A23_HQ0034-18-R-0278_Record_Digitization_-_RFQ_Amendment_2_-_2-21-19.pdf

MJH110220171138

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

PURPOSE: The purpose of this amendment is to modify the follow ing area in the PWS:

1. Update Option Year One, CLIN 1006 - FROM: "not used" TO: "Digitize Classif ied STI on demand " Reference PWS Section 4.0.

2. Update Questions and Answ ers via FBO.GOV to further clarify the requirement.

3. SOLICITATION CLOSES ON FEBRUARY 25, 2019 AT 11:00 AM.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 23

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 21-Feb-2019

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HQ003418R0278

X 9B. DATED (SEE ITEM 11)

11-Jan-2019

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

19-Feb-2019

CODE

WHS - ACQUISITION DIRECTORATE

4800 MARK CENTER DRIVE, SUITE 09F09

ALEXANDRIA VA 22350

HQ0034 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HQ003418R0278

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

DEFENSE TECHNICAL INFORMATION CENTER (DTIC)

SCIENTIFIC AND TECHNICAL INFORMATION (STI)

RECORD DIGITIZATION AND WAREHOUSE SUPPORT SERVICES

PART 1

1.0 GENERAL: This is a non-personal services contract to provide Record Digitization and Warehouse Support Services for the Defense Technical Information Center (DTIC). The Government is not responsible for exercising supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable to the Contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform Record Digitization and Warehouse Support Services as defined in this Performance Work Statement except for those items specified as Government Furnished Property (GFP) and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Defense Technical Information Center, an agency of the Department of Defense (DoD), serves the DoD community as the largest central resource for DoD and Government-funded scientific, technical, engineering, and business related information available today. The Information Analysis Centers (IACs) are research and analysis organizations established by the Department of Defense (DoD) and sponsored by DTIC, to help researchers, engineers, scientists and program managers throughout the Government utilize existing Scientific and Technical Information (STI) to solve their most difficult challenges. Specifically, IACs improve the productivity of researchers, engineers, and program managers in the defense and civilian agency research, development, and acquisition communities by collecting, analyzing, synthesizing, and disseminating STI worldwide in clearly defined, specialized fields or subject areas.

To accomplish the objectives above, IACs establish and maintain comprehensive knowledge bases that include historical, technical, scientific, and other data and information collected worldwide. IACs historically also worked directly with customers on Contractor-performed, customer-funded Technical Area Tasks (TATs) (task orders), which yield new STI.

The current Data Warehouse Contractor has received selected STI from up to six legacy IACs. The STI was delivered to the Data Warehouse Contractor by the legacy IACs at the IACs’ expense, and upon delivery, the Data Warehouse Contractor participated in unpacking, inventory/cataloging and storing of received STI. The Data Warehouse Contractor utilizes a COTS (ILS/LSP) library catalog that uses MARC21 metadata to describe and disseminate the STI materials owned by DTIC. In response to requests from the Government/Defense System Information Analysis Center (DSIAC), the Data Warehouse Contractor retrieved, scanned/digitized, and transmitted STI and its metadata “on demand” to the Government. The Government hardcopy STI is currently housed at a centralized location operated by the Data Warehouse Contractor in Rockville, MD.

A contract to perform the work described here would have a twelve (12) month Base Year and three (3), twelve-month option periods. In the Base Year, the new Contractor shall coordinate with the current Data Warehouse Contractor to receive the materials/boxes, and unpack, catalog, store, and safeguard the materials at a secure contractor-provided storage facility which (preferably) shall be located within 50 miles of the National Capital Region, defined as 50 miles from the HQC McNamara building located adjacent to the Fort Belvoir base on 8725 John J. Kingman Road, Ft. Belvoir, Virginia. Throughout the execution of this requirement, documents shall be transported via appropriate method based upon the classification level of the document. Reference DoDM 5200.01- V3, dated 2-24-12. This transition-in phase shall be completed within the first 30 calendar days of the Base Year.

The Contractor will be required to digitize using OCR, Compression and DPI conversion, and transmit “on demand” government hardcopy scientific and technical information in addition to the bulk digitization. The hard copy documents are primarily paper reports that are lightly bound, stapled, coverbound, spiral bound, books, etc.

Metadata is currently available in electronic/computer format for every piece of material, including hardcopy media, approximately 244 microfiche sleeves, and 700 units of film/video media (all references to “film” include both 16mm film and video). The metadata will be provided to the Contractor at the start of the contract in machine-readable cataloging (MARC21) format. The metadata is tagged to the documents’ accession number.

1.3 Objective: The objective of this effort is to convert STI (quantities and types provided in Figure 1) from its current hardcopy/microfiche and film media to digital media for upload to the DTIC library, thus allowing DTIC/IAC customers to electronically research and retrieve selected materials from this collection when needed.

Figure 1: Estimate of STI to Digitize and Store

Estimate of STI to Transport, Digitize and Store

DIGITIZE

Warehouse Storage and Safeguarding

Unclassified Hardcopy

Documents

Classified Secret Level Hardcopy

Documents

Microfiche & Film Media

~ Approximately 476,000 documents (est.

average of 90 pages per document)

~Approximately 54,000 documents (est. average of 90 pages per document)

~Approximately 244 microfiche sleeves containing 477 microfiche cards, and approximately 700 units of film media consisting of:

a. Movie Film 16mm Unclassified 276 Classified 117

b. Video (VHS/Umatic/etc.)

Unclassified 269 Classified 3

There is no 35 mm movie or 35mm microfilm film.

~Approximately 530,000 hardcopy documents (~54,000 of which are classified) in addition to approximately 244 microfiche sleeves and 700 units of film media.

Warehouse storage will require ~25,000 cubic feet of storage space

2.0 SCOPE: Contractor shall provide Record Digitization and Warehouse Support Services for the Defense

Technical Information Center (DTIC). Services shall include:

2.1 STI Receipt & Cataloging: At the new Contractor’s location, receive, unpack, inventory, and catalog all records in whatever media form, to include classified (up to Secret) media, for digitization. The contractor needs to be able to provide a cataloging system that catalogs data in a format capable of being read by a variety of Library Services Platforms, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative Interfaces, Bibliovation from PTFS, or Kuali from Kuali OLE.

2.2 Warehouse Storage and Safeguarding: Provide storage and safeguarding of approximately 476,000 unclassified hardcopy media with an estimated 54,000 documents at the classified level, and approximately 244 microfiche sleeves and 700 units of film media. The Contractor facility must be approved for safeguarding Classified Material at the Secret Level. As part of the firm-fixed price, the Contractor is responsible for all warehousing costs including, but not limited to, warehouse leasing costs, labor costs, maintenance costs, security costs, and environmental costs.

2.3 Digitize Unclassified STI: Perform bulk digitization, using methods appropriate to the media type, and provide the digitized products to DTIC for inclusion in its technical library. Retrieve, scan/digitize, and transmit small quantities of STI and its metadata "on demand" by requests from the Defense Systems Information Analysis Center (DSIAC) to enable selected materials that have current research value to be available to the DSIAC and DTIC user base.

2.4 Digitize Unclassified/Classified Microfiche and Film Media STI: Perform bulk digitization, using methods appropriate to the media type of microfiche and film records , and provide the digitized products to DTIC for inclusion in its technical library. The film is video (VHS/Umatic) and 16 mm. Image may or may not be delivered to the Contractor in portrait orientation. Records furnished to the Contractor may contain classified information.

2.5 Digitize Classified STI: Perform bulk digitization, using methods appropriate to the media type, and provide the digitized products to DTIC for inclusion in its technical library. Retrieve, scan/digitize, and transmit small quantities of STI and its metadata "on demand" by requests from the Defense Systems Information Analysis Center (DSIAC) to enable selected materials that have current research value to be available to the DSIAC and DTIC user base.

2.6 Destruction: Perform post-scan destruction of hardcopy media IAW NISPOM standards. It is desired that destruction of successfully digitized records occur monthly, after government acceptance of that month’s digitized records. If the digitized records are accepted by the government, the destruction of the material versions of those digitized records must commence in the month in which the digitized versions are accepted.

2.7 Transition Out: Perform Transition Out tasks as described in paragraph 5.14.

2.8 Quality Control: Perform Quality Control (QC) checks of scanned media to ensure legibility and completeness of the scans. Refer to Technical Exhibit 1, Performance Requirements Summary.

3.0 PERIOD OF PERFORMANCE: The Period of Performance (PoP) shall be for one (1) Base Year plus three

(3) one (1) year option periods. The transition in period is expected to be incorporated into the first 30 calendar days of the Base Year.

Contract Period PoP Start PoP End Base Year 23 APR 2019 22 APR 2020

Option Year 1 23 APR 2020 22 APR 2021 Option Year 2 23 APR 2021 22 APR 2022 Option Year 3 23 APR 2022 22 APR 2023

4.0 CONTRACT TYPE AND CONTRACT LINE ITEMS:

This contract is a firm-fixed price contract. The Base Year of the contract contains eight contract line items (CLINs) (although CLIN0001 is Not used): STI Receipt and Cataloging; Warehouse Storage and Safeguarding; Digitize Unclassified STI; Digitize Microfiche and Film Media; Digitize Classified STI; Destruction; and Transition Out.

Optional CLINs assigned to this effort will depend on the speed, quality and capacity of the Contractor to digitize the entire quantity of records (unclassified hardcopy, classified hardcopy, in addition to approximately 244 microfiche sleeves and 700 units of film media in Figure 1 requiring digitization.

The CLIN structure is provided below:

Contract Period CLIN # Service Qty. Unit

Base Year

0001 Not used

0002 STI Receipt and Cataloging 1 Lot

0003 Warehouse Storage and Safeguarding 12 Mo

0004 Digitize Unclassified STI plus “on demand” requests 11 Mo

0005 Digitize approximately 244 Microfiche Sleeves and 700 units of Film Media 11 Mo

0006 Digitize Classified STI plus “on demand” requests 11 Mo

0007 Destruction 1 Lot 0008 Transition Out 1 Mo

Option Period 1 (Yr 2)

1001 Not used 1002 Not used 1003 Warehouse Storage and Safeguarding 12 Mo

1004 Digitize Unclassified STI plus “on demand” requests 12 Mo

1005 Digitize approximately 244 Microfiche Sleeves and 700 units of Film Media 12 Mo

1006 Digitize Classified STI plus “on demand” requests 12 Mo

1007 Destruction 1 Lot 1008 Transition Out 1 Mo

Option Period 2 (Yr 3)

2001 Not used 2002 Not used 2003 Warehouse Storage and Safeguarding 12 Mo

2004 Digitize Unclassified STI plus “on demand” requests 12 Mo

2005 Not used 2006 Not used 2007 Destruction 1 Lot 2008 Transition Out 1 Mo

Option Period 3 (Yr 4)

3001 Not used 3002 Not used 3003 Warehouse Storage and Safeguarding 12 Mo

3004 Digitize Unclassified STI plus “on demand” requests 12 Mo

3005 Not used 3006 Not used 3007 Destruction 1 Lot 3008 Transition Out 1 Mo

5.0 GENERAL INFORMATION:

5.1 Monthly Status Report (MSR): Submit a Monthly Status Report by the 15th of each month documenting all work accomplished in the previous month as well as cumulative work done. The MSR shall provide detailed status of the work being accomplished, to include, but not limited to, quantities and types of products digitized, schedule, performance (results of QC scans), status of known risks, risk mitigation efforts, and documents that cannot be effectively digitized. The MSR shall report all modifications of funding received and shall detail the funding.

Specific MSR format and content shall be mutually agreed upon by the Contractor and COR; this should be established no later than the Post-Award Orientation. If the MSR shows that the Contractor is not meeting anticipated performance thresholds, the Contractor shall provide the rationale and circumstances preventing the threshold from being met, and provide an update to the Project Manager (PM), to the satisfaction, acceptance and approval of the Contracting Officer’s Representative (COR).

5.2 Quality Control: The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which it assures itself and the Government that its work complies with the requirement of the contract. The QCP shall be delivered via electronic mail within thirty (30) calendar days of contract award. Amendments/changes to the QCP shall be delivered to the COR and Contracting Officer (CO) within three (3) calendar days following any change.

5.3 Recognized Holidays: The Contractor is not required to perform service on the following 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

5.4 Place of Performance: The primary place of performance will be at the Contractor’s facilities. It is preferred that the work shall be performed within 50 miles of the National Capital Region.

5.5 Security Requirements: Unless stated elsewhere, all Contractor personnel handling Secret material under this contract must have and maintain a final Secret security clearance. The security requirements are in accordance with the attached DD Form 254 which will be provided to the Contractor upon award of the contract. The Contractor shall comply with all security policies and procedures that apply to DoD and DTIC.

The Contractor shall be required to submit a DD Form 1540, Registration for Scientific and Technical Information Services, to DTIC in accordance with the National Security Program (NISPOM). The Contractor shall provide a complete DD1540 upon award. All Contractor personnel working on this task order must be US citizens. In addition, Contractor personnel working on this task order shall be fluent in the English language as exemplified in their written and verbal skills. In addition, all individuals shall be subject to a screening process which includes a criminal background check, drug screening, previous employment verification and proof of U.S. citizenship in accordance with FAR clause 52.222-54.

5.6 Facility Clearance: In line with the Contract’s DD Form 254, the Contractor must have Defense Security Services (DSS) approval and approved Facility Clearance Level (FCL) for safeguarding Secret level DTIC classified documents at the secure warehouse facility with sufficient storage capacity at time of contract award. Storage space up to Secret must be available no later than 30 days after award. To clarify, the Contractor has 30 days from award to make storage space available if it is occupied at time of award, however FCL must be in place at contract award.

Full safeguarding is required by the 30 day mark after contract award. The Contractor may receive shipment before the 30 day mark after award if their storage space is available and safeguarding is available.

5.7 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, material, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. The Contractor's warehouse facility must comply with the facility standards listed at 36 CFR 1234.10, 1234.12, and 1234.14.

5.8 Post Award Orientation/Periodic Progress Meetings: The Contractor agrees to attend any Post Award Orientation convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5 within ten (10) calendar days of contract award. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the CO/COR will apprise the Contractor of how the Government views the Contractor's performance, and the Contractor shall apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues within five (5) calendar days. These meetings shall be at no additional cost to the Government.

5.9 Contracting Officer’s Representative (COR): The COR will be identified by separate COR Designation Letter.

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government Furnished Property, and provide site entry of Contractor personnel at the Government location as necessary. The COR Designation Letter issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting contract.

5.10 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

5.11 Contractor Travel: Travel is not anticipated on this task, however, if required, Contractor travel will be performed in accordance with Joint Travel Regulations (JTR). If travel is required, it shall be approved by the COR in writing prior to actual travel. Proposed travel costs shall be included as a separate line item in the Contractor’s Firm Fixed Price quotation, and shall be in accordance with the JTR. Payment for travel shall be on a reimbursable basis.

5.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract in accordance with DFARS 252.227-7015. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

This right does not abrogate any other Government rights.

5.13 Transition-In Plan: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the thirty (30) calendar day transition-in/transition-out periods. During transition-in, the Contractor shall coordinate with the current Data Warehouse Contractor to receive the materials, and unpack, catalog, store, and safeguard the materials at a secure storage facility which (preferably) shall be located within 50 miles of the National Capital Region.

5.13.1 The Contractor shall identify points of contact (POCs) for liaison between the Government and other contracted industry partners to ensure a proper and orderly transition and transfer of services and assets between the parties cited.

5.13.2 The Contractor shall ensure minimum disruption to vital Government business. The Contractor shall ensure that there shall be no service degradation during transition.

5.13.3 The Contractor shall establish an overview of the transition efforts and describe the activities to transition, which shall include a schedule with milestones by activity.

5.13.4 The Contractor shall obtain transition knowledge and information regarding risk or problem areas from Government personnel and the current Data Warehouse Contractor.

5.13.5 The current Data Warehouse Contractor uses Bibliovation (a COTS (ILS/LSP) library catalog, a proprietary software, to store and manage the collection’s metadata. They will provide MARC21 metadata to describe and disseminate the STI materials. The Contractor will need a COTS (ILS/LSP) library catalog to house the metadata in MARC21 format.

5.14 Transition-Out Plan: The Contractor shall develop and execute a Transition-Out Plan that shall facilitate the accomplishment of a seamless transition from the Contractor to the Successor Contractor and Federal personnel at the expiration of the contract. During the transition-out period, the Contractor shall work with the Successor Contractor in order to commence full performance of services on the contract expiration date, minimize any decreases in productivity, and prevent possible negative impacts on additional services. The Contractor shall provide the underlying catalog data in a format capable of being read by a variety of Library Services Platforms, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative, Bibliovation from PTFS, or Kuali from Kuali OLE.

The Transition-Out Plan will include information on packing and shipping to the Successor Contractor.

The transition-out period will be for a period of thirty (30) calendar days. The transition-out period shall not interfere with the production efforts of current contract personnel. The Contractor shall provide a Transition-Out Plan no later than (NLT) sixty (60) calendar days prior to expiration of the contract.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.7. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.9. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.11. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

AD Acquisition Directorate CO Contracting Officer COR Contracting Officer’s Representative CUI Controlled Unclassified Information DACA Days After Contract Award DD Form 1540 Registration for Scientific and Technical Information Services DD Form 254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement DSIAC Defense Systems Information Analysis Center DSS Defense Security Services DoD Department of Defense DoDM 5200.01-V3 DoD Information Security Program: Protection of Classified Information DTIC Defense Technical Information Center FAR Federal Acquisition Regulation GFE Government Furnished Equipment GFI Government Furnished Information GFP Government Furnished Property IAC Information Analysis Center IAW In Accordance With JTR Joint Travel Regulations MSR Monthly Status Report NISPOM National Security Program NLT No Later Than ODC Other Direct Costs OPT. Optional Digitize Unclassified & On Demand (CLIN nnn5 series) PAO Post Award Orientation PM Project Manager/Program Manager POC Point of Contact POP Period of Performance PPQ Past Performance Questionnaire PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program STI Scientific and Technical Information TAT Technical Area Tasks WHS Washington Headquarters Services

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

3.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

3.2 Secret Facility Clearance: The STI storage facility used for storage of classified materials shall be approved for storage of information at the DoD SECRET clearance level. Storage facilities used for storage of unclassified STI are not required to be approved for SECRET clearance. The contractor must have an approved browser based Library Services Platform “Stand Alone AIS” cataloging system that can house classified metadata at the DoD Secret level. Storage and handling of classified STI shall be in accordance with DoD Manual 5200.01, “DoD Information Security Program Manual," February 2012. The data warehouse facility shall have intrusion detection and alarm systems installed that activate and notify Contractor security personnel and/or the Contractor Project Manager, and local law enforcement, in the event of an unauthorized intrusion. All entrances and windows to the facility shall be locked/secured at all times. The facility shall have physical access controls and procedures in place to ensure that STI materials cannot be physically removed or otherwise accessed by unauthorized personnel.

The facility shall have active fire detection and suppression systems. The Contractor shall prepare and deliver a Facility Security Plan within twenty-one (21) calendar days of contract award that addresses and demonstrates the Contractor's compliance with the requirements above and its approach and procedures for maintaining compliance with the Plan throughout the duration of the contract. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Security Service. The DD Form 254 is provided as an attachment.

3.3. Materials: N/A

3.4. Equipment: Recommended but not required:

- nextScan Flexscan 400, ScanPro 200 desktop: Microform Scanners

- Kodak i5200: Paper Scanners

- LuraDocument PDF Compressor: OCR Compression

- Kodak Ngenuity 9125: High Speed Paper Scanning

- Fijusitu fi-6800: High Speed Paper Scanning

- Kodak i420 Flatbed Scanner: Flatbed scanner for fragile items

- Epson Perfection V700 photo and negative strip scanner: Photo/Negative Scanner

- Contex HD5450 54’ Color Scanner: Scanner for miscellaneous oversized documents

- Zeustchel OS 10000: Large size format scanner with book cradle

- Zeustchel OS 5000: Mid size format scanner with book cradle

- Zeustchel OS 16000: Large size format scanner with book cradle

- Eclipse 400 w/Nextstar Plus: High Speed Film Scanning

- Mekel Mach VII: High Speed Microfiche Scanning

- Mekel C400: High Speed Aperture Card Scanning

PART 4

SPECIFIC TASKS

4. SPECIFIC TASKS:

4.1. Basic Services: The Contractor shall receive, unpack, catalog, store, and safeguard STI, in the form of hardcopy, microfiche, and film media; scan/digitize records in bulk; scan/digitize records on demand; transmit STI in addition to its corresponding metadata; provide data warehousing (storage and safeguarding) functions; and provide document destruction.

4.2. The Contractor shall:

4.2.1 Initiate and lead coordination with the current Data Warehouse Contractor to receive the STI, which will be relocated to the new Contractor’s facility. The new Contractor shall choose coordination methods and approaches it deems optimal and necessary, which may include telephone conferences, site visits, email etc.

4.2.2 As part of the inventorying and cataloging activity, the Contractor shall cross-check the material's accession number to its metadata to ensure accuracy. This accession number is an alphanumeric identifier, which is typically the legacy IAC's name, followed by a dash then several letters (IAC abbreviation) and a series of five to seven numbers. The accession numbers were used by the IACs to locate the documents from their inventory, which were arranged according to this number. The Contractor shall provide an STI Receipt Report cataloging all STI that has been received.

4.2.3 The Contractor shall provide confirmation via email (address to be provided at the Post Award Orientation) that a copy of the metadata database has been received from the Data Warehouse Contractor.

4.2.4 Receive, unpack, inventory, catalog, store, and safeguard the hardcopy STI in accordance with the contract requirements. Reference Part 1, paragraphs 2.1 STI Receipt & Cataloging, and 2.2 Warehouse Storage and Safeguarding .

4.2.5 Maintain a single electronic metadata database and catalog for the transferred STI. The “metadata database” is the underlying database. The “catalog” is the front end that permits usability. They are essentially one and the same.

4.2.6 Within 10 calendar days of contract award, hold a Post Award Orientation conference meeting with the COR and a DSIAC representative at a mutually agreeable location and time.

4.2.7 Provide meeting minutes to all attendees no later than five calendar days after the Post Award Orientation conference meeting.

4.2.8 Digitize in bulk, using OCR conversion and other methods as appropriate to the media, hardcopy documents, microfiche, and film media, both unclassified and classified, then provide the digitized products to DTIC for its technical library.

The 16 mm shall be:

• A single document in an individual canister labeled with a DTIC number

• Multiple documents on a 10” reel spliced together

4.2.9 Retrieve, scan/digitize, and transmit STI and its metadata "on demand" by request from the DSIAC Contractor. Upon receiving an “on demand” STI request from the DSIAC Contractor, the Contractor shall document the date/time of the request, retrieve the document from storage, digitize, and perform quality control to ensure the scanned STI is complete, in the proper orientation, and legible.

4.2.10 Maintain, preserve, and safeguard the STI throughout the duration of this contract at its secure centralized storage facility.

4.2.11 Update its catalog record for all STI to indicate that the STI has been digitized and transmitted with the date of this activity for both bulk scanned/digitized media, as well as those created “on demand”.

4.2.12 Transmit the STI, and in a separate file, all of the accompanying metadata, within a completion/response time of 72 hours for “on demand” requests. DSIAC address will be provided at the Post Award Orientation. Transmit unclassified and classified digitized products via appropriate method based upon the classification level of the document. Costs incurred for shipping shall be borne by the Contractor.

4.2.13 Transmit the STI to DTIC, and in a separate file, all of the accompanying metadata, within 30 calendar days after bulk digitization. Transmit unclassified and classified digitized products via appropriate method based upon the classification level of the document.

4.2.14 In rare cases, it may not be possible or feasible to scan and digitize an article of STI requested “on demand”, for example, if the original STI is very fragile, in poor condition, very large, or otherwise cannot be effectively digitized. In such cases, the Contractor shall loan the hardcopy STI to DSIAC and transmit it via appropriate method, based upon the classification level of the document. This document shall not be destroyed and shall be returned to the Contractor’s facility. Similarly, all other documents that cannot be effectively digitized shall be identified in the Monthly Status Report.

4.2.15 For classified STI, the Contractor shall burn the STI onto a DVD and send the DVD to the address designated by DSIAC via the appropriate method based upon the classification level of the document.

Storage, packaging and labeling of classified STI shall be completed by the Contractor in accordance with the regulation listed in DoD Directive 8500.01E “Information Assurance (IA),” Oct 02, Paragraph 7, Reference 7.

4.2.16 Destroy the hardcopy of the designated STI at the end of each contract month once hardcopy STI has been digitized, transmitted, and accepted by the Government. The Contractor shall adhere to records management regulation listed in Administrative Instruction 15 - Office of the Secretary of Defense (OSD) Records Management Program, Paragraph 7 for digitizing STI and destruction of hardcopies.

4.2.17 Update its catalog to record destruction of the hardcopy media and the date of destruction.

4.2.18 Continue to store and safeguard hardcopy STI that has not been or cannot be digitized.

4.2.19 Provide a Web-based Catalog and Collection Management Service meeting the requirements listed below.

This catalog shall provide for the request, tracking, accountability, and return of hardcopy (non-digitized) STI. A Tutorial for use of the catalog shall also be provided. At a minimum, this online catalog shall include the following features:

• The Web-based Catalog and Collection Management Service must be a Library Services Platform to automate collection management, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative, Bibliovation from PTFS, Kuali from Kuali OLE.

• Must be Machine Readable Cataloging (MARC21) capable.

• The catalog's web-based user interface must be available to DSIAC and DTIC for searching and have operating hours of 24 hours per day, 7 days per week, 52 weeks per year with the exception of planned maintenance downtime. In the event the system crashes, it shall be restored to full operational status within four hours of going down.

• Incorporate all fields and metadata from the completed metadata database.

• Provide context-sensitive online help.

• Enable the Contractor to locate, within one hour, the hardcopy STI material in its storage facility.

• Display location status for all STI (on shelves, digitizing in process, digitized and transmitted/hardcopy destroyed, or checked out).

• Capture the date of completion for digitizing an STI article and transmission to DSIAC.

• For unscannable STI, capture history of all loans/checkouts to DSIAC, checkout status, date of all checkouts and dates of return and current location of material (on shelves, or checked out).

• Enable users to easily move between subsystems, if any.

• Utilize a relational database management system.

• Contain no proprietary databases or embedded databases.

• Conform to standards of the National Information Standards Organization (NISO) applicable to scientific and technical reports, abstracts, information exchange, information retrieval and item identifiers.

• Enable customized security settings on group and user levels.

• Generate statistics and reporting with built-in reports and the ability to create custom reports as needed to comply with Contractor's reporting requirements of this PWS.

• Have the ability to export report data into CSV format.

• Be web-based and secure from unauthorized access, with identity authentication and login requirements for authorized DSIAC users.

• Ability to search on any word in any field or in the whole metadata record in a straightforward and user-friendly manner.

• Ability to use right truncation in searches.

• Ability to use Boolean connectors and parentheses in searches.

• Ability to search dates as dates and ranges of dates, in a standard format.

• Allow users to search on any of the seven minimum metadata fields referenced in this task.

• Link to procedures for users to request a document from the Contractor.

• Must have the ability for Contractor personnel to annotate if the hardcopy document has been destroyed upon creation of a digitized version and the date of destruction.

• Catalog taken offline for update/maintenance shall not exceed 2 hours per week and shall be conducted during the hours of 11:00 pm and 5:00 am. 24 hours' notification prior to scheduled downtime shall be transmitted to DSIAC authorized requestors before the system is taken offline.

Upon completion of the metadata database component of the catalog, the Contractor shall deliver a copy of the metadata database, or otherwise make it available to DSIAC, so that DSIAC can upload into DTIC Online any metadata for the relocated STI that was not previously available in DTIC Online (with the exception of incident reports, for which metadata will not be uploaded into DTIC Online). This task shall be completed (when all documents or records are present in the catalog) by the Contractor no later than 60 calendar days after contract award.

4.2.20 Prepare and deliver a Facility Security Plan IAW NISPOM requirements within 21 calendar days of contract award that addresses and demonstrates the Contractor's compliance with the requirements above and its approach and procedures for maintaining compliance with the Plan throughout the duration of the contract.

4.2.21 Prepare and deliver a Quality Control Plan within 14 calendar days of contract award.

4.2.22 Prepare and deliver Monthly Status reports on the status of the initial 30 calendar day transition, and following that, on STI digitization/destruction quantities and types, every month, to be delivered NLT the 15th of the following month.

PART 5

APPLICABLE PUBLICATIONS

5. APPLICABLE PUBLICATIONS:

5.1. The Contractor must abide by all statutes, applicable regulations, publications, manuals, and federal policies, procedures.

5.1.1 DTIC's Cataloging, Abstracting and Indexing Guidelines/DTIC-OQ-TR-2008/08 http://www.dtic.mil/dtic/pdf/submit/Catguide.pdf .

5.1.2. DoD Directive 5205.07, "Special Access Program (SAP) Policy," Jul 10

5.1.3.DoD Instruction 5220.22 “National Industrial Security Program,” Mar 11

5.1.4. DoD Directive 5230.09, "Clearance of DoD Information for Public Release," Aug 08

5.1.5. DoD Instruction 5230.24, “Distribution Statements on Technical Documents,” Aug 12

5.1.6 DoD Directive 5400.11, “DoD Privacy Program,” May 07

5.1.7. DoD Directive 8500.01E "Information Assurance (IA)," Oct 02

5.1.8. DoD Manual 5200.01, “DoD Information Security Program Manual", Feb 12

5.1.9. DoD Instruction 8520.03, "Identity Authentication for Information Systems", May 11

5.1.10. ANSI/NISO Z39.18 - 2005 (R2010) Scientific and Technical Reports - Preparation, Presentation, and Preservation

5.1.11. NARA Technical Information Paper Number 13 (1997)

5.1.12. Administrative Instruction 15 - Office of the Secretary of Defense (OSD) Records Management Program

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. ATTACHMENT/TECHNICAL EXHIBIT LIST:

6.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

6.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

(Service Required) Standard PERFORMANCE

THRESHOLD (MAXIMUM

ERROR RATE)

Method of Surveillance

STI Receipt & Cataloging

PWS 2.1

Ensure minimum disruption to vital Government business. The Contractor shall ensure that there shall be no service degradation during transition. 100% transfer of information and cataloging of information into the database.

Catalog is up and running 99.9% of the time, not counting planned pre-scheduled maintenance downtime; Random sampling of 20 STI location or status records in catalog, conducted once per year, indicates no more than 5% of records contain any errors (only 1 out of 20 records can contain erroneous information)

Customer Feedback

Warehouse Storage and Safeguarding

PWS 2.2

The facility shall have physical access controls and procedures in place to ensure that STI materials cannot be physically removed or otherwise accessed by unauthorized personnel.

The facility shall have active fire detection and suppression systems. The facility shall have the ability to house approximately 530,000 unclassified documents, 54,000 of which are classified, and microfiche and film media in a temperature controlled facility.

Zero incidents of unauthorized access or removal of STI.

Digitize Unclassified STI

PWS 2.3

100% of images examined must be legible.

For “on demand” digitization, 98% of documents are transmitted within 72 hours of DSIAC request.

A single instance of illegibility (i.e., one image) will require that month’s digitized documents to be re-digitized at no additional cost to the government.

The government will be the sole evaluator of legibility.

Random Sampling and Customer

Digitize Microfiche (Approximately 244 sleeves) and Film Media (Approximately 700 units)

PWS 2.4

100% of images examined must be legible.

For “on demand” digitization, 98% of documents are transmitted within 72 hours of DSIAC request.

A single instance of illegibility (i.e., one image) will require that month’s digitized documents to be re-digitized at no additional cost to the government.

The government will be the sole evaluator of legibility.

Random Sampling and

Digitize Classified STI

PWS 2.5

100% of images examined must be legible.

For “on demand” digitization, 98% of documents are transmitted within 72 hours of DSIAC request.

A single instance of illegibility (i.e., one image) will require that month’s digitized documents to be re-digitized at no additional cost to the government.

The government will be the sole evaluator of legibility.

Random Sampling and

Destruction

PWS 2.6

The Contractor shall adhere to records management regulation listed in Administrative Instruction 15 - Office of the Secretary of Defense (OSD) Records Management Program, Reference 12, Paragraph 7 for destruction of hardcopies.

Ensure the catalog is updated to record destruction of the hardcopy media and the date of destruction. Ensure there is 0% loss of hard copy documents due to the destruction of a document that is not properly loaded into the catalog/database.

Ensure there is 0% loss of hardcopy media due to the destruction of a document that is not properly loaded into the catalog/database.

Transition Out Plan

PWS 5.14

The Contractor shall provide a comprehensive Transition Out plan no later than 60 days from contract end and plan fully executes within 30 days of contract end.

Delivery of Transition Out plan is on time.

Receipt of Plan by the Contracting Officer

Quality Control PWS 2.7 and 5.2

100% of images examined must be legible.

Government acceptance of digitized records will occur after random sampling of one month’s worth of digitized products for legibility by the government.

A single instance of illegibility (i.e., one image) will require that month’s digitized documents to be re-digitized at no additional cost to the government.

The government will be the sole evaluator of legibility.

Random Sampling and

Monthly Status Reports

PWS 5.1

The Contractor shall meet all technical requirements of the contract. MSRs are timely, complete and accurate. A corrected MSR will be submitted within 5 calendar days of identification of an error.

Each MSR shall contain no more than 2 errors. An error is defined as an incorrect statement or the omission of required information.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

DELIVERABLE FREQUENCY # OF COPIES MEDIUM/FORMAT SUBMIT TO

Transition-In Plan

PWS 5.13

One Time one MS Word Delivered to COR via email

Post Award Orientation Conference Agenda

PWS 5.8

10 Calendar Days After Contract Award (DACA) one MS Word Delivered to COR via email

Post Award Orientation Conference Minutes

PWS 5.8

5 Calendar Days after PAOC one MS Word Delivered to COR via email

STI Receipt Report

PWS 4.2.2

60 Calendar DACA one MS Word Delivered to COR via email

Completed Metadata Electronic Database for Relocated STI

PWS 4.2.19

60 Calendar DACA one As appropriate URL Link made available to COR

Procedures Tutorial for STI Request -login/access and request,…