Document Scanning Project_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

U.S. Army Criminal Investigation Laboratory

Archived Case File Digitization and Conversion Project

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to convert archived casefile records stored at the U.S. Army Criminal Investigation Laboratory (USACIL) and upload them to one or more external hard disk with Universal Serial Bus version 3 (USB 3.0) in .pdf format. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to Contractor who, in turn is responsible to the Government.

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

1.2 Background: The USACIL maintains a voluminous amount of government records in both hardcopy and obsolete digital formats. There is a regulatory requirement to digitize all paper copies to ensure records are available for years to come. The USACIL has a requirement to digitize and index the legacy collection of forensic examination records as specified herein. The Army Records Information Management System AR 25-400-2 governs the maintenance and disposition of Army information.

1.3 Objectives:

- Contractor must provide secure transport of physical documents/records with complete inventory by file number and content, and chain of custody from pick-up through destruction or return.

- Contractor must provide 100% quality review and ensure 99.9% data reproduction accuracy.

- Contractor must scan all USACIL case files in hardcopy format and convert to digital format

(Adobe Acrobat .pdf).

- Files must be fully Optical Character Recognition (OCR) capable and indexable on USACIL case number, Agency Case Number(s), Submitting Agency Office Name, Subject name(s), Victim name(s), and Location of Origin (post, base, station, or city of submitting agency).

- Additionally, we have approximately 450,000 pages of inked fingerprint standards which must be scanned and saved as Electronic Biometric Transmission Specification (EBTS) version 10 files at 1000 pixels per inch. These will be uploaded into our Next Generation Identification (NGI) Automated Fingerprint Identification System (AFIS) database. All standards referenced throughout this document, other that resolution and file format described in this paragraph, apply to these records as well.

- Contractor must provide monthly data sets consisting of at least 8.33% of total files for government quality control and record import. Each monthly delivery will be maintained on the external media as PDF-A copies for the duration of the contract. The government will retain ownership of all external media.

- Contractor must have sufficient throughput capacity to scan and convert 4,400 10”x12”x15” file boxes containing approximately 2,000 pages each of mixed media and documents, as well as 173 boxes containing inked fingerprint standards, in no more than twelve months from the Period of Performance (PoP) start date of the contract.

- The PWS shall be performed compliant with the Federal Agencies Digital Guidelines Initiative (FADGI) at 300DPI, 3-Star quality level creating a multi-page searchable PDF per case file.

1.4 Scope: Contractor shall perform the PWS as specified herein. Contractor shall perform to the standards in this PWS. Contractor will have twelve (12) months to complete the tasks described in this

PWS.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months. The Period of Performance reads as follows:

Base year: 30 SEP 23 – 29 SEP 24:

1.6 General Information

1.6.1 Quality Control : Quality Control (QC): Contractor shall develop and maintain an agreed upon effective QC Plan (QCP) that involves the USACIL to ensure services are performed in accordance with this PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The agreed upon QCP is how it assures itself that its work complies with the requirements of the contract. As a minimum, Contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, Contractor shall obtain the Contracting Officer's (KO's) acceptance in writing of any proposed changes to its QCP.

1.6.2 Quality Assurance: The government shall evaluate Contractor’s performance under this contract in accordance with the quality assurance surveillance plan. These standards primarily focus on what the Government must do to ensure that Contractor has performed in accordance with the performance standards. The standards define how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Federal Government Holidays: Contractor is not required to perform services on holidays.

New Year’s Day 1st day of January Martin Luther King Jr.’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veteran’s Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December Juneteenth 19th day of June

1.6.4 Hours of Operation: For any tasks required to be conducted on site at the USACIL, Contractor is responsible for conducting business, between the hours of 0800-1700 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Contractor’s facilities except for the collection, inventory, and packing or download of records for conversion. These tasks will be conducted at the USACIL located on Gillem Enclave, Forest Park GA.

Contractor will provide a suitable worksite within the Continental United States (CONUS) that meets all climate control standards dictated by the National Archive and Records Administration (NARA) Directive NARA-571 dated, February 15, 2002, Appendix A, Temperature and Relative Humidity Standards for Archival Records. Work site will have adequate space to maintain necessary on-hand boxes in a secure and organized manner.

1.6.6 Type of Contract: This is a Firm Fixed Price (FFP) non-personal services contract for the retrieval, temporary storage, capture or download, and conversion of archived records currently stored at the USACIL. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to Contractor who, in turn is responsible to the Government.

1.6.7 Security Requirements: Contractor personnel performing work under this contract are not required to have a personal security clearance. A USACIL employee (ID card holder) will escort Contractor personnel while providing on-site service at all times.

1.6.7.1 Installation Access: All contractor employees, including subcontractors, shall comply with applicable installation and facility access security policies and procedures at all times. All contractors and subcontractors will be issued an Installation Pass issued through the Automated Installation Entry (AIE) Security System to access the installation. The Gillem Enclave installation is a limited access post.

Unscheduled gate closures by the Gillem Enclave security manager may occur at any time. In accordance with Army Regulation 525-13, paragraph 5-19, all prospective contractors will undergo a verification process by the installation Provost Marshal Office, Director of Emergency Services to determine the trustworthiness and suitability prior to being granted access to federal property. This will be accomplished using the National Crime Information Center (NCIC) Interstate Identification Index (III). This is the minimum baseline background check for entrance onto Army Installations for non-CAC holders to include entrance of visitors (Ref AR 190-13, paragraph 8-2). All personnel entering or exiting the installation may experience a delay due to vehicle inspections, registration checks, verification of seat belt use, etc. All vehicles and personnel are subject to search and seizure. The search and seizure provisions shall apply to contractor personnel while within Fort Gordon's area of jurisdiction. Contractor personnel shall comply with all entry control requirements and security policies/procedures in effect. Security procedures may change without notice.

1.6.7.2 Protection of Personally Identifiable Information (PII). Contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from Contractor's violation of the policies, Contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.6.7.3 Physical Security: All work performed (storage, record prep, scanning, indexing, quality control and packing, etc.) must be accomplished in a secured area within Contractor’s facility that the general public is unable to access or view any documents being processed. All retained copies/furnished materials shall be in a locked or secured area. Contractor has the responsibility to ensure that all materials constantly remain in safe custody from the time they are delivered until they are securely destroyed or returned.

1.6.7.3.1 Contractor will mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.6.7.3.2 Contractor shall take all appropriate action and measures to minimize exposure of the furnished materials to a minimum number of employees. Contractor will be required to account for all furnished originals and generated digital copies. All extra copies (in any format), waste, spillage sheets, and so forth are to be destroyed beyond recognition and reconstruction. All electronic files and data shall be completely purged from all data storage components of Contractor's computer facility upon final acceptance of the Government.

1.6.7.3.3 Contractor shall be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures if requested.

1.6.7.4 Personnel Security Requirements: Contractor shall ensure that all employees involved in the processing of these documents are compliant with background checks and drug testing and are compliant with non-disclosure and confidentiality agreements maintained by Contractor. All Contractor personnel must be HIPPA Certified.

1.6.7.5 Chain of Custody: Contractor has the responsibility to ensure that all copy materials constantly remain in safe custody from the time they are delivered to Contractor’s facility until they are securely destroyed per NIST SP 800-88 guidelines.

1.6.7.5.1 Safe custody ensures the legal documents remain in the original cartons until they arrive at Contractor's secure area within Contractor's production facility. The legal document cartons and litigation copy cartons must always remain in view of authorized personnel. No unauthorized personnel are to handle the cartons.

1.6.7.5.2 Contractor must provide a procedure for the safeguarding of all documents. A Chain of Custody form must be signed by the Agency Contracting Office Representative (COR) to insure the secure hand off of these documents into Contractor's care. The procedure should set forth all precautions that will be taken to ensure integrity of documents. Chain of Custody forms are required to be signed by contractor upon receipt of materials to be digitized.

1.6.7.6 Key Control: N/A.

1.6.7.7 Lock Combinations. N/A.

1.6.7.8 Training. Contractors may be required to complete Anti-terrorism (AT)/Force Protection (FP)/Operations Security (OPSEC) and IWATCH training prior to arrival or within 30 days of arrival and complete on-going training as needed. The training websites will be listed in the contract cover sheet.

1.6.7.9 Special Qualifications:

- Contractor must demonstrate National Archives and Records Administration (NARA) 36 CFR 1234 compliance.

- Contractor must be ISO9001 Compliant (or equivalent quality management conformance)

- Contractor must be System and Organization Controls (SOC) 2 compliant (American Institute for Certified Public Accountants)

- Contractor must be Criminal Justice Information Services Division (CJIS) compliant (Federal Bureau of Investigation)

- Contractor must be National Association of Information Destruction (NAID) AAA Compliant (if destruction of paper records is approved)

1.6.8 Post Award Conference/Periodic Progress Meetings: Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with Contractor to review Contractor's performance. At these meetings the contracting officer will apprise Contractor of how the government views Contractor's performance and Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contractor Project Management Plan: The awarded Contractor will develop a Project Management Plan within 10 days of contract award. The PMP will address at a minimum:

- Contractor’s proposed plan and schedule for the receipt of the record boxes

- Contractor’s proposed plan and schedule for the scanning and conversion of records.

- Contactor’s proposed plan and schedule for delivery of external hard disks with manifest of drive contents and their sources.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications:

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

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Contract manager/Alternate contract manager. Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for Contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of Contractor. The contract manager or alternate shall be available between 8:00 a.m. to 5:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: The following applies only to those contractor tasks that must be performed at USACIL: Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work at USACIL. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Contractor Travel: Contractor Employee travel and labor expenses will be covered under the terms of the contract.

1.6.14 Other Direct Costs: N/A

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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

1.6.17 PHASE IN /PHASE OUT PERIOD: N/A

1.6.18 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to Contractor, not the Government. Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.19 Safety. When working at Government work sites contractors will be expected to conform to the USACIL requirements for employee safety including, but not limited to, OSHA, post fire safety requirements, general laboratory safety protocols, etc.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 ASCLD-LAB. American Society of Criminal Laboratory Directors- Laboratory Accreditation Board. The certifying board under which the U.S. Army Criminal Investigation Laboratory maintains certification.

2.1.2 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 CONTRACTOR. A supplier or Contractor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

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

2.1.5 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

2.1.7 DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.8 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP).

Property in the position of, or directly acquired by, the Government and subsequently made available to Contractor.

2.1.9 ISO. Certifying body under which the laboratory has certification.

2.1.10 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.11 N.I.S.T. National Institute of Standards and Technology.

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

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

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

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

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

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

2.1.18 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DNA Deoxyribonucleic Acid DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out PM Preventative Maintenance POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Service: It is anticipated that the majority of the work will be performed at Contractor’s facilities.

However, the hardcopy documents to be converted must be picked up, inventoried, and transported from USACIL by Contractor employees.

3.2 Facilities: The Government will provide access to the technical areas which contain the records to be converted and data to be migrated.

3.3 Utilities: The Government will ensure that all utilities in the facility will be available for Contractor’s use in performance of tasks outlined in this PWS.

3.4 Equipment: The Government will provide access to equipment necessary to gain access to the records and data to be converted.

3.5 Materials: Contractor will provide whatever materials are necessary to conduct tasks at the Government site and/or contractor site.

3.5.1 Removable media: Contractor is responsible for providing all external/removable media. All removable media used must be TAA compliant media types that support encryption as outlined in 5.3.2.2.

All removable media ownership will be transferred to the government upon contract completion.

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: Contractor shall provide a Project Manager (PM) who shall be responsible for the performance of the work. The name of this person and alternate who shall act for Contractor when the manager is absent shall be designated in writing to the contracting officer. The PM or alternate shall have full authority to act for Contractor on all contract matters relating to daily services as defined in this PWS.

Contract manager or alternate shall be available 8:00 a.m. through 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

4.1.1 Contractor shall provide all necessary trained experienced technical personnel, tools, parts, travel, materials and supplies to perform data conversion at Contractor Facilities.

4.1.2 Contractor shall provide the Contracting Officer and the Contracting Officer’s Representative a list of telephone numbers where Key Personnel may be contacted during normal working hours. Contractor shall have communication services with his/her own Contractor’s service representative, the COR and ACOR at all times.

4.1.3 Contractor shall furnish the Contracting Officer’s Representative (COR) with monthly status reports NLT the second weekday of every month documenting progress (boxes completed, and case files converted) for the previous month.

4.2 Secret Facility Clearance: N/A

4.3 Materials: Contractor shall provide any materials required for the accomplishment of tasks in the

PWS.

4.4 Equipment: Contractor shall provide all required equipment for the transport, capture, and conversion of case file documents and data.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. Contractor shall pick up, inventory, and transport all files from the USACIL and transport them under chain of custody to Contractor work site for secure storage and document conversion. Contractor shall perform the following for each individual case file (a detailed inventory will not be provided by USACIL): USACIL case numbered files are in sequential order in each box; some tabs may be handwritten; data fields are clearly labeled on folder tab; folders containing handwritten or other data other than index data must be scanned, the vast majority of pages are 8 ½” x 11”; there are some larger and some smaller documents, photographs, and film negatives; as well as onion skin pages;

there are no book or spiral bound documents.

5.2 Operational Plan (OP): Contractor shall develop and provide an OP for review and approval by the USACIL that details the necessary steps needed for successful completion of this project. The OP will include steps/requirements needed by both Contractor and the USACIL.

5.3 Document Conversion:

5.3.2 Contractor shall inventory, load, and securely transport all hardcopy files from USACIL to Contractor’s facilities for conversion maintaining chain of custody and secure storage until returned or destroyed.

5.3.2.1 Record Preparation - The files contain staples and clips that must be removed by Contractor during the preparation process. The fasteners do not need to be re-attached (no reconstruction) but the documents shall be placed back into the original folders if returned to USACIL for any reason.

5.3.3 Indexing/File Naming

5.3.3.1 Contractor will create multipage searchable PDF digital files for each case file indexed/named by the USACIL Case Number as follows:

USACIL Case Number* Date Received at USACIL Agency Name (Unit ID number if present) Agency Case Number Subject Name(s): Last, First Middle Victim Name(s): Last, First Middle Location of Origin (Post, Base, Station, or city of submitting agency)

*USACIL Case Numbers followed two different formats throughout our history. Prior to 2015 the format was “YYYY-CIDXXX-XXXX-AX/RX” where “YYYY” is a four digit year, “CIDXXX” is the laboratory unit designation (CID131 for CONUS), “XXXX” is a case sequence number that resets to zero for every calendar year (01 January), RX represents resubmissions of evidence under a given case number, and “AX” represents additional evidence submissions under a given case number. After 2015 the format changed to “YYYY-ATL-XXXXX” where every case submission gets a unique laboratory sequence number with “YYYY” being the calendar year and “XXXXX” being a sequence number that resets to zero every calendar year (01 January).

5.3.3.2 Digital Media: All scanned documents shall be inventoried and provided to the Government with complete manifest files of source file and digital copy name correlation. All media must be Trade Agreements Act (TAA) compliant, encrypted media. All files will have the required metadata as outlined in section 5.3.3.1 adhering to the naming convention outlined in section 5.3.3.1.

5.3.3.2 Digitize each page/document in every file, to include, single sided pages, duplex pages, multi part fan-fold pages, "onion-skin" pages, non-standard sized pages, 3x5 cards, notes and any other additional types of paper or film based information found in each file. Black and White for text, grayscale for grayscale images, and color for photos and graphics containing color.

5.3.3.3 Automated OCR is acceptable; however, Contractor shall ensure complete legibility of all PDF images; Clarity must be equal or higher quality enabling the viewer to easily read the digitized record. Any damaged, faded or otherwise illegible document pages shall be identified by Contractor prior to scanning using a “Best Available Copy” stamp in the border of the document page.

5.3.3.4 Fingerprint Records USACIL’s AFIS database has moved to a logically separated portion of the FBI’s NGI called the USACIL SPC (Special Population Cognizant). AFIX Tracker files in USACIL’s former AFIS database need to be migrated in order to populate the database. Due to various issues with the EFTS files from the AFIX Tracker, it has been determined that it is most feasible to scan the hardcopy standards from scratch to the latest EBTS 10.x compliant file for ingestion into the SPC.

-There are approximately 150,000 sets of hardcopy standards that need to be scanned. Each set contains tenprints and/or palm prints with writer’s palms, or approximately 450,000 pages. This equates to approximately 173 file boxes (at 15” each).

-Many hardcopy standards, especially the palms, are in non-standard format (i.e., not on a FD card but inked onto white bond paper) and may not have plain impressions either.

-The hardcopy standards need to be scanned at 1000 ppi resolution into the latest EBTS 10.x compliant file, which can be found at the FBIBiospecs site under the EBTS Archive at https://fbibiospecs.fbi.gov/ebts-1/transaction.

5.3.3.5 Image Cleanup - Incorporate scanning methodologies to provide a quality image that can be easily read and printed. These methodologies include, but are not limited to, de-speckling, de-skewing, color detection, gamma correction, correction of character dilation or erosion, background smoothing, content rotation and background cropping.

5.3.4 Project Completion

5.3.4.1 Once the USACIL COR has validated all records have been scanned completely into an acceptable format:

- Contractor will certify that all USACIL data has been securely wiped from all contractor scanning and storage systems.

- Contractor will securely destroy and certify destruction of all hardcopy records and documents not designated for return to USACIL.

5.4 CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub- Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost;

(10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. Contractor must abide by all DoD, Army, CIDC and DFSC applicable regulations, publications, manuals, and policies and procedures when performing all services pursuit to this PWS and contract.

NUMBER DATE DESCRIPTION MANDATORY

AR 200-1 Dec 07 Environmental Protection X AR 385-10 Nov 13 Army Safety Program X EM-385-1-1 Aug 11 Safety and Health

Requirements Manual X

OSHA All OSHA guidelines X

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Metrics

Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective STANDARDS PERFORMANC

E THRESHOLD

Method of Surveillance

Incentive (Positive and/or Negative)

PRS #1. PWS 1.6.19 All safety protocols including, but not limited to, OSHA and general laboratory safety, etc.

when performing on-site services.

100% compliance Periodic inspection

Contractor performance will be documented in

CPARS.

PRS #2. PWS 5.3.3

Digitize each folder into single document, PDF format.

100% Clarity must be comparable to original documents

Monthly random file selections

Contractor performance will be

PRS #3. PWS 5.3.3.1 Index files according to

PWS.

100% All files should have accurately indexed fields as indicated

Monthly random file selections

Contractor performance will be

PRS #4. PWS 5.3.3.3 Scanned PDF document must be OCR capable.

100% All PDF documents must contain readable and searchable text

-Monthly random file selections -Validated Customer Complaints received by COR

Contractor performance will be

PRS #5. PWS 5.3.1 Receive import ready documents.

At least monthly reviews of digital content ready for import to DACID records center.

COR will sign off on final product

Contractor performance will be

PRS #6. PWS 5.3.4

Data is securely wiped from contractor scanning systems and all hardcopy documents destroyed

100%

Contractor will provide COR with proof of data removal and document destruction

Contractor performance will be

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

5.2 Operational Plan The contractor shall

develop an Operational Plan (OP) and provide it to the COR within 10 business days following contract award.

Electronic Submission

KO/COR

Deliverable Frequency # of Copies Medium/Format Submit To

1.6.1 Quality Control Plan The contractor

shall develop a Quality Control Plan (QCP) and provide it to the COR within 10 Business days following contract award

1 Electronic Submission KO/COR

1.4.3 Monthly Progress

Reports

No later than 2nd working day of every month

1 Electronic Submission COR