services required under this PWS.

The Contractor is responsible for ensuring that personnel assigned to this effort are qualified to perform the required digitization, OCR/searchability, metadata, indexing, records handling, secure transportation, and secure storage tasks.

1.6.10. Post Award Conference/Periodic Progress Meetings:

No later than ten (10) business days after the date of award, the Contractor shall attend a post-award technical conference or kickoff meeting with the COR, FPM, and other DOL/MSHA representatives. The purpose of the conference is to discuss technical requirements, objectives, security requirements, chain-of-custody procedures, deliverables, OCR/searchability requirements, indexing, CLIN/payment milestones, secure transportation, and the project schedule. A conference call or virtual meeting will be sufficient unless otherwise directed.

The Contractor shall participate in periodic progress meetings as requested by the COR or FPM at no additional cost to the Government. The Contractor shall brief the COR and OSRV as often as necessary on project status, including any foreseeable problems with time, resources, quality, transportation, storage, or deliverable progress. Briefings shall include recommended solutions and be issue specific.

1.6.11. Contracting Officer’s Representative:

The COR is a Government person designated and authorized in writing by the CO to perform specific technical or administrative functions. The primary COR, and alternate COR if required, will be appointed by the CO at the time of contract award. A COR will oversee the project, coordinate with the Contractor, and ensure adherence to project requirements and deliverables.

OSRV staff or detailees may assist with coordination, file tracking, and records management support. The COR does not have the authority to alter the Contractor’s obligations under the contract, modify any terms, conditions, specifications, or cost of the agreement, or authorize work outside the scope of the contract. Only the Contracting Officer may change contract requirements. Only the COR may provide technical direction within the scope of the contract as authorized by the Contracting Officer. OSRV staff or detailees shall not independently direct the Contractor.

1.6.12. Key Personnel:

The following personnel are considered key personnel by the Government: Project Director/Contract Manager and Alternate Project Director/Contract Manager. The Contractor shall provide a Project Director or Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the Project Director or Contract Manager is absent shall be designated in writing to the CO and COR.

The Project Director or Contract Manager shall serve as the primary point of contact for the COR, coordinate Contractor personnel, track work progress, address administrative matters, manage quality control, coordinate secure transportation and storage, and ensure that contract requirements are followed. The Project Director or Contract Manager shall have authority to act for the Contractor on all contract matters relating to daily performance of this contract.

1.6.12.1. Project Director/Contract Manager and Alternate Qualifications:

• Experience managing document imaging, digitization, records conversion, or similar records management projects.

• Experience overseeing quality control, metadata, indexing, OCR/searchability, discrepancy resolution for base-scope records, and records handling activities.

• Experience coordinating secure transportation, storage, chain-of-custody, and return of physical records.

• Ability to communicate effectively with the COR, CO, FPM, and Government points of contact and to track progress against deliverables and schedule.

1.6.12.2. Employee Conduct:

Contractor employees shall present themselves in a professional manner at all times, including when interacting through Microsoft Teams, WebEx, or other virtual meeting platforms. Their conduct shall not reflect discredit upon the United States or the Department of Labor.

1.6.12.3. Removing Employees for Misconduct or Security Reasons:

The Government may, at its sole discretion and with cause, request the Contractor to remove any Contractor employee from the contract for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required. The CO will issue a contract discrepancy report within five (5) business days of occurrence to support any request to remove an employee.

1.6.13. Identification of Contractor Employees:

All contract personnel in a Government facility, attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as Contractor personnel to avoid creating an impression that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractor personnel who have not been issued a Personal Identity Verification (PIV) card must present one valid, government-issued photo identification when entering any federally owned or leased facility. Acceptable forms of identification include a state-issued REAL ID-compliant driver’s license or identification card, U.S. Passport or Passport Card, Permanent Resident Card, U.S. Military ID, foreign passport with valid visa or admission stamp, or other federally recognized identification. Contractor personnel may be subject to screening, bag checks, or metal detectors per facility security policy.

1.6.14. Organizational Conflict of Interest:

Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in activities involving non-public information, records, or other information that could create an actual or potential Organizational Conflict of Interest (OCI), as defined in FAR Subpart 9.500. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer.

1.6.15. Phase In/Phase Out Period:

Not applicable unless otherwise directed by the Contracting Officer. If a phase-in or phase-out period is required, the Contractor shall coordinate with the COR and CO to ensure continuity of records handling, chain-of-custody, secure storage, deliverables, and return of physical records.

PART 2 DEFINITIONS & ACRONYMS

CO. Contracting Officer.

COR. Contracting Officer’s Representative. A representative assigned by the Contracting Officer to perform surveillance and act as liaison to the Contractor.

Defective Service. A service output that does not meet the standard of performance associated with it in the PWS.

Deliverable. Anything that can be delivered to the Government, including physical records, digital files, reports, logs, indexes, or meetings.

DOL. Department of Labor.

FAR. Federal Acquisition Regulation.

Federal Record. Recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with public business and preserved or appropriate for preservation.

FISMA. Federal Information Security Modernization Act.

FPM. Federal Project Manager.

MSHA. Mine Safety and Health Administration.

NARA. National Archives and Records Administration.

OCR. Optical Character Recognition.

OCI. Organizational Conflict of Interest.

OSRV. Office of Standards, Regulations, and Variances.

PWS. Performance Work Statement.

QASP. Quality Assurance Surveillance Plan.

Quality Assurance. Government actions used to assure services meet the requirements of the PWS.

Quality Control. Contractor actions used to control the performance of services so that they meet the requirements of the PWS.

sFTP. Secure File Transfer Protocol.

PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1. General:

The Government will provide available box lists, docket listings, file inventories, naming conventions, access instructions, and other available information needed for the Contractor to perform digitization, indexing, OCR/searchability, and secure transfer for base-scope records. The Government will provide the Contractor access to sFTP or another approved secure transfer method for MSHA/OSRV review.

3.2. Equipment:

The Government will not supply equipment unless otherwise authorized in writing. The Contractor shall furnish equipment necessary to perform the work required under this PWS.

3.3. Services:

The Government will provide coordination for pickup and return of physical records at the MSHA Headquarters/DOL Frances Perkins Building in Washington, DC, and will provide access instructions for approved secure transfer and review of electronic deliverables.

3.4. Facilities:

The Contractor shall provide secure facilities necessary for digitizing records efficiently and securely, maintaining the security of both physical and digital records. Any Government facility access shall be coordinated through the COR or other authorized Government point of contact.

PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1. General:

Except for items specifically stated as Government furnished in Part 3, the Contractor shall furnish all personnel, equipment, tools, materials, supervision, software, facilities, transportation, secure storage, and other items required to perform the services in this PWS.

PART 5 SPECIFIC TASKS

5.1. Basic Services:

The Contractor shall establish a process to digitize approximately 53 boxes of priority existing Federal records for MSHA/OSRV, estimated at 141,655 pages, for electronic archiving and approved records management. The physical records are located in MSHA offices in Washington, DC. Digitization will occur at approved Contractor facilities located in the United States. Records shall be securely transported and stored at the Contractor’s facility for processing.

Existing Federal Record Digitization (EFRD) workflows must include the following components:

• Receiving and tracking records.

• Sorting and preparing records for digitization.

• Scanning/digitizing records.

• Performing OCR or other Government-approved searchability methods where technically feasible.

• Validating business rules and applying metadata.

• Indexing digitized records and providing final electronic indexes.

• Securely exporting digital records and metadata to an MSHA-approved online portal or secure transfer location.

• Transferring scanned records via sFTP or another Government-approved secure transfer method.

• Providing verification documents that all paper records are digitized and returned in an organized manner or in the manner they were received.

5.2. Digitization Plan:

Before beginning digitization work, the Contractor shall submit a Digitization Plan describing the proposed process for pickup, transportation, inventory, document preparation, scanning, OCR/searchability, quality control, metadata application, indexing, secure transfer, storage, shipping, and return of physical records.

5.3. Receiving, Inventory, and Chain-of-Custody:

The Contractor shall pick up physical records at the MSHA Headquarters/DOL Frances Perkins Building in Washington, DC, unless otherwise directed through approved contract channels. The Contractor shall maintain a chain-of-custody log for all physical records from pickup through return. The log shall include, at a minimum, box number, file group or docket identifier, date and time of transfer, condition of records, current location, and responsible personnel. Any missing, damaged, misfiled, or out-of-order records shall be reported to the COR immediately.

5.4. Secure Transportation, Shipping, and Storage:

The Contractor shall provide secure transportation, shipping, and temporary storage for physical records. The Contractor shall protect records from loss, damage, unauthorized access, unauthorized disclosure, and environmental conditions that could compromise the records. Shipping or transportation methods shall maintain chain-of-custody and comply with applicable security and records requirements.

5.5. Document Preparation:

The Contractor shall prepare records for imaging, including removal of fasteners and other imaging preparation as needed. Paper records must be kept in the order in which the pages are found. Records may require repair, including clear taping of torn pages and flattening of highly folded pages. Sticky notes shall be removed from the original document page, placed onto a carrier sheet, and submitted behind the original page.

5.6. Scanning/Digitization:

The Contractor shall convert documents to digital format with required metadata to ensure searchability and adherence to NARA standards. The Contractor shall label digitized records according to a record naming convention or docket listing as instructed by MSHA/OSRV. The Contractor shall ensure each digitized record is named accurately and consistently with the corresponding physical record.

5.7. Optical Character Recognition (OCR) and Searchability:

The Contractor shall apply OCR or other Government-approved searchability methods where technically feasible and appropriate for the record type. Searchable text must be associated with the correct digital record and must support retrieval, review, and long-term records management. If OCR is not technically feasible for a record or portion of a record, the Contractor shall identify the limitation in the applicable report or discrepancy log. Machine-printed, legible typed text shall meet at least 99 percent OCR character accuracy when measured on a reasonable sample. OCR exceptions for handwriting, poor-quality originals, stamps, marginalia, low-contrast text, damaged documents, or non-text materials shall be documented in the applicable discrepancy report or final report.

5.8. Quality Control and Verification:

The Contractor shall conduct side-by-side verification of digitized records against physical records, ensuring accuracy and consistency. Scanned images shall be complete, legible, correctly oriented, not cut off, not blurred, not skewed beyond readability, free of avoidable streaks or shadows, and scanned at the required resolution and color mode for the record type. At least 98 percent of sampled images must meet image acceptance criteria. The Contractor shall perform quality control checks to ensure scanned images are complete, legible, properly oriented, correctly named, searchable where required, indexed, and matched to the correct physical record. The Contractor shall rescan or correct Contractor-caused deficiencies at no additional cost to the Government.

5.9. Optional Validation and Organization Work:

Validation and organization of previously scanned records are not included in the base requirement. This work may be performed only if authorized in writing by the Contracting Officer under an optional CLIN.

5.10. Metadata Application and Indexing:

The Contractor shall ensure digitized records include appropriate and detailed metadata as required by NARA and MSHA. Minimum metadata elements are defined in Technical Exhibit 4. The scanned digitized records and metadata shall have the capability to integrate or interface with the DOL enterprise records management solution in support of a central index for records search capabilities. The Contractor shall provide a final electronic index of digitized records, file names, directory structure, and corresponding physical record locations.

5.11. Secure Transfer:

The Contractor shall upload scanned digitized records, OCR/searchable files, metadata, indexes, and related deliverables via sFTP or another Government-approved secure transfer method to a secure online portal for MSHA/OSRV review. The digitized records and metadata shall meet all Federal, DOL, and MSHA IT security requirements.

5.12. Return of Physical Records:

The Contractor shall reassemble all converted physical documents after digitization so that those documents can be returned to

MSHA/OSRV in the order provided by MSHA. Physical records must be shipped back to MSHA/OSRV with a manifest and chain-of-custody documentation. Physical records shall not be destroyed unless authorized in writing and in accordance with applicable records disposition requirements.

5.13. Monthly Progress Report:

The Contractor shall provide a monthly progress report detailing the progress made during the previous reporting period. The reports shall include digitization progress, discrepancies found for base-scope records, corrective actions taken, unresolved discrepancies, chain-of-custody status, CLIN/milestone progress, and any limitations affecting OCR, metadata, searchability, indexing, or completeness.

5.14. Final Report and Discrepancy Resolution:

The Contractor shall submit a final report that summarizes the digitization, OCR/searchability, indexing, metadata application, quality control, and discrepancy resolution process for base-scope records. The final report shall include a list of discrepancies found, corrective actions taken, unresolved discrepancies, and any limitations affecting OCR, metadata, searchability, indexing, or completeness.

5.15. Optional CLINs - Deferred Records Work:

Subject to availability of funds and written authorization by the Contracting Officer, optional CLINs may be used for deferred records work, including: (1) digitization of approximately 2 additional boxes of unscanned records not included in the base requirement; (2) validation and organization of approximately 44 boxes of previously scanned records, estimated at 117,000 pages; and (3) review and organization of approximately 80 previously scanned docket files. Optional work shall not be performed unless specifically authorized in writing and funded through the resulting contract or modification.

PART 6 APPLICABLE PUBLICATIONS AND RECORDS REQUIREMENTS 15

6.1. Publications Applicable to This PWS:

• Federal Information Security Modernization Act of 2014 (FISMA).

• Office of Management and Budget (OMB) policy and guidance for privacy and securing Federal information and IT systems.

• Federal Risk and Authorization Management Program (FedRAMP).

• National Archives and Records Administration (NARA) records management and digitization requirements.

• National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) and Special Publications 800 series.

• Records Management by Federal Agencies (44 U.S.C. Chapter 31).

• Section 508 of the Rehabilitation Act.

• DOL Computer Security Handbook.

6.2. Records Requirements:

The Contractor shall comply with all applicable records management laws and regulations, as well as NARA records policies, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31, and 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and policies associated with safeguarding records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to applicable records management requirements. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

DOL and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of DOL or destroyed except in accordance with agency records schedules and required written concurrence. Destruction of records is expressly prohibited unless authorized in writing and in accordance with applicable records disposition requirements.

6.3. Subcontractor Requirements:

The Contractor shall obtain the CO’s approval prior to engaging in any subcontractual relationship in support of this contract requiring the disclosure of information, documentary material, or records generated under, or relating to, this contract. The Contractor and any subcontractor shall abide by Government and MSHA guidance for protecting sensitive, proprietary, classified, and controlled unclassified information.

6.4. Minimum Metadata Requirements:

All records digitized under this contract must include appropriate metadata with each electronic record created through these processes. Minimum metadata elements are defined in Technical Exhibit 4. The Contractor must apply and index metadata to digitized records to meet MSHA long-term management and storage of electronic records and associated metadata for lifecycle management and retrieval processes.

6.5. Section 508 Compliance:

All electronic and information technology/information and communication technology deliverables produced by the Contractor shall be accessible, usable by assistive technologies, and meet applicable Section 508 requirements. By submitting deliverables pursuant to this contract, the Contractor is certifying that such deliverables conform to the applicable accessibility standards. Deliverables that are found to be non-conformant shall be remediated by the Contractor within a reasonable time and at no additional cost to the

Government.

All documents and deliverables prepared for or provided to the Government must be in accessible formats. PDFs created for or provided to the Government, including PDFs created from scanned documents, must be accessible to the extent required by the contract and applicable Section 508 standards. Additional information about accessibility standards may be found at http://section508.gov/.

PART 7 TECHNICAL EXHIBIT INDEX

• Technical Exhibit 1 - Performance Requirements Summary

• Technical Exhibit 2 - Deliverables Schedule

• Technical Exhibit 3 - Estimated Workload Data

• Technical Exhibit 4 - Minimum Metadata Requirements

• Technical Exhibit 5 - Digital Formats Technical Exhibit 1 - Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Service Required Standard Performance

Threshold Method of Surveillance

PRS #1

PWS 5.2 - The Contractor shall submit a Digitization Plan.

Plan addresses pickup, transportation, inventory, document preparation, scanning, OCR/searchability, quality control, metadata, indexing, secure transfer, discrepancy resolution, storage, shipping, and return.

Zero deviation from required plan elements unless approved by

COR/CO.

100% review by

COR.

PRS #2

PWS 5.3-5.4 - The Contractor shall receive, track, transport, ship, and store physical records with chain-of-custody controls.

Chain-of-custody log is complete and records are protected from loss, damage, unauthorized access, and unauthorized disclosure.

Zero lost boxes or records; 100% chain-of-custody documentation for transferred boxes.

100% inspection of chain-of-custody records by COR or designee.

PRS #3

PWS 5.5-5.6 - The Contractor shall prepare and scan/digitize records.

Scanned images shall be complete, legible, correctly oriented, not cut off, not blurred, not skewed beyond readability, free of avoidable streaks or shadows, and scanned at the required resolution and color mode for the record type.

At least 98 percent of sampled images must meet image acceptance criteria; Contractor-caused deficiencies shall be corrected at no additional cost to the Government.

Periodic sampling and targeted inspection by COR or designee.

PRS #4

PWS 5.7 - The Contractor shall apply OCR or approved searchability methods where technically feasible and appropriate for the record type.

Machine-printed, legible typed text shall meet at least 99 percent OCR character accuracy when measured on a reasonable sample. OCR exceptions for handwriting, poor-quality originals, stamps, marginalia, low-contrast text, damaged documents, or non-text materials shall be documented in the applicable discrepancy report or final report.

At least 99 percent OCR accuracy for sampled legible typed text; 100 percent documentation of OCR exceptions.

Sampling and keyword/search testing by COR or designee.

PRS #5

PWS 5.8 - The Contractor shall verify digitized base-scope

Quality review verifies completeness, order, legibility, naming accuracy, Zero unresolved discrepancies omitted from reporting; 100%

Review of quality logs, discrepancy reports, and sampled

Performance Objective Service Required Standard Performance

Threshold Method of Surveillance records against quality requirements.

metadata accuracy, searchability, and indexing accuracy for base-scope digitized records.

Discrepancies are documented and reported.

correction of Contractor-caused deficiencies.

files by COR or designee.

PRS #6

PWS 5.10-5.11 and

6.4 - The Contractor shall apply metadata, indexing, and secure transfer requirements.

Metadata conforms to Technical Exhibit 4; index ties file names, directory structure, and physical record locations. Files are securely transferred using approved methods.

At least 98% metadata/indexing accuracy in sampled records; 100% correction of Contractor-caused errors.

Sampling and review of metadata, index, and transfer confirmation by COR or designee.

PRS #7

PWS 5.12 - The Contractor shall return physical records with a manifest and final chain-of-custody documentation.

Physical records are returned in original order, with manifest and final chain-of-custody confirmation.

Zero missing boxes or records; 100% manifest/chain-of-custody documentation.

100% inspection of return manifest and chain-of-custody records by COR or designee.

PRS #8

PWS 5.13-5.14 - The Contractor shall submit monthly progress reports and a final report.

Reports include required progress, discrepancies, corrective actions, limitations, CLIN/milestone progress, final index, final discrepancy resolution, and unresolved items.

Reports submitted by due dates; zero missing required report elements unless approved by

COR.

100% review by COR or designee.

Technical Exhibit 2 - Deliverables Schedule Item Deliverable / PWS

Reference Medium/Format Due Date Submit To

1 Post-Award Technical Conference / PWS 1.6.10

Via Teams or other approved meeting platform

No later than 10 business days after award

COR, FPM, MSHA

POCs

2 Signed non-disclosure agreements / PWS 1.6.8.2

Signed PDF For each contractor employee working on digitizing documents; no later than 10 business days after award

COR

3 Digitization Plan / PWS 5.2 Word or PDF via email No later than 15 business days after award or as directed by

COR

COR, FPM, MSHA

POC

4 Receiving of Physical Records and Chain-of- Custody Log / PWS 5.3

Physical records and chain-of-custody log

No later than 30 business days after award or as coordinated by COR

Coordination with MSHA POCs;

notification to COR and FPM

5 Monthly Progress Reports /

PWS 5.13

Word or PDF via email By the 5th calendar day of each month

COR, FPM, MSHA

POC

6 Monthly Invoice Submittal /

PWS 1.6.7.1

PDF to Quick Pay email system or other method required by contract

By the 10th calendar day of each month, as applicable

Quick Pay email system and COR

7 Digitized Records and Metadata / PWS 5.6, 5.7, 5.10, 5.11

NARA-approved formats via secure online file transfer/sFTP

By agreed project schedule and no later…