PWS_Document_Conversion_Services_FY15.pdf

William J. Perry Center for Hemispheric Defense Studies Performance Work Statement for Document Conversion Services

1. Purpose: This PWS delineates the tasks required for document conversion services for the William J. Perry Center for Hemispheric Defense Studies (Perry Center) to convert Registration documents from paper to electronic format. The period of performance will be 01 – 30 April 2015.

• Background: To assist the Perry Center in scanning paper documents to electronic format, to assist the Perry Center in accessing documents required for audit readiness.

2. Scope: The contract requires the pick-up of approximately 105,000 pages of documents from the Perry Center, scanning of those documents onto electronic media (CD-ROM), delivery of the CD-ROMs and return of the original paper documents.

3. Approach: The contractor shall scan paper documents pertaining to registration, which include application forms, résumés, letters of recommendation and other supporting documents for acceptance to Perry Center programs, as well as payroll documentation for Perry Center employees. All documentation is unclassified. The end product should be CD- ROM disks containing the scanned documentation.

4. Task:

4.1 Task 1: Pick-up and Drop-off of Paper Documents

4.1.1 All paper documents to be scanned are to be picked up at the Perry Center, located at 260 5th Avenue, Building 64, Fort McNair, in Southwest Washington DC.

4.1.2 The documents to be returned to the Perry Center after scanning, per item 4.2.1.2.5, are to be dropped off at the Perry Center, located at 260 5th Avenue, Building 64, Fort McNair, in Southwest Washington DC.

4.2 Task 2: Scanning of Documents to CD-ROM and Delivery of CD-ROMs

4.2.1 All documents picked up from the Perry Center are to be scanned onto CD-ROM disks, to be delivered to the Perry Center.

4.2.1.1 Registrar documents: There are approximately 4,000 files of varying sizes, with an average of 10 pages per file.

4.2.1.1.1 Each file folder contains an application package for an individual student.

4.2.1.1.2 The pages in each file folder are size 8 ½ x 11, and some folders have pages that are clipped together or stapled. Most folders contain only loose (not clipped or stapled) documents.

4.2.1.1.3 The contents of a single file folder should correspond to a single file on the CD-ROM.

4.2.1.1.4 The documents contain personally identifiable information (PII). The contractor shall not leave documents with PII unattended on desks, printers, fax machines, or copiers. The contractor shall secure PII in a locked desk drawer, file cabinet, or similar locked enclosure when not in use. When processing PII, the contractor shall keep it in an area where access is controlled and limited to persons with an official need to know.

4.2.1.1.5 After written approval by the contracting officer representative (COR), he registrar documents must be destroyed. using an approved shredder or “burn bag”. Burn bags containing that are awaiting removal must be secured. The registrar documents may only be destroyed after written approval by the COR, once the COR reviews the CDs delivered by the vendor and is satisfied with the quality, completeness and readability of the scanned registrar documents.

4.2.1.2 Payroll documents: There are approximately 65,000 pages of timesheet and supporting documents.

4.2.1.2.1 Each file contains payroll documents for an individual employee.

4.2.1.2.2 The majority of the pages in each file folder are size 8 ½ x 11, but some folders also contain pages in A4 and/or 8 ½ x 14 sizes. Some folders have pages that are clipped together or stapled. Most folders contain only loose (not clipped or stapled) documents.

4.2.1.2.3 Each file folder contains the payroll documents for one pay period and should correspond to a single file on the CD-ROM.

4.2.1.2.4 The documents contain personally identifiable information (PII). The Contractor shall not leave documents with PII unattended on desks, printers, fax machines, or copiers. PII shall be secured in a locked desk drawer, file cabinet, or similar locked enclosure when being processed. When processing PII, the contractor shall keep it in an area where access is controlled and limited to persons with an official need to know.

4.2.1.2.5 The documents do not need to be re-stapled or re-clipped. Just placed back into the corresponding file folder.

4.2.1.2.6 The payroll documents are to be returned to the Perry Center.

4.2.1.3 Items to be delivered: The CD-ROMs containing the scanned files and the payroll documents are to be delivered to the Perry Center at the same address as above.

Performance Objective No. 1: Contractor to convert documents onto CD-ROMs.

Performance Measurement No. 1: Complete, readable scans of paper documents.

Performance Standard No. 1: Required 100% of the time.

4.2.2 The contractor shall submit an estimated date of completion to the COR. Contractor will submit any changes to the completion date to the COR in writing.

4.2.3 The contractor shall ensure that all documents submitted are properly scanned.

4.2.4 The contractor shall properly dispose of the Registrar documents and will deliver the CD-ROMs and the payroll documents to the Perry Center.

5. The COR will provide the contractor with the documents to be scanned.

6. Location of Performance: Work performed under the contract will be performed at the contractor’s facilities.

7. Period of Performance: The period of performance is 01 – 30 April 2015. The contactor shall provide a schedule that has completion by 30 April 2015.

8. Travel Requirements: Not applicable.

9. Local travel: Not applicable.

10. Domestic travel: Not applicable.

11. Security: The security classification of work to be performed under the contract is unclassified. The contractor employees will comply with all applicable US Government security directives and regulations during the performance of work.

12. US Government Furnished Facilities, Equipment, Materials, and Support Functions: Not applicable