Draft_DOI_SOW_for_RFI___12-05-14_Final.doc

Draft Statement of Work (SOW)

TASK ORDER ID: ID05150008

PROJECT TITLE: Feasibility Study for American Indian Records Repository

CLIENT: Department of Interior Office of the Special Trustee for American Indians

DATE: 14 November 2014

CONTRACT TYPE: Firm Fixed Price Total Estimated Cost of Project: $75,000.00 - $125,000.00

1.1 BACKGROUND

1.1.1 The Department of the Interior has the fiduciary responsibility to protect America’s heritage and honor our cultures and tribal communities. Interior’s Bureau of Indian Affairs (BIA), the Office of the Special Trustee for American Indians (OST) and the Bureau of Indian Education (BIE) provide services to approximately 1.9 million American Indians and more than 500 federally recognized Tribes and Alaskan Natives across the United States. The Office of Trust Records (OTR) within OST is responsible for the safeguarding and preservation of records created by the Assistant Secretary-Indian Affairs (AS-IA), BIA, OST, BIE and Tribes. Currently OTR manages the American Indian Records Repository (AIRR) in collaboration with the National Archives and Records Administration (NARA) in a subsurface facility in Lenexa, Kansas where more than 260,000 cubic feet of records are stored.

1.1.2 OTR is comprised of a director’s office, two divisions and seven branches/sections with approximately 80 staff; 15 in Albuquerque, New Mexico, 60 in Lenexa, Kansas (AIRR) and 15 field staff spread across regional offices within the United States. The Director, Director’s staff, one Division, one Branch, and two Branch Managers make up the approximate 15 staff in Albuquerque. This group primarily directs and sets policy for records management. The field staff implements and trains OST and Indian Affairs employees across the country on proper records management policy and practices, as well as assists with shipment of inactive records to the AIRR. The 50 AIRR staff receives the records for preservation and research.

1.1.3 As the federal government’s records keeper NARA holds the majority of these records in storage bays which are maintained under archival conditions. The AIRR receives, indexes, and then transfers records to NARA’s storage bays and on a daily basis orders boxes back from NARA for research purposes. NARA delivers the requested boxes and AIRR returns boxes after research requirements are fulfilled. Since NARA is a fee-for-service agency, the AIRR pays NARA a pull fee, a re-file fee, an hourly fee to access un-indexed records as well as a flat fee each time a transfer of indexed boxes is made regardless of how many boxes that accession contains. In fiscal year 2012 the AIRR/OTR paid NARA approximately $1.4 million in fees for services. These rates continue to rise at an inflation rate of 4% annually. All operational activities at AIRR depend on NARA’s availability which is 6:30am to 2:30pm, making AIRR dependent upon NARA to carry out mission critical functions.

1.2 OBJECTIVE

The objective of this Statement of Work (SOW) is to obtain contract services for evaluating the practicality of consolidating the Albuquerque OTR offices with the AIRR in Lenexa and building out additional office space as well as archival storage space at the AIRR for a more efficient less costly method to store and retrieve records.

2.1 SCOPE/SPECIFIC TASKS

The Contractor shall provide investigation, research, evaluation, analysis, report writing, cost benefit analysis and all professional services necessary for the following:

· a pre-feasibility study to determine if this consolidation and/or build-out would be cost effective, and

· if practicable, a full-blown feasibility study to help determine if it would be beneficial for OTR to consolidate offices within Lenexa and build out additional office space and/or build out additional archival storage space to store records replacing the services of NARA, and

· a business plan if a specific recommended scenario is selected by the government The Contractor shall provide experienced and qualified expertise in feasibility study and business plan preparation. Tasks shall include analysis of current processes and procedures, exploring different paths, determining viability of new ideas, identifying risks, and “framing” and “fleshing-out” specific scenarios so they can be studied in-depth. The Contractor will provide solutions, recommendations, costs, and implementations regarding how OTR can best operate and store/retrieve records.

2.1.1 . Base PEriod – Pre-FEASIBILITY STUDY: The Contractor shall:

· participate in an Orientation Briefing, either electronically or telephonically,

· during the Orientation Briefing, or at another date/time mutually agreed upon, visit the OTR offices in Albuquerque, the AIRR and/or NARA facility in Lenexa, to become familiar with the current space/processes, and obtain copies of applicable policies, procedures and documentation,

· with the AIRR/OTR’s requirements in mind, provide experienced and qualified expertise in pre-feasibility study preparation by exploring office lay-out, office workflow, storage/retrieval space and/or processes at other public and private sector records management facilities, and by performing other necessary research,

· sort out relevant scenarios to determine if a build-out of office space and/or storage space is feasible/practicable; if it will save AIRR/OTR time and money,

· request and/or attend periodic briefings, either electronically or telephonically, with AIRR/OTR throughout the process,

· provide draft copies of the pre-feasibility study, electronically through email delivery

· obtain written approval from AIRR/OTR staff, electronically through email delivery, to create final pre-feasibility study, and

· once completed, provide AIRR/OTR with a final pre-feasibility study electronically through email delivery and briefing, either electronically or telephonically, noting the findings.

2.1.2 .Option PERIOD 1 -- FULL-BLOWN FEASIBILITY STUDY: If written approval is obtained from the government on the pre-feasibility study, the Contractor shall:

· provide experienced and qualified expertise in full-blown feasibility study preparation by analyzing current processes and procedures, exploring different paths, determining viability of new ideas, identifying risks, strengths, weaknesses, major stumbling blocks, and “framing” and “fleshing-out” specific scenarios so they can be studied in-depth, assessing the tradeoff between the risks and rewards, and any other processes necessary,

· meet with AIRR/OTR staff, either electronically or telephonically, to obtain copies of any additional policies, procedures and/or documentation needed to conduct this study,

· sort out relevant scenarios to determine if a build-out is feasible/practicable; if it will save AIRR/OTR time and money,

· request and/or attend periodic briefings, either electronically or telephonically, with AIRR/OTR throughout the process,

· provide draft copies of the feasibility study, electronically through email delivery

· obtain written approval from AIRR/OTR staff, electronically through email delivery, to create final feasibility study, and

· once completed, provide AIRR/OTR with a final feasibility study electronically through email delivery and briefing, either electronically or telephonically, noting the findings.

2.1.3 . OPTION PERIOD 2 -- Business plan: If written approval is obtained from the government on the feasibility study, the Contractor shall:

· attend a pre-business plan meeting, either electronically or telephonically, with AIRR/OTR staff to discuss the option selected from the feasibility study, obtain copies of any additional policies, procedures or documentation needed to prepare this plan, and to gather ideas and information necessary in the preparation of this plan,

· provide experienced and qualified expertise in business plan preparation by outlining the steps that need to be taken, creating the “roadmap” of how this office consolidation and/or build-out should occur, identifying items necessary for project implementation, and any other actions necessary,

· request and/or attend periodic briefings, either electronically or telephonically, with AIRR/OTR throughout the process,

· provide draft copies of the business plan, electronically through email delivery,

· obtain written approval from AIRR/OTR staff, electronically through email delivery, to create the final business plan,

· once completed, provide AIRR/OTR with a final business plan, electronically through email delivery, and

· attend a briefing with AIRR/OTR staff, either electronically or telephonically, to discuss the plan.

3.1 REQUIREMENTS

3.1.1 The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this contract. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in this SOW Contractor shall meet all requirements under a FFP task order.

3.1.2 Professionalism, Responsiveness and Quality. Contractor personnel shall be professional in demeanor, responsiveness, appearance and deportment. The Contractor personnel may be required to interface with senior Government and industry officials. Contractor personnel shall have excellent written and oral communication skills sufficient to provide clear and concise communication and documentation.

4.1 DELIVERABLES

4.1.1 PRELIMINARY: Prior to commencing work on this contract, the Contractor shall provide a Project Plan that will include specific steps, a timeline, a Quality Management Plan and Risk Management Plan. The Contractor shall obtain the government’s written approval to accept the feasibility study prior to proceeding with Option 1 and 2.

4.1.2 PROJECT PLAN. Within 14 days of the Orientation Briefing, the Contractor shall provide to the COR a Project Plan, electronically through email delivery, that will include for each task: specific steps, a timeline, a Quality Management Plan and Risk Management Plan.

WEEKLY PROGRESS REPORTS. The Contractor shall provide to the COR and/or designees, weekly written progress reports, electronically through email delivery. The frequency of these reports can be modified by the COR. The Weekly Progress Report shall include:

· updates to the Project Plan

· updates to the timeline

· any issues, and

· any outstanding items needed by the Contractor.

The Contractor shall, apprise the CO and/or COR verbally and electronically through email delivery, of known concerns, issues, and events that could impact the process and/or deliverables.

4.1.3 PRE-FEASIBILITY STUDY: The Contractor shall provide to the COR electronically through email delivery on dates specified by the COR outlined in the attached Schedule of Deliverables.

4.1.4 FULL-BLOWN FEASIBILITY STUDY: If Option 1 is exercised, the Contractor shall provide to the COR, electronically through email delivery, on dates specified by the COR outlined in the attached Schedule of Deliverables.

4.1.5 business plan: If Option 2 is exercised, the Contractor shall provide to the COR, electronically through email delivery, on dates specified by the COR outlined in the attached Schedule of Deliverables.

5.1 INSPECTION AND ACCEPTANCE OF SERVICES

5.1.1 Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR.

5.1.2 Upon completion of the Final Deliverable, if requested by the COR, a briefing of the Final Deliverable may be requested. This briefing can occur either electronically or telephonically. The purpose of this briefing is to:

A. clarify any questions, B. address any outstanding items, and/or

C. discuss lessons learned.

5.2 QUALITY CONTROL

5.2.1 The COR will review, for completeness, preliminary or draft documentation that the Contractor submits, and may return it to the Contractor for correction. Absence of any comments by the COR will not relieve the Contractor of the responsibility for complying with the requirements of this work statement. Final approval and acceptance of documentation required herein shall be by letter of approval and acceptance by the COR. The Contractor shall not construe any letter of acknowledgment of receipt material as a waiver of review, or as an acknowledgment that the material is in conformance with this work statement. Any approval given during preparation of the documentation, or approval for shipment shall not guarantee the final acceptance of the completed documentation. All deliverables prepared by the Contractor during the course of this contract are the property of the Government.

5.2.2 GENERAL ACCEPTANCE CRITERIA. General quality measures, as set forth below, will be applied to each work product received from the Contractor under this SOW.

Accuracy ‑ Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity ‑ Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements ‑ All work products must satisfy the requirements of this SOW.

File Editing ‑ All text and diagrammatic files shall be submitted in MS Office 2007 or later MS Office format.

Format - Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

5.2.3 Time-lines ‑ Work Products shall be submitted on or before the due date specified in this SOW or submitted in accordance with a later scheduled date determined by the Government.

5.3 REQUIRED SKILLS AND KNOWLEDGE

5.3.1 The Contractor’s PROGRAM or PROJECT MANAGER is designated as a key person. The Contractor may designate an alternate manager with the same skill set qualifications.

5.3.2 Program or Project Manager Functional Responsibility: Provides overall quality control and assurance and report writing for all contract services and deliverables and senior-level leadership in daily oversight of the contract operations. Analyzes project requirements and develops strategic solutions and tactical plans to meet contract needs. Recommend alternatives and best practices in reviewing procedures and/or documentation, suggesting improvements, and managing risks. Plans, directs, and implements initiatives. The manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

PERSONNEL QUALIFICATIONS: All personnel shall demonstrate the following abilities, regardless of labor category: sound judgment, foresight, and problem solving skills, possess excellent oral and written communication and customer service skills, demonstrated competency managing schedules and documentation, excellent skill in developing presentation and briefings, demonstrate leadership, excellent research and data gathering skills and ability to interpret/analyze complex information, ability to work independently within the bounds and guidelines of the contract and client requirements, knowledge of and experience using the Microsoft Office Suite, and the ability to work and communicate with a diverse group of customers and clients within and outside the Federal Government.

PROGRAM/PROJECT MANAGER

Education: Bachelor degree is required; an MBA with extensive experience in this area is preferred.

Experience: This position manages the day-to-day operations of the contract and is the primary interface with the Contracting Officer’s Representative (COR). At least five years as a Program/Project Manager with demonstrated experience in a supervisory capacity responsible for highly effective support in managing employees is required. This senior level manager will be in charge of the overall planning and directing of activities associated with the contract. This person will allocate resources and set schedules to accomplish program objectives, prepare and submit reports, participate in program reviews/meetings, and adjust resources and schedules to accomplish program requirements, plan and adjust work operations to meet changing and/or emerging program requirements using available resources with minimal impact on work quality or quantity. This practicable, demonstrated experience must include (1) excellent oral and written communication skills, (2) excellent skill in developing presentation and briefings, (3) demonstrated leadership, (4) excellent research and data gathering skills, (5) ability to interpret/analyze complex information, (6) administrative and contractual issues dealing with a service contract; and (7) providing coordinated and timely responses to requests and tasking, including independently reprioritizing tasks as requirements change. This individual must have demonstrated creativity, foresight, initiative, and mature judgment in anticipating and solving unprecedented problems.

It will be up to the Program/Project Manager to identify/utilize the necessary personnel to accomplish the tasks specified in Part 4.

5.4 KEY PERSONNEL: Before providing or replacing any individual identified as a key person, the Contractor shall notify the Contracting Officer no less than ten (10) business days in advance, submit written justification for employment or replacement, and provide the name and qualifications of any proposed substitute. Any proposed substitute shall possess qualifications equal to or superior to those of the key person being replaced. The Contractor shall not replace key Contractor personnel without written consent from the Contracting Officer.

5.5 Identification of Contractor Employees: All contract personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties shall identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor personnel are required to obtain and wear “Visitor Badges” in the performance of this contract when on the government premises.

5.6 Other Direct costs (ODCs): ODCs may be required in the performance of this contract. All ODCs must be funded on each option period prior to being approved and/or invoiced. With each applicable option period, all ODCs shall receive government approval by the COR prior to funds being expended. The Contractor shall include anticipated ODCs in the cost proposal to cover any projected costs associated with ODCs.

5.7 TRAVEL: Travel will be required in the performance of this contract. All estimated travel will conform to the current Federal Travel Regulation (FTR) ): and FAR Part 31. All travel must be funded on this contract prior to being approved and/or invoiced. All travel shall receive government approval by the COR prior to funds being expended. Travel expenses invoiced to the Government shall be in accordance with the FTR and FAR Part 31. The Contractor shall include anticipated Travel in the cost proposal to cover any projected costs associated with Travel. Local travel costs will not be reimbursed.

6.1 PERFORMANCE

6.1.1 The period of performance (including option periods) for this contract shall commence with date of award and shall not exceed September 30, 2015.

6.1.2 The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-8 entitled, “Option to Extend Services”.

6.1.3 Kickoff Meeting: Within 15 days of award of the contract, the Contractor shall arrange with the COR an orientation briefing, either electronically or telephonically, for the Government. During this orientation briefing, if agreed upon, the Contractor can provide an overview of their past work and expertise. The Government does not want an elaborate orientation briefing nor does it expect the Contractor to expend significant resources in preparation for this briefing. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of task requirements and objectives.

The Orientation Briefing can be held electronically, telephonically or at the AIRR, with the date and time being mutually agreed upon by both parties, but shall be no later than 15 days after award of contract.

6.1.4 Government Remedies: The Contracting Officer (CO) shall follow FAR 52.212-4, “Contract Terms and Conditions-Commercial Items” for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

6.2 PERFORMANCE AT THE GOVERNMENT FACILITY: When the place of performance will be at the Government facility, the government will provide without cost to the Contractor the following property and services to perform the contract: meeting room/office space while working on site, telephone and limited office supplies, i.e. paper clips, rubber bands, post-it notes, etc., that are necessary to the performance of a task. The GFP and services provided as part of this contract shall only be used by the Contractor to perform work under the terms of this contract. No alteration to the facilities shall be made by the Contractor without specific written permission from the Contracting Officer.

6.3 UTILITIES. All utilities in the facility will be available for the Contractor’s use in performance of duties outlined in this SOW. the Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities.

6.4 GOVERNMENT FURNISHED INFORMATION (GFI): Government Furnished Information (GFI) such as OTR records requirements, NARA archival standards, etc. will be provided as required.

6.5 PERFORMANCE AT THE CONTRACTOR FACILITY: Where the place of performance will be at the Contractor facility, GFP and/or GFI shall be provided only as necessary.

6.6 EQUIPMENT: Except for those items specifically stated to be government furnished, the Contractor shall furnish everything required to perform this SOW.

7.1. CONTRACTOR EMPLOYEE GUIDELINES

7.1.1 Hours of Operation/Place of Performance: The Contractor will perform some of its work on location in government offices as well as in their own offices. The majority of the interviewing and facility inspections will occur at the OTR offices in Albuquerque and the AIRR and/or NARA facilities in Lenexa.

7.1.2 OTR offices in Albuquerque are secured on the second floor of a GSA leased building and open to Contractors between 7:30 am and 6 pm, local time, Monday through Friday. The AIRR is a secure subsurface facility located in Lenexa, containing office space and communal environment housing federal employees and other government Contractors. The AIRR is open to Contractors between the hours of 7:30 am and 4:30 pm, local time, Monday through Friday. Both offices are closed on Federal holidays or when there are local or national emergencies, administrative closings, or similar Government directed facility closings. The Contracting Officer’s Representative (COR) will provide specific work hours for each location prior to the visit.

7.1.3 The other government offices, i.e. NARA, will have varying work hours/work days. COR will provide specific work hours for each location prior to the visit.

7.1.4 Under a FFP contract, the Contractor shall only charge the Government for productive hours.

7.1.5 Recognized Holidays:

· New Year’s Day, January 1.

· Martin Luther King’s Birthday, the third Monday in January.

· President’s Day, the third Monday in February.

· Memorial Day, the last Monday in May.

· Independence Day, July 4.

· Labor Day, the first Monday in September.

· Columbus Day, the second Monday in October.

· Veteran’s Day, November 11.

· Thanksgiving Day, the fourth Thursday in November.

· Christmas Day, December 25.

7.1.6 Occasionally, under Presidential Directive, additional holidays are approved for Government employees. If an additional holiday is approved during the Period of Performance for this contract, it shall be treated the same as other Government Holidays. It is not anticipated that Contractor employees shall be required to work on holidays.

7.1.7 CLOSINGS: From time to time, federal operations are truncated, generally or location specific, resulting in facility closures due to unanticipated events, such as budgetary restrictions, terrorism, or unusually severe weather conditions, including snow, floods, hurricanes, tornadoes, earthquakes, or other acts of God. In the event the Government’s facility is closed, the COR will notify the Contractor should this affect an office visit.

8.1 Security Requirements:

8.1.1 Security Clearances. The Contractor will not require a security clearance or background check and shall be escorted at all times while on government property. The Contractor will be required to wear in full view, a government issued “Visitor’s Badge.” No access to government computers will be allowed/granted.

8.1.2 Physical Security. The Contractor shall be responsible for safeguarding all government property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, preventing unauthorized access. The OTR and AIRR premises are protected by electronic and video surveillance systems. All visitors are required to pass through a magnetometer. Persons who have pacemakers or other medical devices that might be disrupted (or give a false reading) by exposure to the magnetometer, should ask to be screened with a hand-held wand. Only authorized individuals are allowed access to the facilities, no other visitors are allowed to accompany the authorized individual. Presentation of a federal, state or Tribal issued photo identification card is required upon entering the facilities. Authorized individuals are assigned a temporary visitor’s badge which must be visible and worn above the waist at all times. Personal property is subject to inspection. Personal computers, laptops, recording devices and/or photo imaging devices are prohibited unless prior authorization has been granted, and are subject to inspection.

8.1.3 Conservation of Utilities. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities.

See attached Schedule of Deliverables.

ACRONYMS

AIRR: American Indian Records Repository

BIA: Bureau of Indian Affairs

BIE: Bureau of Indian Education

CO: Contracting Officer

COR: Contracting Officer’s Representative

FFP: Firm Fixed Price

FTR: Federal Travel Regulation

GFI: Government Furnished Information

GFP: Government Furnished Property

NARA: National Archives and Records Administration

ODC: Other Direct Cost

OST: Office of the Special Trustee for American Indians

OTR: Office of Trust Records

SOW: Statement of Work

Points of Contact:

Kathy Ramirez, Contracting Officer’s Representative (COR) Phone: 913-956-2606

Fax: 913-956-2696

Office of Trust Records Division of Records Management Operations

17501 W 98th Street, Suite #44-47

Lenexa, KS 66219

Kathy Tapp

Phone: 913-956-2601

Fax: 913-956-2696

Division Chief, Office of Trust Records

Division of Records Management Operations

17501 W 98th Street, Suite #44-47

Lenexa, KS 66219 Requestor and Funding Certification:

Kathy Tapp

Phone: 913-956-2601

Fax: 913-956-2696

Division Chief, Office of Trust Records

Division of Records Management Operations

17501 W 98th Street, Suite #44-47

Lenexa, KS 66219

Approving Official:

Karen Foster

Phone: 505-816-1065

Fax: 505-816-1690

Director, Office of Trust Records

4400 Masthead Street N.E.

Albuquerque, NM 87109