Attachment 1- Performance Work Statement GML Service.pdf

PERFORMANCE WORK STATEMENT

Contents

1. INTRODUCTION

2. PURPOSE AND BACKGROUND

3. SCOPE

4. PERIOD OF PERFORMANCE

5. WORK SCHEDULE AND LOCATION

6. PERFORMANCE REQUIREMENTS

7. DELIVERABLES

8. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

9. TRANSITION SUPPORT

10. KEY PERSONNEL

11. TRAVEL/TEMPORY DUTY (TDY)

12. GOVERNMENT FURNISHED PROPERTY

13. CONTRACT MANAGEMENT

14. COMPLIANCE DOCUMENTS

15. REFERENCE DOCUMENTS

16. OTHER TERMS, CONDITIONS, AND PROVISIONS

17. ATTACHMENTS

PERFORMANCE WORK STATEMENT (PWS)

Title: The Gorgas Memorial Library Support Services (GML)

Requiring Activity Name: Walter Reed Army Institute of Research (WRAIR), Center for Enabling Capabilities

(CEC)

1. INTRODUCTION

The WRAIR aims to conduct biomedical research that is responsive to Department of Defense and US Army requirements and delivers life-saving products including knowledge, technology and medical material that sustain the combat effectiveness of the Warfighter.

With our headquarters dedicated to Senator Daniel E. Inouye and located in Silver Spring, Maryland, the Walter Reed

Army Institute of Research is the largest biomedical research facility currently serving the Department of Defense.

Established in 1893, our research and development now reaches around the world from Maryland to Germany, Thailand, and Kenya.

Our vision is to be the premier DoD biomedical research organization, constantly relevant, integrating basic research and advanced technology that protects, projects, and sustains the Warfighter today, invents global medical solutions for the future, and keeps the Warfighter on point for the Nation. We host three Centers of Excellence for Military

Psychiatry and Neuroscience Research, Military Infectious Disease Research, and Enabling Capabilities Research;

each center ranging from blast induced neurotrauma to malaria vaccine development.

2. PURPOSE AND BACKGROUND

The Gorgas Memorial Library (GML) is physically located at the WRAIR, has a unique responsibility to manage and maintain the institute’s physical and electronic resources, literary accesses, and end-user education and training efforts.

This includes the strategic implementation of emerging Web technologies, digital preservation and knowledge-management practices, all of which are necessary for researchers to conduct biomedical research in direct response to the Department of Defense (DoD) and the United States Army’s mission requirements to deliver lifesaving products such as knowledge, technology, and medical materiel that sustains the combat effectiveness of the Warfighter.

The GML’s end-users are a professional cadre of scientists, support staff and students, who, collectively, specialize in the following biomedical scientific and engineering disciplines: microbiology, parasitology, virology, biochemistry, immunology, molecular biology, entomology, pathology, psychiatry, veterinary studies, pilot bioproduction, clinical testing, vaccine development, therapeutics discovery, blood product development, and preventive medicine. The

GML’s goal is to continue supporting their learning through military preventive medicine residencies, military medical fellowship programs, as well as short courses in tropical medicine, and veterinary medicine.

3. SCOPE

The contractor shall provide assistance and professional support to GML’s end-users with timely access to biomedical information in the areas of reference, document delivery, instructional support, and bibliometric. This includes, but not limited to, maintaining continuous access to research evaluations using Web of Knowledge (WoK), a.k.a. Web of

Science (WoS), Elsevier’s Scopus, SciVal data and tools (including analysis of citation data), and Web of Knowledge licensed data to create customized publication strategies.

4. PERIOD OF PERFORMANCE

The periods of performance for this contract are as follows:

Transition-In 7 November 2020 – 14 November 2020

Base period 15 November 2020 – 14 November 2021

Option period 1 15 November 2021 – 14 November 2022

Option period 2 15 November 2022 – 14 November 2023

Option Period 3 15 November 2023 – 14 November 2024

Option Period 4 15 November 2024 – 14 November 2025

Transition-Out 15 November 2025 – 14 December 2025

5. WORK SCHEDULE AND LOCATION

5.1. Work Location

The work location is The Gorgas Memorial Library, 503 Robert Grant Avenue, Silver Spring, MD 20910.

5.1.1. Telecommuting

IAW FAR 7.108, telecommuting is permitted.

5.1.2. Working During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR will immediately make contact with the

Contractor Managers to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, including base closures, the Contractor Manager shall promptly open an effective means of communication with the COR to verify:

a. Key points of contact (Government and Contractor)

b. Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

c. Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

d. Essential duty personnel for emergency and contingency operations

e. Essential work products expected to continue production by priority

The Contractor Manager, in coordination with the COR, shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. The

Contractor shall obtain approval from the COR and Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

Contractor shall not report to work on those days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the

Installation Commander for any other reason. During these periods of closure, the contractor employees that are not designated as essential IAW this contract shall not report for work nor will they be compensated for those days.

5.1.2 Federal Holidays

The contractor shall not perform services on days designated as a Federal Holiday by Federal Status, Executive Order, Presidential Proclamation or Installation Commander

Federal holidays are an exception to the regular duty hours. Any of the holidays listed below falling on a

Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. The following is a list of legal federal holidays that services shall not be performed.

The following are Federal Holidays:

New Year’s Day

Birthday of Martin Luther King, Jr.

Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

Post Closure

All non-mission essential contract employees shall not report to work on days the Government or installation is closed due to local determinations relating to safety conditions, inclement weather conditions, national emergencies, energy conservation. During these periods of closure, the mission essential contractor personnel shall report for work.

Work Schedule

Contractor staff work schedules shall meet the operational needs of the GML and are subject to change. The hours of mandatory coverage are 0745-1630 Monday through Friday, which excludes federal holidays and administrative closures. The Contract Project Manager, in consultation with the Contracting Officer’s

Representative (COR), shall develop staffing schedules and assignments to make maximum use of the available hours of coverage.

6. PERFORMANCE REQUIREMENTS

6.1. Librarian Tasks and Requirements

6.1.1. Reference and Instructional Services Librarian (Human and Animal Protocol Searching)

The contractor shall be responsible for searching specified databases such as the National Library of Medicine’s PubMed, Federal Research In Progress (FEDRIP), Biosciences Information Service

(BIOSIS), Excerpta Medical Database (EMBASE), National Agricultural Library’s Online

Catalog (AGRICOLA), Defense Technical Information Center (DTIC), and others in support of protocol development. The contractor shall be familiar with Human Genome Resources, the system organized by the National Library of Medicine and its National Center for Biotechnology

Information, as one place where genomic information infrastructure is integrated. The contractor shall provide literature search instructions and guidance, and shall present to groups or individual researchers.

6.1.2. Reference Interview for Protocol Searches

The contractor shall work with the Principal Investigators (PIs) /Assistant Principal Investigators

(AIs) to pinpoint the focus of the protocol and to clarify keywords to be used in the searches.

The contractor shall follow up with the Primary Investigator as to additional questions pertaining to the searches, including appropriate Medical Subject Headings (MeSH) terms in PubMed if more than one is available; and constructing the search strategies to be utilized in conducting the searches in various databases.

6.1.3. Institutional Animal Care and Use Committee (IACUC)

The contractor shall be aware of the Institutional Animal Care and Use Committee (IACUC) and its standards under the Animal Welfare Act of 1966 (AWA - 7 U.S.C., Section 2131), and the training organized by the National Agricultural Library (NAM). AWA requires each institution using covered species to maintain an Institutional Animal Care and Use Committee

(IACUC), which is responsible for local compliance with the AWA. IACUC also requires familiarities with these regulations and rules:

2.1.1.1 Health Research Extension Act of 1985, PUBLIC LAW 99-158Public Health Service

Policy on Humane Care and Use (reprinted Oct. 2000)

2.1.1.2 Animal Welfare Act, 89-544 (1966 and revisions)

2.1.1.3 Army Regulation 40-33, The Care and Use of Laboratory Animals in DoD Programs.

6.1.4. Instructional Services

The contractor shall develop and implement high quality, user-centered services and resources for researchers. The contractor shall liaise with management to assess user interest in trainings through outreach and marketing efforts to advertise library trainings and services. The contractor shall also guide the library staff on all daily library operations. The contractor shall serve as a subject matter librarian in one or more of the following research disciplines: Microbiology, Genomes, Neuroscience, and Stress Disorder.

6.1.5. Tutorials/Handouts and Library Web Page

The contractor shall be responsible for the content of library’s LibGuide, developing tutorials, subject guides, and online forms for library trainings and services and updating these resources as necessary. The contractor shall coordinate with the WRAIR Strategic Communication Office and the Information Management Division Application Services Web Manager as well as the NMRC

Public Affairs Office to disseminate information about library services across organizations and organizational platforms, such as the WRAIR and NMRC web pages and intranet sites.

6.1.6. Reference Desk Coverage

The contractor shall provide front desk coverage from 0900-1500, Monday through Friday, except

Federal Holidays. The contractor shall provide front desk services such as, but not limited to:

circulating library materials, processing new patrons and out-processing departing soldiers and civilians, assisting patrons with in-processing computer training; troubleshooting problems with equipment (e.g., paper jams in the copiers and microfilm reader-printers) and acting as contact for additional technical support.. The contractor shall be familiar with reference management software

(i.e. EndNote) and shall advise patrons on the recommended use of this software as requested.

6.1.7. Bibliometric Products

The contractor shall retrieve bibliometric data from, but not limited to, Clarivate Analytics’ suite of products (Web of Science, Essential Science Indicators, InCites, and Journal Citation Reports) and Elsevier’s products (Scopus and SciVal) and assist in the creation of various customized bibliometric products. The contractor shall utilize citation and data analysis tools to create

Research Impact Analyses that effectively show an organizational impact in various research fronts. The contractor shall utilize data analysis tools, understand complex translational biological research, and correctly infer trends regarding scientific publishing.

6.1.8. Citation Analysis

The contractor shall perform citation analyses of the journal collection and WRAIR/NMRC publications to determine which titles support the Institute’s current research programs and which are no longer required. The contractor shall conduct usage studies by analyzing raw data from

Counter Reports from various electronic publishing sites and SFX, the library’s electronic resource management system. The contractor shall produce reports, e.g., electronic journal usage from various publishers. The contractor shall monitor and recommend updates to the Library’s

Collection Development Policy, as needed.

6.1.9. Research Impact Analysis

The contractor shall conduct analyses on research impact for publication sets in various research fronts to determine the organizational impact of WRAIR and NMRC on science. The contractor shall utilize data analysis tools, understand complex translational biological research, and correctly infer trends regarding scientific publishing from both scientists and datasets. The contractor shall leverage various databases, to include the Web of Knowledge, Scopus and SciVal, PubMed, and DTIC.

6.1.10. Electronic Journals Access

The contractor shall be responsible for the library’s electronic system architecture, including integration and functionality, for seamless patron access to catalog, databases, and third–party vendor applications. The contractor shall review access and entitlements to all the library’s e-resources and provide support for troubleshooting access problems, utilizing in-depth knowledge of electronic resources and their activation, configuration and delivery. The contractor shall perform periodic reviews of electronic holdings for accuracy.

6.1.11. Integrated Library System (ILS)

The Gorgas Memorial Library, as a part of Fort Detrick’s Medical Research & Development

(MRDC) Command, shares the EOS.Web Integrated Library System (ILS). The contractor shall utilize the ILS to perform routine library functions (such as circulation) and run reports on library holdings, to facilitate government decision-making. The contractor shall provide support for technical services in maintaining accurate catalog records and integrating the ILS with other electronic library systems.

6.1.12. Collection Development

The contractor shall perform materials selection, cataloging, and processing, and shall translate knowledge of the library’s user base and existing resources to develop policies and procedures recommendations to the GML. The Collection Management Plan (Deliverable 1) shall be reviewed and updated in conjunction with the COR and/or lead librarian on an annual basis. The contractor shall advise on best practices for access to licensed electronic content as well as content in the local physical library. The contractor shall create report on metrics related to the Collection

Development Plan (Deliverable 2) no later than 90 days post-award and 90 days after each option is exercised. The contractor shall maintain shelves, including shelving and re-shelving; performing shelf reading, conducting back shifting; and coordinate with the Technical Services Librarian to update library catalog records as materials are moved, relocated and/or to be officially de-accessioned.

6.1.13. Technical Information (Literature) Support

The contractor shall provide support for literature search requests (to be distinguished from human and animal protocol searches). The contractor shall conduct reference interviews with patrons to determine user needs and shall develop a search strategy that addresses these needs. The contractor shall utilize multiple databases, as appropriate, to execute the search strategy and shall provide the patron with record of the search and commentary as appropriate.

6.1.14. Interlibrary Loan Support

The contractor shall provide support for interlibrary loan services, including but not limited to:

processing requests from internal and external patrons for resources, in accordance with copyright law and guidelines; communicating with patrons regarding their outstanding or fulfilled requests;

maintaining statistics on requests from internal and external patrons. The contractor shall handle intramural and extramural requests. The contractor shall collect statistics, keep record of all monetary transactions, and forward interlibrary loan invoices that will paid by the United States

Government (USG). The contractor shall provide support based on unique knowledge of the

OCLC databases.

The contractor shall support the maintenance of print collections and the circulation of print and other physical items. The contractor shall be familiar with using microfilm equipment and photocopiers/scanners.

6.1.15. Index of Publications Support

The contractor shall assist in the collection of citations for annual indexes of publications by

WRAIR/NMRC staff, using various databases (Web of Science, Scopus, PubMed, and DTIC) and a keen attention to detail to ensure accurate bibliographic control, and shall maintain EndNote libraries that store this information. The contractor shall retrieve readily available physical science information using standard search strategies.. The contractor shall assign indexing terms based on choice and number of terms apparent from the content of the article.

6.2. Library Subscription Management

The contractor shall provide the following subscriptions in conjunction with carrying out the tasks of this contract:

6.2.1. PRIMO. (Deliverable 3) The contractor shall provide, on an annual basis, an off-the-shelf, commercial subscription to PRIMO to provide a powerful, customizable, and seamless search platform that addresses the multitudinous discovery needs for integrated access to print and electronic content of all types. The subscription must be able to interoperate with the Integrated

Library System (ILS) with the latest release and provide a discovery solution that will not require customers to solely rely on the current ILS system when doing business such as renewing books, placing holds, or other online public access catalog (OPAC) related functions. The online subscription product must meet the technical requirements in this PWS and be Section 508 compliant.

.2.2.1.1. Functional Capabilities. The Contractor shall ensure that the subscription provides, at a minimum, the following functional capabilities:

a. EOS (ILS) Integration. Ability to interoperate with the EOS ILS is ILS integration.

Subscription services must be able to integrate with current ILS and can function as a front-end integrated search interface for customers.

b. Search Capabilities. The off-the-shelf system must provide search functional capability t to the customer.

c. Search Features. Search features broadly covers a variety of features that includes filtering, relevance ranking, availability status, de-duplication, grouping of like records using

Functional Requirements for Bibliographic Records, (FRBR) and syndetic search or search assistance in the form of “did you mean?”, synonyms, stemming and truncation.

d. Faceted Browsing/Navigation. Ability to support faceted navigation, which is the ability to search for items based on more than one dimension.

e. Ability to Export, Personalize, Set up Alerts. Ability to export records to other applications to facilitate workflow, its personalization, including setting up a personal e-basket or other name for a place to save/store items, and alerts features.

f. Search Interface. Ability to search interface itself, including both a simple and advanced search, the various search functionalities and search methods supported by advanced search, the popular and favored “left-anchor search” used frequently by WRAIR/NMRC customers, customer assistance or “help” for searching, and a mobile search interface

g. Delivery. Ability to deliver the various locations from which content is delivered from in a seamless search.

h. Usability. The design of the site shall be easily navigated, quickly and intuitively functional, with contextual help available and shall include Section 505 law and compliance.

i. Tagging, Reviews, and a Recommender Service. Ability to provide interactive features enabling customers to assign terms to any item retrieved, and to write a review for themselves, or to share with others.

j. Library Standards and Interoperability. Subscription to be compliant with a variety of library standards to ensure interoperability with the many resources to which the library currently subscribes.

k. Data Sources. The process of acquiring and normalizing data and the process of enhancing data and comparing how data is ingested or made available in various discovery systems.

l. Subscription / Hosted Services. Subscription will evaluate hosting, maintenance, enhancements, off-site backups, usage reports and guaranteed uptime.

6.2.1.2. Publishers and Aggregators. The contractor shall provide weekly returns of audit logs in a text or flat file to the lead librarian. The contractor shall provide subscription coverage by providing access to publishers or aggregators (Attachment

3).

6.2.2 ProQuest Dialog. (Deliverable 4) The contractor shall provide access to the ProQuest database file compilation list known as “PDQALLGOVT” (Attachment 4).

6.2.3 InCites. (Deliverable 5) The contractor shall provide, no an annual basis, access to InCites

Benchmarking & Analytics (B&A), a customized, web-based research evaluation tool that assists researchers with developing research strategies. The contractor shall ensure B&A enables the library and other qualified staff to use advanced bibliometric methodologies to:

o Monitor the scientific developments of your institution and benchmark your research performance with the international standards;

o Identify the most impactful collaborations, track new potential collaboration opportunities and develop strategic partnerships;

o Provide key quantitative based performance indicators as accountability measures to support new funding proposals or to monitor the performance of the projects already funded; and o Improve decision-making procedures and inform research policy making.

The contractor shall also ensure B&A supports the following research analysis questions:

o Which papers are most influential in a given field of research?

o Which researchers are rising stars in their fields?

o How many articles has my institution produced in the past five years? How does that output compare to that of peer institutions?

o Has the research output of my institute improved or declined in comparison with that of others?

o Where are the researchers who collaborate with researchers at my institution?

o Are researchers in my institute performing better or worse than researchers in other institutes publishing in the same journals?

6.2.4 Brand Name Or Equal to EBSCO Subscription Service (Deliverable 6) The contractor shall provide, on an annual basis, access to EBSCO or Equal to Subscription, a single-source serials vendor to provide a discovery platform that is a vendor-neutral, fully-hosted discovery platform supporting unified searching of content from individual and journal subscription packages, full-text databases, citation databases and local collections, such as library catalogs and institutional repositories. The contractor can provide an “Equal to” subscription service based on meeting the following minimum characteristics:

• Must be able to integrate and consolidate serials subscriptions for all current and future publishers.

• Must provide on-time updates about orders, deliveries, claims, renewals, e-journal access and troubleshooting.

• Must provide access to e-book titles as biomedical references.

• Must provide librarians with rating information, license details, terms of use, access and registration information, packages information and format information.

• Must provide an ability to order, claim and renew journal subscriptions.

• Must provide on-demand reports to make collection management decisions.

• Must provide e-journal alerts, format changes and publisher changes.

• Must manage the invoicing and payment for non-serial vendors and publishers, as required.

• Must provide an automated e-package renewal tool to renew the terms with major publishers’

• Must provide single portal search tool that allows researchers and librarians access to various e-resources, databases, e-books and magazines.

• Must provide access to unified searching of content from individual and journal subscription packages, full-text databases, citation databases and local collections, such as library catalogs and institutional repositories.

• Must provide print, email, save, export and citation format options.

• Must provide Social bookmarking services readily available, including quick sharing options for Google Drive, Facebook and Twitter.

• Must provide regular (as well as the option to customize) training sessions via web conferencing.

6.3. Management Reports and Plans

Monthly Report (Deliverable 7). The Contractor shall provide a monthly progress report, detailing all work, including the subcontractor’s work (if applicable), and where there is critical or significant data related to the provided support. The report shall be in accordance with content as identified in the specific task order. The report shall be submitted within 10 calendar days prior to invoice submission via e-mail using Microsoft

Office products, e.g. MS Word, Excel, and PowerPoint, as needed. Each task order monthly report shall include the following:

Contract Number

Name of COR

Task(s) completed

Each contractor employee’s name and position title

Activities related to primary job responsibilities

Summary of any other general operational or management problem areas and recommendations

Presentations / Publications (if any)

Milestone achievements (if any)

Contract CLIN burn rate percentages

List of official travel performed during the preceding billing period

Annual Report (Deliverable 8) The Contractor shall provide an annual report detailing all work, including the subcontractor’s, completed from the previous twelve (12) month period. The report shall be submitted via e-mail using Microsoft Office products, e.g. MS Word, Excel, and PowerPoint, as needed. Although there is no page limitation for the annual report, each report shall be of sufficient length to provide a thorough description of the accomplishments with respect to the PWS. Submission of the report in electronic format

(PDF only) shall be submitted to the COR. The annual report shall have the following elements, in this order:

a. FRONT COVER

b. TABLE OF CONTENTS

c. INTRODUCTION: Narrative that briefly (one paragraph) describes the subject, purpose and scope of the support services.

d. BODY: This section of the report shall describe the accomplishments associated with each task order. At a minimum, the annual report must include the following:

i. Administrative Information.

1. Contract/Administrative POCs: Identify the name, organization, business address, business phone, business fax, and e-mail address of the administrative point of contact.

2. Accounting POCs. Identify the name, organization, business address, business phone, business fax, and e-mail address of the contact for financial data.

ii. Financial Information.

1. Incurred Expenses. Specify the expenses incurred during this reporting period (direct and indirect costs on the awardee’s accounting system including labor, overhead, G&A, equipment purchases, travel, material, and any subcontract charges known by the prime).

2. Invoices. Specify the invoice date, number, and amount of each invoice submitted.

iii. Deliverables

1. Include a list of the following deliverables and the date they were provided:

Quality Control Plan, if updated

Program Management Plan, if updated

Contingency Operations Plan

Transition Out plan

Employee Participate Agreement, for newly added personnel

HIPAA Training

iv. Other Relevant Information

1. Issues or Concerns. Summarize any funding, technical, programmatic and other issues or concerns as well as recommended actions for Government consideration. Indicate if an anticipated funding increment has not been received.

2. Meetings and Presentations this Period. List all meetings (conferences, workshops, demonstrations, and other coordination meetings) participated in during the reporting period that were sponsored fully or in part by this contract. For each meeting, specify the:

Meeting Name

Meeting Purpose

Meeting Start and End Dates

Meeting Location (place and name of facility)

Meeting Attendees from this project

Quality Control Plan (Deliverable 9). The contractor shall provide a draft Quality Control Plan (QCP) no later than (NLT) 15 days after contract award. The contractor shall prepare and adhere to a QCP describing how the contractor intends to manage the contract to achieve the established standards set forth in the Performance

Standards Summary Matrix and the contractor’s QCP. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, and customer satisfaction.

Contingency Operations Plan (Deliverable 10) The Contractor shall prepare and submit a Contingency

Operations Plan to the Government. The Contingency Operations Plan shall be due ten (10) calendar days after the award of the order, and shall be updated on an annual basis. The Contingency Operations Plan shall document

Contractor plans and procedures to maintain WRAIR support during an emergency. The Contingency Operations

Plan shall address these circumstances. The Contingency Operations Plan shall include the following:

A description of the Contractor’s emergency management procedures and policy.

A description of how the Contractor will account for their employees during an emergency.

Planned temporary work locations or alternate facilities, as applicable.

How the Contractor will communicate with WRAIR during emergencies.

A list of primary and alternate Contractor points of contact, each with primary and alternate:

Telephone numbers

E-mail addresses

Procedures for protecting Government furnished equipment (if any)

Procedures for safeguarding sensitive and/or classified Government information (if applicable)

Contract Manpower Reporting Application (CMRA) (Deliverable 11). This is a mandatory requirement.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

https://www.beta.sam.gov starting at the end of FY20, ECMRA has been decommissioned effective June 19, 2020.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013.

Contractors may direct questions to the help desk at: https://www.beta.sam.gov starting at the end of FY20, ECMRA has been decommissioned effective June 19, 2020

The contractor shall register under the "All Other Defense Components" module. The WRAIR Unit

Identification Code (UIC) is W03KAA.

*The Office of the Secretary of Defense has issued a Memorandum dated 16 October 2019 which removes the requirement for contractors to report manpower data into the eCMRA system at https://www.ecmra.mil, beginning 1 Oct 2019. It is anticipated, however, that contractors shall be required to report similar manpower data to https://beta.sam.gov beginning sometime within the next year. Currently, there is no reporting requirement or transition plan but the contractor shall perform the documentation/tracking required demonstrating an understanding that manpower data reporting shall be required for the performance of this contract

Records Management

When creating and maintaining official government records, the Contractor shall comply with all federal requirements established by 44 United States Code (USC), 41 USC, Title 36 Code of Federal Regulations

(CFR), DoD Administrative Instruction No. 15 (DOD AI-15), “Records Management, Administrative

Procedures and Records Disposition Schedules, and AR 25-400-2 The Army Records Information

Management System (ARIMS).

6.4. Performance Standards

6.4.1. Instructional Systems - The contractor shall use its best reasonable efforts to provide innovative library services to WRAIR and NMRC users in an efficient and professional manner. All requests shall be addressed within 24 hours, or sooner.

6.4.2. Special Projects - The contractor shall prepare all required reports accurately and efficiently to facilitate further analysis. Provided recommendations shall be supported by quantified analysis.

6.4.3. Technical Information - The contactor shall perform accurately its tasks with no more than three validated complaints per a period of performance.

6.5. Staff Qualifications

The work requires a knowledge and understanding of the GML’s procedures for collection services and maintenance. The work is accomplished by careful attention to the outlines involved in sorting, arranging, shelving, shifting and updating legal materials, in addition to using the GML’s Integrated Library System

(ILS) modules (online catalog, cataloging, and acquisitions) for check-in, retrieval, searching for call numbers, checking holdings, tracking items, pin and linking, or classification purposes. Duties require qualifications such as: (1) an ability to sort, arrange, and shelve research materials, including bound volumes and unbound pieces; (2) an ability to respond to requests for research materials from the GML’s closed stack collection, locating and delivering items within 15 to 30 minutes from the time requests are received; and

(3) an ability to perform work with attention to detail and follow-through-to-conclusion.

6.5.1. Contract staff shall have knowledge in:

Manipulating various ILS computer modules for search, inputting, tracking, or retrieval functions

Inputting data accurately into ILS modules

Indicating range locator changes on-line

Following detailed instructions

Identifying and resolving problems encountered in handling, maintaining, and updating legal materials

Compiling basic statistics on work accomplished

A medical or research setting and familiar with citation management systems

NLM classification schema

Collection Development and Management

Citation Analysis and Research Impact Analysis

6.5.2. Duties require focused attention to detail, an understanding of the ILS cataloging and acquisition modules, and the ability to follow complex and detailed procedures for ILS input as they relate to varied and complicated publishing practices associated with legal and legislative collections.

Tasks to be completed require physical stamina and agility and attention to detail, including:

Continuous standing, walking, lifting, bending and stooping to retrieve, re-shelve, shift, and update collections or to adjust shelves and move books from one location to another

Pushing/pulling fully loaded book trucks weighing up to 300 pounds

Loading and unloading wire baskets or carts with books and unbound materials

Balancing on step ladders while pulling, moving, or re-shelving materials on the top shelves

Sorting materials in general category order and distributing these materials onto sorting shelves for further arranging

Arranging materials on book trucks (in item-specific call number order) from the sorting shelves or distribution trucks

Shelving materials of various sizes, weight, and quantities

Using hand-wheels to access compact shelving ranges

7. DELIVERABLES

The contractor shall complete and submit deliverables in accordance with the “Deliverables Table” below. Unless specified in the PWS within the description of the deliverable, all deliverables will be made to the COR electronically.

DELIVERABLES TABLE

PWS

Ref.

Number Title/Description Due

6.1.12 Deliverable 1

Collection Management Plan The Collection

Management Plan shall be reviewed and updated in conjunction with the COR and/or lead librarian

Annually

6.1.12 Deliverable 2

Collection Management Plan The contractor shall create report on metrics related to the

Collection Development Plan

45 days after contract award and monthly thereafter

6.2.1. Deliverable 3

PRIMO. The contractor shall provide an off-the-shelf, commercial subscription to PRIMO Upon contract award

6.2.2. Deliverable 4

ProQuest Dialog. The contractor shall provide access to the ProQuest file list known as

“PDQALLGOVT”

Upon contract award

6.2.3. Deliverable 5

InCities The contractor shall provide access to

InCites Benchmarking & Analytics (B&A) Upon contract award

6.2.4. Deliverable 6

The contractor shall provide access to Brand

Name or Equal to EBSCO Subscription Upon contract award

6.3. Deliverable 7

Monthly Report The contractor shall provide a monthly report detailing all work, including the subcontractor’s work, and where there is critical or significant data related to the provided support.

10 calendar days prior to invoice submission

6.3. Deliverable 8

Annual Report The Contractor shall provide an annual report detailing all work, including the subcontractor’s, completed from the previous twelve (12) month period.

Annually

6.3. Deliverable 9 Quality Control Plan

NLT 15 days after contract award

6.3 Deliverable 10 Contingency Operations Plan

no later than (NLT) 15 days after contract award.

6.3. Deliverable 11

Contract Manpower Reporting Application

The contractor shall complete and deliver the

CMRA.

By October 31 or on the last day of contract performance – whichever is first

9.1. Deliverable 12

Transition-In Plan

The contractor shall provide a Transition-In Plan With proposal submission

9.2. Deliverable 13

Transition-Out Plan

The contractor shall provide a Transition-Out Plan

Sixty (60) calendar days from end date of contract.

9.2. Deliverable 14 Summarized Final Report

To be submitted along with

Transition-Out Plan

11.2. Deliverable 15 Trip Report

NLT XX following trip completion

12.0 Deliverable 16

Inventory detailing Government Furnished

Equipment/Material or Contractor-Acquired-

Government Owned Property (CAP) To be attached to the Monthly Progress Report

15th day of each month for the preceding month

13.7 Deliverable 17

Program Management Plan The Contractor shall develop a Program Management Plan.

30 calendar days after award

14.1.2.1

4.1.2 Deliverable 18

OSHA 300A

The contractor shall complete and deliver the OSHA

300A.

1 February of each year.

16.11.3. Deliverable 19

Threat Awareness Reporting Program

The contractor shall ensure all service providers receive Threat Awareness Reporting Program

(TARP) training.

60 days after contractor personnel begin performance under this contract, and annually thereafter.

16.12. Deliverable 20

Information Security Program Training

The contractor shall ensure all service providers receive Information Security Program training.

30 days after contractor personnel begin performance under this contract, and annually thereafter.

16.15. Deliverable 21

Health Insurance Portability and Accountability

Act (HIPAA) Training

The contractor and all of its employees working on this contract must complete the annual HIPAA training

Within 30 days after contract award, and then annually thereafter for the remainder of the contract.

7.1. Technical Reports and Documents – Not Applicable

7.2. Inspection and Acceptance

The COR delegated oversight of specific technical, functional and oversight responsiblities is responsible for inspection and acceptance of all services, incoming shipments, documents, and services.

Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the performance standards contained in the Performance Work Statement and all terms and conditions of this order, including all modifications.

7.3. COR Information

To be determined upon award.

8. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance in relation to performance objectives. The Government will finalize the QASP immediately following award, and the COR will provide a copy of the final QASP to the contractor. The QASP is a living document and may be updated by the Government as necessary.

The Government will use the following performance requirements to measure the performance of the contractor. The contractor shall meet the Performance

Objective(s) and Acceptable Quality Level(s) within the “Performance Requirements Summary Matrix” (PRS Matrix).

Performance Requirements Summary Matrix

PWS

Ref.

Performance Objective Performance Measurement

Acceptable

Quality Level

Method of

Surveillance Incentive

1. 6.1 Instructional Systems

The contractor shall use its best reasonable efforts to provide innovative library services to

WRAIR and NMRC users in an efficient and professional manner. All requests shall be addressed within 24 hours, or sooner.

Meets: 95%

Meets

Monitored by COR

Frequency: Monthly

Positive Past Performances

2. 6.1 Special Projects

The contractor shall prepare all required reports accurately and efficiently to facilitate further analysis. Provided recommendations shall be supported by quantified analysis.

Meets: 95%

Positive Past Performance

3. 6.1 Technical Information

The contactor shall perform accurately its tasks with no more than three validated complaints per a period of performance.

Meets: 95%

4. 16.11.12.

Installation Access -

Contractor shall follow installation access procedures.

Sum of all incidents in which contractor personnel did not follow installation access procedures

< 1 incident per month

Direct observation by

COR and installation security.

Positive Past Performance

5. 16.11.6.

OPSEC SOP – Contractor shall submit OPSEC SOP that meets minimum quality standards.

Number of calendar days after contract award that the contractor submits the OPSEC SOP to the COR

< 90 calendar days after contract award

COR receipt of

OPSEC SOP

Positive Past Performance

6. 16.11.9.

Information Assurance –

Contractor information assurance workforce personnel are trained in accordance with DoD and

Army policy

Number of calendar days after contract award in which the contractor submits training certifications for all personnel requirement information assurance training

< 30 calendar days

COR receipt of all certifications

9. TRANSITION SUPPORT

9.1. Incoming Transition Plan

A transition period shall only be necessary upon award to a vendor that is not the incumbent. The Contractor shall provide a plan for 30 days of incoming transition. The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor shall develop and deliver a Transition-in Plan (Deliverable 12). This transition plan shall include, but is not limited to the following items as applicable:

a. Coordination with Government representatives,

b. Review, evaluation and transition of current support services,

c. Transition of historic data to new Contractor system,

d. Government-approved training and certification process,

e. Transfer of hardware warranties and software licenses,

f. Transfer of all System/Tool documentation to include, at a minimum: user manuals, system administration manuals, training materials, disaster recovery manual, requirements traceability matrix, configuration control documents and all other documents required to operate, maintain and administer systems and tools,

g. Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches,

h. Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

i. Distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.,

j. Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and

GFE inventory management assistance,

k. Applicable WRAIR briefing and personnel in-processing procedures,

l. Coordinate with the Government to account for government keys, ID/access cards, and security codes.

9.2. Outgoing Transition Plan

The Contractor shall develop and deliver an outgoing transition plan (Deliverable 13) for 30 days of outgoing transition for transitioning work from an active award to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required documents, metrics and statistics. This transition plan shall include, but is not limited to:

a. Coordination with Government representatives,

b. Review, evaluation and transition of current support services,

c. Transition of historic data to new Contractor system,

d. Government-approved training and certification process,

e. Transfer of hardware warranties and software licenses (if applicable),

f. Transfer of all necessary business and/or technical documentation,

g. Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches

(if applicable),

h. Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

i. Disposition of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.,

j. Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and

GFE inventory management assistance.

k. Applicable WRAIR debriefing and personnel out-processing procedures.

l. Turn-in of all government keys, ID/access cards, and security codes.

m. Summarized final report (Deliverable 14)

10. KEY PERSONNEL

The contractor shall provide Key Personnel in accordance with the minimum requirements listed within the Key

Personnel table.

Substitutions of proposed Key Personnel shall not be allowed for a period of six months after award, except under extreme circumstances. Any substitution or replacement Key Personnel shall have the necessary experience and knowledge required to perform the duties defined herein. For temporary and/or permanent replacement of Key

Personnel, the Contractor shall provide a resume for each individual to the COR. Resumes shall be provided at least two weeks (or as mutually agreed upon) prior to making any personnel changes. The contractor agrees that during the contract performance period substitution for Key Personnel shall not be permitted unless such substitution is necessitated by sudden illness, death, or change in employment conditions (e.g. termination, change in position, etc.).

In any of these events, the contractor shall promptly notify the KO in writing and provide the information required below.

All requests for substitutions shall provide a detailed explanation of the circumstances necessitating the proposed substitution(s), a complete resume for the proposed substitute(s), and any other information requested by the KO needed to approve or disapprove the proposed substitution(s). Any proposed substitute or replacement key personnel shall have qualifications comparable to the individual being replaced, taking into account the requirements of the

PWS. The KO or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof.

If any of the listed Key Personnel are subcontractor personnel, the contractor shall flow down the substance of this instruction in any subcontract which is awarded in support of this contract.

The Government reserves the right to pre-approve any replacement or substitution of Key Personnel. Contractor personnel must submit necessary information to be issued a clearance prior to reporting for performance.

Substitution or replacement personnel shall be replaced with 30 days.

Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

KEY PERSONNEL TABLE

Key Personnel Position Minimum Requirements

Instructional Systems Specialist a) Assesses feasibility of using educational technology and other advanced methodologies for instructional courses.

b) Ability to plan, coordinate, and assist with design of instruction based on the findings of occupational analysis, using a systems…