Attachment 1 PWS Information Management Sppt Svs (Draft).pdf

Performance Work Statement (PWS)

Executive Services Directorate Information Management and Information Access Support Services

April 28, 2021

Part 1

General Information

1. General: This is a non-personnel services contract to Information Management and Information Access Operations Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Information Management and Information Access Support Service as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: WHS/ESD provides comprehensive information management services and business solutions to the Office of the Secretary of Defense (OSD), Washington Headquarters Services (WHS) and 14 DoD Agencies and Field Activities in addition to all DoD Federal Advisory Boards, Commissions, Task Forces (BCTFs). ESD executes lawfully and federally mandated regulatory programs regarding information access, use, storage, retention, and transparency within DoD, externally to Executive Brach Agencies and Departments, and the general public. These programs require management and improvement of insulated and integrated OSD business processes. ESD provides business process support internally to the Department of Defense (DoD) and externally to other Federal Departments/Agencies in support of efforts that directly impact the general public. This PWS details support required for thirteen tasks combined to provide ESD with enterprise-wide, cradle-to-grave information and content management and general mission support.

1.3 Objectives: The following objectives are required in support of the Information Management and Information Access Support Services requirement:

1.3.1 Provide Directorate Operations and Mission Support Services

1.3.2 Provide Automatic/Systematic Declassification Program Support Services.

1.3.3 Provide Mandatory Declassification Review (MDR) Program Support Services

1.3.4 Provide Freedom of Information Act/Privacy Act (PA) Program Support Services

1.3.5 Provide Pre-Publication and Security Review Support Services

1.3.6 Provide Records and Information Management Program Support Services

1.3.7 Provide Information Collections Program Support Services

1.3.8 Provide DoD Issuances and Program Support Services

1.3.9 Provide DoD Forms Program Support Services

1.3.10 Provide Correspondence Management Program Support Services

1.3.11 Provide Graphics Development Program Support Services

1.3.12 Provide Freedom of Information Act/Privacy Act (PA) Program Support Services for Pentagon Force Protection Agency (PFPA)

1.3.13 Provide Freedom of Information Act/Privacy Act (PA) Program Support Services for Directorate for Oversight and Compliance (DO&C)

1.4 Scope: The Contractor shall provide support to the WHS, ESD, and DA&M. The Contractor shall support the implementation, assessment, compliance, and reporting of the following Federal government’s

SheltoRL Draft programs: Internal Directorate Mission and Business Processes; OSD Automatic/Systematic Declassification Review (ADR) Program; OSD/JS Mandatory Declassification Review (MDR) Program;

DoD Foreign Relations of the United States (FRUS) Declassification Review Program; OSD/JS Freedom of Information Act (FOIA) Program; DoD Security Review; OSD Records and Information Management (RIM) Program; Information Collections; Graphics; and Correspondence Management. To accomplish its mission, ESD provides comprehensive enterprise-wide information management and access support. ESD’s mission requires the following functions:

• Business Process Analysis, information governance, information access and transparency, enterprise content management, and training and outreach.

• Implementation of the RIM Program for OSD and DoD supported components –Manages the lifecycle of government information.

• Implementation of DoD Issuances Program – manage lifecycle support for DoD Issuance formulation and implementation of the Plain Writing Act.

• Implementation of DoD Forms Management Program - manage lifecycle support for DoD Forms Program

• Implementation of the DoD Information Collection Programs: Manage lifecycle support for DoD Information Collection program and conformance with Paperwork Reduction Act.

• Implements and manages the OSD Historical Research Program.

• Implement and administer the Automatic, Systematic, and Mandatory Declassification Review

Programs for OSD and the Foreign Relations of the United States Review Program for DoD.

• Implement and administer the OSD/JS FOIA, DoD Security Review, and WHS Privacy program -includes initial processing, case management and appeals.

1.5 Period of Performance: The period of performance shall be for a one (1) month Phase-in Period, an eleven (11) month base period, and four (4) twelve 12-month option periods. The anticipated Period of Performance reads as follows:

Phase-In Period: 17 December 2021 – 16 January 2022 Base Period: 17 January 2022 – 16 December 2023 Option Period 1: 17 January 2023 – 16 December 2024 Option Period 2: 17 January 2024 – 16 December 2025 Option Period 4: 17 January 2025 – 16 December 2026 Option Period 4: 17 January 2026 – 16 December 2027

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the contractor ensures performance complies with the requirement of the contract. At a minimum, the Contractor shall develop quality control procedures (QCP) that address the areas identified in Technical Exhibit 1 “Performance Requirements Summary.” The QCP shall be delivered via electronic mail within 30 days of contract award to the CO (Contracting Officer) and Contracting Officers Representative (COR). Amendments/changes to the QCP shall be delivered to the COR and KO within five business days following any change. After acceptance of the Quality Control Plan, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0700-1800, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings with the exceptions identified in Task 9. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the government and Contractor’s facilities within the NCR. The current Government facilities are located at the Pentagon, Washington, DC; Mark Center, Alexandria, VA; Suffolk Building, Arlington, VA;

International Point, Centreville VA; National Declassification Center (NDC), U.S. National Archives, College Park, MD. Additionally, the COR may designate other areas of performance in the NCR region such as Crystal City, VA; Washington, DC; Fort Belvoir, VA; or Bethesda, MD. Any new areas will be identified by the issuance of a modification. The contractor’s facilities must be located within 30 miles of the Pentagon. In awareness of the current COVID-19 environment, contractor support and performance must be provided on-site, as required, with consideration of established DoD Health Protection Conditions (HPCONs) protocols and comply with related guidance located at https://www.whs.mil/Coronavirus, especially with appropriate cloth face coverings, social distancing, enhanced hygiene/ cleaning measures, and random temperature screenings.

1.6.5.1 Telework:

a. The Government may permit telecommuting (telework) by contractor employees when determined to be in the best interest of the Government in meeting work requirements (e.g., COOP). The Contractor must have an established program subject to review by the Government. All telecommuting agreements must be authorized and approved by the COR and include date, time, and description of the work to be performed.

b. The Government may provide as Government Furnished Equipment (GFE): Secure laptop with access to the required portals, networks, and business application. Internet connection will not be furnished, therefore, Internet access shall be provided by the Contractor.

c. The Individual Contractor Personnel shall provide services from their authorized telework worksite location IAW Department of Defense Instructions (DoDI) 1035.01, Telework Policy

d. The Government may provide as Government Furnished Equipment (GFE) (e.g., MobiKey) to the access required portals, networks, and business application(s). Internet connection will not be furnished, therefore, Internet access shall be provided by the Contractor.

1.6.6 Type of Contract: The government will award a hybrid contract to include Firm -Fixed Price (FFP) and Labor Hour (LH) CLINs.

1.6.7 Security Requirements: At the time of proposal, the Contractor shall have an active Top Security Facility Security Clearance (FCL) with Top Secret safeguarding; accredited for storage of Sensitive Compartmented Information (SCI). Additionally, the Contractor shall have an IT network certified by the

Defense Counter Intelligence Security Agency (DSCA) and Sensitive Compartmented Information Facility (SCIF) accreditation by the Defense Intelligence Agency (DIA), and shall maintain this level of security requirements throughout the life of the contract. All automated processing of Top Secret, Secret and Classified information shall be accomplished on DCSA-approved information systems. In addition, all SCI information shall be processed at the appropriate Government facility. All key contractor personnel, task leads, and 90% of non-key personnel assigned to this contract shall possess active security clearance issued by the Department of Defense commensurate with their required level of access as specified in the individual tasks at time of the proposal submission. Up to 10% of non-key personnel can be eligible for security clearance with their required level of access as specified in the individual tasks at time of the proposal submission. All personnel shall maintain the level of security clearance required throughout the life of the contract. The contract requires that all contractors shall possess the requisite Active Security Clearances as specified in the individual tasks. The Government will NOT sponsor companies for any security requirements. The Contractor shall comply with all security requirements listed in the attached DD254 by time of proposal submission.

1.6.8 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured in accordance with pertinent government laws and regulations.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The personnel listed below are considered essential to the work being performed hereunder. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the contracting officer 15 working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced. No change in personnel shall be made by the Contractor without the prior written consent of the contracting officer. In the event the proposed substitution of key personnel does not meet or exceed the education, experience, and other technical requirements of the personnel being replaced, the Government reserves the right to require continued performance of previously approved key personnel or to require substitution of acceptable replacements for the individuals specified below. The key personnel listed below may, with the consent of the contracting parties, be amended from time to time during the course of the Contract to either add or delete personnel as appropriate. Key personnel titles and qualifications are listed below:

1.6.11.1 Program Manager: Must possess at least 15 years’ experience managing federal contracts, 5 years of DoD experience and direct knowledge of all contract tasks. Ability to lead administrative and operational issues involving staff. A four-year degree in a related field or equivalent combination of degree and experience. Must have experience briefing in writing and orally General Schedule (GS)-15, Senior Executive Service (SES), and political appointees. Signed offer letter by candidate desired.

1.6.11.2 Project Manager & Task 1 Lead (PWS 4.1.1): 10 years managing federal contracts, 5 years of DoD experience, and direct knowledge of all contract tasks. Must have the ability to brief in writing and orally GS-15, SES, and political appointees. A four- year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.11.3 Task 2 Lead (PWS 4.2): Six years managing personnel and detailed knowledge (3 years’ experience) of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing all types of declassification (i.e. ADR, Systematic Declassification, MDR, FRUS, FOIA, Security Review, etc.), in accordance with Executive Order 13526, all applicable DoD information security regulations, Restricted Data (RD) and Formerly Restricted Data (FRD) in accordance with the Atomic Energy Act of 1954, and other applicable federal regulations regarding classified national security information. Must have experience working with DOE, DoD and other related agencies in the declassification process. A four-year degree in a related field or equivalent combination of degree and experience. They must possess a final and fully adjudicated Top Secret/SCI Clearance. Signed offer letter by candidate desired.

1.6.11.4 Task 3 Lead (PWS 4.3): Six years managing personnel and detailed knowledge (3 years’ experience) of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing all types of declassification (i.e. Automatic Declassification ADR, Systematic Declassification, MDR, FRUS, FOIA, Security Review, etc.), in accordance with Executive Order 13526, all applicable DoD information security regulations, RD and FRD in accordance with the Atomic Energy Act of 1954, and other applicable federal regulations regarding classified national security information. Must have experience working with DOE, DoD and other related agencies in the declassification process. A four-year degree in a related field or equivalent combination of degree and experience. They must possess a final and fully adjudicated Top Secret/SCI Clearance. Signed offer letter by candidate desired.

1.6.11.5 Task 6 Lead (PWS 4.6): Six years managing personnel and working knowledge (3 years’ experience) of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing records management, in accordance with the Federal Records Act, applicable federal regulations and DoD/OSD records management policies. A four-year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.11.6 Task 8 Lead (PWS 4.8): Three years managing personnel and expert (3 years’ experience) knowledge of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing information collections, in accordance with the applicable DoD and OSD information collections regulations, and other applicable federal regulations regarding information collections. A four-year degree in a related field or equivalent combination of degree and experience.

Signed offer letter by candidate desired.

1.6.11.7 Records and Information Management SME (PWS 4.6.2 and 4.6.3): Expert (3 years’ experience) knowledge of Records Management principles in the Federal environment and Certified Records Manager (CRM) is desired. Possess at least 2 years’ experience with implementing NARA regulations at the Federal government level. Must be familiar with developing and implementing policies and regulations governing records management, in accordance with the Federal Records Act, applicable federal regulations and DoD/OSD records management policies. Analyzes records and information and provides assessments for disposition or other actions in accordance with Federal and OSD policies and procedures. Develops and recommends implementation guidance for policies and procedures to manage permanent and temporary records in all media types. Develops and provides RM training to internal and external customers, in small and large groups. Organizes and documents findings of studies and prepares recommendations for implementation of new systems, procedures, or organizational changes. Provides specialized knowledge in specific functional or operational domains specific to records and information management. Must possess a bachelor’s degree or equivalent years of professional/industry experience. They must possess a final and fully adjudicated Top Secret Clearance. Signed offer letter by candidate desired.

1.6.12 Special Qualifications: The Contractor shall support the disposition of all records (regardless of format and classification) under the cognizance of customer organization to comply with the regulations set forth by the DoD, Washington Headquarters Services, and the National Archives Records Administration

(NARA).

Administrative Instruction 15, "OSD Records and Information Management Program," current edition, shall be the records management regulation that the contractor shall use for the proper disposition of records and information created and received in support of this contract and OSD components. The disposition of records and information will be authorized by written consent of the "COR" or the "program office the contractor is assigned to". The DoD and its contractors are responsible for preventing the alienation or unauthorized destruction of records and information, including all forms of mutilation

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

The Contractor shall provide record-keeping and file management in accordance with (IAW) the following items for all records generated in execution of this contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1220 through Part 1237.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not create or maintain any record containing any Government Agency records that are not specifically tied to or authorized by the contract.

5. Contractor shall comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. The government must identify those policies and regulations the contractor is required to comply with.

These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

6. No disposition of documents will be allowed without the prior written consent of the "COR" or the "program office the contractor is assigned to." The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1.6.13 Training: All contractors that perform work in concert with Tasks 2, 3, 4, and 5 shall, successfully pass, and furnish a copy of the Historical Records Restricted Data Reviewers (HRRDR) certification to the Government upon request for the HRRDR course conducted and certified by the Department of Energy (DOE), and receive refresher training for certification every three (3) years as required by DOE.

1.6.14 COR Directed Meetings: The Contractor shall attend any and all pertinent meetings for all Tasks delineated in this contract as directed by the COR. to include Bi-Weekly Contract Status meetings with the COR and semi-annual Contract Status Briefs to ESD leadership. The COR shall determine and inform the contractor if contractor attendance is required. The Contractor shall provide a report of all meetings directed to attend by the Government. The report shall include as a minimum, a copy of any presentation materials provided to the attendees, attendees list with contact information, a summary of the discussion and any actions/recommendations for WHS.

1.6.15 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.16 Standard Operating Guideline/Standard Operating Procedures Manual: The Contractor shall develop a standard operation procedure/standard operating guidelines manual that covers every aspect of the work to be performed for all Tasks delineated in this contract. All development for SOPs/SOGs must be coordinated with the appropriate Task Division Chief/Monitor 60 days after award of contract. Final versions must be submitted to the COR for approval within 90 calendar days after award of the contract.

Contractor Organization Key Personnel contact list will be provided to the COR 30 days after award of the contract. Updates to all SOGs/SOPs must be made as required over the life of the contract.

1.6.17 Phase in Phase out Period: The Contractor shall provide a phase in transition plan that describes how the Contractor will transition, with minimum to no disruption to operations. The phase-in period shall not exceed 30 calendar days for the transition during which the Contractor shall complete administrative requirements and overlap with the current contract. The phase-in period will include a 15-calendar day administrative period and a 15-calendar day overlap period. During administrative period, the Contractor shall obtain network accounts. During the 15-calendar day overlap period, the Contractor shall become familiar with task performance requirements, transfer accountability of government furnished equipment and tools, review respective standard operating procedures, and interface with appropriate government representatives. The plan must be detailed and include start-up activities required to transition to full operational capability to successfully assume all duties under this PWS. A draft plan, but near to complete draft plan, must to be provided to the Government at proposal submission. The final Transition Plan is required within 30 days of contract start. At a minimum, the Contractor shall:

o Provide a detailed transition methodology in logical sequence to ensure a smooth transition of all tasks and subtasks of the contract without interruption or degradation of service levels;

o Interface and coordination with the government;

o Identification of key transition events and objectives with a corresponding completion timeline;

o Identification of associated risks and issues with risk mitigation strategies and;

o Identification of key persons participating in the transition

The Contractor shall also provide a phase-out plan no later than 45-days prior to expiration of the contract.

The Contractor shall maintain complete documentation that is 100% assessable to the designated Government representatives via a web portal or some other method directed by the Government. The Contractor shall overlap with the incoming Contractor during transition for a nominal period of 30 days and, work with Government personnel and the incoming Contractor to transfer all knowledge, information and documentation related to this contract. At all times during the phase out period the Contractor must exhibit professional conduct. The Contractor must provide a working draft of the plan for Government review 60- days prior to contract expiration date. The type of information and documentation to be transferred includes but is not limited all government furnished equipment and inventory maintained during the life of the contract, training manuals, and material Standard Operating Procedures.

1.6.18 Data Rights: Please see Solicitation/Contract for applicable Data Rights clauses.

1.6.19 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. 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.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative ATO Authorization to Operate ADR Automatic/Systematic Declassification Review

ARCIS Archives and Records Centers Information System BCTF Boards, Commissions, and Task Forces CAC Common Access Card CATMS Correspondence and Task Management System CMD Correspondence Management Division CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CRM Certified Records Manager DA&M Director of Administration and Management DD Directives Division DIA Defense Intelligence Agency DOE Department of Energy DSCA Defense Counter Intelligence Security Agency DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DO&C Directorate for Oversight and Compliance DOD Department of Defense DOPSR DoD Office of Prepublication and Security Review DPCLTD Defense Privacy Civil Liberties and Transparency Division EA Executive Archive ERA Electronic Records Archive eMASS Enterprise Mission Assurance Support Service ESD Executive Services Directorate FAR Federal Acquisition Regulation FCL Facility Security Clearance FFP Firm-Fixed Price FOIA Freedom of Information Act FOID Freedom of Information Division FRD Formerly Restricted Data FTE Full Time Employee FRUS Foreign Relation of the United States GFE Government Furnished Equipment GPD Graphics Presentation Division HIPAA Health Insurance Portability and Accountability Act of 1996 HRRDR Historical Records Restricted Data Reviewers IA Information Assurance ISSO Information System Security Officer IT Information Technology ITAR International Traffic in Arms Regulations JSP Joint Service Provider KO Contracting Officer MDR Mandatory Declassification Review MSR Monthly Status Report NARA National Archives Records Administration NCR National Capital Region OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OIG Office of Inspector General PIPO Phase In/Phase Out POC Point of Contact PA Privacy Act

PFPA Pentagon Force Protection Agency PRA Paper Reduction Act PII Personally Identifiable Information PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RDD Records and Declassification Division RD Restricted Data RM Records Management RIM Records and Information Management SCI Sensitive Compartmented Information SCIF Sensitive Compartmented Information Facility TE Technical Exhibit PWS Performance Work Statement WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide on-site the necessary workspace for contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.2 Utilities: The Government will provide all utilities at the Government’s on-site facility for Government on-site contractors in order for them to performance all tasks outlined in the PWS.

3.2 Equipment: The Government will provide the necessary equipment to the contractor or contractor staff to provide the support outlined in the PWS to include: reproduction machines required for classified materials, including necessary materials to operate such as ink/toner (Task 3); envelopes and letterhead for correspondence; classified courier bags; or laptops for training in Government facilities.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials necessary to perform work under this contract that are not listed under Part 2, Section 2 of this PWS.

4.2 Top Secret/ SCI Facility Clearance: The Contractor shall possess an active TOP SECRET (TS) FCL with TS safeguarding accredited for storage of SCI at time of the proposal submission, and must maintain the TOP SECRET/SCI facility clearance for the life of the contract. The facility must be certified by DCSA for the processing and temporary storage of material up to the Top Secret level and DIA accreditation for the temporary storage of SCI material per National Industrial Security Program Operations Manual.

The facility must include the following features:

• Top Secret Closed Area capable of storing 6 million pages (paper)

• Accredited SCIF capable of storing up to 30 archival boxes

• Restricted Area cleared for processing Top Secret (and below) material

• DCSA-certified Secret network for up to 35 users

• DCSA-certified Top Secret network for up to 35 users

• Unclassified network for up to 35 users

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Task 1: Directorate Operations and Mission Support

5.1.2 Program and Project Management: For all tasks associated with this PWS, the Contractor shall provide project management support to satisfy contractual terms with ESD and provide analytic evaluations and policy development, strategic planning, program development, business process analysis and recommendations for improvement, subject matter expertise, technical and administrative management support, and supervisory skills sufficient for the accomplishment of each task.

The Contractor shall conduct overall management coordination and liaison with the COR to review, develop, conduct, report, and certify the products and work completed for the project as well as coordinate work, monitor timelines, prepare reports, coordinate schedules, act as executive agent, and resolve project issues.

The Contractor shall also provide administrative and programmatic support to the Government in the execution of this task. This work is to be performed at government locations and at the Contractor’s facility. The Contractor shall develop and recommend plans, conduct business process analysis, and develop policies and procedures to ESD leadership. Functions and responsibilities include:

• Management of a contractor facility that is a DCSA TS certified facility with a SCIF capable of supporting the tasks indicated. This includes administration of three stand-alone IT networks supporting Unclassified/Controlled Unclassified Information up to TS information; vehicles to support bulk movement of classified information; and a 12-terabyte electronic archive.

• Submit Monthly Reports to the Contracting Officer and COR on the status of the contract.

• Manage the contractor workforce to establish, integrate, and/or coordinate the Records

Management (RM) and Information Management Program IAW 44 U.S.C. Chapter 31 and 33, 36 CFR Parts 1220-1239, and 41 CFR Part 102-193

• Support the Records Management Program mission to oversee the operation of the records disposition for OSD, including all OSD Components and 14 Defense Agencies/Filed Activities

• Provide innovation and business process improvement across the spectrum of contract support (Business process improvement analysis and plans)

• Provide expertise, advice, assistance and program development to ensure RDD is in compliance with governmental transparency initiatives, Presidential Memorandum – Managing Government Records, OMB/NARA M-19-21 Directive Transition to Electronic Records, and provides expertise on the processes and procedures required for the development of the Chronical of Tenure for the Secretary and Deputy Secretary of Defense

• Provide program management, policy development, and program-level strategic planning for the OSD Declassification Program IAW Executive Order 13526.

• Provide project management and tracking of up to 80-100 individual actions (or more as required) at any given time with the capability to provide a current status report within 2 hours of request

• Develop a Comprehensive Management Plan

• Schedule and facilitate a Quarterly Contract Status Meeting with ESD Leadership to review overall contract status, accomplishments during the reporting period, major activities or action, status on contractor supported ESD initiatives, and any problems and recommended solutions. The Contractor will schedule the meeting (date, time, location), submit draft power point slides two days prior to the meeting, provide power point slides for the meeting that provide a mechanism for ESD Leadership to analyze metrics and accomplishments in the context of overall contract performance, record results of the meeting with any action items, and record the conduct of the meeting in that month’s Monthly Status Report (MSR).

• Meet Bi-Weekly with the COR to discuss status of on-going actions, progress, funding, and any significant task issues. The agenda will be provided in advance by the Contractor.

• Provide a Project Management Plan (PMP) detailing the major milestones for each task. Plan will be updated annually and address the elements of the Business Process Improvement Plan.

• Develop, implement, and maintain a Business Process Improvement Plan in support of enterprise-wide information management and content management processes. Plan outlines mechanisms and innovations for contract performance improvement, efficiencies, and cost savings/avoidance. Plan is due 30 days prior to the end of each contract period

• Provide a weekly production or progress report for Tasks 2, 3, and 6 and other items of significance.

5.1.3 Security: All personnel supporting this task require an active Top Secret clearance. Program Manager, Project Managers, and certain personnel require SCI as specified in each Task.

5.2 Task 2: Automatic/Systematic Declassification Program Support

5.2.1 Declassification: The Contractor shall review and recommend declassification action on documents 25 years of age in all media formats in accordance with sections 3.3. and 3.4 of Executive Order (E.O.)

13526, ISOO Directive No. 1 on Classified National Security Information, Public Law 105-261, “Protection Against Inadvertent Release of Restricted Data (RD) and Formally Restricted Data (FRD),” Public Law 106-35, “Supplement to Plan for Declassification of RD and FRD,” DoDM 5200.01 “DoD Information Security Program: Overview, Classification, and Declassification Volumes 1-3,” the OSD Declassification Standard Operation Guidelines/Standard Operating Procedures Manual, the OSD Declassification Guide, and the OSD Records Disposition Schedule. In addition, the Contractor shall review and recommend declassification action on record material referred to OSD by other Federal Agencies. The Contractor shall also provide administrative and programmatic support to the Government in the execution of this task. The majority of this task will be performed at the contractor facility (75%), with the remaining work performed at NDC, College Park, MD (20%), and NCR (5%).

5.2.2 Training: The Contractor must conduct an OSD-approved Automatic Declassification and Indoctrination Training Course for each contractor employee. Each employee must pass the required training in order to meet the requirements for review, in addition to the DOE HRRDR Course (1.6.13).

5.2.3 Declassification support: The Contractor shall support the drafting and implementation of declassification plans, policies, procedures, and solutions. Additionally, the Contractor shall recommend solutions that set the conditions to create innovative enterprise transformation for the OSD Declassification Program by identifying resourceful solutions for declassification processes, reducing facility/storage costs, while ensuring declassification mandates are achieved in a safe and secure environment.

5.2.4 Declassification Database: The Contractor shall maintain a comprehensive auditable database that tracks all declassification review actions, name of reviewers, workflow process (status), and all relevant metadata generated in the performance of the task (classification, page count, date reviewed, referral agencies, etc.). This database must be made accessible at government request. The Contractor shall make information in the database, the Database administrator’s manual and Database user’s manual and a database management available to the COR, or COR representative(s), as the COR deems necessary.

5.2.5 Security: All personnel supporting this task require an active Top Secret clearance with at minimum 15% requiring SCI-eligibility status.

5.3 Task 3: Mandatory Declassification Review (MDR) and Foreign Relations of the United States (FRUS) Program Support

5.3.1 Mandatory Declassification Reviews (MDRs): The Contractor shall be responsible for administrative support, reviews, and recommendations regarding declassification action in accordance with section 3.5 of Executive Order (E.O.) 13526, ISOO Directive No. 1 on Classified National Security Information, Public Law 105-261, “Protection Against Inadvertent Release of Restricted Data (RD) and Formally Restricted

Data (FRD),” Public Law 106-35, “Supplement to Plan for Declassification of RD and FRD,” DoD 5230.30-M “DoD Mandatory Declassification Review (MDR) Program,” DoDM 5200.01 “DoD Information Security Program: Overview, Classification, and Declassification Volumes 1-3,” the OSD Declassification Standard Operation Guidelines/Standard Operating Procedures Manual, the OSD Declassification Guide, and the OSD Records Disposition Schedule. The Contractor support requirement for drafting and implementation of declassification plans, policies, procedures, and solutions as delineated in Task 2 apply to this task. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task.

5.3.2 MDR Correspondence: The Contractor shall be responsible for drafting, preparing, and processing all MDR program related correspondence for Government approval and signature. The Contractor shall also be responsible for processing and development of a system for tracking all MDR correspondence for mail in accordance with Government Classified National Security Information laws and regulations. The database and associated access requirements from Task 2 apply to this task.

5.3.2.1 FRUS: The Contractor shall be responsible for administrative support, reviews, and recommendations regarding declassification action in accordance with the Department of State's Basic Authorities Act of 1991, 22 U.S.C. § 4351 - U.S. Code - Unannotated Title 22 Foreign Relations and Intercourse § 4351, section 3.5 of Executive Order (E.O.) 13526, ISOO Directive No. 1 on Classified National Security Administration, Public Law 105-261, “Protection Against Inadvertent Release of Restricted Data (RD) and Formally Restricted Data (FRD),” Public Law 106- 35, “Supplement to Plan for Declassification of RD and FRD,” DoD Information Security Program: Overview, Classification, and Declassification Volumes 1-3,” the OSD Declassification Standard Operation Guidelines/Standard Operating Procedures Manual, the OSD Declassification Guide, and the OSD Records Disposition Schedule. The Contractor support requirement for drafting and implementation of declassification plans, policies, procedures, and solutions as delineated in Task 2 apply to this task.

5.3.2.2 FRUS Correspondence: The Contractor shall be responsible for drafting, preparing, and processing all MDR program related correspondence for Government approval and signature. The Contractor shall also be responsible for processing and development of a system for tracking all MDR correspondence for mail in accordance with Government Classified National Security Information laws and regulations. The database and associated access requirements from Task 2 apply to this task.

5.3.3 Training: The training requirements from the Overview Section and Task 2 apply to this task.

5.3.4 Maintenance of Records: The Contractor shall maintain records in accordance with the OSD Records Disposition Schedule. This task generates records identified under system of records notice, the contractor shall follow the requirements of DWHS EO5, Mandatory Declassification Reviews (http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Notices/OSDJS-Article- List/). This work shall be performed at Contractor site.

5.3.5 Security: All personnel supporting this task require an active Top Secret clearance with at minimum 30% requiring SCI-eligibility status.

5.4 Task 4: Freedom of Information Act/Privacy Act (PA) Program Support

5.4.1 Freedom of Information: The Contractor shall support all processing requirements for FOIA/PA requests in accordance with 5 U.S.C 552 (Freedom of Information Act), 5 U.S.C.