Attachment 1 - 19 CS Base Staging PWS.pdf

Base Records Staging Digitization

19th Communications Squadron

Little Rock AFB, Arkansas

PERFORMANCE WORK STATEMENT (PWS)

31 August 2020

1. SCOPE OF WORK

The 19th Communications Squadron (19 CS) Base Records Staging room is a facility located at Little

Rock Air Force Base that provides storage for official records for 35 squadrons for both AMC and AETC.

The service requirement is for a Document Conversion and Destruction (DCD) contractor to pick up and convert 553 boxes of documents and 766 maps/tubes of drawings, located in LRAFB Base Records

Staging area, to digital records. This requirement includes pick-up of all boxes, tubes of drawings, scanning documents, removing staples, indexing scanned document files located on DVD's, conducting quality assurance inspecting and editing to ensure exact match of scanned images, and ensuring destruction of contents of boxes except those marked to return and not destroy. The DCD contractor shall provide document storage of boxes as they are working project and destruction at the DCD contractor’s location. The contractor shall perform these services in accordance with all applicable local, state, and federal regulations, codes, and laws; and comply with National Archive Records Administration standards. The contractor shall be state registered and permitted to handle personal identifiable information. The method of disposal shall be any approved method (i.e., incineration, autoclave/pulverize, hyper chlorate/pulverize, etc.) The service will also include all documentation of services performed, in accordance with applicable laws, regulations, and policies. All work shall be accomplished within one year after date on award.

2. DESCRIPTION OF SERVICES

2.1. CONTRACTOR QUALIFICATIONS

Contractor shall furnish copies of applicable licenses, permits, and appropriate documents relevant to digitizing, transporting and destroying records within governing regulations. The Contractor shall complete work and provide proper secured working facilities in accordance with NARA standards:

https://www.archives.gov/about/regulations/regulations.html.

The Contracting Officer and 19 CS Base Records Manager shall receive copies of disposal permits for all records destroyed. DCD Contractor personnel associate with this project will complete PII training at the website: http://iase.disa.mil/eta/Pages/indes.aspx. This documentation shall be provided within 14 days of contract notice of award and as required during contract performance.

2.2. TRANSPORTATION AND PACKAGING:

Paper documents, maps, and slides shall be prepared, packaged, and transported by the DCD contractor at a time agreed upon by the Base Records Manager within 30 business days after notice of award. The

DCD contractor shall be responsible for document preparation, to include removing from the file folders, removing staples, fasteners, binder clips, rubber bands, or any binding, etc. Post-it notes will be removed and placed on a blank page before scanning unless other instructions are provided. After scanning, the documents shall be placed back in the original container and in the same order prior to removal unless other instructions are provided. The DCD contractor will conduct a quality check to ensure data transfer was 100% complete for all scanned documents. Once confirmed all images converted, DCD contractor shall be responsible to properly shred all documents.

https://www.archives.gov/about/regulations/regulations.html http://iase.disa.mil/eta/Pages/indes.aspx.

2.3. PAPER DOCUMENTS CONVERTED TO ELECTRONIC MEDIA:

The DCD contractor shall create editable PDFs that are searchable. Paper documents are to be scanned at

300 or 600 dots per inch (DPI) to be determined based on the size of the scanned images. In addition, upon request some records may need to be converted to comply with Section 508, Americans with

Disabilities Act as defined in Section 508 (29 U.S.C. 794d), Technical Standards (Subpart B). The DCD contractor must also have the ability to complete task as needed for Freedom of Information requests.

Slides are to be scanned in at 4800 dpi settings. There may be some select slides that require a higher resolution.

2.4. QUALITY MANAGEMENT APPROACH:

The DCD contractor shall submit a Quality Management Approach (QMA) detailing how they will ensure that quality work will be produced within 14 days after award.

2.5. INSPECTION AND ACCEPTANCE:

The National Archives Records Administration and/or Base Records Manager has the authority to inspect, accept or reject all deliverables. All rejected deliverables will be corrected at the contractor’s expense with no additional cost to the government. Final inspection of all deliverables, prior to shipment, shall be performed by the DCD contractor and a copy of the inspection report provided to the Base Records

Manager.

2.6. TRANSPORTATION AND MANIFEST RECEIPT:

The contractor shall provide the 19 CS Base Records Manager with a receipt of inventory picked up and transported off-site before departing. The receipt shall include the contractor's date of pickup, name & address, account number and quantity of each box/container picked up. The contractor's representative and Base Records Manager, and certified transporter shall sign the transport manifest receipt. Once the contractor loads the trucks with official records, the records become the responsibility of the contractor.

Contractor shall have sole responsibility for any and all loss, damage, or injury to persons or property.

2.7. OTHER DOCUMENTATION:

The DCD contractor shall provide the Base Records Manager with a weekly status report of progress of total box count completed. The report shall include:

(1) The number of images scanned

(2) The number of boxes and the type of documents contained in the boxes onsite waiting to be scanned

(3) The estimated output for the following month.

The Weekly Activity & Monthly Status Reports will be submitted in a standard electronic format via email to the Base Records Manager each Monday. Each Monday, a hand-delivered DVD disk will be provided to prevent any loss of data in the mail and to ensure data integrity.

2.8. LIABILITY: The contractor accepts official records at risk and the government will be held harmless for any and all losses, damages, or liability on account of personal injury, death, or property damage, or claims for personal injury, death, or property damage of any nature whatever and by whomsoever made, arising out of the activities of the contractor, his employees, subcontractors, or agents under this contract.

3. CONTRACTOR EMPLOYEES

Contractor employees shall present a neat appearance and be easily recognized as a contract employee.

This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name. The contractor shall ensure their employees are trained as required by governing regulations to perform this work. Training shall not hamper the quality or timeliness of work requirements. Additionally, the contractor shall ensure employees have current and valid driver's licenses for the appropriate vehicle. Contractor's vehicles shall be maintained with current and proper state inspection and registration.

3.1. SECURITY

While at Government locations, the Contractor shall comply with applicable installation, facility and area commander installation/facility access and local security policies provided by the Government. The

Government reserves the right to refuse access to Government facilities and/or operations under this contract to any contractor personnel, or prospective employee, identified as a potential threat to the health, safety, security, general well-being, or operational mission of the AF and its population.

3.2. SAFETY

The contractor and contractor representatives shall comply with Air Force Traffic laws, and safety standards at all times while on government property. In accordance with AFOSH Std 91-8, 91-301, 91

501 and Federal Occupational, Health and Safety agency (OSHA) standards, safe-working practices shall be followed. Safety precautions include, but are not limited to:

(1) Wearing of seatbelts/shoulder harnesses at all times and obey speed limits posted inside Little Rock

AFB. DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

(2) Comply with the non-smoking policy while on 19 CS property. AFI 40-102, Tobacco Free Living.

(3) All contractors entering unto Little Rock AFB shall adhere to all CDC guidelines to include the use of a face mask as well as enforcing social distancing whenever possible.

3.3. WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicles or privately-owned vehicle while on Little Rock AFB premises.