HQ0028-15-R-0010-Release_7-30-2015.doc

Section SF 1449 - CONTINUATION SHEET

Quality Management Plan

FFP

The Contractor shall provide and maintain a quality management plan Archival Technical Support for VI Records (QMP), PWS Section 6.1

FOB: Destination

NET AMT

Provide Archival Technical Support for VI Records

Provide Archival Technical Support for VI Records, PWS Section 6.2

PURCHASE REQUEST NUMBER: HQ002951260001000

NET AMT

Provide Physical Storage and Transfer of VI Records

Provide Physical Storage and Transfer of VI Records, PWS Section 6.4

NET AMT

Provide Keywording and Caption Editing for VI Records

Provide Keywording and Caption Editing for VI Records,PWS Section 6.3

NET AMT

Provide Mailroom Operations

Provide Mailroom Operations,PWS Section 6.6.

NET AMT

Provide Operation and Maintenance

Provide Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.

NET AMT

Cost

Supplies

COST

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrievial System for VI Records.PWS Section 6.5.4

ESTIMATED COST

Cost

ASRS Spare Parts

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records.PWS Section 6.5.

ESTIMATED COST

Cost

OPTION

Phase In

Caption Editing 15 days Phase In.

ESTIMATED COST

Quality Management Plan

The Contractor shall provide and maintain a quality management plan Archival Technical Support for VI Records (QMP), PWS Section 6.1

NET AMT

OPTION

Provide Archival Technical Support for VI Records

Provide Archival Technical Support for VI Records, PWS Section 6.2

NET AMT

OPTION

Provide Keywording and Caption Editing for VI Records

Provide Keywording and Caption Editing for VI Records,PWS Section 6.3

NET AMT

OPTION

Provide Physical Storage and Transfer of VI Records

Provide Physical Storage and Transfer of VI Records,PWS Section 6.4

NET AMT

OPTION

Provide Operation and Maintenance

Provide Operation and Maintenance of Automated Storage and Retrieval System for VI Records,PWS Section 6.5.

NET AMT

OPTION

Provide Mailroom Operations

Provide Mailroom Operations,PWS Section 6.6.

NET AMT

Cost

OPTION

Supplies

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.4

ESTIMATED COST

Cost

OPTION

ASRS Spare Parts

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records.PWS Section 6.5.

ESTIMATED COST

Quality Management Plan

The Contractor shall provide and maintain a quality management plan Archival Technical Support for VI Records (QMP), PWS Section 6.1

NET AMT

OPTION

Provide Archival Technical Support for VI Records

Provide Archival Technical Support for VI Records, PWS Section 6.2

NET AMT

OPTION

Provide Keywording and Caption Editing for VI Records

Provide Keywording and Caption Editing for VI Records,PWS Section 6.3

NET AMT

OPTION

Provide Physical Storage and Transfer of VI Records

Provide Physical Storage and Transfer of VI Records, PWS Section 6.4

NET AMT

OPTION

Provide Operation and Maintenance

Provide Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.

NET AMT

OPTION

Provide Mailroom Operations

Provide Mailroom Operations, PWS Section 6.6.

NET AMT

Cost

OPTION

Supplies

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.4

ESTIMATED COST

Cost

OPTION

ASRS Spare Parts

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.

ESTIMATED COST

Quality Management Plan

The Contractor shall provide and maintain a quality management plan Archival Technical Support for VI Records (QMP), PWS Section 6.1

NET AMT

OPTION

Provide Archival Technical Support for VI Records

Provide Archival Technical Support for VI Records, PWS Section 6.2

NET AMT

OPTION

Provide Keywording and Caption Editing for VI Records

Provide Keywording and Caption Editing for VI Records,PWS Section 6.3

NET AMT

OPTION

Provide Physical Storage and Transfer of VI Records

Provide Physical Storage and Transfer of VI Records, PWS Section 6.4

NET AMT

OPTION

Provide Operation and Maintenance

Provide Operation and Maintenance of Automated Storage and Retrieval System for VI Records,PWS Section 6.5.

NET AMT

OPTION

Provide Mailroom Operations

Provide Mailroom Operations, PWS Section 6.6.

NET AMT

Cost

OPTION

Supplies

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.4

ESTIMATED COST

Cost

OPTION

ASRS Spare Parts

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.

ESTIMATED COST

Quality Management Plan

The Contractor shall provide and maintain a quality management plan Archival Technical Support for VI Records (QMP), PWS Section 6.1

NET AMT

OPTION

Provide Archival Technical Support for VI Records

Provide Archival Technical Support for VI Records, PWS Section 6.2

NET AMT

OPTION

Provide Keywording and Caption Editing for VI Records

Provide Keywording and Caption Editing for VI Records,PWS Section 6.3

NET AMT

OPTION

Provide Physical Storage and Transfer of VI Records

Provide Physical Storage and Transfer of VI Records, PWS Section 6.4

NET AMT

OPTION

Provide Mailroom Operations

Provide Mailroom Operations,PWS Section 6.6.

NET AMT

OPTION

Supplies

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records,PWS Section 6.5.

NET AMT

Cost

OPTION

ASRS Spare Parts

Provide Spare Parts in support of Operation and Maintenance of Automated Storage and Retrieval System for VI Records, PWS Section 6.5.

ESTIMATED COST

OPTION

Phase Out

Caption Editing 15 days Phase In.

NET AMT

PWS

DIMOC VISUAL INFORMATION SERVICES

PERFORMANCE WORK STATEMENT (PWS)

26 June 2015

HQ0028-12-C-0010 ASRS Maintenance Services;

HQ0028-12-C-0012 Caption Editor Services;

HQ0028-14-C-0012 Media research and Archival Technical Support

1.

Contracting Officer Representative (COR).

a.

Primary COR.

Name:

Organization:

DODAAC:

Address:

Phone Number:

Fax Number:

Email Address:

b.

Alternate COR.

Name:

Organization:

DODAAC:

Address:

Phone Number:

Fax Number:

Email Address:

c.

Alternate COR.

Name:

Organization:

DODAAC:

Address:

Phone Number:

Fax Number:

Email Address:

2.

Contract Title. DIMOC Visual Information Services.

3.

Background. The Defense Visual Information Records Center (DVIRC) is the official DoD Records Center for the storage and preservation of selected 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 DoD imagery. The DVRIC is responsible for the transfer of selected DoD records to the National Archives and Records Agency (NARA) in accordance with the Government Records Schedule (GRS). The DVIRC facility is co-located with the American Forces Network-Broadcast Center (AFN-BC).

The most important project at the DVIRC is to digitize physical and analog media records and make those records available online. DIMOC’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.

4.

Objectives. The objective of this contract is to support the internal operations of DIMOC to receive identify, preserve, manage, store, and make accessible the DoD media records maintained at this center.

5.

Scope. The scope of this acquisition is to perform visual information (VI) services which include: media identification, preparation for digitization, research, keywording, captioning, physical material storage and retrieval, automated storage system operation and maintenance, transfer of records to NARA, destruction of non-record VI material, and mailroom operation.

6.

Performance Requirements. The Contractor shall provide reception, storage, selection, preservation, retrieval, research, compilation, keywording, and captioning of significant DoD imagery, operation, and daily maintenance of the Automated Storage and Retrieval System (ASRS), and mailroom operation. The tasks within this statement are expected to change as further developments move the DVIRC toward digital storage and distribution. It is anticipated that in the future this contract will be adjusted to keep up with this trend of phasing media from the physical to the digital realm.

The Contractor shall provide a workload report for work performed.

Deliverables: Workload Summary Report

6.1 Task 1-Contractor’s Quality Management Program.

6.1.1 Subtask 1-Quality Management Plan (QMP).

The Contractor shall provide and maintain a quality management plan covering all performance requirements stated in the contract that can be validated and provides a sufficiently high level of confidence that service inspections are accurate. The QMP shall specifically address the strategy to provide quality workmanship, continual process improvement and correct deficiencies as required. 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 QMP shall include a method of performing trend analyses and assessments through the use of metrics. The QMP shall show tangible results in the systematic use of inspection data in achieving measurable continuous improvement throughout this contract. The Contractor shall assign a primary point of contact for performance issues. The Contractor shall submit the QMP to the Government for acceptance. The Contractor shall provide all QMP records to the Contracting Officer upon completion or termination of contract.

Deliverables: Quality Management Plan

6.1.2 Subtask 2-Execution of the Quality Management Plan.

The Contractor shall execute the QMP to ensure Contractor performance meets or exceeds the performance standards established for this contract. The Contractor shall collect, track, maintain, and report quality control data. The Contractor shall submit a quality control report for inspections performed. It shall highlight the number of deficiencies that were discovered; immediate plans or steps taken to resolve deficiencies; when the deficiencies will be resolved; and present and implement recommendations to existing procedures that would preclude like deficiencies from occurring in the future.

Deliverables: Quality Control Report

6.1.3 Subtask 3-Quarterly Contract Performance Meeting. The Contractor shall provide a Quarterly Contract Performance Report and meet with the COR and other Government personnel as appropriate to discuss contract performance for the previous 3-month period. Discussion subjects include opportunities to improve the contract; modifications required to the contract; inspection results and customer feedback. The report shall address these subjects: contracting (e.g., modifications needed); payment; personnel issues (e.g., key personnel, security, safety); software, hardware and equipment issues; network connectivity issues; databases; workflows; quality and timeliness of services (e.g., inspection results, trends, positive customer feedback, valid customer complaints, steps taken to rectify and prevent recurrence of unsatisfactory performance); observations; and workload metrics.

Deliverables: Quarterly Contract Performance Report

6.2 Task 2-Archival Technical Support.

The Contractor shall provide archival technical support for the identification, preservation, storage, and preparation for digitization of DoD media records. Preparation actions are 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. 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 Government records schedules. The Contractor shall provide still and motion imagery reference and research to support the categories or collections. The Contractor shall prepare cross references and finding aids for both physical and digital media. The Contractor shall provide and document media research, selection assistance and information services for DoD customer projects.

6.2.1 Subtask 1-Media Identification.

The Government shall provide unclassified media to the Contractor for content logging, verification, inspection, labeling, barcoding, and preparation for storage or digitization. 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 identify all content, including blank tapes. The Contractor shall identify all damaged items and note the presence or absence of related documentation (e.g., caption information). The Contractor shall inspect, identify, log, and prepare media for immediate digitization or storage in the ASRS. The Contractor shall inspect media and correct or add information to facilitate digitization or meet storage requirements in the ASRS. The Contractor shall create labels for the media and its case that are uniform in appearance with title, media ID, tape number, and classification. When essential information (i.e., title, media ID, or originating organization) is missing, the Contractor shall view the entire tape using Government-provided viewing equipment to determine if it exists; if it does, include it on the label information. The Contractor shall put paper records into a folder labeled with the related media ID. The Contractor shall annotate proprietary rights or use restrictions (such as lack of Public Affairs clearance), which makes the media For Official Use Only (FOUO) in the folder and in the appropriate tracking system. The folder accompanies the media throughout its lifecycle. The Contractor shall complete appropriate fields on a spreadsheet called the Media Accessioning and Tracking Evaluation Log (MATEL) and return the completed MATEL, to the Government. The Contractor shall affix a barcode label to all VI items and folders before update into appropriate tracking system such as (Seer/MIMS, MATEL, etc.); for storage into the ASRS. If an item with a security classification marking is found, the Contractor shall immediately notify the COR and ensure the material does not leave the possession of the finder or their supervisor until it is turned over to the Government.

6.2.2 Subtask 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; verify imagery quantity on CD/DVD; review for classified markings; place loose media in holders and apply barcode if one does not exist. Requirements include completion all fields on the MATEL and entering information into T3 Library Manager. The Contractor shall complete an inspection form for every piece of media inspected and annotate damage on the MATEL. 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 as incorrectly oriented images cannot be manipulated in T3 Library Manager after ingestion. 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 insure that the following tasks have been accomplished for still/graphic media:

(1) Checked for security classification markings

(2) Barcode if applicable

(3) SDAN verified or created and affixed to media

(4) Slides/negatives orientated properly

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

(6) Media title and subject identified

(7) Code, type and format identified

(8) Significant findings noted

(9) Damaged items identified

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

(11) MATEL fields completed

(12) MATEL returned to the Government

6.2.3 Subtask 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. 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. When defects are identified, the Contractor shall apply a defect label and notify the Government. The Contractor shall complete an inspection form for every piece of media inspected and annotate damage on the MATEL. Requirements include completion all fields on the MATEL and entering information into T3 Library Manager. 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

Damaged items are identified

Media ID verified for stored media or created for inbound

Media title and subject identified

Production date identified if applicable

Code, type and 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 MATEL

(13) MATEL fields completed

(14)

6.2.4 Subtask 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. The Contractor shall complete an inspection form for every piece of media inspected and annotate damage on the MATEL. Requirements include completion all fields on the MATEL and entering information into T3 Library Manager. The Contractor shall affix a Motion Depository Accessioning Number (MDAN) and create a spreadsheet of barcodes and matching MDANs. The Contractor shall ensure that the following has been accomplished:

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

Tabs are removed

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

Inspection form completed and in container (in an archival bag)

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

(15) MATEL fields completed (e.g., code, type, format)

(16)

6.2.5 Subtask 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 insure 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:

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 MATEL

MATEL fields completed (e.g., code, type, format)

6.2.6 Subtask 6-Archival Research.

The Contractor shall provide archival research support for archival research projects described below assigned to the Contractor by the Government.

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.

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.

Imagery With Limited Descriptive Data: 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 also necessary for still and/or motion imagery that needs to be verified if other 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.

6.2.7 Subtask 7-DoD Customer Project Research.

The Contractor shall provide and document media research, selection assistance and information services for DoD customers. Research projects for DoD customers are issued to the Contractor through HEAT, a project management database, by DIMOC VI Services located in Tobyhanna PA. 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.

All research work conducted by the Contractor for DoD customers is authorized by and channeled through DIMOC VI Services. Contractors shall not provide their direct phone number or email address to the customer. Contractors must adhere to Government schedules and make no commitments to the customer on behalf of the Government. In the event the Contractor requires clarification on requirements or performance expectations, they should contact DIMOC VI Services and the COR in Riverside CA.

Complete project documentation in HEAT is necessary to track projects from initial assignment to closeout and to provide data for metrics and trends. The Contractor shall annotate HEAT tickets with all related actions taken to fulfill the request such as time incurred for research, selections, recommendations for other means of obtaining imagery, reasons for delay, inability to find imagery, related emails, phone call conversations, unavailability of material, suggested suitable material and completion date. The Contractor shall note media restrictions and/or quality issues on the shot list and upload a copy of the shot list to the associated ticket. 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. The Contractor shall notify the Government about finding aids that require correction, editing, or deletion. It is expected that DoD customer project research will reduce over the performance period as media and metadata become available online.

6.3 Task 3-Keywording and Caption Editing.

The Contractor shall provide services including entering keywords and copy editing, entry of captions and metadata other than Captions for digitized media from non-current analog original sources (6.3.1); The Contractor shall provide caption corrections as needed for current “born digital” Joint Interest Imagery (6.3.2). The Government’s best estimate indicates that a caption editor can accomplish the digitized from analog and non current born digital 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” Joint Interest media tasks presented in this PWS at an average of 5 minutes for still captions and an average of 10 minutes for motion captions. Imagery is constantly flowing into the DIMOC, where it is triaged by Government personnel for processing. Triaged imagery is placed into a pool from which Contractor shall be assigned imagery for processing. The Government will distinguish and distribute workload to the Contractor in two categories, current ’born digital” immediate and routine and digitized from older analog media, immediate and routine. The Contractor shall process all immediate requirements as they are distributed by the Government, and then complete routine requirements, on a first in, first out basis. It is the responsibility of all Government and Contractor personnel working for the DIMOC 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 DIMOC 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.

6.3.1 Subtask 1-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. The Contractor may be tasked to check caption metadata for any combination of the following:

Title

Description

DIMOC.ITEM.SYNOPSIS

DIMOC Date.Shot

Keywords

DIMOC.Operation

DIMOC.Digraph

DIMOC.VIP.Professional.Identity

DIMOC.Location.Country

DIMOC.Release.Status

(11) DIMOC.Release.Public.Authority

DIMOC.Classification

DIMOC.Shown.Command

(14) DIMOC.Shown.Service

(15) DIMOC.TapeNumber

DIMOC.Barcode

6.3.2 Subtask 3-Enter keywords and copy edit as needed for Joint Interest Imagery.

The Contractor shall review the current “born digital” Joint Interest 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. The Contractor may be tasked to check caption metadata for any combination of the following:

Title

Description

DIMOC.ITEM.SYNOPSIS

DIMOC Date.Shot

Keywords

DIMOC.VIP.Professional.Identity

DIMOC.Location.Country

DIMOC.Release.Status

DIMOC.Classification

DIMOC.Shown.Command

DIMOC.Shown.Service

DIMOC.VIRIN

6.4 Task 4-Physical Storage and Transfer of Media.

6.4.1 Subtask 1-Media Storage and Retrieval.

The Contractor shall provide services for physical asset receipt/ storage in the ASRS and end of aisle operation for depositing and retrieving media, and inventory management using the Seer/MIMS. The Contractor shall manage the ASRS inventory to ensure protection, location, identification, and accurate accounting of items. The Contractor shall perform all item movement through Seer/MIMS to ensure the item’s location is updated in the database. This includes requests for picks/pulls, puts, restocks, pickups, and deliveries. Occasionally, a specialized list (such as a destruction order) that does not originate from Seer/MIMS will be provided to the Contractor that requests those items be picked/pulled from the ASRS.

6.4.2 Subtask 2-Transfer Selected DoD Media Records to NARA.

The Contractor shall prepare DoD records selected by the Government for transfer to the National Archives and Records Agency (NARA) in accordance with the Government Records Schedule (GRS). Document creation shall include forms, media inventory lists, disposition records, packing slips, and shipping forms. The Contractor shall palletize shipments to prevent shifting, loss, or damage while in transit. The Contractor shall notify the COR when shipment preparations are complete. The Contractor shall provide each pallet’s weight, length, width, and height so the Government can make shipping arrangements.

Deliverables: Documentation for NARA shipment

6.4.3 Subtask 3-Destruction of Media Records.

The Contractor shall destroy media records and associated documentation, as directed by the COR, and input information regarding the destruction into the appropriate tracking system. The Contractor shall operate a Government-furnished industrial shredder to destroy these records.

6.5

Task 5-ASRS Operation and Maintenance.

The Contractor shall perform daily start-up and shut-down routines, general maintenance repairs, and minor preventive maintenance inspections (PMI) on the automated storage and retrieval system (ASRS) to keep it in an operational state. The Government will provide quarterly factory major PMI, 24/7 phone support and factory on-site support as needed under separate contract. The Contractor shall maintain a spare parts inventory as specified by the Government.

6.5.1 Subtask 1-Daily Start-Up / Shut-Down Routines.

The Contractor shall perform complete daily start-up routines for all aisles and cranes by 0715 each workday. 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 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 shutdown using the Seer/MIMS. The Contractor shall shut-down all aisle and cranes no later than 1545 each workday to avoid unauthorized overtime.

6.5.2 Subtask 2-General Maintenance.

The Contractor shall perform general maintenance repairs. General maintenance, also called repair, is conducted to get equipment working again. General maintenance actions are those taken to repair defective equipment to restore it to normal operational status. Efforts 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 immediately notify the ASRS Notification Group (listed in the March ARB DVI global address listing) of service disruptions and downtimes along with any MIMS error messages. Notification shall include impact to service users. Major and manufacturers repair services and software support will be provided by the Government.

6.5.3 Subtask 3-Preventive Maintenance.

Preventive maintenance is conducted to keep equipment working and/or extend the life of the equipment. Preventive maintenance is scheduled recurring work designed to maintain operational capability, increase asset life, and reduce lifecycle costs. Services shall include, but are not limited to: inspection, lubrication of fittings and/or carriages, optical assessments, lightness check on chain drive, overall cleaning of photo cells, check brakes, and system adjustments. Quarterly major manufacturers PMI support will be provided by the Government.

6.5.4 Subtask 4-Spare Parts Inventory and Maintenance.

The Government shall supply the Contractor with an 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, and inventory of spare parts.

Inventory. The COR and the Contractor shall jointly inventory the spare parts listing during phase-in. The COR and Contractor shall perform a joint inventory no later than 30 days before the end of each contract year. Upon contract completion, 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.

Replacement Parts. The Contractor shall replenish parts and components as they are expended in the process of maintenance and repair. The Contractor shall obtain three quotes, if available, and submit them to the contracting officer’s representative (COR) for approval. Reimbursement will be made to the Contractor through the spare parts CLIN. The Government will provide shipping costs for all official correspondence and packages initiated by the Contractor for work associated with this PWS.

6.6 Task 6-Mailroom Operation.

The Contractor shall provide Mailroom Services supporting mail and package receipt, physical inspection, and sorting/distribution/mailboxes. The Contractor shall process all authorized incoming and outgoing mail, package, and shipment for FedEx, USPS, and other carriers.

6.6.1 Subtask 1-Mailroom Operation.

The Contractor shall operate the mailroom and provide timely, accurate, and cost-effective handling, distribution, and processing of all mail, packages, and shipments IAW USPS, DoD, express carriers, and local agency policies, procedures, and regulations. The Contractor shall staff the mailroom with experienced and qualified personnel with knowledge of mailroom operations to answer customer questions and resolve problems, assign mailboxes and issue keys. The Contractor shall safeguard the mail and packages from access by unauthorized personnel. The Contractor shall maintain an entry log for personnel entering the cage. The Contractor shall ensure shipping databases are backed up every 3 months.

The Contractor shall process outgoing shipping actions and customer service emails on the shipping computer. The Contractor shall follow USPS, DOD and agency regulations and policies and obtain required training/certification as needed.

The Contractor shall assign mailboxes and issue keys as authorized by the DVIRC and AFN-BC Directors. The Contractor shall develop and maintain an accountability system for mailbox keys.

6.6.2 Subtask 2-Mailroom Processing. The Contractor shall immediately report mail, packages, and shipments suspected of being dangerous to security and the COR. The Contractor shall safeguard express account numbers and obtain the CORs approval for the use by other than the account holder. The Contractor shall maintain records such as daily FedEx and USPS shipping reports according to an approved file plan.

For outgoing mail, packages, and shipments the Contractor shall determine the most economical carrier and mode that meet the customer’s required delivery date or traceability. The Contractor shall prepare outgoing mail, packages, and shipment in accordance with the regulations mentioned in paragraph 6.6.1 Subtask 1-Mailroom Operation. The Contractor shall prepare, pack, weigh, and accurately meter all classes of USPS domestic and international mail package, FedEx, and any other shipments. A DD 1149, Requisition and Invoice/Shipping Document, must accompany outgoing shipment (except HEAT orders). The Contractor shall update the appropriate module when a HEAT order has shipped.

For incoming mail, the Contractor shall receive, screen, sort, process, and distribute mail, packages, and shipments from FedEx, UPS, USPS, and contracted freight carriers. The Contractor shall process, record, safeguard, and distribute all incoming accountable (registered, certified, insured, and express) mail, packages, and shipments. The Contractor shall maintain accountability and tracking of packages from acceptance from the carrier to pick up by the customer. The Contractor shall notify customers by email when items are ready for signature and pickup. The contractor shall give undeliverable mail to the COR.

6.7 Task 7-Government Furnished Equipment (GFE) Inventories. The Contractor shall inventory all GFE. The COR will provide the Contractor with a DPAS GFE listing containing model number, nomenclature, serial number and Government barcode number. The Contractor shall be required to validate all items on the listing and sign a hand receipt each contract year. The GFE listing is subject to change throughout the life of the contract. Initial GFE Inventory shall be accomplished within 10 business days of the contract start date. Annual GFE Inventory shall be accomplished within 10 business days of the start of an awarded option year. Close-Out GFE Inventory shall be accomplished 20 business days before completion or early termination of the contract.

Deliverables: GFE Inventory. Electronic spreadsheet (provided by Inventory management System)

7.

Performance Standards.

6.2.2 Subtask 2-Prepare Stills/Graphics for Digitization

6.2.3 Subtask 3-Prepare Video for Digitization

6.2.4 Subtask 4-Prepare Film for Digitization

6.2.5 Subtask 5-Prepare Audio Media for Digitization

6.2.6 Subtask 6-Archival Research

Immediate: 100% completed by the date specified in the Government tasking.

Routine: 95% completed by the date specified in the Government tasking; the balance within 2 business days.

Imagery with limited descriptive data; 95% completed by the date specified in the Government tasking; the balance within 2 business days.

Routine inspection and customer complaint (frequency dependent on inspection findings)

6.2.7 Subtask 7-DoD Customer Research

Immediate: 100% completed by the date specified in the Government tasking.

Routine: 95% completed by the date specified in the Government tasking; the balance within 2 business days.

Routine inspection and customer complaint (frequency dependent on inspection findings)

6.3.2 Subtask 3-Enter keywords and copy edit as needed for non current digital and Joint Interest Imagery.

6.4.1 Subtask 1-Media Storage and Retrieval

95% of all media is processed and stored in the ASRS within 3 business days of Government assignment; the balance within 1 business day.

95% of all media is retrieved from the ASRS within 1 business day of Government assignment; the balance within 1 business day.

Input data (e.g. Seer, logs and labels) with no more than 3 errors per assignment.

Routine inspection (frequency dependent on inspection findings)

6.5.2 Subtask 2-General Maintenance

6.5.3 Subtask 3-Preventive Maintenance

6.5.4 Subtask 4-Spare Parts Inventory and Maintenance

Inventory completed NLT 30 days after start of contract and 30 days prior to contract end.

Replacement part replenishment requirements reported to COR within 2 business days.

Routine inspection (frequency dependent on inspection findings)

6.6.1 Subtask 1-Mailroom Operation

Shipping software and rates are up-to date 100% percent of the time.

99% of mailbox assignment is updated in the accountability system and keys issued within 2 business days; the balance within the next business day.

Routine inspection (frequency dependent on inspection findings)

6.6.2 Subtask 2-Mailroom Processing

95% of all incoming mail/packages correctly received, sorted, and distributed with no more than 5 errors per month.

95% of all incoming mail/packages distributed within 1 hour of receipt; the balance within 3 hours.

95% of all mail/packages prepared correctly for shipment with no more than 5 errors per month.

95% of all mail/packages brought to the mailroom before cut-off time are shipped same day; the balance within the next business day.

98% of all HEAT tickets updated within 1 workday after order is shipped; the balance within the next workday.

Routine inspection (frequency dependent on inspection findings)

8.

Incentives. Both outstanding and negative performance ratings shall be recorded in the Contractor Performance Assessment Reporting System (CPARS).

9.

Place and Hours of Performance.

9.1 Performance shall be at the Defense Media Center, 23755 Z Street, Riverside, CA 91518. The Contractor shall have personnel onsite in the DVIRC offices location 23755 Z. Street, Riverside, CA, 92518, during DVIRC's core mission hours, Monday through Friday from 0715 to 1515, except national holidays. As directed by the COR, the Contractor shall continue performance in emergency or mission essential conditions. Part-time telework is authorized for fully proficient editorial and research personnel where work assigned does not require access to physical media or physical research documentation. Full-time telework is authorized for fully proficient personnel in special circumstances but must first be approved by the COR. The Contractor may be required to account for the whereabouts of their personnel should this information be requested by the COR.

9.2

Alternate Place of Performance-Contingency Only. As determined by the Contracting Officer’s Representative (COR), Contractor employees 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) 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. Contractor shall prepare all deliverables and other contract documentation utilizing Contractor resources.