Attachment 1_Tech Library 2.0 PWS 07 Apr 23 (FINAL)_-.pdf

CUI

PERFORMANCE WORK STATEMENT (PWS)

Technical Library Services 2.0 Air Force Research Laboratory

Phillips Research Site Kirtland AFB, New Mexico 07 April 2023

Controlled By: Department of the Air Force Controlled By: AFRL/RVO CUI Category: PROCURE Distribution/Dissemination Controls: FEDCON POC: Patricia Hall/505-246-2300

1. SCOPE AND BACKGROUND

1.1. Scope. The Contractor shall provide all personnel, supervision, program management, and services necessary to perform a wide range of technical library support services to the Phillips Research Site (PRS), its operating locations, and its partners, Air Force Research Laboratory (AFRL), Kirtland Air Force Base (KAFB), New Mexico, as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract. Contractor tasks include task, project, process management, administration, collection development and maintenance support, reference, secondary research, circulation, interlibrary loan, outreach, customer services, education support, video, archiving, and cataloging.

1.2. Background. The vision of the Phillips Research Site (PRS) Technical Library includes continued and sustained provision of ever-improving services to its customers, taking continuous advantage of technology innovations and advances in the library profession while optimizing value to the customer and to the taxpayer. The goal of the library is to operate and maintain a state-of-the-art technical library offering information services that promote cutting edge research, facilitating access to materials and information tools, and fostering an innovative and modern information community. The PRS technical library is a repository, manager, and provider of scientific and technical information for PRS. The technical library maintains a system of Internet and Intranet links to full text technical reports, abstracts, citations, bibliographic, and various commercial databases, electronic journals, and reference materials. Information of various media types is imported. This information is indexed, archived, and prepared for desktop retrieval by the end-user. The information is made available to Air Force Research Laboratory and other users via the PRS network. Access to any information other than that which is approved for public release shall be controlled and protected in accordance with current policies.

2. REFERENCE DOCUMENTS. Reference guidance consists of DoD, Air Force, AFRL, and other documents associated with requirement definition. The Contractor shall use the most current version, as supplemented, during the contract period of performance. PWS reference materials are listed in Appendix 2.

3. PERFORMANCE REQUIREMENTS:

3.1. CONTRACTOR MANAGEMENT.

3.1.1. Management. The Contractor shall provide management and personnel required to perform the services defined in this PWS. The Contractor shall have a Single Point of Contact for the overall management of this contract.

3.1.2. Contract Management and Control. The Contractor shall provide the planning, coordination, technical direction, surveillance of activities, work performance and resources to accomplish all work effort under the contract. The Contractor shall be responsible for maintaining communication with the Contracting Officer (CO) and Contracting Officer’s Representative (COR), and to immediately notify BOTH the CO and the COR via email of any problems that would prevent timely performance of work effort under this contract. Providing notification to the Government Program Manager (PM) and/or the COR is NOT considered notifying the CO.

3.1.3. Management and Oversight. The Contractor shall establish, implement, and maintain technical management and oversight of all work performed under this PWS.

3.1.4. Overall Management Effort. The Contractor shall provide the overall management effort required to integrate operational and programmatic functions necessary to perform all work effort under this PWS.

3.1.5. Quality Control Plan (QCP). The Contractor shall be required to develop, maintain, enforce, and document a QCP. The Government shall receive the level of quality that is consistent with the requirements specified in this PWS. The QCP shall be revised or modified by the Contractor as circumstances warrant, throughout the life of the contract, to maintain oversight of contractor performance. The QCP shall be sufficiently detailed to provide the Contractor’s methodology for identifying and recruiting qualified personnel. The QCP shall provide the Contractor’s methodology for resolving problems identified by the Government during reviews conducted in accordance with Paragraph 5.0 of this PWS (“Service Summary”). The QCP shall provide the Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. At a minimum, the Contractor’s QCP shall address the four specific areas of Quality Management Approach, Quality Assurance, Quality Control and Quality Standards and Staffing Vacancy Filling to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Service Summary Table 5.1.

3.1.5.1. Quality Management Approach. The Contractor shall describe the overall approach for managing contract quality. The Contractor shall discuss overall philosophy and describe how employees are integrated into the quality management process. The Contractor shall be responsible for self-inspection.

3.1.5.2. Quality Assurance. The Contractor shall focus and describe processes being used to manage and deliver services and deliverables. The Contractor shall discuss organizational charts, communication lines, decision making authorities, roles and responsibilities, procedures and other criteria that may be employed when determining if and when to elevate a performance issue.

3.1.5.3. Quality Control and Quality Standards. The Contractor shall perform quality control activities continually throughout the life of the contract. The Contractor shall verify deliverables and services performed are in accordance with this contract and the Service Summary Table 5.1.

3.1.5.4. Staffing Vacancy Filling. The Contractor shall describe the overall availability of a human resource pool and provide a plan to obtain qualified personnel who can readily fill vacancies within 30 calendar days of a position vacancy. The Contractor shall describe the strategy to expedite hiring and relocation to fill vacancies, to include company policies, if any, putting priority on filling vacancies.

3.1.5.5. Billing for Vacant Positions. The contractor shall not bill for positions that are vacant over 30 calendar days.

3.1.6. Contractor Full-Time Equivalent Reporting. The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force Research Laboratory (AFRL) via a secure data collection site. The Contractor is required to completely fill in all required data fields at https://sam.gov/content/entity-reporting. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors should direct questions to the SAM.gov help desk. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. Data for Air Force service requirements must be input at the SAM.gov link. User manuals for Government personnel and contractors are available at the SAM.gov link at https://sam.gov/content/entity-reporting.

3.1.7. On-Site Contractor Program Manager/Research Librarian. The Contractor Program Manager shall also be responsible for performing Research Librarian responsibilities.

The on-site Contractor Program Manager shall be responsible for the performance of the work.

The on-site Contractor Program Management is considered a Key Position and shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract and shall have full control and authority to assign, prioritize, schedule, accomplish, and track all work performed. The Contractor shall provide management for all listed functions identified in this contract. All functions shall be performed in accordance with all applicable Federal, State, and local laws, DoD, Air Force, and base regulations, instructions, and requirements. The on-site Contractor Program Management shall manage the total Contractor work effort associated with operation, customer service, and all other services required herein to assure satisfactory and timely completion of these services. This on-site Contractor Program Management function includes the full range of management duties such as planning, organizing, leading, and controlling efforts with information and library projects, human resources, quality control, and other major contractor management functions.

3.1.8. Copyright. The Contractor shall comply with the Copyright Act of 1976 as amended and be held liable for their employee’s violations of the Copyright Act.

3.2. ADMINISTRATION.

3.2.1. Program Management Plan (PMP). The Contractor shall prepare and submit the PMP in accordance with CDRL A001.

(Deliverable PMP CDRL A001)

3.2.2. Monthly Status Report (MSR). The Contractor shall prepare and submit the MSR in accordance with CDRL A002.

(Deliverable MSR CDRL A002)

3.2.3. Program Management Review (PMR). The Contractor shall attend and support on-site PMR meetings held by the Government and Contractor management to discuss contract status.

PMR meetings will be held at least once annually, but not more than once quarterly. The COR will notify the Contractor in writing at least five working days in advance of each PMR, indicating the place, time, and call-in number for off-site management personnel. Contractor personnel shall be prepared to discuss the status of their areas of responsibility.

3.3. User Services.

3.3.1. Collection Development & Maintenance. The Contractor shall implement the Technical Library Collection Development Plan created by the Government Technical Librarian for https://sam.gov/content/entity-reporting collection development in the course of contract performance. The Contractor shall weekly evaluate the collection for content applicability and currency to the PRS mission. The Contractor shall maintain the technical library collection including re-shelving items, shifting material on the shelves to optimize space and accessibility, keep material in proper location on shelves, and assist customers in locating material. The Contractor shall be responsible for relocation of library materials and consolidation of one collection with other collections or portions thereof as necessary. All materials except periodicals shall be identified on spine label with a call number, a unique barcode, and property stamp with library name. Reference materials shall be identified as such. Periodicals shall be identified as government property.

Barcodes shall match Integrated Library System (ILS) item record. Mark out, cancel, or otherwise remove all property markings and barcodes from withdrawn materials before turning into Logistics Material Control Authority (LCMA). The Contractor shall maintain shelves in a neat and orderly appearance. Shelve periodical/newspaper by title/chronological order. Daily reshelve all materials left out of place in the technical library such as on tables, desks, and study carrels and record in-house usage in ILS. Conduct inventory of one fourth of collection each year so that entire collection is inventoried each four years. Reconcile inventory differences annually.

3.3.1.1 Acquisitions, Purchasing and Contract Maintenance. The Contractor shall acquire information resources and information access for the technical library collection in response to the collection development plan and customer requests. Collection materials shall include electronic databases, books, serials, technical reports, specifications/standards, indexes, and electronic journals. The technical library requires coordinating supporting services such as software licenses and electronic journal and other subscriptions to be put into place and maintained. The Contractor shall notify the COR and PM when purchase order subscription renewals are required. This is typically every six months or annually. All notifications shall come from the Contractor to the COR and PM at least 30 days prior to renewal. Notify the COR and PM of any issues or problems with services by third-party vendors and communicate with vendors to solve access or availability issues. Prior to expiration of existing license agreements, propose source and cost and provide the coverage upon approval by the COR. The Contractor shall perform timely follow-up of these actions to include compliance with terms and conditions, timely coverage of services and deliveries, and appropriate invoice processing. The current status of the supporting services and acquisitions shall be made available to the COR upon request.

3.3.1.2 Acquisitions via “Subscription” Contract Line Item (CLIN). The above acquisitions will be billed to the government via subscriptions contract line item of the contract. These required subscriptions are listed on Appendix 4, “Technical Library Subscription Maintenance Listing.” Acquisitions listed on Appendix 4 are subject to change by the government via contract modification. The Appendix 4 acquisitions are those that the contractor shall manage and acquire. Acquisitions managed by the contractor shall be renewed and billed as approved by the COR so no lapse in these services occurs. All licenses, publisher’s agreement or support agreements shall list the AFRL-Phillips Research Site as the primary user. The COR written approval is required prior to the contractor submitting any government purchase requests or prior to any expenditure of contractor Book expenses under the Books contract line item, with the exception of book purchases under $150.00 (total cost).

3.3.1.3 Acquisition of library books under the Books Contract Line Item. Books purchased for the collection with a total cost of $150.00 (or less per book) may be purchased at the discretion of the Library Manager following the guidelines in the Collection Development Policy; total monthly expenditures for books may not exceed $500.00 without the prior written approval of the COR. Receipts for all purchased books shall be submitted with the contractor’s monthly invoice. Books exceeding the cost of the $150.00 limit will require written approval by the COR prior to being purchased as or billed to the contract line item and will be based on actuals. Approved purchases shall not exceed the amount funded on the contract line item. The total monthly amount of book expenditures shall be noted each month on the Monthly Status Report (CDRL A002).

3.3.1.4 Acquisitions Records. The Contractor shall retain a file copy of all purchase requests. The Contractor Project Manager will maintain copies of all resource contracts on-site (including all purchase requisition documentation and a copy of the contract or purchase order) and shall make the files available to the COR within one day. It is required that the file copies shall be maintained electronically, with COR access available.

3.3.1.5 Subscription and Online Renewals. Print and electronic subscriptions and online services shall be renewed without a lapse by the Contractor. The Contractor shall track usage of online materials and make changes to the subscription lists based upon usage, adding, or deleting subscriptions as required by the COR or as indicated by usage with COR approval. COR approval of the final subscription list is required prior to any renewal of the subscriptions. The Contractor shall keep current spreadsheets showing title, timeframe of subscription, and costs of all electronic publications and subscriptions, by category (paper and electronic) and including invoice and receipt tracking information.

The Contractor shall review, verify, and maintain licensing and subscription agreements for products, software and electronic journals and links through the web page and shall amend license agreements as necessary. Collaborate with on-site federal librarian, other AFRL sites and the AFRL Library Council to maintain accurate journal holdings and AFRL Library Council acquisition initiatives. The subscription list shall be available to the COR upon request.

3.3.2. Reference/Information Services. The Contractor shall provide reference services from a professional librarian at the level of mediation requested by the customer, ranging from fully mediated to “do-it-yourself,” using a variety of relevant resources to include print, non-print, or electronic formats that meet the scientific, technical, or managerial informational requirements of customers. This includes conducting reference interviews and assisting library customers with the use of microfilm/microfiche and management and retrieval of microfilm and microfiche information. The Contractor shall respond within one day to requests for current, specific or comprehensive information dealing with the areas of air and space vehicle electronics, electro-optics, flight dynamics, human engineering, space weather, geophysics, materials, and advanced manufacturing processes, directed energy, weapon systems, and technology transfer. The Contractor shall use commercial and government sources. This service includes Document Delivery Service (DDS) and Interlibrary Loan (ILL).

3.3.3. In-Depth Reference. The Contractor shall provide in-depth reference services to include referral to other base and DoD programs, and active participation in consortia, networks, resource sharing and cooperative activities, and available regional or national DoD sponsored bibliographic databases. The Contractor shall provide resource materials or answer queries within customer's requested deadline.

3.3.4. Open Literature Searches. The Contractor shall conduct comprehensive literature searches using appropriate commercial databases and open literature sources and shall document the search results for the requesting customer. Literature searches shall be performed within three business days of the customer request.

3.3.4.1. Defense Technical Information Center (DTIC) Full Literature Search. DTIC restricted literature searches will be initiated and the Contractor portion completed within three business days, after which the Contractor shall provide the search strategy and signed AFMC Form 14 to the government librarian for coordination and final disposition.

3.3.5. Circulation. During all customer service hours, the information desk shall be manned and a library technician shall be available to provide customer assistance. The Contractor shall:

3.3.5.1. Register patrons; create, maintain, update, and revise borrower records. Delete borrower records for persons identified on the monthly clearance list that are departing the base, separating from federal service, or when notified by the user or his organization.

3.3.5.2. Use the ILS to document borrowers’ Check-in and Checkout transactions of materials including items borrowed from the technical library’s collection and through Interlibrary Loan that shall be returned to lending institutions. The Contractor shall use the ILS to record the in-house use of the technical library’s collection.

3.3.5.3. Use the ILS to maintain a system for borrower hold or recall requests. Staff shall hold requested items for borrowers at the information desk for a minimum of three business days before returning them to the collection.

3.3.5.4. Use the ILS to discharge items and reshelve the items within one business day.

Perform shelf reading of collection at least once per year.

3.3.5.5. Use the ILS to document the return of borrowed materials, including the placement of holds and recalls, by maintaining the notification system currently in place or instituting an improved notification procedure with COR approval. Run overdue reports to generate overdue notices that shall be sent to customers each month. When an additional overdue notice is generated for the same technical library material, the Contractor shall contact the customer to resolve the problem.

3.3.5.6. Perform periodic confirmation search for items reported missing. Generates a report for items missing for more than one year that shall be removed from the ILS and shall be identified to the COR three times a year on 15 April, 15 August, and 15 December, within three business days.

3.3.6. Customer Education and Support. The Contractor shall provide collections, services, and supplementary references to support training technical library customers on use of the technical library. These services shall include:

3.3.6.1. Customer Training. The Contractor shall provide formal and informal technical library instruction to users upon request, to include a demonstration of technical library electronic capabilities, an informational tour of supportive collections, study areas and equipment available for customer use, and availability of resources outside the technical library.

3.3.6.2. Customer Liaison/Outreach. The Contractor shall establish and maintain an efficient and highly visible customer liaison/outreach presence. The Contractor shall promote usage of the technical library and visit customer work sites as needed to pursue those goals. The Contractor shall promote good customer relations and shall complete mutual understanding of each customer request, and feedback required.

Quality level and delivery shall be the same. The Contractor shall keep customers advised of any interference problems or necessary changes in the work, preferably in advance, and shall notify the customer within one business day of the status of their requests.

3.3.6.3. Newcomer Orientation. The Contractor shall prepare and present a technical library overview presentation for use in laboratory-wide publicized PRS newcomer orientations at the direction of the COR, refreshed on no more than a quarterly basis.

These presentations may be recorded prior to the event and will be presented by the Contractor when instructed by the COR. The Contractor shall conduct briefings, tours, and product and service demonstrations.

3.3.7. Technical Services. The Contractor shall provide the following technical services to support technical library customers:

3.3.7.1. Document Delivery Service (DDS). The Contractor shall assist with DDS in support of AFRL PRS requirements regardless of format or source. The Contractor shall fill or initiate action to fill document requests within one working day of the customer placing the request with the technical library. The Contractor shall record and track order status for all document delivery requests including, at a minimum, customer name, organization and telephone number, date of customer request, date ordered, and date received. The Contractor shall maintain file copies of all DDS transactions and shall make the files available to the Government Technical Librarian and COR.

Contractor shall submit order request to Government Library staff for all DDS.

3.3.7.2. Interlibrary Loan (ILL). The Contractor shall participate fully in the Interlibrary Loan System as both a borrower and document supplier according to the National Interlibrary Loan Code. The Contractor shall maintain file copies of all ILL transactions and shall make the files available to the Government Technical Librarian and COR. The Contractor shall submit order request within one working day of customer’s request.

3.3.7.3. Receiving. The Contractor shall receive, account for, and process into the technical library collection all locally or centrally funded purchased materials and gift items selected for retention in the collection per the collection development policy. The Contractor shall check in, process, and shelve serials and loose-leaf publications within four business days of receipt. The Contractor shall locally maintain packing slips on file as receipt documentation for audit purposes.

3.3.7.4. Periodicals. The Contractor shall develop and implement a procedure for receiving periodicals. This procedure shall integrate the use of the Integrated Library

System (ILS). The Contractor shall use the results of the ILS to identify and institute claims for missing or unfilled issues within time constraints required by subscription vendor or publisher.

3.3.7.5. Archiving. The Contractor shall assist the PRS Chief Historian in management of a wide range and volume of documents and ephemera in the PRS History Office.

Archives to be accessioned, sorted, and digitized into a searchable finding aid. The Contractor shall:

3.3.7.5.1. Under guidance from the PRS Chief Historian, Contractor manages a large and complex science and technology archives, spanning AFRL and its predecessor organizations across six decades.

3.3.7.5.2. Perform professional archival functions by researching historical information to determine archival value of documents and appropriate filing location within the collection; catalogs documents by subject and prepares a local index for archived documents. Screens archives and examines unaccessioned existing documents to ascertain degree of deterioration and, where possible, disposal with PRS Chief Historian approval.

3.3.7.5.3. Make recommendations to the Government Historian for a uniform system to classify, safeguard, and declassify historical records to comply with Presidential Executive Order 13526, or the most current version.

3.3.7.5.4. Perform complex research and reference service in response to requests for historical data and documents relating to the history of PRS and its predecessor organizations.

3.3.7.5.5. Provide technical archives reference and research assistance to program officials of other Government agencies, including the National Archives and Records Administration and the Air Force Research Agency relating to archival management and records disposition.

3.3.7.5.6. Utilize government-provided archival finding aid software and other computer databases for management of PRS archives. Streamlines tools to accomplish a quick and efficient procedure for locating and accessing all records retained for permanent retention in the PRS archives.

3.3.7.5.7. Scan and upload documents for end goal of total digitization of archives.

3.3.7.5.8. Assist PRS Chief Historian in preparing historical publications.

3.3.7.5.9. Train Government and Contractor personnel in the duties relating to information disclosure, including review, redaction and dissemination of archival records.

3.3.8. Cataloging. The Contractor shall perform automated and non-automated cataloging services and shall input and maintain catalog records and metadata in the technical library’s automated card catalog the ILS and related systems. It is vital that the technical library’s electronic card catalog be kept current and accurate reflect the technical library collection. The cataloging of all materials shall be fully compliant with On Line Computer Library Center (OCLC) Level I, Machine Readable Cataloging (MARC), current Resource Description and Access (RDA) standards, and use Library of Congress Classification system. Catalog records shall be consistent with records in the automated card catalog the ILS. Cataloging shall be performed within 10 business days of receipt of new materials to the collection.

3.3.8.1. The Contractor shall create a bibliographic record in the technical library’s ILS for each title on order. Records shall be added to the collection according to the ILS system documentation. The Contractor shall create and attach to the bibliographic record an item record for each bar-coded item added to the collection according to ILS system documentation. The Contractor shall maintain the ILS database to accurately reflect current library holdings. The Contractor shall maintain the technical library’s OCLC account at full membership level.

3.3.9. Processing. The Contractor shall process non-serial technical library materials within two weeks of receipt and place materials on technical library shelves in call number/alphabetical order within four business days of completion of processing. Process serial technical library materials within five business days of receipt and place materials on library shelves in call number order within two business days of processing. Include in processing, at a minimum, the contractor shall perform the following activities:

3.3.9.1. Attach a unique barcode to the top of the front cover of each cataloged item in conformance with the existing pattern. Barcodes shall be codabar standard and follow the technical library’s existing series for borrowers and items.

3.3.9.2. All technical library collection materials shall be identified as government property with the markings “PROPERTY OF USAF” “AF RESEARCH LABORATORY

LIBRARY.”

3.3.9.3. New materials shall be correctly added to the online catalog.

3.3.10. Shelving of Materials. The Contractor shall maintain technical library materials in appropriate locations on clearly labeled shelves, in a neat and orderly appearance, by collection type.

3.3.11. Repair or Removal of Materials in Collection. The Contractor shall assist in informing customers when materials have been selected (per the Technical Library Collection Development Plan) for removal from the technical library collection and make materials selected for removal available for customer review for a period of not less than 30 business days. Materials identified by the customer to be retained shall be returned to the collection.

The Contractor shall repair damaged library materials. If the item is beyond economical repair, the Contractor shall coordinate with Government library staff reorder, or designate them for removal from the collection according to the collection development plan.

3.3.12. The Contractor shall delete from the ILS and OCLC all bibliographic and item records of materials removed from the collection within five business days of when the item is removed.

3.3.13. The Contractor shall furnish a DD Form 1348-1 to AFRL/LMCA at time of pickup for disposal of material removed from the library collection. The Contractor shall retain a receipted copy of the DD Form 1348-1. The Contractor shall be responsible for preparing the material for pickup according to AFRL/LMCA requirements.

3.4. Technical Library Systems Applications

3.4.1. This task includes providing technical library automated functions such as electronic card catalog, electronic search, document retrieval, document scanning, and electronic conversion of scanning document to digital files. As a repository, manager, and provider of scientific and technical information, the Technical Library is an Information/Knowledge Management Center for PRS. One of the main objectives of the Technical Library is to provide electronic information to the desktop in the most efficient and effective manner. To this end, the library provides Knowledge/Information Management and library applications integration, archival, and desktop delivery services. The Contractor shall provide support to programs within the technical directorates and their technical programs. Customer technical support (“help desk”) function and the maintenance of the hardware platform and operating system for library systems will be provided by other applicable on-site Contractors. The library Contractor shall use the automated card catalog/integrated library system (ILS) and other library-specific software applications and inform the Government Librarian of any issues or problems. The Contractor shall create and download bibliographic records into appropriate databases.

3.4.2. Integrated Library System (ILS). The Contractor shall use the Integrated Library System (ILS) and applicable modules and report any issues to the Government Librarian.

3.4.3. Document Digital Conversion. The Contractor shall perform document scanning and conversion of documents to electronic media.

3.4.4. Equipment Maintenance. The Contractor shall be responsible for providing customer assistance and user-level problem resolution for the Technical Library systems applications.

Basic hardware and operating system tasks for technical library systems are performed by another on-site Contractor. For user-operated equipment, the Contractor shall provide user assistance and operating instructions. The Technical Library Contractor shall provide input to the COR and Government Librarian regarding the Technical Library Home Page, and only upon approval, the Contractor shall contact the SharePoint administrator to post updates. The Contractor shall provide input to the COR and Government Librarian regarding computer system and software requirements for the operation of the Technical Library in performance of this contract.

4. CONTRACTOR EMPLOYEES.

4.1. Staffing. The Contractor shall continuously maintain an adequate staff with suitable management and professional expertise. Work shall be performed, scheduled, and completed in accordance with this PWS. Vacant Contractor positions shall not exempt the Contractor from providing full performance as required by this PWS.

4.2. At a minimum, all contract personnel shall

4.2.1. Have a working knowledge of computers, Microsoft Windows, and Microsoft Office software.

4.2.2. Provide prompt, courteous, and professional customer service,

4.2.3. Know and comply with all applicable Government regulations including safety and security,

4.2.4. In-process and out-process through and comply with all requirements of the Human Resource organizations of PRS.

4.2.5. Lifting/Moving. Contractor personnel in general are expected to be able to lift up to 40 pounds and move 70 pounds with assistance from another person or mechanical assistance such as a cart, or small lift.

4.2.6. Appearance. Contractor personnel shall present a clean, neat, and professional appearance, and be easily recognized as Contractor employees. Attire shall not include advertisements or pictures.

4.2.7. All positions are listed as Key Positions shall perform their work onsite.

4.2.8. It is highly desirable that the Contractor’s librarians shall demonstrate the professional competencies contained in Competencies for Information Professionals of the 21st Century available at: http://www.sla.org/about-sla/competencies/, especially the second core competency “Information and Knowledge Systems and Technology.”

4.2.9. Key Positions. Contractor personnel holding the position titles and having the qualifications listed below are considered essential to the work being performed under this contract:

Key Positions Minimum Qualifications

On-site Program Manager/Research Librarian (The person filling this position will also perform Research Librarian responsibilities)

- Three years of experience post-graduate professional experience to include the performance and management of one or more major functional areas of librarianship; 12 months supervisory experience; AND

- Master’s Degree in Library Science

User Services Librarian, Technical Librarian, Services Librarian (Reference, Research, Cataloging)

- One year experience in scientific and technical reference work including online databases, On- Line Computer Library Center (OCLC) systems, search and retrieval, bibliographic instruction, and all aspects of bibliographic control of a technical library collection with emphasis on digital competencies; AND

- Master’s Degree in Library Science

Library Assistant (Reference, Research, Cataloging) - One year experience in scientific and technical reference work including online databases, On- Line Computer Library Center (OCLC) systems, search and retrieval, bibliographic instruction, and all aspects of bibliographic control of a technical library collection with emphasis on digital competencies; AND

- Bachelor’s Degree in Library Science

Archivist - One year experience in archival science, or in a directly related field of work such as history that involved the collection, appraisal, analysis, or synthesis of information having historical or archival value. Specialized experience must demonstrate the following: technical work in accessioning, arranging, describing, preserving, using, and disposing of archives, obsolete records, and related material kept in the archives; AND

- Bachelor’s degree in Archival Science; OR

- Bachelor's degree with a major that includes 18 semester hours in archival science, history and/or in political science or government AND an additional 12 semester hours in one or any combination of the following: archival science, history, American civilization, economics, political science, public administration, or government; OR

- Combination of education and experience with at least 30 semester hours that included courses as shown above, plus appropriate experience or additional education

The Contractor agrees to assign to this contract those key positions listed in the chart above. The Contractor agrees that during the contract performance period no personnel substitutions will be permitted unless such substitutions are necessitated by an individual’s sudden illness, death, or termination of employment. In any of these events, contractor shall promptly notify the Contracting Officer. All proposed substitutions must be submitted in writing, at least 15 days (30 days if a security clearance is to be obtained) in advance of the proposed substitutions to the Contracting Officer. All requests for approval of substitutions under this contract shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. They shall contain a complete resume for the proposed substitute or addition, and any other information requested by the Contracting Officer (CO) or needed by him or her to approve or disapprove the proposed substitution. All substitutions proposed during the duration of this contract shall have the qualifications of the person being replaced. The CO or his or her authorized representative will evaluate such requests and promptly notify the contractor of his or her approval or disapproval thereof in writing. If the CO determines that suitable and timely replacement of key positions who have been reassigned, terminated, or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the service order, the contract may be terminated by the CO for cause or for the convenience of the Government, as appropriate. In addition, if the Contractor is found at fault for the condition, the CO may elect to equitably decrease the contract price to compensate the Government for any resultant delay, loss, or damage.

5. SERVICE SUMMARY (SS): The Contracting Officer Representatives (COR) shall conduct, document, track, and analyze Contractor performance a minimum of once per quarter via periodic surveillance.

The surveillance results shall be maintained and utilized to prepare an annual CPARS assessment.

Assessment results, including the Contractor’s input, will be used to evaluate the Contractor’s overall compliance with the contract terms and conditions. CORs will use Table 5.1 as a guide.

TABLE 5.1

SERVICE SUMMARY (SS)

SS Item Performance Objective PWS

Para Performance Threshold Method of

Assessment

SS-1

Quality

Contractor provides responsive, high-quality team performance, accurate reports, customer interaction, and feedback.

All Contractor shall have no more than one incident of failure to perform IAW PWS standards per surveillance period. All customer complaints shall be substantiated by the COR and the CO.

Periodic Surveillance and customer complaint

SS-2

Schedule

Contractor is responsive to Government requirements, ensures PWS compliant performance, provides prompt identification and resolution of problems, effectively communicates concerns with the COR, and meets the delivery schedule, including deliveries stated in the Contract Data Requirements List

(CDRL).

All Contractor shall have no more than one incident of failure to perform IAW PWS standards, and no more than one late document per month. All customer complaints shall be substantiated by the COR and the CO.

Periodic Surveillance and customer complaint

SS-3

Management

Contractor effectively manages all resources to include personnel, to ensure contract performance.

All Contractor shall have no more than one incident of failure to perform IAW PWS standards per surveillance period.

Periodic Surveillance

SS-4

Regulatory Compliance

Contractor maintains compliance with all applicable regulations.

All Contractor shall have zero incidences of failure to perform IAW PWS standards per surveillance period.

Periodic Surveillance

SS-5

Security

Contractor complies with the DD Form 254, the PWS, and all applicable security regulations.

All Contractor compliance is mandatory; no failures to meet security requirements are acceptable. Each security violation must be resolved to

Periodic Surveillance and customer complaint the government's satisfaction within three working days.

SS-6

The Contractor shall be in compliance with the Combating Trafficking In Persons (CTIP) clause and all applicable laws.

FAR Clause 52.222-50 All 100% Compliance is mandatory, no failures to meet CTIP requirements are acceptable.

Each CTIP violation must be resolved immediately. Violations shall be reported to DoD Combat Trafficking in Persons (CTIP) Program Management Office (PMO) Office of the Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA) http://ctip.defense.gov

COR Periodic surveillance and customer complaint. COR shall convey observed noncompliance to the CO immediately.

6. GENERAL INFORMATION:

6.1. Base Support: Base support may be provided by the Government to the Contractor in accordance with this PWS.

6.1.1. The Contractor will require use of base support on a rent-free, non-interference basis to include Government-controlled working space, material, equipment, services (including automatic data processing), or other support (excluding use of the Defense Switched Network (DSN)) which the Government determines can be made available at, or through, any Air Force installation where this contract shall be performed.

6.1.2. Unless otherwise stipulated in the contract schedule, the Contractor shall use base support on a no-charge-for-use basis and the value shall be a part of the Government's contract consideration.

6.1.3. The Contractor shall immediately report inadequacies to the COR, defective base support, or non-availability of support stipulated by the contract schedule, together with a recommended plan for obtaining the required support.

6.1.4. Following are installations where base support will be provided: Kirtland Air Force Base (AFB), New Mexico

6.1.5. The base support to be furnished under this contract is computer network, telephones, and office space. Because of the nature and location(s) of the work performed, the value of such support is undeterminable. The Contractor is not authorized to incur any costs resulting from nonsupport prior to Contracting Officer direction.

6.2. Facilities/Office. The Government shall provide facilities in Building 570, Room 1225, and Technical Library. The Government shall provide office space, cubicle, or work area (hereinafter referred to as “office”.) Office space, office supplies, computer equipment, telephone, computer graphic equipment (such as a scanner), and reproduction facilities will be provided.

http://ctip.defense.gov/

6.3. Incidentals. The property under this section is considered incidental to the place of performance. Government Furnished Property/Equipment will not be provided.

6.3.1. Automated Data Processing Equipment (ADPE) Equipment and Software. The Government will provide a computer for each position identified. Each computer shall have the basic necessary software required to perform the duties ascribed to the requirement (such as Microsoft Office). Additional equipment may be provided, as the Government determines to be appropriate.

6.3.2. Communication Incidental. Each office provided by the Government shall have a telephone. Each computer shall be linked to local servers and/or to the Air Force Network.

6.3.3. Furniture. Each office provided by the Government shall have a desk and chair.

Additional furniture (such as bookcases, credenzas, etc.) shall be provided upon determination of need by the Government.

6.3.4. Custodial Service. The Contractor shall receive the same level of custodial support from the Kirtland AFB host wing as would Government employees. Contractor employees shall keep their work areas neat and clean and empty their personal trash bin into a Government designated trash and/or recycling receptacle.

6.3.5. Base Telephone Service. The Government shall request base telephone service for the Contractor to include common user instruments. Telephone service provided shall include access to local off base service, Defense Switched Network (DSN) and Federal Telecommunication System (FTS) as needed. All service shall be provided for official use only in performance of the contract. Commercial service as needed by the Contractor for company business shall not be provided.

6.3.6. Property Control. Computers and peripheral incidentals will not be signed over to the Contractor as Government Furnished Equipment. Instead, the Government shall provide incidentals on hand receipts (AF IMT 1297) which shall be used to track the assignment of such incidental equipment, and location and condition will be verified through periodic audits. The Contractor’s signature on a hand receipt shall indicate the Contractor’s acceptance of responsibility for the proper use and care of such incidentals.

This shall include financial responsibility for lost or stolen incidentals if Contractor negligence is established.

6.3.7. Management of Hardware and Software. Where directly related to the performance of the effort, the Contractor shall maintain and operate computer hardware and software.

6.3.8. Movement of Government Provided Incidentals. The Contractor shall not move Government property or Government provided incidentals without prior written approval of the COR.

6.4. Transition.

During the phase-in and phase-out periods interruptions or delays shall be minimized to provide maximum cooperation between successor and incumbent. The successor shall maintain daily attention on work during phase-in/phase-out. The contractor shall plan for the transfer of work control, delineating the method for processing and assigning tasks, during phase-in/phase-out.

6.4.1 Phase-In. As a successor, the Technical Library Services contractor shall perform a smooth transition with the incumbent contractor during the phase-in period. The phase-in period commences at contract award with formal transition during the first 30 calendar days of the base period (15 calendar days if the successor contractor subcontracts to the incumbent).

The contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to a program is minimized. The contractor shall provide the staff necessary to perform a smooth transition and shall train personnel that do not participate in transition activities. The Contractor shall complete the necessary steps for assumption of responsibilities during the phase-in period and shall communicate their progress to the COR via email on a weekly basis. The Contractor shall become familiar with all contract requirements to commence full performance on the first day following the formal phase-in period.

6.4.2 Phase-Out. The Technical Library incumbent shall ensure a smooth transition with the successor during the Technical Library contract phase-out period, prior to completion of contractual performance. The incumbent contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on-going work. The contractor must provide an orderly transition of work acceptance and accomplishment, such that full control by the successor is achieved by the end of the new contract phase-in period. A phase out plan may be required 180 days prior to the end of the period of performance in the last option year.

6.5. Summary of Deliverables.

6.5.1. Program Management Plan (CDRL A001)

6.5.2. Monthly Status Report (CDRL A002)

6.5.3. Quality Control Plan (CDRL A003)

6.6. Hours of Work

6.6.1. Duty Hours. The Contractor shall normally perform work under this contract during the following hours: 0700 through 1600, Monday through Friday; all Contractor staff work schedules shall be arranged within these times. Customer service hours are 0730 through 1600.

In addition, functional areas of research, reference, cataloging, technical services, collection development, and circulation, shall be manned and operated during customer service hours.

6.6.2. Recognized Holidays/Closures. The library will be closed on Federal holidays: New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The holiday will be observed on the government-designated day.