Attachment_7_Performance_Work_Statement_Rev._No._1.pdf

Executive Services Directorate

Information Management and Information Access

September 21, 2016

OVERVIEW

1.1 General: This is a non-personal services contract to provide Information Management and Information Access Operations Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background: WHS/ESD provides comprehensive information management services and business solutions to the Office of the Secretary of Defense (OSD), Washington Headquarters Services and 12 DoD Agencies and Field Activities. ESD executes federally mandated and regulatory programs regarding information access, use, storage, retention, and transparency within DoD and externally to agencies, and the general public. Additionally ESD facilitates, coordinates, tracks, and monitors all GAO audits, surveys, and reviews of the Department of Defense and any other type of audit related to the Office of the Deputy Chief Management Officer of the Department of Defense. These programs require management and improvement of insulated and integrated OSD business processes. ESD provides business process support internally to the Department of Defense (DoD) and externally to other Federal Agencies and general public.

This PWS details support required for ten tasks combined to provide ESD with enterprise-wide, cradle-to-grave information and content management and general mission support.

1.3 Objectives: The contract objective is to support ESD in satisfying the requirements of Federal law, regulations, Executive Orders, DoD policy, and graphic design.

1.4 Scope: The contractor shall provide support to the Washington Headquarters Services (WHS), Executive Services Directorate (ESD). The Contractor shall support the implementation, assessment, compliance, and reporting of the following Federal government’s programs: Internal Directorate Mission and Business Processes; Automatic/Systematic Declassification; Mandatory Declassification Review (MDR) Program; Freedom of Information Act (FOIA); Security Review; Records and Information Management; Information Collections and Supports GAO audits, surveys, and reviews of the Department of Defense; Graphics; and Correspondence Management. To accomplish its mission, ESD provides comprehensive enterprise-wide information management and access support. ESD’s mission requires the following functions:

• Business Process Analysis, information governance, information Access and transparency, enterprise content management, and training and outreach.

• Implementation of the Records and Information Management Program for OSD and DoD supported components –Manages the lifecycle of government information.

• Manage the DoD Directives Program – implement plain writing principles and institute efficiency initiatives through the modification or elimination of inefficient information collection requirements (reports).

• Implements and manages the OSD Historical Research Program.

• Implement and administer the Automatic, Systematic and Mandatory Declassification Review Programs for OSD and components of DoD.

• Implement and administer DoD FOIA, Security Review, and OSD/Joint Staff Privacy programs -includes initial processing, case management and appeals.

1.5 Period of Performance: One 12-month base period

and four 12-month option periods.

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures specific to this requirement to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control plan (QCP) is the means by which he assures himself that his work complies with the requirement of the contract. At a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1 “Performance Requirements Summary.”

1.6.2 Recognized Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.3 Hours of Operations: The contractor is responsible for conducting work between the hours of 0700-1800, Monday-Friday when performing at the Government facility, except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, with the exceptions identified in Task 9. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this performance work statement when the Government facility is not closed for the above reasons.

The Contractor shall ensure availability of contractor personnel at the contractor facility between the hours of 0700-1800, during Government work days.

1.6.4 Place of Performance: Performance will be both at the government and contractor’s facilities within the NCR. The current Government facilities are located at the Pentagon, Washington, DC; Mark Center, Alexandria, VA; International Point, Centreville VA; National Declassification Center (NDC), U.S. National Archives, College Park, MD. Additionally, the COR may designate other areas of performance in the NCR region such Crystal City, VA; Washington, DC; Fort Belvoir, VA; or Bethesda, MD. Any new areas will be identified by the issuance of a modification. The contractor’s facilities must be located within 30 miles of the Pentagon.

1.6.5 Type of Contract: The government will award a Firm Fixed-Price contract.

1.6.6 Security Requirements: All key contractor personnel, task leads, and 90% of non-key personnel assigned to this contract shall possess active security clearance issued by the Department of Defense commensurate with their required level of access as specified in the individual tasks at time of the proposal submission. Up to 10% of non-key personnel can be eligible for security clearance with their required level of access as specified in the individual tasks at time of the proposal submission. All personnel shall maintain the level of security clearance required throughout the life of the contract. At the time of proposal, the Contractor SHALL have an ACTIVE Top Security Facility Security Clearance (FCL) with Top Secret safeguarding; accredited for storage of Sensitive Compartmented Information (SCI). Additionally, the Contractor SHALL have an IT network certified by the Defense Security Service (DSS) and SCIF accreditation by the Defense Intelligence Agency (DIA), and shall maintain this level of security requirements throughout the life of the contract. All automated processing of Top Secret, Secret and Classified information shall be accomplished on DSS-approved information systems. In addition, all SCI information shall be processed on Government furnished SCI computers, SCI scanners and SCI printers. The Government will NOT sponsor companies for any security requirements. The contractor shall comply with all security requirements listed in the attached DD254 by time of proposal submission.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and material shall be secured in accordance with pertinent government laws and regulations.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer 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.

1.6.9 Key Personnel: The personnel listed below are considered essential to the work being performed hereunder. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer 15 working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced. No change in personnel shall be made by the Contractor without the prior written consent of the Contracting Officer.

In the event the proposed substitution of key personnel does not meet or exceed the education, experience, and other technical requirements of the personnel being replaced, the Government reserves the right to require continued performance of previously approved key personnel or to require substitution of acceptable replacements for the individuals specified below. The key personnel listed below may, with the consent of the contracting parties, be amended from time to time during the course of the Contract to either add or delete personnel as appropriate. Key personnel titles and qualifications are listed below:

1.6.9.1 Program Manager: Must possess at least 15 years’ experience managing federal contracts, 5 years of DoD experience and direct knowledge of all contract tasks. Ability to lead administrative and operational issues involving staff. A four year degree in a related field or equivalent combination of degree and experience. Must have experience briefing in writing and orally General Schedule (GS)-15, Senior Executive Service (SES), and political appointees. Signed offer letter by candidate desired.

1.6.9.2 Project Manager & Task 1 Lead (PWS 4.1.1): 10 years managing federal contracts, 5 years of DoD experience, and direct knowledge of all contract tasks. Must have the ability to brief in writing and orally GS-15, SES, and political appointees. A four year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.9.3 Graphic Support Subject Matter Expert (SME)(PWS 4.10): Expert (3 years’ experience minimum) knowledge of graphic design, composition and typography; proficient in Adobe Creative Suite programs (includes Photoshop, Illustrator, InDesign, and Acrobat; mounting, laminating, mat cutting, framing, and erecting displays; proficient in both Macintosh and Personal Computer (PC) computer environment and with the usage of high resolution scanners, large format inkjet printers, electronic mat cutters and framing equipment. Experience providing customer consultation and service, with strong oral and written communication skills. Signed offer letter by candidate desired.

1.6.9.4 Task 2 Lead (PWS 4.2): Six years managing personnel and detailed knowledge (3 years’ experience) of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing all types of declassification (i.e. Automatic Declassification, Systematic Declassification, FOIA, Security Review, etc.), in accordance with Executive Order 13526, Restricted Data in accordance with the Atomic Energy Act of 1954, and other applicable federal regulations regarding classified national security information. Must have experience working with DOE, DoD and other related agencies in the declassification process. A four year degree in a related field or equivalent combination of degree and experience. They must possess a final and fully adjudicated Top Secret/SCI Clearance. Signed offer letter by candidate desired.

1.6.9.5 Task 3 Lead (PWS 4.3): Six years managing personnel and detailed knowledge (3 years’ experience) of all aspects of task requirements. Must be familiar with developing and implementing policies and regulations governing declassification, in accordance with Executive Order 13526, Restricted Data in accordance with the Atomic Energy Act of 1954, and other applicable federal regulations regarding classified national security information, to include experience working with DOE, DoD and other related agencies in the declassification process. Must be familiar with the Freedom of Information Act (FOIA) and the application of exemptions under FOIA. A four year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.9.6 Task 6 Lead (PWS 4.6): Six years managing personnel and working knowledge (3 years’ experience) of all aspects of task requirements. A four year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.9.7 Task 8 Lead (PWS 4.8): Three years managing personnel and expert (3 years’ experience) knowledge of all aspects of task requirements. A four year degree in a related field or equivalent combination of degree and experience. Signed offer letter by candidate desired.

1.6.9.8 Records and Information Management SME (PWS 4.6.2 and 4.6.3): Expert (3 years’ experience) knowledge of Records Management principles in the Federal environment and Certified Records Manager (CRM) is desired. Possess at least 2 years’ experience with implementing NARA regulations at the Federal government level. Analyzes records and information and provides assessments for disposition or other actions in accordance with Federal and OSD policies and procedures. Develops and recommends implementation guidance for policies and procedures to manage permanent and temporary records in all media types. Develops and provides RM training to internal and external customers, in small and large groups. Organizes and documents findings of studies and prepares recommendations for implementation of new systems, procedures, or organizational changes. Provides specialized knowledge in specific functional or operational domains specific to records and information management. Must possess a bachelor’s degree or equivalent years of professional/industry experience.

Signed offer letter by candidate desired.

1.6.10 Records Management: The Contractor shall support the disposition of all records (regardless of format and classification) under the cognizance of customer organization to comply with the regulations set forth by the DoD, Washington Headquarters Service, and the National Archives Records Administration (NARA).

Administrative Instruction 15, "OSD Records and Information Management Program," dated 3 May 2013, shall be the records management regulation that the contractor shall use for the proper disposition of records and information created and received in support of this contract and OSD components. The disposition of records and information will be authorized by written consent of the "COR" or the "program office the contractor is assigned to". The DoD and its contractors are responsible for preventing the alienation or unauthorized destruction of records and information, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

The Contractor shall provide record-keeping and file management in accordance with (IAW) the following items for all records generated in execution of this contract:

1. The Contractor shall comply with citations 44 U.S.C chapters 21, 29, 31 and 33; Freedom of

Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1220 through Part 1237.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

5 Contractor shall comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

6 No disposition of documents will be allowed without the prior written consent of the "COR" or the

"program office the contractor is assigned to." The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1.6.11 Training: All contractors that perform work in concert with Tasks 2, 3, 4, and 5 shall, successfully pass, and furnish a copy of the certification to the Government upon request for the Historical Records Restricted Data Reviewers (HRRDR) course conducted and certified by the Department of Energy (DOE), and receive refresher training for certification every three (3) years as required by DOE.

1.6.12 COR Directed Meetings: The Contractor shall attend any and all pertinent meetings for all Tasks delineated in this contract as directed by the COR. to includeBi-Weekly Contract Status meetings with the COR and semi-annual Contract Status Briefs to ESD leadership. The COR shall determine and inform the contractor if contractor attendance is required. The Contractor shall provide a report of all meetings directed to attend by the Government. The report shall include as a minimum, a copy of any presentation materials provided to the attendees, attendees list with contact information, a summary of the discussion and any actions/recommendations for WHS.

1.6.13 Phase in Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the forty (40) calendar day, phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date of February 5, 2017. The Contractor shall ensure there is no interruption or compromise to productivity, quality, or services. The contractor shall provide a draft Transition Plan with the proposal. The final Transition Plan is required within 30 days of contract start.

PART 2

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

2.1. Facilities: The Government will provide on-site the necessary workspace for contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

2.2 Utilities: The Government will provide all utilities at the Government’s on-site facility for Government on-site contractors in order for them to performance all tasks outlined in the PWS.

2.2. Equipment: The Government will provide the necessary equipment to the contractor or contractor staff to provide the support outlined in the PWS to include: reproduction machines required for classified materials (Task 3); envelopes and letterhead for correspondence; classified courier bags; SCI Computers and SCI scanners; or laptops for training in Government facilities.

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials necessary to perform work under this contract that are not listed under Part 2, Section 2 of this PWS.

3.2 Top Secret/ Sensitive Compartmented Information (SCI) Facility Clearance: The contractor shall possess an active TOP SECRET (TS) Facility Security Clearance (FCL) with Top Secret safeguarding accredited for storage of SCI at time of the proposal submission, and must maintain the TOP SECRET/SCI facility clearance for the life of the contract. The facility must be certified by the Defense Security Service (DSS) for the processing and temporary storage of material up to the Top Secret level and Defense Intelligence Agency (DIA) accredited for the processing and temporary storage of SCI material per National Industrial Security Program Operations Manual.

The facility must include the following features:

• Top Secret Closed Area capable of storing 6 million pages (paper)

• Accredited Sensitive Compartmented Information Facility (SCIF) capable of storing up to 30 archival boxes

• Restricted Area cleared for processing Top Secret (and below) material

• DSS-certified Secret network for up to 30 users

• DSS-certified Top Secret network for up to 30 users

• Unclassified network for up to 30 users

• Existing SIPR connection and capability (or capable of receiving SIPR connection)

PART 4

SPECIFIC TASKS

4. SPECIFIC TASKS:

4.1. Task 1: Directorate Operations and Mission Support

4.1.1 Program and Project Management: For all tasks associated with this PWS, the Contractor shall provide project management support to satisfy contractual terms with ESD and provide analytic evaluations and policy development, strategic planning, program development, subject matter expertise, technical and administrative management support, and supervisory skills sufficient for the accomplishment of each task.

The Contractor shall conduct overall management coordination and liaison with the Contracting Officer’s Representative (COR) to review, develop, conduct, report, and certify the products and work completed for the project as well as coordinate work, monitor timelines, prepare reports, coordinate schedules, act as executive agent, and resolve project issues.

The contractor shall also provide administrative and programmatic support to the Government in the execution of this task. This work is to be performed at government locations and at the contractor’s facility. The contractor shall develop and recommend plans, policies, and procedures to ESD leadership.

Functions and responsibilities include:

• Management of a contractor facility that is a Defense Security Service (DSS) Top Secret certified facility with a SCIF capable of supporting the task indicated. This includes administration of four stand-alone IT networks supporting sensitive unclassified and up to TS/SCI information; vehicles to support bulk movement of classified information; and a 12-terabyte electronic archive

• Submit Monthly Reports to the Contracting Officer and COR on the status of the contract.

• Manage the contractor workforce to establish, integrate, and/or coordinate the Records

Management (RM) and Information Management Program IAW 44 U.S.C. Chapter 31 and 33, 36 CFR Parts 1220-1239, and 41 CFR Part 102-193

• Support the Records Management Program mission to oversee the operation of the records disposition for OSD, seven OSD Components and seven Field Operating Agencies

• Provide innovation and business process improvement across the spectrum of contract support (Business process improvement plan)

• Provide expertise, advice, assistance and program development to ensure RPDD is in compliance with governmental transparency initiatives, Presidential Memorandum – Managing Government Records, OMB/NARA M-12-18 Directive Managing Government Records, and provides expertise on the processes and procedures required for the development of the Chronical of Tenure for the Secretary and Deputy Secretary of Defense

• Provide program management, policy development, and program-level strategic planning for the OSD Declassification Program IAW Executive Order 13526

• Provide project management and tracking of up to 50 individual actions at any given time with the capability to provide a current status report within 2 hours of request

• Develop a Comprehensive Management Plan

• Schedule and facilitate a Quarterly Contract Status Meeting with (ESD) leadership to review overall contract status, accomplishments during the reporting period, major activities or action, status on contractor supported ESD initiatives, and any problems and recommended solutions. The Contractor will schedule the meeting (date, time, location), submit draft power point slides two days prior to the meeting, provide power point slides for the meeting that provide a mechanism for ESD leadership to analyze metrics and accomplishments in the context of overall contract performance, record results of the meeting with any action items, and record the conduct of the meeting in that month’s Monthly Status Report (MSR).

• Meet Bi-Weekly with the COR to discuss status of on-going actions, progress, funding, and any significant task issues. The agenda will be provided in advance by the Contractor.

• Provide a Project Management Plan (PMP) detailing the major milestones for each task. Plan will be updated annually and address the elements of the Business Process Improvement Plan

• Develop, implement, and maintain a Business Process Improvement Plan in support of enterprise-wide information management and content management processes. Plan outlines mechanisms and innovations for contract performance improvement, efficiencies, and cost savings/avoidance.

Plan is due 30 days prior to the end of each contract period

• Provide a weekly production or progress report for Tasks 2, 3, and 6 and other items of significance

4.1.2 ESD Operations Management. The contractor shall provide direct support to the Director, Executive Services Directorate (ESD) by providing office management services to the Directorate Operations Staff for the ESD Director, Deputy Director, Division Chiefs, and an estimated 125 ESD civilian personnel located within the National Capital Region in the following areas:

Directly supports the Director, Executive Services Directorate (ESD); maintains calendar; sets/confirms appointments/meetings; correspondence

• Serves as the POC/Training Coordinator for all ESD personnel training and learning programs, ensuring processing of organizational documentation, and EEM distribution

• Compiles, updates and disseminates ESD program's weekly status reports to Director and

Assistant Directors

• Manages and monitors all Director and Deputy Director correspondence and task management utilizing the Correspondence and task Management System (CATMS)

• Coordinates and tracks travel in the Defense Travel System (DTS) for 125+ personnel

• Assists directorate leadership Telework and Wellness program analyst, processing program applications and tracking directorate participation

• Submits personnel and visitor parking on behalf of ESD. Serves as ESD Parking Representative for the Mark Center and Pentagon locations.

• Manages personnel awards processes

• Serves as alternate ESD Emergency Planning Coordinator POC for Continuity of Operations

(COOP) exercises and plans

• Serves as Event Coordinator and ESD POC/liaison for directorate meetings, conferences, and training events

• Must be qualified in Microsoft Office Suite applications (Word, Excel, Outlook, Access, Visio, and PowerPoint) and CATMS; office expert with DTS

4.1.3 Security: All personnel supporting this task require an active Top Secret clearance. Program Manager and Project Managers require SCI.

4.2 Task 2: Automatic/Systematic Declassification Program Support

4.2.1 Declassification: The Contractor shall review and recommend declassification action on documents 25 years of age in all media formats in accordance with sections 3.3. and 3.4 of Executive Order (E.O.)

13526, ISOO Directive No. 1 on Classified National Security Administration, Public Law 105-261, “Protection Against Inadvertent Release of Restricted Data (RD) and Formally Restricted Data (FRD),” Public Law 106-35, “Supplement to Plan for Declassification of RD and FRD,” DoDM 5200.01 “DoD Information Security Program: Overview, Classification, and Declassification Volumes 1-4,” the OSD Declassification Standard Operation Guidelines/Standard Operating Procedures Manual, the OSD Declassification Guide, and the OSD Records Disposition Schedule. In addition, the Contractor shall review and recommend declassification action on record material referred to OSD by other Federal Agencies. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task. The majority of this task will be performed at the contractor facility (85%), with the remaining work performed at NDC, College Park, MD (10%), and NCR (5%).

4.2.2. Training: The Contractor must conduct an OSD-approved Automatic Declassification and Indoctrination Training Course for each contractor employee. Each employee must pass the required training in order to meet the requirements for review, in addition to the DOE Training (1.6.11).

4.2.3. Declassification support: The Contractor shall support the drafting and implementation of declassification plans, policies, procedures, and solutions. Additionally, the contractor shall recommend solutions that set the conditions to create innovative enterprise transformation for the OSD Declassification Program by identifying resourceful solutions for declassification processes, reducing facility/storage costs, while ensuring declassification mandates are achieved in a safe and secure environment.

4.2.4. Declassification Database: The Contractor shall maintain an auditable database that tracks all declassification review actions, name of reviewers, workflow process (status), and all relevant metadata generated in the performance of the task (classification, page count, date reviewed, referral agencies, etc.).

This database must be government accessible via Virtual Private Network (VPN) connection. The Contractor shall make information in the database, the Database administrator’s manual and Database user’s manual and a database management available to the COR, or COR representative(s), as the COR deems necessary. The Contractor shall have a secure infrastructure capable of supporting Secret Internet Protocol Router Network (SIPRNet) delivery.

4.2.5 Security: All personnel supporting this task require an active Top Secret clearance with 15% requiring SCI.

4.3 Task 3: Mandatory Declassification Review (MDR) Program Support:

4.3.1 Mandatory Declassification Reviews (MDRs): The Contractor shall be responsible for administrative support, reviews, and recommendations regarding declassification action in accordance with section 3.5 of Executive Order (E.O.) 13526, ISOO Directive No. 1 on Classified National Security Administration, Public Law 105-261, “Protection Against Inadvertent Release of Restricted Data (RD) and Formally Restricted Data (FRD),” Public Law 106-35, “Supplement to Plan for Declassification of RD and FRD,” DoD 5230.30-M “DoD Mandatory Declassification Review (MDR) Program,” DoDM

5200.01 “DoD Information Security Program: Overview, Classification, and Declassification Volumes 1- 4,” the OSD Declassification Standard Operation Guidelines/Standard Operating Procedures Manual, the OSD Declassification Guide, and the OSD Records Disposition Schedule. The Contractor support requirement for drafting and implementation of declassification plans, policies, procedures, and solutions as delineated in Task 2 apply to this task.

The contractor shall also provide administrative and programmatic support to the Government in the execution of this task.

4.3.2 MDR Correspondence: The Contractor shall be responsible for drafting, preparing, and processing all MDR program related correspondence for Government approval and signature. The Contractor shall also be responsible for processing and development of a system for tracking all MDR correspondence for mail in accordance with Government Classified National Security Information laws and regulations. The database and associated access requirements from Task 2 apply to this task.

4.3.3. Training: The training requirements from the Overview Section and Task 2 apply to this task.

4.3.4. Maintenance of Records: The contractor shall maintain records in accordance with the OSD Records Disposition Schedule. This task generates records identified under system of records notice, the contractor shall follow the requirements of DWHS EO5, Mandatory Declassification Reviews (http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Notices/OSDJS-Article-List/) . This work shall be performed at contractor site.

4.3.5. Security: The SIPR infrastructure requirements from the Overview Section and Task 2 apply to this task. All personnel supporting this task require an active Top Secret clearance with 15% requiring SCI.

4.4. Task 4: Freedom of Information Act/Privacy Act (PA) Program Support

4.4.1 Freedom of Information : The contractor shall support all processing requirements for FOIA/PA requests in accordance with 5 U.S.C 552 (Freedom of Information Act), 5 U.S.C. 552a (Privacy Act), and DoDM 5200.01 “DoD Information Security Program: Overview, Classification, and Declassification Volumes 1-4.” This includes case initiation, records searches and audits, reviews, redacting documents, drafting correspondence, case filing and mailing, case scanning, case destruction, data entry for case and workflow tracking, courier support and support the FOIA Requestor Service Center. The contractor will support the FOIA Appeals office, primarily with tasking, as well as some processing and analytical reviews of cases. The contractor shall support records management of FOIA/PA cases by archiving and determining dispositions through established procedures. The contractor shall ensure that personally identifiable information (PII) is protected. This work is performed principally on Government site. The http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Notices/OSDJS-Article-List/) http://dpcld.defense.gov/Privacy/SORNsIndex/DOD-Component-Notices/OSDJS-Article-List/) contractor shall also provide administrative and programmatic support to the Government in the execution of this task.

4.4.2. Courier Support: As part of this support, the contractor shall provide courier services to and from the Mark Center to the Pentagon with some limited deliveries in the NCR.

4.4.3 Security: All personnel supporting this task require an active Top Secret clearance with potential TS/SCI as required by the government.

4.5 Task 5: Pre-Publication and Security Review

4.5.1 Security Review: The Contractor shall conduct the security and policy reviews for clearance of official DoD information proposed for official public release by the DoD and its employees (military and civilian). This supports the Security Review Program by conducting reviews of proposed testimony before congressional committees, International Traffic in Arms Regulations (ITAR) controlled technical data that was generated under non-DoD contracts, and material submitted by sources outside the DoD for such review. Based on security and policy requirements, the Contractor shall recommend content of proposed material that should NOT be released, or recommend approval of release. Work includes daily courier support (minimum of two courier requirements per day), case scanning, and periodic case processing. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task. The Security Review Program is performed on Government site.

4.5.2 Security: All personnel supporting this task require an active Top Secret clearance with potential TS/SCI as required by the government.

4.6 Task 6: Records and Information Management

4.6.1. Records and Information Management: The contractor shall develop, implement, and validate the program and its practices and procedures. To achieve this is to manage WHS and OSD information content throughout its life-cycle – from creation to disposal of temporary content and archiving permanent content to the National Archives. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task. This task shall be primarily performed on Contractor site with frequent support (weekly/bi-weekly) at various Government offices locations in the NCR.

4.6.2 Records Management Support Services: The Contractor shall support the RIM Program in the development and conduct of training to leadership, managers, and personnel. The contractor shall also develop an ECM Project Management Plan with supporting sections for Communications, Change Management, Risk Assessment, Training, and Business Process Improvement. The contractor must research industry trends and best business practices in RIM, and develop strategies and identify tools to support program implementation and improvement. The Contractor shall support the reduction of OSD records holdings through the identification of records that have met their disposition date and facilitation of the disposition process; including: retirement to WNRC; transfer to NARA; or deletion/destruction.

The Contractor shall prepare and deliver briefings and training, organize meetings, provide reports, track actions, and provide program assessments. Briefings and training are provided to users, managers, action officers, and senior leadership.

In direct support of RPDD, the contractor shall provide processing of SF-135’s in NARA’s ARES, Archives and Records Centers Information System (ARCIS) and Electronic Records Archive (ERA). The Contractor shall act as the SharePoint site administrator for RPDD, to include maintenance and process improvement. The Contractor must provide direct client support in the maintenance and administration of RPDD office records filing, shared drive administration, and editing/proofing of RPDD-generated documents. The Contractor shall support the scheduling, facilitating, and proctoring of RPDD-provided trainings. The Contractor must support the development and implementation of governances – plans, policies, directives, instructions, and operating procedures.

4.6.3 Records Management Analysis/Reviews: The Contractor shall provide on-site assessments of shared drives, electronic systems housing records, and hardcopy record holdings. Periodically, the Contractor will be required to perform systematic compliance reviews of OSD offices and directorates to ascertain compliance levels as well as to provide recommendations on process improvement. The Contractor shall transport records in bulk (boxes) from Government sites to the contractor facility for processing and temporary storage in addition to performing records appraisals on Government site.

Analyses will include: identification, classification, organization, and dispositioning of records. The contractor shall perform quality control of records documentation ensuring that the accessions/collections are categorized and processed in line with OSD and NARA requirements.

4.6.4. Training: The Contractor must conduct an RPDD-approved Records Management Indoctrination Training Course for personnel providing records management support services.

4.6.5 Content/Knowledge Management: The contractor shall develop and support an information architecture in which RPDD has an auditable accounting of OSD permanent records holdings and the lifecycle of specific records collections can be maintained from creation to final disposition. Additionally, these records must be retrievable and shareable. The Contractor shall curate and maintain record collections of permanently historical value with descriptions and inventories. The information architecture must provide a mechanism that supports historical accounting of the record lifecycle. This shall be implemented at the contractor’s facility, and across OSD as part of the overarching RIM Program.

The Contractor shall support the integration of identified best practices into the processes and procedures and cultivate compliance through the creation and formalization of governances. As part of this task, the contractor shall implement and systematically support the scheduled collection, capture, and management of OSD Chronicle of Tenure records as part of the larger information architecture. In order to formalize and achieve these goals and objectives, the contractor must review the current approved OSD Records Schedule and recraft it to support the implementation of the RIM Program Project Management Plan. The revision should lay the foundation for a RIM program in which records management compliance is integrated into current business requirements and efficient processes.

4.6.6 Electronic Records Ingestion: The Contractor shall facilitate the ingestion of electronically-borne record material, up to Top Secret/SCI, into various databases, file structures, and the OSD Executive Archive (EA). The contractor shall possess the ability to review and assess all electronically-borne material in all current and future standard formats, in accordance with the OSD Records Schedule for classification, series description/categorization, and disposition. The contractor must convert standard electronically-borne material of all current and future standard file formats into text-searchable format for the purposes of records research and future retrieve-ability. Additionally, the contractor shall facilitate electronic records capture using mechanisms and systems that allow for real-time and ad-hoc reporting of metrics including approximate page counts and data storage volume.

4.6.7 Temporary Records Storage: The Contractor shall provide a secure, DSS-certified, Top Secret/SCI facility space, to safeguard and store large volumes of both paper and electronic media on a temporary basis – up to one year for any given piece of material. The storage capacity of the Contractor’s facility must accommodate up to 6 million pages of classified information and up to 50,000 pages of SCI material. All material must be stored in accordance with DSS, National Industrial Security Program Operations Manual (NISPOM) and DIA requirements for the safe handling of classified material. The Contractor must maintain an auditable database to ensure cradle-to-grave tracking of all temporarily stored records regardless of media type.

4.6.8 Electronic Records Storage: The Contractor shall maintain the OSD Executive Archive (EA). The EA is a 40 million-page (8 terabytes) searchable e-record repository. Throughout the period of the contract, the Contractor must continue to add record collections to the EA. The expected rate of record ingestion is 4.5 million pages per year. The contractor must provide a comprehensive Electronic Records Management plan, in addition to a DSS certified Information Technology solution for electronic records storage and data warehousing. This solution must be flexible to respond to new and changing requirements and OSD needs. Material for ingestion in the EA will be classified up to Top Secret/SCI and include records of varying formats to include PDF, XML, Microsoft office files, database files, email, and audio/video files. The Contractor must assess this material to determine file series and disposition in accordance with the OSD Records Schedule.

4.6.9 Records Research and Discovery: The Contractor must provide resources required to receive requests, communicate with the requestors, and conduct text-searchable queries in response to records requests using the OSD EA for DoD Freedom of Information Division, DoD General Counsel, the OSD Historical Office, Congress, Inspector Generals, the Office of Military Commissions and the State Department (Foreign Relations of the United States (FRUS) . The Contractor shall have the capability to respond to no fewer than 20 major (locating more than 10 responsive documents) research requests per month, and provide initial assessment responses within 24 hours of request receipt. The Contractor will maintain detailed records related to each search in an auditable database including: search date, researcher name, results, and methodology. Once a request has been addressed, the Contractor shall provide responsive material, in electronic format, as requested by the government. The Contractor shall have the ability and resources necessary to facilitate delivery within 5 hours anywhere in the NCR. The Contractor shall have a secure infrastructure capable of supporting SIPR Net delivery.

4.6.10 Image Capture: The Contractor shall conduct records conversion of OSD and WHS content into approved digital formats (TIFF, JPEG, PDF, XML, etc.). The material is classified up to Top Secret/SCI and work must be conducted at the contractor’s facility. The Contractor must be prepared to support online declassification and portability/controlled access via SIPR. The Contractor may be required to conduct records conversion twice a year at the Presidential Libraries and other Government locations for collections of 30,000 to 100,000 pages. Records will be retrieved from various locations in the NCR and specifically the WNRC, then stored, scanned, and returned to the storage facility within 20 workdays unless requirements necessitate otherwise. All records conversion hardware and software will be furnished and maintained by the contractor.

4.6.11 Courier Services: The Contractor shall provide on-call courier services for material classified up to Top Secret/SCI. Additionally, Task 2 Automatic/Systematic Declassification Program, Task 3 Mandatory Declassification Program, Task 4 Freedom of Information Act and Records Management require regular courier support. This includes the movement of records to and from government facilities and the contractor facility. All aspects of delivery service shall be provided including bulk records transport from WNRC, the Pentagon, Mark Center, NARA and other records repositories with the NCR.

The Contractor shall provide and ensure that all delivery vehicles and personnel are insured and that all required state and local municipality documentation is maintained for utilized vehicles.

4.6.12. Security: All personnel supporting this task require an active Top Secret clearance with 15% requiring SCI.

4.7 Task 7: Information Collections

4.7.1 Information Collections: The Contractor shall provide analytical support for the processing of DoD Information Collections cases. The contractor will analyzes data, coordinates with clients and trains users to ensure compliance with the Paperwork reduction Act. Contractor shall support Secretary of Defense directed efficiency initiatives regarding the elimination of inefficient reporting requirements. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task.

4.7.2 DoD Information Collections system: Contractor shall conduct all processes associated with updating the DoD Information Collections system with the most current approved and historical information collections.

4.7.3 Security: All personnel supporting this task require an active Secret Clearance.

4.8 Task 8: DoD Issuances and Forms Support

4.8.1 Issuances and Forms Processing: To support these programs contractor shall support the following areas: issuance and forms compliance and quality review (compliance analyst support): web site development, database management, and program planning. Program planning includes concept development, resource identification, concept validation, change management, implementation, coordination, and quality control. The contractor shall also provide administrative and programmatic support to the Government in the execution of this task.

4.8.2 Issuance Analysis and Coordination: The Contractor shall conduct compliance and quality reviews on DoD Issuances to meet requirements of DoD Instruction 5025.01, the Plain Writing Act and established division standards. The Contractor shall support the ESD Directives Division in continually conducting business process analysis regarding the processing of issuances, ensuring they are processed efficiently while remaining compliant with regulations. This support will include developing and disseminating information materials to aid OSD and WHS offices and directorates in preparing and coordinating DoD Issuances and understanding the DoD issuance program including the processes and tools employed. The Contractor shall conduct ECM activities required for the preservation and retrieval of issuances, including the electronic filing the issuance and supporting material in concert with publication in the division’s records management application and performance of records processing and management activities. Contractor shall coordinate with the originating office regarding status, corrections, and/or comments on issuances, as required.

4.8.3 Forms Development and Support: In accordance with DoD Forms Program, contractor will design and develop forms, revise current forms, and cancel outdated forms. The contractor will manage forms databases, including but not limited to creating and updating database records; database record entry of various forms data for the purposes of electronic…