Consulting and Multi-spectral imgaging CSS.docx

NARA – 88310323Q00149 Consulting Services for Comprehensive Multispectral Imaging

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310323Q00149 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-05 effective September 7, 2023. This is a full and open RFQ under NAICS code 561439, Retrographic Services. CONTRACT LINE ITEM NUMBER(S): See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain Consulting services for Comprehensive Multi-Spectral Imaging (MSI) of the Emancipation Proclamation and related records. See Attachment 2, Performance Work Statement. PERIOD OF PERFORMANCE: The period of performance will consist of a base year. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract. FAR provisions will be removed prior to award. FAR provision 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services. (Sep 2023). Addenda: (1) Change paragraph (c) to read: Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. (2) Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation as prescribed by FAR 12.301(c)(2). Selection of the Contractor for award of this purchase order will be based on NARA’s assessment of the best overall value to the Government. The Government will conduct a comparative analysis of the quotations (Technical Approach, Relevant Past Performance, and Price) to determine best value for this award. Accordingly, best value for this purchase order will be evaluated based on the following evaluation factors: (1) Technical Approach (Volume I). The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; and approach to the work that the Contractor would have to perform under the prospective purchase order. The Government will assess whether the Contractor exhibits adequate techniques and approaches to meet purchase order needs and provide effective and efficient support. (2) Relevant Past Performance (Volume II). The Contractor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous relevant work. Contractors are requested to submit no more than five (5) references for relevant past performance performed during the past five (5) years. Submission should include the entity name, a point of contact, contact information, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. (3) Price (Volume III). All technical factors are equal in importance. All evaluation factors other than cost or price, when combined, are more important than cost or price. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include a justification and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without communicating with contractors. For evaluation purposes, the evaluated total purchase order price will be determined by summing the total price of each CLIN in the base year. FAR provision 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial

Services. (Sep 2023) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR clause 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services. (Dec 2022) – see Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services. (Sep 2023) - see Attachment 5, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. The Contractor is required to be registered in the System for Award Management (SAM) and maintain registration until final payment in accordance with FAR provision 52.204-7, System for Award Management (Oct 2018). Full text provisions and clauses can be found at http://www.acquistion.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Ms. Tyrice Buie (Contractor) at tyrice.buie@nara.gov no later than 12:00 PM ET on September 20, 2023 to be considered. Questions submitted in any other manner will not be answered. Contractors are requested to group and submit questions in the same order found in the RFQ while making reference to the particular paragraph number. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 12:00 PM ET on September 22, 2023. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: The Contractor must submit a completed copy of Attachment 1, Schedule of Prices. The Contractor shall provide the labor mix which, consists of labor categories, firm-fixed hourly rates, and hours which were used to calculate the total fixed price of CLIN 0001. NARA requests that contractors email one (1) copy of the quotation (Volumes I, II and III) to: Ms. Tyrice Buie (Contractor) at tyrice.buie@nara.gov. Contractors must also submit, with its quotation, representations required by FAR provision 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment, FAR provision 52.204-26, Covered Telecommunications Equipment or Services-Representation, or FAR provision 52.212- 3(v), Covered Telecommunications Equipment or Services-Representation. Please indicate in the quotation if the representations are complete in the contractor’s SAM profile.

ATTACHMENT 1 SCHEDULE OF PRICES

1.0 DESCRIPTION OF SERVICES

The purpose of this solicitation is to acquire Consulting Services for Comprehensive Multi-Spectral Imaging (MSI) of the Emancipation Proclamation and related records; provide consultancy and dialog for the enhanced use of MSI at the National Archives and Records Administration (NARA) with the Preservation Programs Division (RX) Scientists and Conservators; and to provide a final report and data with insights into the materiality of the records that will become part of the documentation associated with the holdings.

2.0 PRICING OF BASE YEAR

a. Fixed Price (FP). The Contractor is required to furnish all the work that can be identified in advance, both in sufficient detail and quantities, and for which a fair and reasonable price can be obtained. The fixed prices must include the fully burdened cost for delivering the services in accordance with the requirements of this CSS. All Consulting work in Attachment 2, Performance Work Statement (PWS) is considered FP.

b. Travel. Any travel must be conducted in accordance with Federal Travel Regulations (FTR) and the terms and conditions of this purchase order and must be approved in writing by the Contracting Officer’s Representative (COR) prior to travel. The Government is not obligated to pay for travel under this purchase order unless it is performed for work under this purchase order and in accordance with the FTR and purchase order’s terms and conditions. The Travel NTE amounts must be included with the Contractor’s quotation. Costs for travel must be submitted with the Contractor’s quotation. Travel requests received at a later date will not be accepted.

c. The fixed prices must include the fully burdened cost for delivering the services required by this purchase order. Deliverables are not separately priced. Rates should include the costs of deliverables.

d. The Contractor must separately identify and explain known ODCs (e.g., subcontract, applicable material, parts, etc.), if applicable, for all separately priced CLINs. The Government reserves the right to not pay for ODCs which, are not clearly identified and explained in the Contractor’s quotation. The Government does not guarantee that ODCs will be included in the resulting purchase order. To the extent that the Contractor requires ODCs, it shall add a new CLIN and provide the “Not-to-Exceed” ceiling applicable to the ODCs.

NOTE: The Contractor shall provide the labor mix which, consists of labor categories, firm-fixed hourly rates, and hours which were used to calculate the total fixed price of CLIN 0001.

3.0 SCHEDULE OF PRICES

(a) In accordance with this purchase order, the Contractor must provide all services described herein, and must plan, schedule, coordinate, and assure effective performance.

Lot

Lot

$6,600.00

NTE

BASE YEAR TOTAL PRICE:

ATTACHMENT 2 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 The Office of Research Services, Preservation Programs Division (RX), requires the service of a cultural-heritage imaging specialist to provide multispectral images for certain records of exceptionally high significance. Multispectral imaging (MSI) and related optical and numerical techniques of image capture and processing are required to document and analyze records of unique value to the American people. MSI is an imaging system and procedure that uses illumination at multiple wavelengths spanning the ultraviolet, visible, and near infrared to capture a stack of images at high resolution. Through MSI NARA will gain information about the composition, condition, and material history of these records. NARA requires this service to occur onsite at one of our Washington DC area locations.

1.3 In addition to the imaging of these records, RX requires that the MSI specialist contractor provide consultancy to NARA staff to understand the concepts, methods, strengths and weaknesses, and practicalities of utilizing MSI within the current repertoire of science and imaging tools.

1.4 The aim is to provide comprehensive multispectral imaging of up to 15 individual specially protected holdings; provide consultancy and dialog for the enhanced use of MSI at NARA with RX Scientists and Conservators; and to provide insights into the materiality of the holding to be imaged that will become part of the documentation of the holding.

2.0 SCOPE

2.1 Planning and Preparation

2.1.1 Kickoff Meeting – The Contractor must initiate a video/conference call to RX within five (5) business days of purchase order award. During this conference call the date for the first face to face meeting will be scheduled.

2.1.2 The Contractor shall meet onsite to understand the layout, dimension, physical attributes of the space set aside for the imaging activity. The Contractor will also become familiar with the record(s) of inquiry, meet with stakeholders (physicists, imaging scientists, conservators) to discuss the plan of action for handling and imaging the record; and provide an overview of the steps in the MSI process for stakeholders. The estimated time is a half day onsite to meet and discuss with stakeholders.

2.2 MSI Imaging

2.2.1 The Contractor shall provide all equipment, software, hardware, and ancillary materials to Image multiple records –

2.2.1.1 Five (5) hand-written mid-19th century documents with each sheet approximately 16 3/4 x 10 3/4 inches (42.5 x 27.3 centimeters).

2.2.1.2 Three to five (3-5) pages in a bound volume each page measuring approximately 65 x 40 centimeters.

2.2.1.3 A copperplate engraving measuring approximately 100 centimeters square.

2.2.2 MSI entails the capture of a stack of images (an image stack is defined as a group of images with a similar frame of reference but intentional differences in the quality or content across the set. Once combined into a stack multiple images are processed to produce a composite view that eliminates unwanted content or noise) that are identical except for the wavelength of illumination used to capture each image and for the choice of detection filter that may be used. The particular wavelengths (and filters) shall be determined in consultation with imaging scientists in advance. The total number of original capture images will be determined in the planning and preparation phase. It is expected that the total number of stacked images will be over 400. The images must be provided in tiff format.

2.2.3 Set-up and take-down of equipment for the period of the MSI imaging shall be included in the overall estimate of time for this section. It is estimated that the total number of days for initial imaging is seven (7) days.

2.3 MSI Post-Processing and Interrogation of the Images

2.3.1 One and a half (1.5) days of on-site image processing. Images will be processed on-site at time of capture to ensure that a stack of useful images have been optimally captured. This is included in the MSI imaging timeframe outlined in PWS paragraph 2.2.3.

2.3.2. One and a half (1.5) days of post-processing of images off-site. Images will be fully processed and analyzed offsite using a full set of algorithmic techniques that are part of the typical MSI post-processing activities. The expected timeframe for this activity is approximately four (4) weeks.

2.3.3. The Contractor will periodically and minimally explain techniques to the COR or Heritage Science as analysis progresses. The processing steps must use software that is approved by NARA IT professionals (i.e., Adobe Bridge or similar) for use on NARA’s internal network and consequently can be reproduced by NARA scientist and conservators in the future.

2.3.4. The Contractor will hold a debriefing within 40 business days of initial capture photography with NARA staff and domain specialists to discuss findings and initial conclusions. Approximately three (3) hours.

2.4 Metadata

The Contractor shall work closely with RX scientists to determine what trial or initial metadata (e.g. information about the materials that are disclosed through datasets that are referenced by the contractor's processing software) are required for the final report. This is incorporated into post-processing discussions referenced in PWS paragraph 2.3.2.

2.5 Training Discussions/Lecture Related to MSI

2.5.1 The Contractor shall work closely with RX scientists and conservators in the capture and processing of images during the capture phase of this work with the aim to educate them on the methods and concepts of MSI. This will occur throughout the timeframe referenced in PWS paragraph 2.2.

2.5.2 The Contractor will provide an on-site lecture or other suitable educational workshop on MSI for approximately 15 NARA staff including Heritage Science, archivists, and some conservators and provide consultancy for the possible expansion of this capability at NARA.

2.6 Final Report

The Contractor shall provide a final report on the imaging results, including all data, description of processing methods and images to NARA with analysis and conclusions based on the scientific findings from MSI at the conclusion of the purchase order.

3.0 PLACE AND PERIOD OF PERFORMANCE

3.1 Services shall be performed at the following location:

National Archives and Records Administration 8601 Adelphi Road College Park, MD 20743

3.2 The anticipated period of performance will be from September 25, 2023 to September 24, 2024

4.0 HOURS OF OPERATION

Work shall be undertaken during regular business hours, 8:00 AM to 5:00 PM Eastern Time, Monday through Friday, excluding Federal holidays, unless mutually agreed upon by NARA’s COR and the Contractor.

5.0 DELIVERABLES

5.1 Deliverables List. The following table lists the deliverables under this purchase order.

2.1.1

Kickoff Meeting

Contractor must initiate a conference call within five (5) business days of purchase order award. During this conference call the date for the first face to face meeting will be scheduled.

2.1.2

Meeting to discuss with stakeholders a plan of action and provide an overview of the steps in the MSI process.

TBD

3/4 x 10 3/4 in. (42.5 x 27.3 centimeters)

Shall be arranged with prior notice of at least seven (7) business days with the COR for both setting up and taking down equipment

The initial image capture will be arranged with prior notice of at least seven (7) business days with the COR and the Contractor will proceed with a 10-business-day frame of time to image all items listed

Assignment of the lecture date and time will be arranged with the COR with prior notice of at least 30 business days

Final report due no later than 10 business days after debriefing report (PWS paragraph 2.3.3)

6.0 Contractor Furnished Items and Services

6.1 General Information. The Contractor shall furnish everything needed to perform under this purchase order according to the terms and conditions.

6.2 The Contractor shall provide all equipment, software, hardware, and ancillary materials to image multiple records. The Contractor shall consult with the COR to ensure image capture and processing software meets NARA IT requirements (i.e., Adobe Bridge or similar) for use on NARA’s network.

6.3 The Contractor will also provide short updates on post-processing activities to ensure a full understanding of the techniques deployed for post-processing via email or telephone call. This is included in the post-processing timeframe of approximately 40 business days.

6.4 The Contractor will provide a lecture or other suitable educational workshop on MSI for relevant staff and provide consultancy for the possible expansion of this capability at NARA. The time for this will be approximately a total of eight (8) hours including development of the materials and about one to two (1-2) hours for a standalone lecture or workshop on MSI.

ATTACHMENT 3

PURCHASE ORDER ADMINISTRATION

I. GOVERNMENT PURCHASE ORDER ADMINISTRATION

a. This Purchase Order will be administered by:

National Archives and Records Administration Office of the Chief Acquisition Officer (Z) 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

b. Contract Specialist (CS):

See award document.

c. Contracting Officer (CO):

Any warranted Z CO.

The CO has the overall responsibility for the administration of this purchase order. Written communication to the Contract Specialist must reference the purchase order number and must either be emailed or mailed, postage prepaid, to the above address.

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the purchase order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from purchase order payments for non-performance or unsatisfactory performance; terminate the purchase order for convenience or default; and issue final decision purchase order questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

II. CONTRACTING OFFICER’S REPRESENTATIVE (COR) LEVEL 1:

a. COR: See award document

b. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the CO in the discharge of the CO’s responsibilities. The COR serves as the point of contact through which the Contractor can relay questions or problems of a technical nature to the CS and the CO. The COR is responsible for the inspection and acceptance of the purchase order requirements and for the review and certification of invoices for the purchase order requirements.

c. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the purchase order between the Contractor and any person other than the CO be effective or binding upon the Government.

d. When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the purchase order, the Contractor must promptly notify the CO in writing.

e. No action will be taken by the Contractor under such technical instruction unless the CO has issued a contractual change.

III. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP) (JANUARY 2020)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for purchase order financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the purchase order, or the clause 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this purchase order, the following documents are required to be submitted as an attachment to the IPP invoice: Invoices shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g).

Contractor Invoice to include:

1. Award number

2. CLIN/Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection if applicable

7. Serial number/part number if applicable

The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. Assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

IV. INVOICE FREQUENCY

The Contractor, upon completion and the submission of proper invoices, shall be paid the prices stipulated in this purchase order for supplies delivered and accepted or services rendered and accepted as follows: Planning and Preparation (15%); MSI Imaging (25%); MSI Post-Processing and Interrogation of the Images (25%); Training Discussions/Lecture Related to MSI (15%); and a Final Report (20%).

V. FINAL PAYMENT

Before final NARA payment is made, the Contractor must furnish to the CO a written release of all claims against the Government arising by virtue of the purchase order, other than claims in stated amounts as may be specifically excluded by the Contractor from the operation of the release. If the Contractor’s claim to amounts payable under the purchase order has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. § 203, 41 U.S.C. § 15), a release may also be requested of the assignee. To ensure that all necessary adjustments for non-performance or unsatisfactory performance have been made and a release of claims has been submitted before the purchase order is closed out, the final NARA payment will be made in thirty (30) calendar days after receipt of a proper invoice, date of completion of performance, or receipt of release of claims by the CO, whichever is later.

ATTACHMENT 4

ADDITIONAL NARA TERMS AND CONDITIONS

I. SECURITY OF INFORMATION AND PROTECTION OF CONTROLLED UNCLASSIFIED INFORMATION, INCLUDING PERSONALLY IDENTIFIABLE INFORMATION (APRIL 2017)

(a) Applicability

This clause applies to all controlled unclassified information, which may include personally identifiable information, as defined in Section B, regardless of the medium in which it is found and includes paper records.

(b) Definitions. As used in this clause:

“Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar situation where persons other than authorized users, and for other than authorized purpose, have access or potential access to personally identifiable information, in usable form whether physical or electronic.

“Controlled Unclassified Information” means information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that a law, regulation, or Government-wide policy requires or permits an agency to handle using safeguarding or dissemination controls. However, CUI does not include classified information or information a non-executive branch entity possesses and maintains in its own systems that did not come from, or was not created or possessed by or for, an executive branch agency or an entity acting for an agency. Law, regulation, or Government-wide policy may require or permit safeguarding or dissemination controls in three ways: Requiring or permitting agencies to control or protect the information but providing no specific controls, which makes the information CUI Basic; requiring or permitting agencies to control or protect the information and providing specific controls for doing so, which makes the information CUI Specified; or requiring or permitting agencies to control the information and specifying only some of those controls, which makes the information CUI Specified, but with CUI Basic controls where the authority does not specify.

“Personally identifiable information (PII)” means any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States. Examples of PII include the following:

(1) Name.

(2) Date of birth.

(3) Mailing address.

(4) Telephone number.

(5) Social Security Number.

(6) Email address.

(7) Zip code.

(8) Account numbers.

(9) Certificate/license numbers.

(10) Vehicle identifiers including license plates.

(11) Uniform resource locators (URLs).

(12) Internet protocol addresses.

(13) Biometric identifiers (e.g., fingerprints).

(14) Photographic facial images.

(15) Any other unique identifying number or characteristic.

(16) Any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive personally identifiable information (sensitive PII)” means a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

(1) Complete social security numbers, alien registration numbers (A-number) and biometric identifiers (such as fingerprint, voiceprint, or iris scan) are considered sensitive PII even if they are not coupled with additional PII.

(2) Additional examples include any grouping of information that contains an individual’s name or other unique identifier plus one or more of the following elements:

(i) Driver’s license number, passport number, or truncated social security number (such as last 4 digits);

(ii) Date of birth (month, day, and year);

(iii) Citizenship or immigration status;

(iv) Financial information such as account numbers or electronic funds transfer information;

(v) Medical information; and/or

(vi) System authentication information such as mother’s maiden name, account passwords or personal identification numbers.

(3) Other PII may be “sensitive” depending on its context, such as a list of employees with less than satisfactory performance ratings or an unlisted home address or phone number. In contrast, a business card or public telephone directory of agency employees contains PII but it is not sensitive.

(c) Data Security.

(1) The Contractor shall limit access to the data covered by this clause to those employees and subcontractor who require the information in order to perform their official duties under this purchase order.

(2) The Contractor employees, and subcontractors must physically or electronically secure CUI, which may include sensitive PII, when not in use and/or under the control of an authorized individual, and when in transit to prevent unauthorized access or loss.

(3) When CUI is no longer needed or required to be retained under applicable Government records retention policies, it must be destroyed in accordance with NIST 800-88 standards.

(4) The Contractor shall only use CUI obtained under this purchase order for purposes of the Contractor; it shall not be disclosed, released, disseminated, or published without the prior written consent of the Contracting Officer.

(5) If it is established elsewhere in this purchase order that information to be utilized under this purchase order, or a portion thereof, is subject to the Privacy Act, The Contractor shall follow the rules and procedures of disclosure set forth in the Privacy Act of 1974, 5 U.S.C. 552a, and implementing regulations and policies, with respect to systems of records determined to be subject to the Privacy Act.

(6) At expiration or termination of this purchase order, the Contractor shall turn over all CUI obtained under the Contractor that is in its possession.

(d) Systems Access. Work to be performed under this purchase order may require the handling of CUI, including PII. The Contractor shall provide the Government access to, and information regarding those systems handling CUI, including sensitive PII for the Government under the Contractor, when requested by the Government, as part of the Contractor’s responsibility to ensure compliance with security requirements, and shall otherwise cooperate with the Government in assuring compliance with such requirements. Government access shall include independent testing of controls, system penetration testing by the Government, Federal Information Security Management Act data reviews, and access by agency Inspectors General (IG) for IG reviews. When requested by the NARA CO or COR or other NARA officials as described herein, in connection with NARA’s efforts to ensure compliance with security requirements and to maintain and safeguard against threats and hazards to the security, confidentiality, integrity, and availability of NARA Information, Contractor shall provide NARA, including the NARA OIG, (1) access to any and all information and records, including electronic information, regarding a Covered Information System, and (2) physical access to Contractor's facilities, installations, systems, operations, documents, records, and databases. Such access may include independent validation testing of controls, system penetration testing, and FISMA data reviews by NARA or agents acting on behalf of NARA, and such access shall be provided within 72 hours of the request. Additionally, the Contractor shall cooperate with NARA’s efforts to ensure, maintain, and safeguard the security, confidentiality, integrity, and availability of NARA information.

(e) Systems Security.

(1) In performing its duties related to management, operation, and/or access of systems containing PII under this purchase order, the Contractor, its employees and subcontractors shall comply with all applicable security requirements and rules of conduct applicable to the agency’s systems as described in:

a) NARA Directive 1608 http://www.archives.gov/foia/directives/nara1608.pdf

b) NARA Notice 2010-045;

c) NARA Penalty Guide (Personnel 300, Appendix 752A - Penalty Guide); and

d) NARA’s Media Protection Methodology.

(2) In addition, the use of Contractor-Owned laptops or other portable storage devices to process or store sensitive PII is prohibited under this purchase order until the Contractor provides, and the Contracting Officer, in coordination with the Senior Agency Official for Privacy (SAOP) or the SAOP’s designee, approves the Contractor’s written acknowledgment that the following requirements are met:

(i) Laptops and other portable storage devices must employ encryption that is NIST Federal Information Processing Standard (FIPS) 140-2 validated (or its successor) http://csrc.nist.gov/publications/PubsFIPS.html, and approved.

(ii) The Contractor has developed and implemented a process to ensure that security and other applications software are kept current.

(iii) Mobile computing devices utilize anti-virus software and a host-based firewall mechanism.

(iv) Removable media, such as hard drives, flash drives, devices with flash memory, CDs and floppy disks containing CUI, which may include sensitive PII shall not be removed from a Government facility unless they are encrypted using a NIST FIPS 140-2 or successor approved product.

(v) When no longer needed, all removable media, hard drives, and flash memory shall be destroyed in accordance with Government security requirements identified in NARA’s Media Protection Methodology.

(vi) The Contractor shall maintain an accurate inventory of devices used in the performance of this purchase order.

(3) All NARA information obtained under this purchase order shall be removed from Contractor- Owned information technology assets at the direction of the Contracting Officer or Contracting Officer’s Representative. Removal must be accomplished in accordance with standard FedRAMP controls for media protection in moderate IT systems and NIST 800-88 standards. Certification of data removal will be performed by the Contractor’s Project Manager and written notification confirming acknowledgment will be delivered to the Contracting Officer within 30 days of the direction to remove the information.

(4) Back up or mirrors of any systems or files containing CUI shall be treated in the same manner as the original data containing CUI, with the same protections and obligations.

(5) The Contractor shall require FIPS 140-2 (or successor) encryption of any sensitive PII when transmitted electronically across the Internet or other public works.

(f) Breach Notification to Government.

(1) The Contractor has been provided with: NARA Directive 1608, and is aware of its roles, responsibilities, and relationship with the Government in case of data breach.

(2) In the event of any actual or suspected breach of sensitive PII, the Contractor shall immediately, and in no event later than one hour of discovery, report the breach to the Contracting Officer, the COR, the Senior Agency Official for Privacy (currently NARA’s General Counsel garymstern@nara.gov) and the Chief Information Officer (only for IT requirements) in accordance with NARA Directive 1608.

(3) The Contractor is responsible for positively verifying that notification is received and acknowledged by appropriate Government parties identified in subparagraph (2) above.

(4) In the event of a confirmed, potential or suspected Security Breach, involving unauthorized exposure, loss of control, compromise, exfiltration, manipulation, disclosure, acquisition, or accessing of any Covered Information System or any NARA Information accessed by, retrievable from, processed by stored on, or transmitted within, to or from any such system, Contractor shall immediately (and in no event later than within 1 hour of discovery) report any Confirmed Breach to the NARA CO and the CO's Representative (''COR").

(5) NARA, at its sole discretion, may obtain, and Contractor will permit, the assistance of other federal agencies and/or third party contractors or firms to aid in response activities related to any security incident, PII or Security Breach. Additionally. NARA, at its sole discretion, may require Contractor to retain, at Contractor's expense, a Third Party Assessing Organization (3PAO) acceptable to NARA, with expertise in incident response, compromise assessment, and federal security control requirements, to conduct a thorough vulnerability and security assessment of all affected Information Systems.

(6) Any report submitted in accordance with paragraphs (1), (2) and (3) above, shall identify (I) both the Information Systems and NARA Information involved or at risk, including the type, amount, and level of sensitivity of the NARA Information and, if the NARA Information contains PII, the estimated number of unique instances of Pll, (2) all steps and processes being undertaken by Contractor to minimize, remedy, and/or investigate the Security Incident, (3) any and all other information as required by the USCERT Federal Incident Notification Guidelines, including the functional impact, information impact, impact to recoverability, threat vector, mitigation details, and all available incident details; and (4) any other information specifically requested by the NARA. Contractor shall continue to provide written updates to the NARA CO regarding the status of the Security incident at least every three (3) calendar days until informed otherwise by the NARA CO.

(7) Response activities related to any security incident or PII or Security Breach undertaken by NARA, including activities undertaken by Contractor, other federal agencies, and any third-party contractors or firms at the request or direction of NARA, may include inspections, investigations, forensic reviews, data analyses and processing, and final determinations of responsibility for the Security Incident and/or liability for any additional response activities. Contractor shall be responsible for all costs and related resource a locations required for all such response activities related to any Security Incident or Breach, including the cost of any penetration testing.

(g) Personally Identifiable Information Notification Requirement

Contractor certifies that it has a security policy in place that contains procedures to promptly notify any individual whose Personally Identifiable Information ("Pll") was, or is reasonably determined by NARA to have been, compromised. Any notification shall be coordinated with the NARA CO and shall not proceed until NARA has made a determination that notification would not impede a law enforcement investigation or jeopardize national security. The method and content of any notification by Contractor shall be coordinated with, and subject to the approval of, NARA. Contractor shall be responsible for taking corrective action consistent with NARA Data Breach Notification Procedures and as directed by the NARA CO, including all costs and expenses associated already covered by above clauses added in PII clause with such corrective action, which may include providing credit monitoring to any individuals whose Pll was actually or potentially compromised. All determinations regarding whether and when to notify individuals and/or federal agencies potentially affected by a Security Incident, Breach, or PII Breach will be made by NARA senior officials at NARA’s discretion.

(h) Flowdown of security requirements to subcontractors.

(1) The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph (g), in all subcontracts under this purchase order, and require written subcontractor acknowledgement of same.

(2) Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

II. CONFIDENTIALITY OF INFORMATION

(a) Confidential information is any information that, if subject to unauthorized access, modification, loss, or misuse could adversely affect the national interest, the conduct of Federal programs, or the privacy of individuals, but has not been specifically authorized under criteria established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense or foreign policy. Confidential information also includes proprietary data and information for which other restrictions on access apply.

(b) The Contracting Officer and the Contractor may, by mutual consent, identify elsewhere in this purchase order specific information and/or categories of information which the Government will furnish to the Contractor or that the Contractor is expected to generate which is confidential. Similarly, the Contracting Officer and the Contractor may, by mutual consent, identify such confidential information from time to time during the performance of the purchase order. Failure to agree will be settled pursuant to the “Disputes” clause.

(c) While in the course of performance of this purchase order, the Contractor may have access to confidential information and communications, including but not limited to Personally Identifiable Information (PII). Confidential information may be contained in printed material or on electronic media. The Contractor will preserve the confidentiality of all such information and communications and agrees not to disclose, release, disseminate, or publish any such information or communications for any purposes whatsoever without the prior approval of the Contracting Officer. Failure to comply with the provisions of this paragraph will be grounds for Termination for Cause and the Contractor may be liable for damages. This provision shall survive the expiration or termination of the period of performance of this purchase order.

(d) If it is established elsewhere in this purchase order that information to be utilized under this purchase order, or a portion thereof, is subject to the Privacy Act, the Contractor will follow the rules and procedures of disclosure set forth in the Privacy Act of 1974, 5 U.S.C. 552a, and implementing regulations and policies, with respect to systems of records determined to be subject to the Privacy Act.

(e) During the course of the performance of this purchase order, the Contractor may have access to and use of data and information which may be considered proprietary by other contractors, or which may otherwise be of such a nature that its dissemination or use, other than in performance of this purchase order, would be adverse to the interest of NARA and these other contractors.

(f) Except as may be otherwise agreed to with these other contractors, the Contractor agrees that it will not use, disclose or reproduce proprietary data and information belonging to these other contractors other than as required in the performance of this purchase order; provided, however, that nothing herein shall be construed as: (1) precluding the use of any such data or information independently acquired by the Contractor without such limitation; or (2) prohibiting an agreement at no cost to NARA between the Contractor and these contractors which provides for greater rights to the Contractor.

(g) When considering a request to disclose, release, disseminate, or publish confidential information, the Contracting Officer will consult with appropriate program and legal officials.

(h) At the discretion of the Contracting Officer, the Contractor’s employees may be required to sign a non-disclosure agreement prior to performing any work under this purchase order.

(i) The terms of this paragraph apply to all Contractor employees, subcontractors and consultants and must be incorporated into any subcontract.

III. TRAVEL

a. Travel will be required by the Contractor between Contractor facilities and NARA locations, including the Washington, D.C. area (e.g., College Park, MD) and other locations as deemed necessary. Other locations may include Presidential Libraries or Federal Records Centers.

b. Travel outside of the local area (60-mile radius of Washington, DC area) will be required.

c. Local travel (60-mile radius of Washington, DC) will not be reimbursed. If travel outside of the Washington, D.C metro area is required for work on this purchase order, the Government will reimburse the Contractor provided:

(1) The Contractor will obtain prior written approval from the COR for any travel;

(2) All travel is performed and charged in accordance with the Federal Travel Regulations (FTR); and

(3) Meal, lodging, and incidental expenses do not exceed the daily maximum per diem rates in effect for the area at the time of travel as set forth in the Federal Travel Regulations (FTR), prescribed by the General Services Administration (http://www.gsa.gov), for travel in the continental United States.

d. In special or unusual situations, actual costs for travel in excess of the above- referenced maximum per diem rates are allowable provided that such amounts do not exceed the higher amounts authorized for Federal civilian employees as permitted in the FTR. For such higher amounts to be allowable, all of the following conditions must be met:

(1) One of the conditions warranting approval of the actual expense method, as set forth in the FTR, must exist;

(2) A written justification for use of the higher amounts must be approved by an officer of the Contractor's organization or designee to ensure that the authority is properly administered and controlled to prevent abuse;

(3) If it becomes necessary to exercise the authority to use the higher actual expense method repetitively or on a continuing basis in a particular area, the Contractor must obtain advance written approval from the Contracting Officer; and

(4) See FAR 31.205-46(a)(3)(iv) for documentation requirements in support of actual costs incurred.

e. The Contractor must also obtain the best available economy airfare rates.

f. Travel to the area is exclusively for work to be…