H9821021R0016 final.pdf

SEE ADDENDUM

(No Collect Calls)

H9821021R0016

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

11:00 AM 30 Aug 2021

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

30-Jul-2021

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

H982109. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

NATHAN SHUMWAY

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 03E25

ALEXANDRIA VA 22350-4000

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$16,500,000

NAICS:

561439

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 6,200 Cubic Feet Scanning and Digitization

FFP

In accordance with Performance Work Statement section 4.0. The contractor shall prepare documents for scanning and adhere to the appropriate scanning and digitization procedures.

FOB: Destination

NET AMT

0002 Unitless Other Direct Costs (ODC)

T&M DO NOT PROPOSE- A NTE amount will be inserted at contract award. Travel and Shipping: In accordance with JTR and PWS section 9.0 TRAVEL AND

TRANSPORT OF IMAGING WORKLOAD TO AND FROM CONTRACTOR

SCANNING FACILITY. Travel MUST BE pre-approved by the Contracting Officer Representative (COR).

TOT ESTIMATED PRICE

CEILING PRICE

1001 3,100 Cubic Feet OPTION Scanning and Digitization

FFP

In accordance with Performance Work Statement section 4.0. The contractor shall prepare documents for scanning and adhere to the appropriate scanning and digitization procedures.

NET AMT

1002 Unitless OPTION Other Direct Costs (ODC)

T&M DO NOT PROPOSE- A NTE amount will be inserted at contract award. Travel and Shipping: In accordance with JTR and PWS section 9.0 TRAVEL AND

TRANSPORT OF IMAGING WORKLOAD TO AND FROM CONTRACTOR

SCANNING FACILITY. Travel MUST BE pre-approved by the Contracting Officer Representative (COR).

TOT ESTIMATED PRICE

CEILING PRICE

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 30-SEP-2021 TO

29-SEP-2022

N/A N/A

0002 POP 30-SEP-2021 TO

29-SEP-2022

1001 POP 30-SEP-2022 TO

29-MAR-2023

1002 POP 30-SEP-2022 TO

29-MAR-2023

Enclosure 1 Defense Human Resources Activity

Dental Panograph Digitization Performance Work Statement (PWS)

1.0 INTRODUCTION

The Office of the Under Secretary of Defense Personnel and Readiness (OUSD P&R) and the DHRA Enterprise Operations Center (DEOC) requires Records Management to support the conversion of dental panographs to electronic formats to meet Department of Defense (DoD) and other Federal requirements for the OUSD P&R and Defense Human Resources Activity (DHRA). The primary records maintenance location is located at the Defense Manpower Data Center (DMDC) 400 Gigling Rd, Seaside, CA 93955 building. Collectively, these entities are referred to as OUSD P&R/DHRA throughout the Performance Work Statement (PWS).

2.0 BACKGROUND

2.1 As established by DoD Directive 5124.02, Under Secretary of Defense for Personnel and Readiness (USD (P&R)), the USD (P&R) is the Principal Staff Assistant and advisor to the Secretary of Defense for Total Force Management; National Guard and Reserve Component affairs; health affairs; readiness and training; military and civilian personnel requirements;

language; dependents’ education; equal opportunity; morale, welfare, recreation; and quality-of life matters. Per DoD Directive 5100.87, “Department of Defense Human Resources Activity,” DHRA is an Office of the Under Secretary of Defense, Personnel and Readiness field activity supporting policy development, performing cutting-edge research and expert analysis, supporting readiness and departmental reengineering efforts, managing the largest automated personnel data repositories in the world, preparing tomorrow’s leaders through robust developmental programs, supporting, recruiting, and retaining the best and brightest, and delivering both benefits and critical services to warfighters and their families.

Within the DHRA, DMDC serves under the Office of the Secretary of Defense (OUSD) to collate personnel, manpower, training, financial, and other data for the DoD. This data catalogues the history of personnel in the military and their family for purposes of healthcare, retirement funding, and other administrative needs.

Effective November 1, 2016, Director, HQ DHRA was assigned the responsibility for executing the OUSD P&R enterprise-wide Knowledge Management Program function. These responsibilities have been delegated to the Director, DEOC.

2.2 OUSD P&R/DHRA requires non-personal contractor support service assistance to convert OUSD P&R/DHRA’s dental panograph records to an electronic format, in accordance with federal law, DoD guidance, and National Archives and Records Administration (NARA) requirements.

3.0 SCOPE

The contractor shall provide the management, personnel, facilities, and transportation necessary to assist OUSD P&R/DHRA’s conversion of dental panograph records to an electronic format in accordance with federal law, DoD guidance, NARA requirements, and the requirements below.

The Contractor shall provide: expert technical support and training in the field of Government Records Management for the OUSD P&R/DHRA workforce on the full range of scanning requirements; packing, shipment, and scanning of all eligible records; and an Operational Plan as described under PWS 4.1 inclusive of scanning deployment schedule. The contractor’s technical solution shall result in providing the highest production rate for x-ray digitization imaging. The Government has 6,200 cubic feet (approximately 5 million x-ray images) for digitizing.

4.0 REQUIREMENTS

4.1 Operational Overview and Plan

4.1.1. The Contractor shall perform all contract activities in a manner that: (1) ensures that all work under the contract is properly aligned to federal, DoD, and NARA records management standards and (2) provide inventory, label and package to prepare the dental panograph records to transfer custody from the Government to the Contractor.

4.1.2 The Contractor shall ensure that it is prepared to perform the contract, including packing and transportation, according to its terms and while ensuring the safety and health of all staff during the continued COVID-19 pandemic in accordance with applicable DoD guidance (see, e.g., https://www.whs.mil/Coronavirus/).

4.1.3 The Contractor shall submit an initial Operational Plan with its proposal. The Contractor shall update the Plan no later than 15 calendar days after the start of the period of performance.

The Operational Plan must address how the Contractor will: determine a records packing, shipment and scanning deployment schedule; outline the Contractor’s Quality Control Plan (QCP); and complete packaging, inventorying, shipping, and scanning, including ensuring chain of custody, of all dental panographs.

4.1.4. To minimize any decreases in productivity and to prevent possible negative impacts on services, the Contractor must immediately communicate to the COR any potential issues gaining access to the records that need to be scanned.

4.1.5. The Contractor shall provide a final Operational Plan no later than 30 days from the contract award date. The final Operational Plan must include a detailed deployment that identifies the outbound dates of shipment to the contractor facility and inbound dates for scanned records to the Government’s review and approval, as well as the following:

4.1.5.1 Detailed communication process between Contractor and Contracting Officer’s Representative (COR).

4.1.5.2 Identification of major operational activities and associated milestones, including facility setup, service connectivity, account setup, and providing logistical and transportation support requirements for movement of existing Government Furnished Materials (GFM) and the procurement of any additional required equipment identified and as approved by the COR.

4.1.5.3 Detailed process for receiving and processing shipments both outbound and inbound from the Government facility to the Contractors facility, identification of digital formats, digitization process, storage media, identification of digital repositories and the long-term management of files capability and assigning metadata, as well as transferring scanned records to the government.

4.1.5.4 Detailed process for maintaining records of previously submitted and processed shipments to and from the government facility, as well as the overall chain of custody.

4.1.5.5 Detailed process to ensure minimal impacts to Government work processes during assessment, packing/shipping, and scanning periods.

4.1.5.5.1. In the event x-ray films in the custody of the contractor are requested by the Government, the Contractor will provide the requested film and/or image to the Government within 36 hours, not to include Saturday, Sunday, or Federal Holidays.

4.1.5.6 Risks and assumptions associated with the operations.

4.1.5.7 Personnel staffing plan, including key personnel and staffing through full operational capability.

4.1.5.8 Identification of security activities and process for obtaining approvals for required access and on any other relevant security documents.

4.1.5.9 A QCP to identify and correct errors due to issues including malfunctioning or improperly configured digitization equipment, improper software application settings, incorrect metadata capture, or human error. The QCP must include:

4.1.5.9.1 A pre- and post- scan log of those documents: this will ensure all panographs and associated records were scanned, have the correct orientation, and are legible, as well as any modifications to scanned images after they have been scanned.

4.1.5.9.2 A Sample Quality Control (QC) Score Sheet, denoting electronic image attributes performed during quality control, and a tracking of errors and how many documents fail the initial and secondary QC tests.

4.1.5.9.3 Procedures to verify that digital image files: meet file format, attribute, technical evaluation parameters, and metadata requirements specified in 4.5 through 4.7.

4.1.5.10 Authorized Personnel and Points of Contact: The Plan shall clearly define all Contractor personnel holding authority to sign for transfer of operations. This shall include the name, title, and clear definition of authority or limitations in authority for each person who will sign for acceptance of the final Operational Plan. The Plan shall also provide Contractor points of contact, to include names, phone numbers, and email addresses, for work to be performed under the contract.

4.1.6 The Contractor shall provide personnel and required packing, shipping, and scanning equipment, unless specifically directed otherwise by the COR.

4.2 The contractor shall prepare the records for shipment by, among other appropriate procedures:

4.2.1 Inventorying, palletizing, and shrink-wrapping all boxes.

4.2.2. The contractor shall not stack pallets, so as to minimize box crushing during transport. The contractor is responsible for damage to container contents due to abusive or negligent practices, and/or when faulty subcontractor-provided services are evident.

4.2.3 An air conditioned or refrigerated truck shall be used for transport and ensure the records are stored at no more than 75 degrees Fahrenheit.

4.2.4 Shipment shall come through contractor operated trucking or other bonded commercial trucking, with a direct route only (one stop from the DoD to the subcontractor’s facility; U.S.

Department of Transportation regulations shall be observed).

4.2.5 The contract shall ensure Chain-of-custody documentation is maintained on records at all times, and provide to the Government with upon request.

4.3 The contractor shall prepare documents for scanning by, among other appropriate procedures:

4.3.1 Implementing industry best practices in terms of processes to ensure accountability of records received from the Government.

4.3.1.1 Ensuring all records are available or accounted for and are in the proper sequence.

4.3.1.2 Denoting missing parts, stains, tears, or obliterations that affect the text of any irregularities that may affect legibility of the panograph records or associated records, such as cover sheets, stickers, or sleeves outlining key metadata.

4.3.2 Repairing records in a manner that does not obscure text or affect legibility of the records.

4.3.3 Implementing digital quality control, image capture, and indexing to ensure there is no significant loss of detail in the scanned images of photocopied original documents.

4.3.4 If images go across multiple pages, ensure images are overlapped so there is no significant loss of information at the edges between adjoining images.

4.3.5 Removing from documents all staples, paperclips, binder clips, and anything that would interfere in the scanning process, as well as separating perforated pages (e.g. computer print outs), unfolding legal documents, and straightening out all page corners.

4.3.5.1 If tabs are found (specifically those tabs that present a hindrance to the scanning process), cutting off the tabs and writing the information found on the tab on the blank page to be scanned in the proper order.

4.3.6 Removing “sticky notes,” not inclusive of label stickers placed directly on the panograph, when they are making text illegible or covering exist text, images, or contents of the page. The Contractor shall affix a removed sticky note to another sheet and scan it in immediately following the page from which the note was removed. The Contractor also shall transcribe sticky notes and other hand-written text on a separate sheet and scan it in immediately following the page on which it was found in the original record.

4.3.7 Making photocopies of documents that meet one (1) or more of the following criteria:

4.3.7.1 Documents that are structurally weak (such as ‘onion skin’), faded or dark, or otherwise present a hindrance to the scanning process.

4.3.7.2 Documents that may be damaged by scanning, such as already damaged or delicate papers.

4.3.7.3 Documents with substantial contrast or density variations over the area of the original, such that photocopying may improve the quality of the image.

4.3.7.4 Documents that contain paper or ink colors that do not produce legible scanned images.

This includes color, halftone, and continuous tone photographs and images that may not reproduce well, particularly in black and white scanning.

4.3.7.5 Documents that are too large to be scanned as a single full-sized image or have non-standard paper sizes, non-standard text orientation, negative images, unusual character size, style, and weight, or are reduced from Dot matrix printers.

4.4 The contractor shall scan dental panographs in accordance with the following Federal Agencies Digital Guidelines Initiative (FADGI) as promulgated by the Library of Congress standards, pursuant to 36 C.F.R. § 1236:

Master File Format TIFF, DICOM, or JPEG 200, as directed by the COR.

Resolution 500 pixels per inch (ppi) Bit Depth 16 Color Space Gray Gamma 2.2 Color Gray Scale Dynamic Range 3.9 Highlight/Shadow Density 245/10> + -5 Modulation Transfer Function (MTF) 10

(10% SFR)

sampling efficiency > 80% and Spatial Frequency Response at half sampling frequency < 0.3

MTF50 (50% SFR) 50% of half sampling frequency: [35%,75%] Reproduction Scale Accuracy <+/- 2% of AIM Sharpening (Maximum MTF) <=1.1 Noise ΔL* St. Dev (Luminance) >4 count levels ΔL* St. Dev < 2

4.5 The contractor shall scan associated records, such as cover sheets, labels, or sleeves containing metadata in accordance with the following FADGI standards, pursuant to 36 C.F.R. § 1236:

Master File Format PDF Resolution 300 ppi Bit Depth 8 or 16 Color Space Adobe 1998

SRGB

ProPhoto ECIRGBv2

Color Color Tone Response (OECF) (Luminance) + 6 count levels ≤ 5 White Balance Error (Luminance) + 4 count levels ≤ 4 Illuminance Non-Uniformity <3% Color Accuracy (Mean ΔE2000) <5 Color Channel Misregistration <.50 pixel MTF10 (10% SFR) sampling efficiency > 80% and SFR response at half sampling frequency < 0.4 MTF50 (50% SFR) 50% of half sampling frequency: [35%,75%] Reproduction Scale Accuracy <+/- 2% of AIM Sharpening Maximum MTF) <1.1 Noise ΔL* St. Dev (Luminance) >4 count levels < 2

4.6 The contractor shall save scans in the formats outlined in sections 4.5 and 4.6 with Optical Character Recognition and named/encoded to capture the following:

4.6.1. Prior to digitization the contractor shall coordinate with COR to:

4.6.1.1. Identify existing identification/naming scheme or assist in developing a naming scheme containing unique identifiers that can be associated with documents, attachments, or related materials maintained as a part of the source record(s).

4.6.1.1.1. Naming scheme cannot contain duplicate identifiers.

4.6.1.1.2 Must consistently pattern and contain consistent information to aid in identification of the file

4.6.1.1.3 Maintain relevance over time – not identified by internal colloquialisms or slang.

4.6.1.1.4 Be compliant with MS Operating System character restrictions.

4.6.1.1.5 Identify file names or scheme truncated by the Contractor information system or repositories.

4.6.2 Develop and implement metadata to assist with the identification, management, access, use, and preservation of the digital resources consistent with FADGI metadata standards.

4.6.2.1 Metadata elements must match the materials, subject matter, business processes, of the source materials.

4.6.2.2Locally created elements may be added as extensions to descriptive, administrative, technical, metadata elements.

4.6.3. Upon completion of scanning contractor will provide COR with dictionary naming scheme and metadata of all elements developed and implemented during this project.

4.7 The contractor shall create and maintain an electronic index listing, or inventory, which associates the unique electronic file names with each record.

4.8 Panograph sleeves or jackets may contain more than one individual and paper forms or notes.

Multiple panograph films for an individual within a sleeve may be grouped into one data set file (object) when scanning. Each individual’s panograph film shall be scanned to a separate and distinct file in accordance with 4.5. Paper forms and/or notes intermingled with panograph films shall be scanned and saved in accordance with the 4.6.

4.9 The contractor shall return all panograph films and paper (when found) to their original sleeve and box upon completion of scanning activities.

4.10 The contractor shall submit a report on any records that cannot be digitized due to condition or complexity of the media. The Contractor shall ensure that such records remain associated with the rest of the records in the original file.

4.11 The contractor shall conduct a QC review on each scanned image and the metadata.

Additionally, a Contractor analyst shall conduct a QC of an additional random sample of 10% of each batch of digital images for file, image, and metadata quality and record completeness.

4.12 The contractor shall scan box inventory lists with the box’s folders. The Contract shall clearly delineate and maintain the chain of custody for every box of records.

4.13 The Contractor shall furnish and maintain all records conversion hardware and software.

4.13.1 The contractor shall test new and updated equipment/machines prior to the beginning of scanning and shall retain testing documentation, producing it to the Government upon request.

4.14 The contractor shall deliver the produced electronic files (along with all electronic inventories) to the Government using a Contractor-provided portable hard drive incorporating Federal Information Processing Standards (FIPS) 140-2 compliant AES 256 encryption. Portable hard drive specifications shall also include the following:

4.14.1 FireWire 800 and/or USB 3.0 connectivity

4.14.2 Two-factor authentication.

4.14.3 Perform hardware encryption.

4.15 Ensure that electronic files resultant from digitizing activities shall not be retained by the contractor and shall be completely destroyed 60-days of notification by the Government that the produced electronic images have been accepted, or 60-days after the completion of the period of performance, whichever is later.

4.15.1 All storage media used in the accomplishment of digitizing activities shall be sanitized upon project completion through overwriting, degaussing, or destruction using approved methods.

4.16. Return the original x-ray film records to the OUSD(P&R)/DHRA, in accordance with the shipping procedures outlined in 4.3, upon digitization. No destruction of original records is authorized.

4.17 Participate in a Post-Award Conference:

4.17.1 The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. This meeting will provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management and security issues. The Post Award Conference aids both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and to identify and resolve potential issues. The Contractor will be prepared to discuss any items requiring clarification and will gather information as necessary to support each deliverable.

4.17.2 At the Government’s discretion, the Contracting Officer (KO) and COR, will meet periodically with the contractor to review the contractor's performance. At these meetings, the KO or the COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

5.0 GENERAL INFORMATION

5.1 This is a non-personal services contract to provide Enterprise-wide Document Imaging Services. The Government shall not exercise any supervision or control over the Contractor’s employees. Contractor employees shall be accountable solely to the Contractor. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks, IAW FAR 37.104(d). Under no circumstances shall the Contractor perform tasks directly assigned by Government personnel or submit to work schedules prepared by Government personnel for individual contractor employees. The contractor shall manage its employees and guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, or those that involve the exercise of Government discretion, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

5.2 Contracting Officer Representative (COR): The COR will be identified by a separate designation letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government requirements and specifications; monitor Contractor's performance and notify both the Contracting Officer (KO) and Contractor of any discrepancies or deficiencies; inspect and approve contract required deliverables; coordinate availability of government furnished property; and provide site entry for Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

6.0 DELIVERABLES

When the COR has approved the digitized versions as meeting the standards identified in the PWS and received certification of completion of all quality control activities, the COR may authorize the destruction of the original source records pursuant to General Records Schedule (GRS) 5.2 (intermediary records) or an agency-specific records schedule that addresses disposition after digitization, subject to any pending legal constraint, such as a litigation hold per 36 C.F.R. § 1236.32.

No hardcopy file reconstitution is required after COR receives certification of completion of all quality control activities. The contractor will coordinate with OUSD (P&R)/DHRA Component Records Management Officer in regards to all paper records not authorized for destruction by OPR for disposition instructions.

The subcontractor shall also provide a monthly status report to include, but not be limited to, the following: the number of panographs scanned (boxes completed and images produced), project percentage complete, and the number of unreadable panographs (i.e., panographs films that cannot be scanned so that the resultant image retains usable diagnostic detail).

Deliverable PWS Ref. Delivery Date Operational Plan 4.1.3 NLT fifteen (15) calendar days after the contract award date Final Operational Plan 4.1.5 NLT thirty (30) calendar days after the start of period of performance Records Digitization Issues Report 4.10 NLT thirty (30) calendar days before the end of the period of performance Electronic Records Hard Drive(s) 4.14 NLT ten (10) calendar days before the end of the period of performance Return X-Rays 4.16 NLT five (5) calendar days after digitization has been completed Travel Trip Report 9.2 NLT five (5) calendar days after travel is completed

7.0 PERFORMANCE REQUIREMENTS SUMMARY

The Performance Requirements Summary is a list of critical tasks that must be performed by the Contractor, the performance threshold, and the method of surveillance the COR will use to validate/inspect these tasks. Inspection of each task will be documented in the COR folder.

Performance Objective PWS Paragraph

Performance Standard /Acceptable Quality Level

Operational Plan 4.1 Prepare and submit monthly status reports on time.

Content of reports must be accurate and require no more than 2 revision per submission.

Electronic Records Hard Drive(s)

4.9 Submit electronic records DVD(s) in accordance

PWS 4.12

Submit Trip/Travel Report

9.2 Prepare and submit trip/travel report within 5 days of

completion of travel. No more than one revision or omission will be considered for the travel receipts per trip.

Shipping Report 9.3 Prepare and submit shipping report. Ensure accuracy of information for transportation to scanning facility and return to Government facility

8.0 CONTRACTOR MANPOWER REPORTING

8.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). The DoD has transitioned reporting from eCMRA to the System for Award Management www.sam.gov for fiscal year reports.

9.0 CONTRACTOR TRAVEL AND TRANSPORT OF IMAGING WORKLOAD TO AND

FROM CONTRACTOR SCANNING FACILITY

9.1 The Records Scanning Support staff (up to six people) may be required to travel to Seaside/Monetary, CA as deemed necessary to prepare and obtain records for scanning. Travel must be pre-approved by the COR at least 10 business days prior to the trip. Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment submissions shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses. All costs shall be agreed to in advance and reimbursed on a cost basis upon receipt of the invoice in Wide Area Workflow and copies of receipts turned in to the COR. All air travel shall be booked on American flagged carriers, unless otherwise directed by the Contracting Officer. No General and Administrative charges or profit will be paid on these actual costs.

9.2 Travel Cost Estimates and Trip Reports. The Contractor shall present official business travel requests in the form of a Travel Cost Estimate (TCE) to the COR. The COR will approve dates of travel and purpose. Upon the COR approval, the Contractor may take the business trip. The Contractor shall prepare and deliver Trip Reports following each trip to the COR within five business days after each trip. Trip Reports shall include, as a minimum, the following details:

name of individual traveling, destination, dates, cost, purpose of trip, participation of traveler, results of trip, and problems/issues, if any.

From:

City, State

To:

City, State # of Travelers # of Days

1 TBD

Seaside, California 6 10

2 TBD Seaside, California 4 5

9.3 Packing and Shipping Cost Estimates and Trip Reports. The Contractor shall prepare and ship all records to the Contractor facility. A small percentage of records may also be prepared by the Contractor for return to the OUSD (P&R)/DHRA Component, due to structural issues that prevent scanning or the presence of paper records not authorized for destruction. The Contractor must obtain the COR’s approval for all return shipments. Upon the COR’s approval, the Contractor may prepare and ship the records. The Contractor shall prepare and deliver Shipping Reports within five (5) days of the completion of each shipment. Shipping Reports shall include, http://www.sam.gov/ as a minimum, the following details: name of individual who prepared the shipment, destination, total number of boxes shipped, tracking numbers, and problems/issues, if any.

10.0 SECURITY - Work under this contract is UNCLASSIFIED. The Government requires the contractor to establish members of its workforce under this contract that are suitable for the job and eligible for access to sensitive information. The Contractor shall:

10.1 Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data. The Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall:

10.1.1 Comply with:

DoD Instruction (DoDI) 8500.1, Cybersecurity The Freedom of Information Act (5 U.S.C. 552) The Privacy Act (5 U.S.C. 552a) OMB Circular A-108, Federal Agency Responsibilities for Review, Reporting, and Publication Under the Privacy Act OMB Circular A-130, Managing Information as a Strategic Resource DoD 5400.07, DoD Freedom of Information Act (FOIA) Program DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program DoD Manual 5200.01, Volumes 1-3, DoD Information Security Program DoDI 5200.48, Controlled Unclassified Information DoDI 5015.2, DoD Records Management Program Administrative Instruction 15, OSD Records and Information Management Program OSD Records Disposition Schedules DoD 6025.18-R, DoD Health Information Privacy Regulation DoD 5200.2-R, Personnel Security Program HSPD-12, Homeland Security Presidential Directive.

DHRA Privacy Program Playbook

10.2 Access To Sensitive Information

10.2.1 To the extent that the work under this contract requires the Contractor to have access to DoD sensitive information the Contractor shall after receipt thereof, treat such information as confidential and safeguard such information from unauthorized use and disclosure. The Contractor agrees not to appropriate such information for its own use or to disclose such information to third parties unless specifically authorized by the Government in writing.

10.2.2 The Contractor shall allow access only to those employees who need the sensitive information to perform services under this contract and agrees that sensitive information shall be used solely for the purpose of performing services under this contract. The Contractor shall ensure that its employees will not discuss, divulge or disclose any such sensitive information to any person or entity except those persons within the Contractor’s organization directly concerned with the performance of the contract.

10.2.3 Personnel requiring access to sensitive information shall have at a minimum, a favorable Tier 3 background investigation.

10.2.4 Prior to beginning work on this contract, the contractor will complete all required personnel security requirements as specified by DHRA, Security Office.

10.2.5 Complete and submit a Tier 3 vetting application (Standard Form (SF) 86 National Security Questionnaire through e-QIP, fingerprints and proof of US citizenship) that is favorably accepted by the Defense Counterintelligence Security Agency (DCSA) for all employees under this contract requesting a position of trust determination.

10.2.6 It is the responsibility of the contractor to ensure their employees and sub-contractors (if applicable) comply with DHRA personnel security requirements.

10.2.6.1 All Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check).

10.2.6.2 Provide two forms of identification (I-9 document).

10.2.6.2 Personnel must be citizens of the United States.

10.3 Cyber Incident Reporting. Within one (1) hour of discovery of any cyber incident the Contractor shall notify the DMDC Incident Response (IR) team by emailing an Initial cyber incident report to the following organizational box: dodhra.dodc-mb.dmdc.list.ir-team@mail.mil, with subsequent reporting every 24 hours until the incident is closed. The Contractor shall also notify the COR and CO at the time the incident is reported to DMDC/IR.

10.4 Report immediately to the HQ DHRA Privacy Office and secondly to the COR discovery of any Privacy breach.

Controlled Unclassified Information Requirements for DoD Contractors. The following procedures will be used to protect Controlled Unclassified Information (CUI) documents and materials:

HANDLING: Access to CUI material shall be limited to those employees needing the material to perform their duties. The CUI marking is assigned to documents and material created by a DoD User Agency. CUI is not a classification, but requires extra precautions to ensure it properly safeguarded and disseminated and is not released to the public without government authorization.

MARKING: Mark unclassified documents containing CUI: “CUI" at the top and bottom of each page, include the CUI warning box, and the CUI Designation Indicator Block as required in DoDI 5200.48. In a classified document:

Mark individual paragraph containing only CUI, but not classified material by placing “(CUI)" at the beginning of the portion.

If the document or material contains CUI under the category of Controlled Technical Information (CTI), use of distribution statements is required. See DoDI 5200.48.

Mark other records such as computer print outs, photographs, films, tapes, or slides in accordance with DoDI 5200.48 so the receiver or viewer knows the it contains CUI material.

Mark a message containing material in accordance with DoDI 5200.48. Unclassified messages containing CUI material must show the abbreviation (CUI) before the text begins.

Ensure documents transmitting CUI material call attention to any attachments containing CUI.

CUI material released to a contractor by a DoD user agency must have the following statement on the front page or cover:

THIS DOCUMENT CONTAINS CUI MATERIAL AND MUST BE REVIEWED BY A

GOVERNMENT REPRESENTATIVE UNDER THE REQUIREMENTS OF DODI 5200.48,

DODI 5230.09, and DODI 5230.29.

STORAGE: During normal duty hours, place CUI material in an out-of-sight location if your work area is accessible to persons who do not have an authorized government purpose for access to the material. After normal duty hours, store CUI material to prevent unauthorized access. File with other unclassified records in unlocked files or desks when internal building security is provided and the file is marked as CUI. When there is no internal security, locked buildings or rooms usually provide adequate after hours’ protection. For additional protection, store CUI material in locked containers such as file cabinets, desks, or bookcases. Expenditure of funds for security containers or closed areas solely for the protection of CUI material is prohibited.

TRANSMISSION: CUI documents and materials may be transmitted via first class mail, parcel post or for bulky shipments-fourth class mail. Within the CONUS discussion of CUI material on the telephone is authorized if necessary for the performance of the contract and no alternative is available. Electronic transmission of CUI (voice, data, or facsimile) should be by approved secure communications systems whenever practical. If there is a fax transmission, the sender must ensure the intended receiver is available to receive it or a cover sheet will be used to allow carrying it to the final recipient to avoid unauthorized disclosure of the CUI.

RELEASE: CUI material shall not be released outside of the contractor’s facility except to the representative of DoD or DHRA.

DESTRUCTION: When the CUI material no longer meets the threshold for safeguarding and dissemination, it shall be immediately decontrolled, be processed through the records management process, and destroyed by the approved methods identified in DoDI 5200.48 precluding its disclosure to unauthorized individuals by rendering it unreadable, indecipherable, and irrecoverable.

11.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION

(GFP/GFE/GFI)

The Government will provide contractor personnel with government workspace for the preparation of records, as required, to include but not limited to the DEOC offices at 4800 Mark Center Drive in Alexandria, VA. On-site parking will not be provided.

12.0 PLACE OF PERFORMANCE

The work shall be performed at a contractor’s scanning facility. Contractor provided preparatory assistance of records shall occur in Government space/facility, to include but not limited to the DMDC offices at 400 Gigling Rd, Seaside, CA 93955. The Contractor shall prepare all deliverables and other contract documentation utilizing contractor resources.

13.0 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, documenting percentage of errors that are allowable. A letter or certificate should be issued upon completion of all quality control activities confirming that the scanned images comply with the quality control plan.

14.0 QUALITY ASSURANCE

14.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS.

The Government will make every effort to ensure that the surveillance methods described in the Quality Assurance Surveillance Plan (QASP).

14.2 Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

15.0 ORGANIZATIONAL CONFLICTS OF INTEREST

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance requires the Contractor (to include subcontractors) to supply technical support related to requirements, systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, the Contractor shall immediately inform the Contracting Officer. The PWS may be withdrawn if a conflict is found. The Contractor shall not undertake performance of any PWS requirements which requires it to supply technical support regarding such systems until the notice is given, and written consent to proceed is issued by the Contracting Officer.

CLAUSES INCORPORATED BY REFERENCE

52.202-1 Definitions JUN 2020 52.203-6 Alt I Restrictions On Subcontractor Sales To The Government

(JUN 2020) -- Alternate I

OCT 1995

52.203-12 Limitation On Payments To Influence Certain Federal Transactions

JUN 2020

52.203-13 Contractor Code of Business Ethics and Conduct JUN 2020 52.203-17 Contractor Employee Whistleblower Rights and Requirement

To Inform Employees of Whistleblower Rights

JUN 2020

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

JAN 2017

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper

MAY 2011

52.204-7 System for Award Management OCT 2018 52.204-10 Reporting Executive Compensation and First-Tier

Subcontract Awards

JUN 2020

52.204-13 System for Award Management Maintenance OCT 2018 52.204-17 Ownership or Control of Offeror AUG 2020 52.204-18 Commercial and Government Entity Code Maintenance AUG 2020 52.204-20 Predecessor of Offeror AUG 2020 52.204-21 Basic Safeguarding of Covered Contractor Information

Systems

JUN 2016

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment.

OCT 2020

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

AUG 2020

52.209-10 Prohibition on Contracting With Inverted Domestic Corporations

NOV 2015

52.212-1 Instructions to Offerors--Commercial Items JUN 2020 52.212-3 Offeror Representations and Certifications--Commercial

Items

FEB 2021

52.212-4 Contract Terms and Conditions--Commercial Items OCT 2018 52.222-3 Convict Labor JUN 2003 52.222-41 Service Contract Labor Standards AUG 2018 52.222-43 Fair Labor Standards Act And Service Contract Labor

Standards - Price Adjustment (Multiple Year And Option Contracts)

AUG 2018

52.222-50 Combating Trafficking in Persons OCT 2020 52.223-6 Drug-Free Workplace MAY 2001 52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

JUN 2020

52.232-23 Assignment Of Claims MAY 2014 52.232-39 Unenforceability of Unauthorized Obligations JUN 2013 52.232-40 Providing Accelerated Payments to Small Business

Subcontractors

DEC 2013

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support

MAY 2016

252.204-7016 Covered Defense Telecommunications Equipment or Services -- Representation

DEC 2019

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services -- Representation

MAY 2021

252.204-7019 Notice of NIST SP 800-171 DoD Assessment Requirements NOV 2020 252.204-7020 NIST SP 800-171 DoD Assessment Requirements NOV 2020 252.225-7048 Export-Controlled Items JUN 2013 52.233-2 Service Of Protest SEP 2006 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 252.201-7000 Contracting Officer's Representative DEC 1991 252.203-7000 Requirements Relating to Compensation of Former DoD

Officials

SEP 2011

252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013 252.203-7005 Representation Relating to Compensation of Former DoD

Officials

NOV 2011

252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7008 Compliance With Safeguarding Covered Defense Information

Controls

OCT 2016

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports

DEC 2018

252.232-7010 Levies on Contract Payments DEC 2006 252.237-7010 Prohibition on Interrogation of Detainees by Contractor

Personnel

JUN 2013

252.244-7000 Subcontracts for Commercial Items JAN 2021

Addendum 52.212-1 Instructions to Offerors

Proposal Preparation Instructions and Submission Requirements

a. General Instructions

This section provides general guidance for proposal preparation and any revisions, as well as specific instructions on the format and content of the proposal. The Offeror’s proposal must include all data and information requested by these instructions and must be submitted in accordance with these instructions.

b. The Office of the Under Secretary of Defense Personnel and Readiness (OUSD P&R) and the DHRA Enterprise Operations Center (DEOC) requires Records Management support for the conversion of paper records to electronic formats to meet Department of Defense (DoD) and other Federal requirements for the OUSD P&R and Defense Human Resources Activity (DHRA).

This RFP utilizes DFARS 252.226-7002, Demonstration Project Funds for Contractors Employing Persons with Disabilities. Offeror’s shall self-certify with the required notice of intent to propose and their offer that the firm currently meets the requirements of an “eligible contractor” in accordance with the following definition:

(1) Eligible Contractor. —The term “eligible contractor” means a business entity operated on a for- profit or nonprofit basis that—

(A) employs severely disabled individuals at a rate that averages not less than 33 percent of its total workforce over a period prescribed by the Secretary;

(B) pays not less than the minimum wage prescribed pursuant to section 6 of the Fair Labor Standards Act of 1938 (29 U.S.C. 206) to the employees who are severely disabled individuals;

and

(C) provides for its employees’ health insurance and a retirement plan comparable to those provided for employees by business entities of similar size in its industrial sector or geographic region.

(2) Severely Disabled Individual. —The term “severely disabled individual” means an individual with a disability (as defined in section 3 of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102)) who has a severe physical or mental impairment that seriously limits one or more functional capacities.

ONLY THOSE FIRMS WHO SELF-CERTIFIED AS…