DVIRC Solicitation.pdf

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HQ051620R0045 16-Aug-2020

b. TELEPHONE NUMBER

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a. NAME

RODNEY JOHNSON

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% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DMA HQ CONTRACTING

6700 TAYLOR AVE

FORT MEADE MD 20755

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RATED ORDER UNDER

DPAS (15 CFR 700)

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14. METHOD OF SOLICITATION

RFQ IFB RFPX

DMA - DEFENSE MEDIA ACTIVITY

JOE HARRIS

6700 TAYLOR AVENUE

FORT MEADE MD 20755

TEL: 9514132412 FAX: 9514122424

FAX:

TEL: 301-222-6027 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$16,500,000

NAICS:

519120

X

OFFER DATED

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SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HQ051620R0045

Section SF 1449 - CONTINUATION SHEET

PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) DVIRC Visual Information Services

August 10, 2020

1. Contract Title DoD Visual Information Records Center (DVIRC) Visual Information Services.

2. Mission The DoD Visual Information Records Center (DVIRC) is the official Department of Defense (DoD) Records Center for the storage and preservation of selected unclassified original and irreplaceable motion picture, video, still, audio, and mixed media visual information (VI) records depicting the DoD, its heritage and its current activities. The DVIRC is responsible for the reception, storage, selection, preservation, retrieval, research, compilation, duplication, and distribution of significant unclassified DoD imagery. The DVRIC is responsible for the transfer of selected unclassified DoD records to the National Archives and Records Agency (NARA) in accordance with the Government Records Schedule (GRS).

3. Background The DVIRC facility is currently co-located with the American Forces Network-Broadcast Center (AFN-BC). The DVIRC is a component of the Defense Media Activity (DMA). The DoD VI media records are stored in an Automated Storage and Retrieval System (ASRS), a self-contained storage area configured to handle any size or shape of VI media that is computer and robotics operated, and managed by the Seer/Media Inventory Management System (MIMS). Seer is the name of the shell computer program used to run the MIMS database. The MIMS database records all inventory movement such as receiving and storage, retrieval, delivery, and shipping.

The ASRS is contained in a climate-controlled environment that is free of humidity and temperature changes. This system will be maintained at the Riverside location only and currently holds over 720,000 VI records. The ASRS consists of:

• three 39-foot-tall robotic storage/retrieval cranes manufactured by Dematic

• three computer workstations

• conveyer system

• 39-foot-tall, 60-foot- wide, 4-feet-deep racks containing 6,382 metal storage bins

4. Objectives The objective of this contract is the support of internal operations to receive identify, preserve, manage, store, and make accessible the DoD media records maintained at this center. The most important project at the DVIRC is to digitize physical and analog media records and make those records available online. DVIRC’s online media volume is expected to increase over the performance period as the digitization of media proceeds and media metadata is managed online, while the physical collection is preserved at the DVIRC.

5. Scope and Period of Performance The scope of this acquisition is to acquire visual information services to include: media identification, preparation for digitization, research, keywording, captioning, manual or automated physical material storage, transfer of records to NARA, destruction of non-record VI material, packing and shipping operation, and the operation and maintenance of an automated storage and retrieval system (ASRS). The period of performance shall be for one (1) year after contract award with four (4) option years. The DVIRC does not accept or maintain classified visual information records.

5.1 Phase In/Phase Out Period

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 10 day phase in/phase out period. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

6. Performance Requirements The Contractor shall provide reception, storage, selection, preservation, retrieval, research, compilation, keywording, and captioning of significant DoD imagery. The Contractor shall provide the operation and daily, weekly, and quarterly maintenance of an ASRS at DMA Riverside, California. The Contractor shall provide packing and shipping services. The tasks within this statement are expected to change as further developments move the DVIRC toward digital storage and distribution. In the future there will be a trend of phasing media from the physical to the digital realm.

The Contractor shall manage the total work effort associated with this contract to fully assure adequate and timely completion of the required services. This management function includes work control, scheduling, report preparation, establishing and maintaining records and inventories, and quality control for execution of this PWS. The Contractor shall provide an adequate staff with the necessary management expertise to assure satisfactory performance of the work.

The guidelines, conditions, and workload requirements identified throughout the contract represent the requirements and the volume of services accomplished in recent typical years, as well as, workload projections. Fluctuations in these guidelines, conditions, and workload requirements shall not diminish the responsibility of the Contractor to perform under this contract. It is the Government’s intention to continually pursue improvements to processes and practices that will result in meeting mission requirements in the most efficient manner. The Contractor shall cooperate with the Government to support this goal and shall actively study existing processes and make recommendations to the COR for improvements.

6.1 Archival Technical Support

Archival technical support services include inspection, identification, logging, preservation, research, and preparation for digitization of DoD unclassified media records. The Contractor shall screen media to provide essential metadata to allow sufficient identification for digitization and preservation of physical media, identification of content and recording of specified information about media according to categories or collections determined by the Government.

The Contractor shall provide analysis of the subject matter content of media records and identify series of media records in accordance with GRS. The Contractor shall provide still and motion imagery reference and research to support the categories or collections. Preparation for digitization may consist of adding leaders to film and audio as necessary; minor cleaning of still and motion media without chemicals; replacement of damaged or at-risk media containers; and storage of printed documents, articles, clippings, magazines, journals and periodicals in acid-free containers. If an item with a security classification marking is found, the Contractor shall secure it and immediately notify the Government Operations Officer and the COR.

6.1.1 Media Identification

The Contractor shall identify, inspect, log, barcode, and label media. The Contractor shall add or correct information where needed to facilitate digitization and maintain media tracking. Media may consist of boxes or pallets of slides, negatives, videotapes, film, magazines, sound recordings, and documents. Tape may contain multiple IDs. CDs and DVDs may contain multiple motion or still images. The Contractor shall query the record database and Smartsheet for duplicate subjects and/or media IDs. When essential information (i.e., title, media ID, originating organization, etc.) is missing, the Contractor shall view the entire media to determine if essential information exists and include it on the log sheet and label information if it does. The Contractor shall create labels for the media and its case that are uniform in appearance with service, title, media ID, tape number, and classification. The Contractor shall place paper records in a folder labeled with the related media ID. The Contractor shall annotate proprietary rights or use restrictions in the folder and on the log sheet. The Contractor shall identify damaged items.

6.1.2 Prepare Stills/Graphics for Digitization

The Contractor shall prepare stills and graphics which have been identified by the Government for digitization. The Contractor shall inspect slides and negatives for scratches, color fading, fungi, staining, spotting, or any other visible evidence of deterioration and annotate all damage on spreadsheet; verify imagery quantity on CD/DVD; review for classified markings; place loose media in holders and apply barcode if one does not exist. Requirements may include completing all fields on the spreadsheet and entering information into the media asset management system.

The Contractor shall affix a Still Depository Accessioning Number (SDAN) and create a spreadsheet of barcodes and matching SDANs. The Contractor shall properly mount slides/negatives for correct scanning. The Contractor shall inspect magazines to determine proper identification and catalog each by title, date, volume, and/or issue. In cases, where magazine titles have evolved through the years, the Contractor shall conduct research to ensure that collection is complete and note changes to the title. The Contractor shall check each magazine to ensure that there are no missing, torn, damaged, or illegible pages identifying each magazine found with incomplete information. The Contractor shall identify any documents, images or any other material accompanying the magazine or within the pages since these may have historical linkage to the periodical. The Contractor shall identify older issues of magazines that can only be hand-scanned and not processed through the automatic feeder that might damage the pages. The Contractor shall ensure:

• Checked for security classification markings

• Barcode if applicable

• SDAN verified or created and affixed to media

• Slides/negatives orientated properly

• Media title and subject identified

• Format identified

• Significant findings noted (e.g., damage)

• Presence or absence of related documentation noted (e.g., caption information)

• Spreadsheet fields completed

• Media in archival sleeves/envelopes (no loose media)

6.1.3 Prepare Video for Digitization

The Contractor shall inspect video for edge curl, buckled or wave pack, clinching, pleated, or corrugated surface, loose pack, blocking, or bands and annotate any damage on spreadsheet.

Video cassettes (all formats) shall be inspected for damage such as cracks or missing parts to the casing/housing and to any other moving parts associated with the tape transport mechanisms.

The Contractor shall query the record database and Smartsheet for duplicate subjects and/or media IDs. Requirements may include completing all fields on the spreadsheet and entering information into the media asset management system. The Contractor shall affix a Motion Depository Accessioning Number (MDAN) and create a spreadsheet of barcodes and matching MDANs. The Contractor shall ensure:

• Entire tape has been viewed from beginning to end and checked for multiple IDs, security classification markings, and damage

• Presence or absence of related documentation noted (e.g., caption information)

• Media title and subject identified

• Production date identified if applicable

• Format identified

• Tape number identified

• All IDs listed

• Media and container labeled with title, media ID, tape number, and classification

• Barcode on media and container

• Significant findings noted on spreadsheet (e.g., damage)

• Media in archival container

6.1.4 Prepare Film for Digitization

The Contractor shall inspect film for degree of physical and chemical deterioration including scratches, shrinkage, cinch marks, fluting, brittleness, color fading, fungi, stains, and vinegar syndrome and annotate all damage on the spreadsheet. Requirements may include completing all fields on the spreadsheet and entering information into the media asset management system. The Contractor shall affix a Motion Depository Accessioning Number (MDAN) and create a spreadsheet of barcodes and matching MDANs. The Contractor shall ensure:

• Clean smooth rolls of correctly identified and containerized unclassified film that do not separate or unravel off core

• Tabs are removed

• Checked for security classification markings

• Damaged perforations repaired

• Poor splices repaired

• Hand cleaned with black velvet

• Head and tail leader minimum 14-feet each marked with title, media ID, reel number, and classification

• Media wound head out with proper direction marking for head and tail

• Media is wound on core (no metal reels)

• Ends taped

• Container is marked with the title, media ID, reel number and classification and matches the head and tail leaders

• Significant findings noted on spreadsheet (e.g. vinegar syndrome detected)

• Presence or absence of related documentation noted (e.g., caption information)

6.1.5 Prepare Audio for Digitization

The Contractor shall inspect audio media for sound quality, signal wave strength, and decimal read out. The Contractor shall inspect audio tapes (open reels and enclosed cassettes) for physical and chemical deterioration including damage or defects to the housings and reel hubs, shrinkage, sticky-shed syndrome, shrinkage, vinegar syndrome, tape transport, stuck tapes, corrosion to reel or other metal parts, and missing metadata on physical surface or individual containers. For audio cassettes, the Contractor shall push out the lugs (small squares found at the top corners of cassette tapes) if still intact for all tapes containing recordings in order to prevent re-taping over original material. For reels the Contractor shall ensure that head and tail leader minimum 7-feet each with marked with title, media ID, reel number and classification and media wound head out with proper direction marking for head and tail. The Contractor shall ensure that the following has been accomplished:

• Checked for security classification markings

• Entire tape audibly read from beginning to end to ensure no major drop outs

• Drop out, harmonic distortion, squeal, loose wind (aural evaluation), sticky shed syndrome annotated

• Recording speed and total time annotated

• Recording direction, indicating single or bi-directional recording, annotated

• Audio ID verified or created

• Audio title and subject identified

• Container is marked with the title, audio ID, reel number and classification and matches the head and tail leaders

• Barcode added to media and container

• All IDs listed

• Significant findings noted on spreadsheet

• Presence or absence of related documentation noted (e.g., caption information)

6.1.6 Archival Research for the Records Center

The Contractor shall provide archival research for special projects within the DVIRC.

(1) Immediate Projects: The Contractor shall provide research for imagery collections which are subject to a short suspense either due to the high visibility of the project or the customer-driven time sensitive nature of the project. Support for both categories of projects includes arranging the collections, annotating background/era information for collections, creating online finding aids and cross-references, and cataloging media and media clips.

(2) Routine Large Collection Projects: The Contractor shall provide large collection projects (e.g., Army Tank Operations during the Gulf War) research assistance in identifying, locating, and placement of still and motion media into designated large collections. This research may entail working with printed documents associated with the imagery.

(3) Imagery With Limited Descriptive Data Projects: Contractor shall provide limited preliminary screening and identification of still and/or imagery that contains little or no descriptive data. This shall include a brief inspection of the media and identification of title/subject, format, and military service(s) depicted in the imagery. Research is necessary to verify if duplicate copies exist within our legacy and digital holdings. The Contractor shall mark duplicate imagery and identify which version is the original master or higher quality in resolution. A comprehensive search shall be performed to find all records available, as multiple records of varying quality may exist.

6.1.7 Archival Research for DoD Customers

The Contractor shall provide and document media research, selection assistance, and information services for DoD customers. Research includes information services such as suggesting suitable material for the requester and performing still and motion imagery research. Customers include DoD Components and Agencies. The Contractor shall ensure selections are appropriate for the customer’s particular viewing audience and that equipment, aircraft, era, etc., depicted in production, scene selections, or stills correlate to project's time and place. It is expected that DoD customer project research will reduce over the performance period as media and metadata become available online.

6.2 Keywording and Caption Editing

The Contractor shall provide services including entering keywords and copy editing, entry of captions and metadata other than captions for non-current “born digital” and digitized media from non-current analog original sources. The Contractor shall provide caption corrections as needed for current “born digital” DoD record media. The Contractor shall use the DoD Visual Information Style Guide (VISG) as published and updated under DoD Instruction 5040.02 and the tasking order provided by the COR for guidance on preparing captions and other metadata. In cases where the VISG or tasking order does not cover requirements, the Associated Press (AP) Stylebook shall be used. Order of precedence shall be tasking order, VISG, and AP Stylebook.

The Government’s best estimate indicates that a caption editor can accomplish the non-current born digital and digitized from analog media tasks presented in this PWS at an average of 10 minutes per image for still captions and an average of 20 minutes for motion captions for media digitized from analog media. The Government’s best estimate indicates that a caption editor can accomplish the current “born digital” DoD record media tasks presented in this PWS at an average of 5 minutes for still captions and an average of 10 minutes for motion captions. It is the responsibility of all Government and Contractor employees working for the DVIRC to ensure that sensitive imagery and information are not released to the public. The security of imagery and information is more critical than the speed at which the imagery is made available. The DVIRC Government staff maintains a list of current imagery and information sensitivities that is continuously updated and accessible to the Contractor. The Government will advise the Contractor whenever the list is updated.

6.2.1 Non-Current Born Digital and Digitized Media from Analog Sources The Contractor shall enter keywords and copy edit, or enter keywords, captions, and metadata other than captions for non-current born digital and digitized media from analog sources. The Contractor shall review the current “born digital” still and motion media selected by the Government checking for security/privacy issues, entering appropriate keywords, checking designated metadata fields for completeness, correcting obvious spelling and syntactical errors and inserting appropriate captioning metadata.

6.2.2 DoD Record Imagery

The Contractor shall enter keywords and copy edit as needed for DoD Record Imagery. The Contractor shall review the current “born digital” DoD record still and motion media selected by the Government checking for security/privacy issues and checking designated metadata fields for completeness, entering appropriate keywords and correcting obvious spelling or syntactical mistakes in the caption data.

6.3 Physical Media Records Management

The Contractor shall provide receipt, storage, retrieval, shipment, and destruction of physical media records. The Contractor shall be required to operate material-handling equipment to include dollies, carts, forklifts, industrial media crushers, etc.

6.3.1 Receipt, Storage, and Retrieval of Media Records

The Contractor shall provide services for media records receipt, storage, and retrieval in the ASRS or other physical storage. The Contractor shall deposit and retrieve media using the Seer/MIMS or other data management program provided by the Government. The Contractor shall manage the media records inventory to ensure protection, location, identification, and accurate accounting of items. The Contractor shall perform all item movement through

Seer/MIMS or other data management program to ensure the item’s status is tracked and current.

The Contractor shall pick up incoming shipments from the DMC Warehouse. The Contractor shall store the incoming media in a staging area for entry into the workflow process.

6.3.2 Shipment of Media Records

The Contractor shall prepare media records for shipment to the (1) the digitization Contractor,

(2) or transfer to NARA. The Contractor shall box media and palletize shipments to prevent shifting, loss, or damage while in transit. The Contractor shall provide each pallet’s weight, length, width, and height so the Government can make shipping arrangements. Document creation may include media inventory lists, disposition records, data entry into the appropriate tracking system, packing slips, and shipping forms. The Contractor shall coordinate material handling support from the DMC Warehouse for outgoing shipments. The Contractor may be required to deliver the pallets to the DMC Warehouse.

6.3.3 Destruction of Media Records

The Contractor shall destroy media records and associated documentation and input information regarding the destruction into the appropriate tracking system. The Contractor shall operate a Government-furnished industrial shredder to destroy these records. The Contractor shall operate a media crusher for high-volume crushing, empty residue bins, and operate forklift or other material-handling equipment.

6.4 Automated Storage and Retrieval System (ASRS) Maintenance In order to keep the automated storage and retrieval system (ASRS) in a safe and operational state, the Contractor shall perform general repairs to get equipment working again; daily start-up inspections; accomplish preventive maintenance inspections (PMIs) to service the equipment and correct any defects discovered; and accomplish quarterly major preventive maintenance and safety inspections (PMIs) and repairs. The Contractor shall maintain documentation for all ASRS inspection and maintenance actions to include daily start-up inspections, errors and corrective actions, preventive maintenance inspections (PMIs), etc. The Contractor shall maintain an ASRS spare parts inventory.

The Contractor shall maintain ASRS system/equipment reference material such as guides, manuals, sketches, diagrams, and supplements. The Contractor shall fully document and maintain schedules, logs, and records for all maintenance actions and line item expenditures. The Contractor shall keep these records current.

6.4.1 General Maintenance Repairs

The Contractor shall perform maintenance according to the manufacturer’s specifications, industry standards, and this PWS. The Contractor may use meters, laptops, and other test equipment in order to test, maintain, and troubleshoot equipment.

Maintenance may be initiated by the Contractor as indicated by the preventive maintenance inspections, system failure, or by direction of the COR. The Contractor shall immediately notify the Government of all service disruptions and downtimes along with any Seer/MIMS error messages. Notification shall include impact to service users.

6.4.2 Daily Start-Up Inspections

The Contractor shall perform and complete daily start-up inspections for all aisles and cranes by 0715 each work day. The Contractor shall power up the equipment and visually inspect all components and assemblies for proper alignment. The Contractor shall ensure the equipment is free of visible or audible defects. The Contractor shall ensure that all mechanical components are in working order and that the ASRS is capable and ready for daily operation. The Contractor shall initiate the cranes for operation and set the cranes offline for shut-down using the Seer/MIMS. The Contractor shall shut-down all aisle and cranes no later than 1545 each work day.

6.4.3 Preventive Maintenance Inspections

The Contractor shall perform minor preventive maintenance inspections (PMIs) on all ASRS equipment according to the manufacturer’s specifications, industry standards, and this PWS. The PMIs may include repair or replacement of component parts, assemblies, or sub-assemblies;

adjustment; alignment; calibration; restarting/resetting the cranes, or re-assembly. The Contractor shall keep the Government and service users up-to-date on ASRS availability when performing PMIs.

6.4.4 Quarterly Preventive Maintenance and Safety Inspections The Contractor shall perform major quarterly preventive maintenance and safety inspections on all ASRS equipment according to the manufacturer’s specifications, industry standards, and this PWS. The quarterly PMIs may include inspection, testing, cleaning, lubrication, belt replacements, filter changes, and repairs, adjustments, etc. The Contractor shall schedule the quarterly preventive maintenance and safety inspections so as to minimize disruption of ASRS service. The Contractor shall keep the Government and service users up-to-date on ASRS availability when performing quarterly PMIs.

6.4.5 Manufacturer-Level Remote Support

The Contractor shall obtain manufacturer-level remote support services for system troubleshooting for a minimum of 60 hours annually.

6.4.6 Manufacturer-Level On-Site Support

The Contractor shall obtain manufacturer-level on-site reactive support services (to include related travel) for repair breakdowns beyond the DVIRC Contractor’s maintenance capability for a minimum of 128 hours annually. The DVIRC Contractor shall supply all parts and components required for manufacturer-level on-site repair services.

6.4.7 ASRS Spare Parts Management

The Government shall supply the Contractor with an initial inventory of repair parts and components for the purpose of repairing and maintaining the ASRS. This spare parts inventory represents the items identified by the manufacturer as either the most critical or the most likely to break down or wear out. The Contractor shall be responsible for the maintenance, accountability, control, storage, replenishment, and inventory of spare parts.

(1) Spare Parts Inventory. The Contractor shall maintain an ASRS spare parts inventory. Upon completion, modification, or termination of the contract, the Contractor shall return the spare parts inventory to the Government containing the same (or equal) types, kinds, quantities, and quality of ASRS repair parts originally furnished, minus any expended or obsolete parts not approved for replenishment or retention by the COR.

(2) Replacement Parts. The ASRS system installed at the DVIRC facility in Riverside, California was initially installed by HK Systems, Inc., as a proprietary vertical storage system during the facility construction in 1994. The company was later acquired by Dematic, Inc., who provides proprietary repair parts to this now obsolete system. The use of the current proprietary system is in the best interest and represents the best value to the Government due to the uniqueness of the system and the Government’s intent to sunset the system. Parts for this proprietary system are not available from competitive vendors.

The Contractor shall replenish parts and components as they are expended in the process of maintenance and repair. This includes parts and components required by quarterly preventive maintenance and safety inspections and manufacturer-level on-site repair services.

The Contractor shall obtain a quote from Dematic and approval from the COR before making spare parts purchases. The Government shall reimburse the Contractor through the ASRS Spare Parts CLIN when a proper invoice is submitted in WAWF with proof of purchase of inventory replacement items.

7. Contractor-Provided Supplies, Material, and Equipment The Contractor shall furnish supplies, material, and equipment for use in performing work under this contract. The Contractor shall obtain approval from the COR before making supplies, material, or equipment purchases. The Contractor shall obtain three quotes to verify price reasonableness. The Contractor shall provide a justification to the COR whenever three quotes are not attainable. The Government shall reimburse the Contractor through the Supplies, Material, and Equipment CLIN when a proper invoice is submitted in WAWF with proof of purchase of supplies, material, or equipment.

Supplies and material shall meet NARA archival standards as applicable. The Contractor will make newly acquired property available to the Property Officer for barcoding and entry into the Defense Property Accountability System (DPAS).

Supplies, material, and equipment may include:

• Cotton or static-free nylon gloves

• Film cores

• Film leader

• Splicing tape

• Loupes

• Labels

• A&D strips

• Sleeves

• Cases

• Boxes

• Packaging material

• Tape

• Tape gun

• Pallets

• Film rewinds

• Utility bins

• Tippy bins

• Bin covers

8. Quality Control The Contractor shall develop a quality management plan (QMP) and maintain an effective quality program to ensure services are performed in accordance with the contract and this PWS.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Where deficiencies have occurred, the Contractor’s records shall provide documentation that fully describes the root cause of the deficiencies and both interim and permanent corrective actions.

The Contractor shall submit the QMP to the Contracting Officer for review and acceptance at time of award. The Government may find the QMP unacceptable whenever the Contractor's procedures do not accomplish quality control objectives. The Contractor shall revise the QMP within 10 working days from receipt of notice that it is found unacceptable.

The Contractor shall make records of quality inspections available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price. If repair/replacement or re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services.

9. Government-Furnished Property (GFP) The Government will make available computers and software, office space, utilities, communications capability, information (i.e., reference books, publications, forms, regulations, directives, etc.), and VI equipment for use by the Contractor in the performance of this contract.

The Contractor shall cooperate with the Government during periodic inventories for accountable property furnished to the Contractor for performance of this contract.

10. Non-Personal Services The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the COR immediately.

11. Business Relations The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, and timely identification of issues. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor employees.

12. Security Requirements The work performed in accordance with this performance work statement (PWS) is UNCLASSIFIED. The following security requirements shall apply to this effort.

The Defense Media Activity (DMA) retains the right to request removal of Contractor employees, regardless of prior clearance or adjudication status, whose actions, while assigned to this contract, clearly conflict with the interest of the Government.

References:

• DoDM 5200.02, DOD Personnel Security Program, 3 April 2017

• DOD 5220.22-M, (NISPOM) National Industrial Security Program Operating Manual, 28

February 2006

• DOD 5220.22-R, Industrial Security Regulation, 4 December 1985

• DODM 5200.01, Information Security Program, 24 February 2012

• DoD 5400.7-R, DoD Freedom of Information Act Program, 4 September 1998

• (HSPD-12) Homeland Security Presidential Directive 12: Policy for a Common

Identification Standard for Federal Employees and Contractors, 27 August 2004

• DoDI 8500.2 Information Assurance, 6 February 2003

• DoD 8570.01-M Information Assurance Workforce Improvement Program, 19 December

• DoD 5205.02, DoD Operations Security (OPSEC) Program, 20 June 2012

• DoDI 2000.12, DoD Antiterrorism (AT) Program, 1 March 2012

• DoDI 5015.02, DoD Records Management Program, 24 February 2015

• DoDI 8550.01, DoD Internet Services and Internet-Based Capabilities, 11 September

12.1 Place of Performance

Initial performance shall be at the Defense Media Center, 23755 Z Street, Riverside, California 91518 worksite. The Contractor shall have personnel on-site in the DVIRC offices, located at 23755 Z Street, Riverside, California 92518.

Telework is authorized and may be required for fully proficient editorial and research personnel where work assigned does not require access to physical media or physical research documentation. The Contractor may be required to account for the whereabouts of their personnel should this information be requested by the Contracting Officer’s Representative (COR). As directed by the Contracting Officer, the Contractor shall continue performance in emergency or mission essential conditions.

12.1.1 Personnel Locator

The Contractor shall provide the COR with a list of all personnel assigned to the contract at time of award. The Contractor shall include full name, room number, work phone number, duty hours, and ctr@mail.mil email. The Contractor shall provide the COR with an updated list when personnel changes occur.

12.2 Alternate Place of Performance During Contingency

As determined by the Contracting Officer, Contractor personnel may be required to work at an alternate place of performance (e.g., home, the Contractor's facility, or another approved activity within the local travel area, etc.) in cases of unforeseen conditions or contingencies (e.g., pandemic conditions, exercises, Government closure due to inclement weather, etc.). Non-emergency/non-essential Contractors should not report to a closed Government facility. The Contractor shall prepare all deliverables and other contract documentation utilizing Contractor resources. To the extent possible, the Contractor shall use best efforts to provide the same level of support as stated in the Performance Work Statement (PWS). In the event the services are impacted, reduced, compromised, etc., the Contracting Officer or the Contractor may request an equitable adjustment pursuant to the Changes Clause of the contract.

12.3 Computer and Network Access Requirements

Contractor personnel working on this contract must be designated at the below Automated Data Processing (ADP)/ Information Technology (IT)/ Information Assurance Technical (IAT) Level III positions, and complete the required Tier 1 investigation. This must be accomplished before operating Government-furnished computer workstations or systems that have access to email systems. Contractors must use their official DoD email (i.e., ctr@mail.mil) to conduct official DMA business.

This contract requires ADP/IT/IAT Level II/III positions:

• ADP-IT Level III Position - Non-Sensitive Positions. No security clearance required but is a Trusted Position based on a Tier 1 Personnel Security Investigation (PSI) for all positions involved in U.S. Government computer activities.

mailto:ctr@mail.mil

12.4 Background Investigations

All personnel performing on this contract will be U.S. citizens. Personnel requiring access under this contract must undergo a favorably adjudicated Tier 1, Low Risk background investigation and favorable completion of a Federal Bureau of Investigation (FBI) fingerprint check as a minimum requirement. The Government is responsible for Tier 1 (Non-Sensitive Positions) Personnel Security Investigations (PSIs), and these background investigations are completed at the Government’s expense with no cost transferred to the Contractor. On-site Contractor personnel work activity is prohibited until all DMA vetting requirements are completed.

If a Contractor employee is not able to pass a Tier 1 PSI and favorable completion of a FBI fingerprint check, where required before arrival, he/she will not be eligible to work under this contract.

12.5 Visit Authorization Requests (VARs)

The Contractor will forward Visit Authorization Requests (VARs) through the Joint Personnel Adjudication System (JPAS) using SMO Code DDAAAF4 for all employees prior to the beginning of each contracting/task order period of performance, and as new Contractor employees are assigned to the contract.

12.6 Security Contacts

DMA Security Personnel can be contacted for security-related questions as follows:

For Industrial Security Related Issues:

Primary: Lawrence (Larry) F. Awalt, III (301) 222-6091 Alternate: Humberto (Bert) C. Gonzalez (301) 222-6718

For Personnel Security Related Issues:

Primary: Antonio Santiago Rios (301) 222-6090 Alternate: Humberto (Bert) C. Gonzalez (301) 222-6718

DMA Security Directorate Address:

Defense Media Activity ATTN: Personnel Security (or Industrial Security, as appropriate) 6700 Taylor Ave Fort Meade MD 20755

12.7 Common Access Card (CAC) Application

The Contractor shall have all employees complete a Trusted Associate Sponsorship System (TASS) Form 1, TASS Applicant Registration Request. Once the contract is awarded, all names of contract employees will be submitted to DMA-HQ Security Directorate for HSPD-12 vetting through JPAS to ensure investigative requirements have been obtained. This will be completed prior to the Trusted Agent (TA) submitting new contract employees for the Common Access Card (CAC) in the TASS. If a contract employee does not have the appropriate investigative requirement, such employee will be denied the ability to work in support of this PWS, and will not be loaded into the TASS. A Government-issued CAC is required for all full-time Contractor personnel. This can be acquired after the background investigation is approved, and the contract employee begins work at one of the identified locations. CACs will be issued for a period not to exceed one (1) year from the date of issuance. The Contractor shall ensure that all contract personnel requiring access to Government information technology (IT) equipment and/or Government records, or access to Government facilities for a period longer than 180 days, have CACs prior to the start of the period of the contract performance. The TASS requires contract personnel reverification every 180 days. TASS Form 2, Contractor CAC Re-verification and Retrieval Form, must be submitted no later than 120 days after an original CAC is issued, and henceforth every 120 days, to the DMA Industrial Security Specialist and the DMA electronic mailbox for Contractors.

12.8 Information Security

12.8.1 Sensitive Information Protection and Storage

Controlled Unclassified Information (CUI) in its many forms, Personally Identifiable Information (PII) of any type, as well as any otherwise sensitive data, and/or equipment will only be disclosed to authorized personnel on a need-to-know basis. The Contractor shall ensure that appropriate administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, and/or equipment is properly protected.

When no longer required, this information, data, and/or equipment will be returned to Government control, destroyed, or held until otherwise directed. The disposition of all data will be at the written direction of the COR. This may include documents returned to Government control; destroyed; or held as specified until otherwise directed. Items returned to the Government shall be hand carried or sent by certified mail to the COR. It is anticipated that this information will be gathered, created, and stored within the primary work location. If Contractor personnel must remove any information from the primary work area, they should protect it to the same extent they would their proprietary data and/or company trade secrets. The use of any information that is subject to the Privacy Act will be utilized in full accordance with all rules of conduct as applicable to Privacy Act Information. The Government will retain unrestricted rights to Government data. The ordering activity retains ownership of any user-created/user-loaded data and applications hosted on the vendor’s infrastructure, as well as maintains the right to request full copies of these at any time. The data that is processed and stored by the various applications within the network infrastructure contains personally identifiable information (PII). This data and PII shall be protected against unauthorized access, disclosure or modification, theft, or destruction. The Contractor shall ensure that the facilities that house the network infrastructure are physically secure. No data shall be released by the Contractor without the consent of the Government in writing. All requests for release must be submitted in writing to the Contracting Officer. All Contractor deliverables shall be marked, at a minimum, For Official Use Only (FOUO), unless otherwise directed by the Government.

12.8.2 Sub-Contracting and Information Security

The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship (e.g., a sub-Contractor) in support of this contract which would require the disclosure of information, documentary material, and/or records generated under, or relating to this contract.

12.8.3 Privacy Act of 1974 / Freedom of Information Act

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

12.8.4 Contractor Compliance with Government Security Regulations and Requirements Contractor employees will be required to comply with all Government security regulations and requirements listed in the references section. Initial and periodic security training and briefings will be provided by Government security personnel. Failure to comply with security requirements will be cause for removal, and the Contractor will not be able to provide service on this contract.

12.8.5 Disclosure of Government Information

The Contractor shall not divulge any information about DoD or DMA files, data processing activities or functions, user identifications, passwords, or any other knowledge that may be gained, to anyone who is not authorized to have access to such information.

12.8.6 Government Access to Contractor Facilities, Records, and Personnel The Contractor shall afford the Government access to the Contractor’s facilities, installations, operations, documentation, databases, and personnel used in performance of the contract. Access shall be provided to the extent required to carry out a program of IT inspection (to include vulnerability testing), investigation, and audit to safeguard against threats and hazards to the integrity, availability, and confidentiality of data, or to the function of IT systems operated on behalf of DMA or DoD, and to preserve evidence of computer crime.

12.9 Miscellaneous Security Requirements

12.9.1 Physical Security

Contractor personnel must comply with local security requirements for entry and exit control for personnel and property at the installation and DMA facilities. The Contractor shall observe and comply with the security provisions in effect at all DoD facilities. Identification shall be worn and prominently displayed as required.

12.9.2 Potential Operational Constraints

Force Protection Conditions (FPCONs) and Health Protection Conditions (HPCONs) may affect access to the host installation. FPCONs and HPCONs are established by the host installation or higher national command authorities. The Installation Executive Director is responsible for implementing the proper response to progressive levels of terrorist and health threats. FPCONs and HPCONs are normally displayed at entrance gates, building entrances, and office entrances.

The Contractor shall adhere to and operate in accordance with any restrictions imposed as a result of a FPCON or HPCON. Measures implemented under the various levels of threat may impact the Contractor’s normal operational approach to services. The Contractor shall ensure that services are sustained during heightened security measures.

12.9.3 Reporting Requirements for Security and Safety Threats The Contractor shall report to the Security Directorate and/or COR any information or circumstances, of which they are aware, that may pose a threat to the security and/or safety of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Additionally, the Contractor shall report any incident of sexual assault or sexual harassment involving any Contractor personnel.

12.9.4 Authorized Visitor Control

Contractor representatives on official business related to the contract shall have the visit coordinated by the COR to gain access to the installation access control.