Attachment 1 - Draft Performance Work Statement (PWS).pdf

Version: 1.3 (06/27/2025)

Document Conversion Performance Work Statement

Table of Contents

1.0 SCOPE

2.0 TITLE

3.0 BACKGROUND

3.1 FREQUENCY OF ORDERS

3.2 NUMBER OF IMAGES

4.0 GOVERNMENT FURNISHED PROPERTY

5.0 CONTRACTOR TO FURNISH

6.0 PRODUCTION MEETINGS

7.0 DOCUMENT PREPARATION AND CLEAN-UP

8.0 NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

9.0 FEDERAL AGENCIES DIGITIZATION GUIDELINES INITIATIVE

10.0 SCANNER IMAGING PERFORMANCE AND MONITORING

11.0 DOCUMENT CONVERSION AND SCANNING

11.1 PAPER DOCUMENTS

11.2 ENGINEERING DRAWING/MAPS

11.3 MICROFILM/MICROFICHE

11.4 APERATURE CARDS

12.0 OPTICAL CHARACTER RECOGNITION (OCR)

13.0 INDEXING

14.0 PORTABLE DOCUMENT FORMAT (PDF) AND WORD PROCESSING

CONVERSION

15.0 OUTPUT MEDIA

16.0 PACKAGING

17.0 TRANSPORTATION

18.0 SCHEDULE

19.0 DATA RIGHTS

19.1 DATA BACKUP

20.0 DESTRUCTION OF GOVERNMENT FURNISHED MATERIALS

21.0 INFORMATION CUSTODIAL LANGUAGE

22.0 REPORTING

23.0 SECURITY REQUIREMENTS

23.1 SECURITY CLEARANCES

23.2 INFORMATION SECURITY

23.3 PERSONNEL SECURITY – PRIVACY AND SECURITY SAFEGUARDS

23.4 NIST

24.0 ASSIGNMENT OF TASK ORDER NUMBERS

24.1 ORDERING

24.2 REQUIREMENTS

25.0 SPILLAGE

26.0 INVOICING INFORMATION

27.0 MODIFICATIONS

28.0 ENVIRONMENTAL SPILL RESPONSIBILITY

29.0 LIQUIDATED DAMAGES FOR DATA BREACH

1.0 SCOPE:

a. These specifications cover off-site document conversion services requiring such operations as document preparation and clean-up, scanning, Optical Character Recognition (OCR) conversion, 508 compliance, naming/indexing, saving to various output media, packing, and distribution. See section 11.

b. The term of this contract is for the period beginning Date of Award 12-month base and up to four

(4) optional 12-month option periods.

2.0 TITLE:

DLA Off-Site Document Conversion and Scanning Services.

For this contract, “off-site” is defined as performing at vendor locations or facilities

3.0 BACKGROUND:

a. The Defense Logistics Agency (DLA) Document Services’ mission includes being the single agency in the DoD providing integrated management of document services on behalf of the Department of Defense (DOD). These services include electronic conversion, retrieval, production, and distribution of both digital and electronic data to Government customers to be performed at qualified and approved vendor facilities.

b. DLA has a requirement to obtain professional support services in support of document conversion from legacy document media (paper, microfilm, microfiche, aperture cards, oversized, engineering drawings, etc.), into standard electronic files (e.g., PDF, TIFF, CSV, XML) and media (CD, DVD, Blu- Ray, External Hard Drive (EHD), Electronic Upload).

c. The process of document conversion involves state-of-the-art scanning of the original document’s text and graphic image into digital data, which is then transferred to a new media and formatted for use in a document imaging and storage system. Comprehensive document conversion services are used to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings/maps, legal instruments, etc.) in whatever media they currently exist (hard copy, soft copy (electronic), microfiche/microfilm, and/or aperture cards) onto a new delivery/storage media (see section “15.0 - OUTPUT MEDIA” specified herein) in PDF image files required for use in a document imaging and storage system. Customized coding and indexing options are also available as part of the document conversion process. Complete document conversion services will be used for TS/SCI, Secret, Confidential, Unclassified, Sensitive But Unclassified (SBU), PII, and/or Controlled Unclassified Information (CUI)) documents using approved vendor facilities.

3.1 FREQUENCY OF ORDERS:

It is impossible to predetermine the number or frequency of orders which will be placed during the term of this contract. However, based on historical data, it is anticipated that up to approximately 25 to 40 orders will be issued per year, with up to an estimated 5 to 10 orders being multiple-year efforts.

3.2 NUMBER OF IMAGES:

a. There will be approximately 1,000 to 9,000,000 images per order.

4.0 GOVERNMENT FURNISHED PROPERTY:

a. TO form will be completed with each order. Attachments with additional instructions/information for that order may be furnished with the TO. All attachments are to be considered part of the TO. (See “Section 23.0 - ASSIGNMENT OF TASK ORDER NUMBERS” and “Section 24.1 - ORDERING” specified herein.)

b. Furnished materials will be located and furnished in an organized fashion in bankers boxes, standard shipping containers, file cabinets, etc. Hard copy documents, soft copy (electronic), microfiche, and/or microfilm may be furnished. Hard copy documents consist of, but are not limited to, singles-leaf documents, bound documents, engineering drawings, maps, and aperture cards.

c. Majority of furnished hard copy documents (approximately 95%) are 8-1/2 x 11”, one and two-sided, are in good to fair condition that are able to auto fed through scanners and will require no intervention to medium intervention as defined in Section 7.0(e) – DOCUMENT PREPARATION AND CLEAN-UP. The remaining balance of furnished hard copy documents are sizes other than 8-1/2 x 11” and may be fragile documents (e.g., carbon copies) (see “Section 10.0 - DOCUMENT CONVERSION AND SCANNING for more information).

d. Within two (2) business days of receipt of furnished materials, Contractor must perform an initial review and inventory all the materials received (number of boxes/containers/file cabinets, etc.). The Contractor must notify both DLA Contracting Officer (KO), Contracting Officer Representative (COR) and Program Manager, in writing, of any discrepancy between what is received and what is specified on the accompanied TO. The DLA KO, COR and Program Manager will be defined in each task order.

e. During the production of the TO, the Contractor must maintain a running manifest of the received materials as the Contractor is going through each box/container/file cabinet, etc., and must identify and document what each box/container/file cabinet, etc., consists of. The Contractor must notify DLA KO, COR and Program Manager, in writing, of any issues with the furnished materials as they are discovered or if any requirement falls outside of the scope of the contract. See “Section 5.0 - CONTRACTOR TO FURNISH” and “Section 7.0 - DOCUMENT PREPARATION AND CLEAN-UP” for additional information.

f. The Government will provide Government furnished equipment in the form of computer hardware, to include software support to assigned contractor personnel when required by an individual task order. Requests for additional, situational, or unique GFE shall be submitted in writing to the Government POC at the Task Order level for COR and Contracting Officer review.

5.0 CONTRACTOR TO FURNISH:

a. All materials and operations, other than those listed under “Section 4.0 - GOVERNMENT FURNISHED PROPERTY,” necessary to produce the products in accordance with these specifications.

b. Immediately upon award, Contractor must provide the DLA KO, COR, and send email to contact.DOCONPMO@dla.mil with a main point-of-contact (POC) and a backup POC to handle all communications with DLA Document Services (including all the various locations).

c. The Contractor shall be responsible for employing technically qualified personnel to perform the work required under this contract. The Contractor shall maintain the personnel, organization, and mailto:contact.DOCONPMO@dla.mil administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

d. Immediately upon award, the contractor is required to meet staffing levels required to perform duties related to current workload and volume.

e. It is the Contractor’s responsibility to determine and maintain the appropriate number of qualified staffing needed to complete each order in accordance these specifications. The Contractor will not be relieved of any responsibility in meeting the mutually agreed upon schedule because of the Contractor’s failure to maintain the necessary staffing.

f. If, at any point during the term of the contract or during the production of an individual TO, the specifications change, the Contractor, to the best of their ability, will work with DLA KO, COR and Program Manager to affect the change. The required change and any mutually agreed upon price and/or schedule adjustments will be authorized via a DLA KO-issued SF30 modification to the task order.

g. The Contractor shall be certified, bonded, and insured of any TO that awarded.

h. Due to the nature and sensitivity of government information involved in the digitization process no subcontracting is permitted.

i. The Contractor shall have a quality control program to assure the requirements of this contract are provided as specified. When requested, the Contractor must provide a copy of their quality control program.

6.0 PRODUCTION MEETINGS:

a. The Contractor and DLA Program Manager and COR will meet monthly to discuss various topics, to include, but not limited to current orders and their progress, issues with current or previous orders and how the Contractor will resolve the issues.

b. In addition to the monthly meetings, the Government may request ad hoc meetings.

c. The Contractor is responsible for setting up the bi-monthly and any ad hoc meetings, hosting the meeting, and taking the notes/minutes of the meeting. After the meeting, the Contractor will provide the notes/minutes to both DLA Program Manager, KO and COR via email attachment as a Microsoft (MS) Word document and PDF file.

d. These meetings will be held via teleconference. The person(s) that the Contractor deems necessary for the successful implementation of the contract must be in attendance.

7.0 DOCUMENT PREPARATION AND CLEAN-UP:

a. The Contractor shall provide document preparation services to include pre- and post-document handling services and document reconstruction services. These services may include, but are not limited to: dissembling documents, removing binding (staples, wire coils, etc.), removing sticky/post-it type notes, unfolding, taking materials out of folders or binders, taking out of envelopes, organizing/re-assembling in the originally furnished order, organizing/re-assembling in a different order than received, re-binding as originally furnished, re-inserting in originally furnished folders/binders/envelopes, etc. The

Contractor may be required to organize furnished materials/files in chronological order or in the order specified on the TO before returning to DLA Program Manager. The requirements will vary. The TO will specify any handling/reconstruction requirements

b. It is impossible to specify in this contract all the pre- and post-document services that may be required in any TO. Any services determined to be needed after receiving supply of furnished materials that are not specified above are to be brought to the attention of DLA KO, COR, and Program Manager.

If it is determined that those services do not fall within scope of this contract or per industry standards for document preparation/clean-up, the Contractor must be willing to work with DLA KO, COR, and Program Manager to provide the requested service. (See “Section 5.0: CONTRACTOR TO FURNISH” for additional information.)

c. The TO will specify if the Contractor is allowed to remove the binding from furnished books/publications.

d. The level of handwork intervention required for scanning the furnished document(s) is specified below:

1. No Intervention: Approximately 5% of the total furnished source materials that shall be ready to be inserted into the automated document scanner requiring no deconstruction. (For example, looseleaf documents that are all one size.)

2. Light Intervention: Approximately 15% of the total furnished source materials that shall require slight deconstruction before being inserted into the automatic document scanner. (For example, all one standard size documents that are rolled, stapled, or paper clipped.)

3. Medium Intervention: Approximately 70% of the total furnished source materials that shall require moderate deconstruction before being inserted into the automatic document scanner and consist of light intervention. (For example, documents of various standard sizes may include folder tabs and/or tab dividers; sticky notes to be removed and replaced.)

4. Heavy Intervention: Approximately 5% of the total furnished source materials that shall require difficult deconstruction before being inserted into the automatic document scanner and consist of light and/or medium intervention. (For example, documents of various standard sizes may include pages that are folded, torn, or stuck together.)

5. Glass Work: Approximately 5% of the total furnished source materials that consist of originals that can only be scanned manually on the scanner glass and may include, but are not limited to, receipts, half-pages, envelopes, onion skin or thermal facsimile paper, odd-sized originals, checks, permanently bound books, two-sided spiral bound publications, computer forms that cannot automatically feed, and extremely poor quality originals that require extensive handling and analysis on a page-by-page basis.

e. Hard copy documents may be furnished loose, bound, or in binders or folders. The Contractor will be required to separate each page for scanning/conversion. Some preparation prior to scanning will be required. The Contractor will remove staples, paper clips, and any other binding that will prevent the document from being scanned. The documents can be machine fed.

f. When required, reconstruction may include, but is not limited to, putting the documents back in bindings (staples, acco binding, spiral, perfect bind, etc.) or simply putting back in binders or folders, or rubber banding in the order the documents were scanned.

g. Documents may be fragile. The Contractor will be required to inspect all documents to determine their suitability for scanning. If Contractor determines that any document is unsuitable, Contractor is to contact DOCON PMO at: contact.DOCONPMO@dla.mil.

h. The Contractor must exercise reasonable care to ensure that the integrity of the material is preserved. Where materials are stapled, or otherwise fastened or bound, care must be used in taking the materials apart to ensure that part of the document is not obliterated or that the authenticity of the document becomes questionable.

i. After scanning, the Contractor may be required to re-assemble or re-bind furnished documents in the same order or manner as received. An occasional order may require the Contractor to organize and/or re-assemble in a different order or manner than received (e.g., organizing furnished materials in chronological order). When required, the requirements will be specified on the TO.

j. The Contractor shall provide document clean-up services to include, but are not limited to, de-speckling, line straightening, basic thresholding, cropping images, background removal, correction of linear distortion, drop out, and limited line removal, as specified on the TO or furnished materials.

k. Redacting data may be required and will be specified on the TO for the Contractor to follow.

Outside of standard redactions (e.g., SSNs, credit card numbers), DLA Program Manager will provide specific requirements for what is to be redacted.

NOTE: Redacting may not be required on all orders.

8.0 NATIONAL ARCHIVES AND RECORDS ADMINISTRATION:

a. National Archives and Records Administration (NARA) Conversion Standards primarily relate to how Federal agencies prepare and transfer permanent records, particularly electronic records, to NARA.

These standards ensure records are digitized and transferred in a way that preserves their authenticity and integrity for long-term archival purposes.

https://www.archives.gov/records-mgmt/policy/digitization

9.0 FEDERAL AGENCIES DIGITIZATION GUIDELINES INITIATIVE:

a. All scanning must be in accordance with the Federal Agencies Digitization Guidelines Initiative (FADGI): May 2023 Technical Guidelines for Digitizing Cultural Heritage Materials, Third Edition:

https://www.digitizationguidelines.gov/guidelines/FADGI%20Technical%20Guidelines%20for%20Digiti zing%20Cultural%20Heritage%20Materials_3rd%20Edition_05092023.pdf.

b. Depending on the ordering agency’s end use, each order may require the scanning to be in accordance with the following FADGI levels, as specified in the TO:

• One Star

• Two Star

• Three Star

• Four Star mailto:contact.DOCONPMO@dla.mil https://www.archives.gov/records-mgmt/policy/digitization https://www.digitizationguidelines.gov/guidelines/FADGI%20Technical%20Guidelines%20for%20Digitizing%20Cultural%20Heritage%20Materials_3rd%20Edition_05092023.pdf https://www.digitizationguidelines.gov/guidelines/FADGI%20Technical%20Guidelines%20for%20Digitizing%20Cultural%20Heritage%20Materials_3rd%20Edition_05092023.pdf

NOTE: It is anticipated that approximately 20% of all orders issued will require FADGI.

10.0 SCANNER IMAGING PERFORMANCE AND MONITORING:

a. Scanner performance and consistency during production shall be evaluated daily prior to scanning by the Contractor with the Digital Imaging Conformance Evaluation (DICE) Level Target (available as the Golden Thread target from Image Science Associates at:

https://www.imagescienceassociates.com/goldenthread.html). The Contractor is responsible for obtaining targets and evaluation software.

b. If scanner performance drops below the required minimum FADGI level specified, the Contractor shall stop all scanning and address the deficiency. Failure by the Contractor to address the deficiency may require the Contractor to re-scan documents at no expense to the Government. No extra time will be allowed for this rescanning; such operations must be accomplished within the original production schedule allotted in the specifications.

c. Contractor shall capture a digital image of the DICE Device Level Target for each scanner being used at the start of each day’s production and provide the file(s) to DOCON PMO at:

contact.DOCONPMO@dla.mil. Additionally, if any changes are made to the scanner(s) (e.g., maintenance, calibration, and/or repair), the Contractor shall capture digital images of the targets prior to scanning and provide them to DOCON PMO at: contact.DOCONPMO@dla.mil. In the event of an issue identified by the ordering agency, the ordering agency will provide the files to the DLA Program Manager for evaluation.

11.0 DOCUMENT CONVERSION AND SCANNING:

a. The Contractor shall be responsible for verification of all scanned documents ensuring they’re meeting all requirements in accordance with these contract specifications.

b. The Contractor shall have a quality control program to assure the requirements of this contract are provided as specified the contractor’s quality control program.

c. The Contractor shall scan all documents as furnished (i.e., black only documents in black only (bitmap); grayscale only documents in grayscale; color documents in color). For color documents, the color mode to be RGB or CMYK, as specified.

d. The Contractor shall perform scanning and indexing of paper containing personal, confidential, and proprietary information with high speed, compatible, scanning devices.

e. Saved files shall be optimized for Web viewing only, read-only, or high-resolution or low-resolution printing,

f. Contractor shall compress files to lossless PDF (with OCR) and TIFF files.

g. Scanned/converted documents shall be text searchable.

h. Contractor shall return scanned/converted documents as a single or multiple page PDF with OCR, and/or single page TIF, as required in the task order.

https://www.imagescienceassociates.com/goldenthread.html

i. The ordering agency may require the Contractor make available the furnished documents (or a small subset of the furnished documents) that have already been provided to the Contractor and are still being scanned/converted. If the file being requested was furnished electronically or the hard copy file has already been scanned, the Contractor may securely transfer Unclassified content only via secure/encrypted means (ex. DoD Safe) to the ordering agency. If a secure/encrypted email copy cannot be furnished, the Contractor must make available the original furnished hard copy file to the ordering agency.

j. If furnished materials that have not yet been scanned are being requested by a location other than the location for which the Contractor is providing off-site services, the Contractor must ship the requested materials f.o.b. Contractor’s city (reimbursable) within three (3) business days of the request. The Contractor will be reimbursed for shipping costs upon submission of all shipping receipts with their monthly billing invoice.

k. When required, the Contractor must email the secure/encrypted Unclassified file or make available the furnished hard copy file to an authorized representative of the ordering agency within three

(3) business days of the initial request. A list of authorized ordering agency personnel will be provided to the Contractor after award of the task order.

11.1 Paper Documents:

a. The Contractor shall provide paper document conversion services to include, but not limited to, scanning hard copy documents to digital format and then converting the digital documents to desired formats (up to and including 300 dpi or at 600 dpi) as specified on the TO.

b. Sizes range from 3 x 3” sticky/post-it type notes to 11 x 17”. Approximately 95% of the paper documents are 8-1/2 x 11”.

11.2 Engineering Drawings/Maps:

a. The Contractor shall provide drawing and map conversion services to include, but not limited to, conversion of drawings and maps to raster images, and scanning and conversion to desired formats (up to and including 300 dpi or at 600 dpi) as specified on the TO. Sizes range from 11” to 48” in width and up to 176” in length.

b. Documents scanned shall have blank pages removed; be de-skewed; and be cropped to eliminate excess over scan.

11.3 Microfilm/Microfiche:

a. The Contractor shall provide microfilm/microfiche to digital media to formats (300 or 600 dpi) as specified on the TO.

NOTE: Approximately 15% to 20% of all furnished materials will include microfilm/microfiche.

11.4 Aperture Cards:

a. The Contractor shall provide aperture cards to digital media to formats (up to and including 300 dpi or at 600 dpi) as specified on the TO.

12.0 OPTICAL CHARACTER RECOGNITION (OCR):

a. When required, the scanned documents must be converted using Optical Character Recognition (OCR). The OCR target format is PDF Image + text and PDF Normal, as ordered. No handwritten documents furnished will require OCR.

b. All furnished files must be 508 compliant in accordance with the Federally mandated requirements which can be found at: https://www.dla.mil/508/.

13.0 INDEXING:

a. Contractor must use the file naming convention and index file names as specified on the TO.

Each file name may be up to 45 characters.

b. Additional indexing for other than file names may be required. When ordered, the Contractor shall index up to five (5) fields per file. Fields to be specified on each TO. Each field may be comprised of multiple units. Each unit may be up to 45 characters. When indexing of fields is required, the Government will provide an electronic database.

c. Indexing is required and the Contractor shall provide either a Comma Separated Values (plain text format (CSV) file or an Extensible Markup Language (XML) file of the indexes upon project completion.

14.0 PORTABLE DOCUMENT FORMAT (PDF) AND WORD PROCESSING CONVERSION:

a. The Contractor shall provide hard copy and digital source file (containing text and graphics) to PDF to include, but not limited to, image only, image plus edited text, hyperlinking, bookmarking, editing services, and file cataloging services equal to the source with retained fonts and formats.

b. The delivered PDF content shall be generated using the most recent version of Adobe Acrobat software. The delivered PDF file must be text searchable. A PDF-A is a PDF that would be of industry standard and requires no editing. A PDF image plus editing is an image that does not meet industry standard and needs to be enhanced or edited to bring it to industry standard. PDF-A or PDF will be stated within each task order.

15.0 OUTPUT MEDIA:

a. The Contractor shall provide output media services to include, but not limited to, Compact Disc (CD), Digital Versatile Disc (DVD), Blu-ray, Universal Serial Bus (USB) External Hard Drive (EHD), and electronic upload as specified on the TO. The Contractor is responsible for providing the output media specified above.

b. A few orders will require a one-time instance with files to be uploaded to a content management system or a more in-depth upload into an electronic document management system in the order the customer dictates. To support these uploads, the Contractor shall furnish an accompanying CSV or XML load file. The load file must contain all metadata.

https://www.dla.mil/508/

16.0 PACKING:

a. The Contractor shall provide product shipment and packing in suitable, uniform quantities or as specified in the TO. If required, the Contractor shall provide all packing materials (shipping containers, shrink-film wrap, pallets, etc.).

b. Less-than-container-load (LTL) shipments shall be packaged in materials of sufficient strength and durability to prevent product damage and maintain package integrity during transit.

c. If not requested to be destroyed, all documents shall be returned to their original files and placed back into the box/container/cabinet, etc., in the order in which they were furnished.

17.0 TRANSPORTATION:

a. Transportation of the output media will be determined by DLA Program Manager and the Contractor as specified in the task order.

b. Ship f.o.b. Contractor’s city to domestic addresses nationwide, including Alaska, Hawaii, APO/FPO, and potentially any American Territory addresses. Complete addresses will be stated in the TO. Shipments must be made direct to the destination stated on the TO.

c. The Contractor is to ship (reimbursable) by traceable means. The Contractor will be reimbursed for all shipping costs by submitting shipping receipts with billing invoice for payment.

d. Classified materials are required to be WRAPPED, PACKED, AND TRANSPORTED in accordance with DoDM 5200.01 Vol 3.

18.0 SCHEDULE:

a. Project scheduling shall be determined at the TO level.

b. No definite schedule for placement of orders can be predetermined. Contractor must be capable of executing orders immediately upon award.

c. Required time frames for Contractor performance of services including are expressed in business days. For timekeeping purposes in the performance of services, the day in which the TO is issued to the Contractor will constitute “Day 0” (zero), and the following business day will constitute “Day 1”. All business days thereafter, whether in whole or in part, will constitute one (1) day for timekeeping purposes. A business day will be defined as any day on which normal business is conducted. It does not include weekends, all legally defined federal holidays, or other days in which the Contractor is denied installation access due to force protection or other conditions.

e. Because of varying degrees of size and complexity of each order, the schedule requirements for each individual TO will be determined jointly by the Government and the Contractor based on the amount of work involved and the time that can be allowed for that order. The schedule must be agreed upon prior to the ordering agency issuing the TO, and the ship/delivery date must be indicated on the TO for payment.

f. On TOs where twenty (20) or more boxes/containers/cabinets, etc., are furnished, the Contractor must submit a Plan of Action and Milestones (POAM) detailing how the production will be managed throughout the schedule as awarded in the TO. The Contractor must submit the POAM within 10 business days of receipt of the TO as either a MS Word document or PDF file, at Contractor’s option, to the ordering agency contacts as specified on the TO.

g. The ship/delivery date indicated on the TO is the date products ordered for shipping f.o.b.

Contractor’s city must be picked up by the small package carrier.

h. Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be furnished with the TO or shortly thereafter. In the event such information is not received in due time, the Contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request such information.

i. For compliance reporting purposes, the Contractor must notify the DLA Program Manager of the date of shipment or delivery, as applicable. Upon completion of each TO, Contractor shall send a completion email to contact.DOCONPMO@dla.mil.

19.0 DATA RIGHTS:

a. All data/content and materials furnished and/or produced in the performance of this contract shall be the sole property of the Government. The Contractor agrees not to assert rights or to establish any claim to such data/content/materials in whole or in part in any manner or form, or to authorize others to do so, without prior written consent of the KO.

b. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless otherwise directed/addressed in writing by DLA Document Services.

This includes both hard and soft copies of data.

c. The Contractor shall not release any information (including, but not limited to, photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the KO.

d. The Contractor agrees to the following:

• That the records, computer data, lists, and other information therein are, and shall remain, the exclusive property of the Government, and such data shall not be utilized or disclosed to any person or entity.

• The Contractor agrees to return to the Government all material utilized during this project, unless otherwise specified.

• The Contractor further agrees that neither they nor any of their directors, officers, employees, consultants, or agents will disclose, rent, lease, sell, or enter into joint ownership agreement concerning any records, lists, information, updates, or enhancements of the Government’s data in any form or for any purpose.

e. Upon completion of the TO, the Contractor shall return or destroy all copies of Government data as instructed in the TO, unless otherwise specified, and the Contractor shall not thereafter revive, retain, or use any Government data in any fashion or for any purpose whatsoever.

19.1 Data Backup:

The Contractor shall maintain a backup copy of all converted data to accommodate corrections to converted data as required. The backup copy shall be maintained for a period of 24-months (unless otherwise specified for a lesser period) of completion of the order and the official agency signatures for the destruction or return of the content. All backup data shall then be returned to the Government at the end of the 24-month or the lesser period. The Contractor shall provide the Government a data storage method and a confirmation method that all data has been returned within the appropriate timeframe, and none has been kept in the Contractor’s possession.

20.0 DESTRUCTION OF GOVERNMENT FURNISHED MATERIALS:

a. When ordered, the Contractor shall provide destruction services to include, but not limited to, the secure shredding of paper documents which may contain TS/SCI, SECRET, SBU data such as Privacy Act, PII, CUI, contracting, or financial information.

b. Furnished materials must be definitively destroyed (i.e., burning, pulping, shredding, macerating, or other suitable similar means). Electronic records must be definitively destroyed in a manner that prevents reconstruction. Definitively destroying the records means the material cannot be reassembled and used in an inappropriate manner in violation of law and regulations. Classified materials are required to be destroyed in accordance with DoDM 5200.01 Vol 3.

c. Destruction of specified furnished unclassified materials may be accomplished by commercial means. The Contractor shall show written, signed proof of destruction.

d. Destruction of furnished materials is for those materials specified by the ordering agency to be destroyed, not disposal of waste materials used/created in the scanning/conversion process.

e. Contractor will be allowed a charge for destruction of furnished materials specified by the ordering agency in accordance with the “PRICE SCHEDULE” as specified in the TO. The Contractor will not be permitted an additional charge for disposal of waste materials.

21.0 INFORMATION CUSTODIAL LANGUAGE:

a. Information made available to the Contractor by Government for the performance or administration of this contract or information developed by the Contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the Government.

b. DLA information should not be co-mingled, if possible, with any other data on the Contractor’s information systems or media storage systems to ensure DLA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that DLA’s information is returned to the DLA or destroyed in accordance with DoD sanitization requirements. DLA reserves the right to conduct on-site inspections of contractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow Government directive requirements.

c. Prior to termination or completion of this contract, Contractor must not destroy information received from DLA or gathered/created by the Contractor in the course of performing this contract without prior written approval by DLA. Any data destruction done on behalf of DLA by a Contractor must be done in accordance with National Archives and Records Administration (NARA) requirements.

Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the assigned primary point of contact within 30 calendar days of termination of the contract.

d. The Contractor must receive, gather, store, back up, maintain, use, disclose, and dispose of Government information only in compliance with the terms of the contract and applicable Federal and DLA information confidentiality and security laws, regulations, and policies. If Federal or DLA information confidentiality and security laws, regulations, and policies become applicable to the Government information or information systems after execution of the contract or if NIST issues or updates applicable Federal Information Processing Standards (FIPS) or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

e. The Contractor shall not make copies of DLA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If DLA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for DLA to withhold payment to the contractor or third party or terminate the contract for default.

g. The Contractor must store, transport, or transmit DLA sensitive information in an encrypted form, using DLA approved encryption tools that are, at a minimum, FIPS 140-2 validated.

h. Except for uses and disclosures of DLA information authorized by this contract for performance of the contract, the Contractor may use and disclose DLA information only in two other situations: (1) in response to a qualifying order of a court of competent jurisdiction or (2) with DLA’s prior written approval. The Contractor must refer to all requests for demands for production of, or inquiries about, DLA information and information systems to the DLA Contracting Office for response.

i. For service that involves storage, generating, transmitting, or exchanging DLA sensitive information but does not require certification and accreditation or a Memorandum of Understanding – Interservice Agreement (MOU-ISA) for system interconnection, the Contractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the assigned primary point of contact. NIST SP800-171 requirements apply to all components of nonfederal systems and organizations that process, store, and/or transmit CUI, or that provide protection for such components.

The security requirements are intended for use by federal agencies in contractual vehicles or other agreements established between those agencies and non-federal organizations.

22.0 REPORTING:

a. The Contractor shall provide a monthly production operations report for each TO issued of services with a breakout of cost per service. Contractor must submit a monthly report each month for each individual TO until the TO is completed, and the Contractor has been paid.

b. The reports shall be provided in a routine checklist format (developed by the Contractor) and coordinated with the Contractor’s accounting/billing department. At a minimum, the monthly update will include, but not be limited to, the following:

• Date of report

• All services rendered to date

• Funds expended since last report

• Total funds expended to date

• Any problems encountered in the month

• Actions required to be taken by DLA

• Work performed – quantities of each line item completed in the period

• Work anticipated to be completed during the next month.

• Project management hours charged.

c. The Contractor shall maintain an accurate report that summarizes pages scanned daily and total scanned to date and make such report available upon request to the ordering agency at any time during the TO performance (in addition to the monthly report). Such report must also be submitted with each monthly invoice to the ordering agency for certification (see section 24.0 “INVOICING

INFORMATION”).

d. On the same day as emailing the monthly reports to DLA KO, COR and Program Manager the Contractor must also email a copy to Joe Fagan at: joseph.fagan@dla.mil.

23.0 SECURITY REQUIREMENTS:

a. Protection of Sensitive and Personally Identifiable Information (PII) is “any information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc., alone or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.”

b. The Contractor shall comply with all applicable Federal, state, and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage, theft, and loss.

c. The Contractor shall restrict access to all information obtained in the performance of this contract to those employees and officials who have the appropriate clearances to perform the contract.

d. The Contractor shall process all information obtained in the performance of this contract under the immediate supervision and control of authorized personnel and in a manner that will protect the confidentiality of the records in such a way that unauthorized persons cannot retrieve any such records.

e. The Contractor shall inform all personnel with access to the information in the performance of this contract of the confidential nature of the information and the safeguards required to protect this information from improper disclosure.

f. For knowingly disclosing information in violation of the Privacy Act, the Contractor and the Contractor’s employees may be subject to the criminal penalties as set forth in 5 U.S.C Section 552a (i)(1), which is made applicable to Contractors by 5 U.S.C. 552a (m)(1) to the same extent as employees of the Government.

mailto:joseph.fagan@dla.mil

g. The Contractor shall ensure that each Contractor employee with access to information knows the prescribed rules of conduct, and that each Contractor employee is aware that he/she may be subject to criminal penalties for violations.

h. All information obtained for use in the performance of this contract shall, always, be stored in an area that is physically safe from unauthorized access.

i. The Government reserves the right to conduct on-site visits to review the Contractor’s documentation and in-house procedures for protection of information, if applicable.

23.1 Security Clearances:

a. All Contractor employees performing on this contract must be U.S. citizens and will be required to show proof of citizenship prior to commencement of work.

b. This contract is categorized as classified at the SECRET level and requires the contractor to have and maintain a favorable Facility (Security) Clearance (FCL) at the same or higher level of classification.

The contractor must obtain a facility clearance (DD Form 254) immediately after post award at least as high as the classification indicated for each facility used in the performance of this contract and at vendor designated sites performing classified work. Additional information can be found at:

https://www.dcsa.mil/Industrial-Security/Entity-Vetting-Facility-Clearances-FOCI/Facility-Clearances.

c. It is estimated that five (5) to ten (10) orders per year will involve classified document conversion and will require the operators to have a security clearance up to SECRET level as determined by the classification level of the source material. Some orders issued will contain SECRET, SECRET, Sensitive but Unclassified (SBU), PII, and/or Controlled Unclassified Information (CUI).

d. After the award, the Contractor will work with the DLA COR to ensure all additional employees performing on this contract are required to have completed the following:

• A fully adjudicated Tier III (formally ANACI) or Tier III background investigation. This background investigation must be completed prior to personnel placement and access to information, data, and/or records furnished by DLA. Contractors performing duties involving classified materials are required to obtain and maintain the appropriate level of clearance.

• If applicable, the Contractor may also be required to obtain a DoD issued Common Access Card

(CAC) or Installation Access Badge for each Contractor employee in accordance with procedures established by DLA and or the DoD. When a CAC is required, the COR will ensure that the Contractor meets and follows the requirements of Homeland Security Presidential Directive 12 and any other CAC-related requirements in the contract. The Contractor shall provide, monthly, a listing of all personnel working under the contract that have been issued CAC’s (See 23.1(i)).

e. It is the Contractor’s responsibility to have in their employment the necessary number of employees to process the volume of work as specified in these specifications. (See section

5.0“CONTRACTOR TO FURNISH.”)

f. If the Contractor hires additional employees after award, the new employees will be required to go through and have obtained the above-specified clearances prior to performing on this contract.

g. An “Unfavorable” or “No Determination” adjudication of the Contractor employee’s security investigation will result in immediate termination of access to Government-furnished information, data, and/or records.

h. All costs incurred in obtaining the above required security clearances must be borne by the Contractor.

i. COMMON ACCESS CARD (CAC) PROCEDURES:

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor will complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to always control and account for contractor CACs. This process is only for the issuance and accountability of CACs.

Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

1. The contractor has each contractor employee requiring a CAC complete DLAH Form 1728 in accordance with Enclosure 3; 2a. Note: Contractors do not complete blocks 11, 14, 15.a. or 15.b.;

these are completed by the COR.

2. The contractor shall hand carry the DLAH 1728 form(s) or sends via secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group to):

a. The Contracting Officer’s Representative (COR) for the contract if a COR was designated.

b. The Contracting Officer (KO) for the contract if no COR was designated.

3. Each contractor employee shall verify their account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each contractor employee will receive an email via TASS when their account has been approved. The email shall notify the employee to obtain a Government- issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each contractor employee shall obtain their issued CAC from the RAPIDS office.

6. The contractor shall, within one business day of issuance, provide written notice via email to the COR (or the KO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees. Note: This requirement is not applicable when the same person is performing both COR and TA roles.

7. The contractor always establishes procedures to control and account for Government-issued contractor CACs - to include the following:

a. Ensure contractor CACs issued for this contract are only used for the purpose of performing under this contract.

b. Ensure contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

c. Ensure contractor employees do not abuse or place holes in their CACs.

d. Ensure contractor employees do not display their CACs in public.

8. If a contractor CAC is lost or stolen:

a. The contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

b. The contractor shall immediately notify the COR (or the KO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

c. The contractor shall report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor with a police report. If there are no local DLA Police/host installation police, or no police report is provided, the contractor will provide information to the COR/KO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/KO will provide a memorandum for the contractor employee to support the issuance of a new CAC.

d. The contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is before the completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

a. Notifies the COR as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

b. No less than 10 business days before the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

c. Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

d. Notifies the COR once a new CAC has been issued.

10. The contractor/contractor employee turns in any found CACs immediately, via hand carry, to the nearest Federal law enforcement office.

11. The contractor shall immediately collect all contractor CAC(s) from the contractor employee(s) at:

a. Contract completion or termination.

b. Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC).

12. For contract completion or termination – within one business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

a. The contractor:

(1) If the COR/KO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

(a) Arranges to meet the COR (or the KO, if no COR was designated) to turn-in the collected contractor CAC(s).

(b) Hand-carries all collected contractor CACs for turn-in to meet the COR (or the KO, if no COR was designated).

(c) Completes…