Attachment G-SOW Mahan Hall Archives.pdf

Revised Oct 2007

DEPARTMENT OF THE NAVY

NAVAL FACILITIES ENGINEERING COMMAND, MID ATLANTIC

PUBLIC WORKS DEPARTMENT, NAVAL STATION NEWPORT

ONE SIMONPIETRI DRIVE

NEWPORT, RHODE ISLAND 02841-1711

AMENDMENT

DATE: March 6, 2021

PROPOSED TASK ORDER: N4008521R0164 Design-Bid-Build, Repair B3 Mahan Hall, Naval War College, Naval Station Newport, Newport, RI

DATE OF SOLICITATION: February 12, 2021 HUBZONE MACC CONTRACT

HOLDERS

THIS AMENDMENT INCLUDES:

-ADDED SCOPE OF WORK FOR B3 MAHAN HALL ARCHIVES

-REVISED BID SCHEDULE TO INCLUDE ADDED SCOPE OF WORK FOR B3

MAHAN HALL ARCHIVES - BASE BID CLIN 0001aa

-ADDITIONAL SITE VISIT SCHEDULED FOR MONDAY MARCH 22, 2021 AT 1300,

NAVAL WAR COLLEGE B3 MAHAN HALL

-CONTRACTOR LAYDOWN AREA SITE PLAN, CONTRACTOR PARKING AREA

SHALL BE AT B95 OFFICER’S CLUB

ADDED SCOPE OF WORK FOR B3 MAHAN HALL ARCHIVES:

INVENTORY/RELOCATE/STORE/REINSTALL EXISTING NAVAL HISTORICAL

ARCHIVAL COLLECTION (LOCATED AT B3 MAHAN HALL) DURING

CONSTRUCTION DURATION

BASE BID CLIN 0001aa

-This Scope of Work is to inventory, catalogue, prepare, pack, transport, store, return transport, and reinstall the existing Naval Historical Collection (NHC) currently located at B3 Mahan Hall in the 1964 addition called “Stacks Area” at the Naval War College. The existing Naval Historical Collection

(NHC) consists of documents and furniture. The existing Naval Historical Collection (NHC) must be relocated and stored during the entire construction duration. Before the NHC can be relocated, the contractor must inventory and barcode the entire Collection into NHC’s existing database ArchivesSpace. A portion of the NHC has been previously inventoried. The contractor must combine the portion of previously inventoried collection, and items currently not inventoried, and combine into one database compatible with NHC’s data management system ArchivesSpace. Upon completion, integration and NHC acceptance of the database, the Naval Historical Collection (NHC) must be relocated prior to start of any demolition construction work at B3 Mahan Hall.

The Naval Historical Collection (NHC) must be stored at a NARA approved commercial storage facility located within a 3 hour driving distance of the Naval War College. The historical collection must be accessible to NHC personnel. This scope of works includes reinstallation of the NHC upon completion of the construction and accepted BOD. This scope of work must be included within the construction award date and construction completion date.

-The scope of work noted in the document shall be considered part of the construction contract and is subject to all requirements noted in the contract documents. The Prime General Contractor must provide site supervision over all requirements for this scope of work. The scope of work will be maintained and track under all requirements as noted in the contract documents, including but not limited to Site Safety and Quality Control.

-The majority of the Naval Historical Collection (NHC) is housed in the “Stacks Area” of Mahan Hall, built in 1964. Building constraints include a 7’-6” ceiling height, narrow stairwells, and existing small cargo elevator cab. All finishes must be protected during the entire duration of the scope of work.

-The Naval Historical Collection (NHC) will require stabilization prior to transportation.

-The Prime General Contractor must procure approved subcontractor meeting all requirements of this scope of work within the overall Construction Contract. The Prime General Contractor must provide supervision of this task at all times.

-All Contractors and subcontractors performing this scope of work are subject to all requirements of the construction contract. Naval Station Base Access requirements include each person requesting access to submit form 5512 for security vetting. In addition, persons performing the scope of work noted in this document are required to perform work on unclassified sensitive documents, including accessing and handling materials and/or requiring access to a DoD computer/network on a federally controlled base, facility or activity. All Contractors and Subcontractors performing this scope of work must follow requirements of Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information Technology (IT) Systems or Protected Health Information (July 2013), Homeland Security Presidential Directive (HSPD)-12, SECNAV M-5510.30 and System Authorization Access Request Navy (SAAR-N). All individuals performing this scope of work must obtain a Department of Defense Common Access Card (DoD CAC). This scope of work requires all individuals performing this scope of work to meet the following requirements, and undergo background investigation:

• Must be either a US citizen or a US permanent resident with a minimum of 3 years legal residency in the United States (as required by The Deputy Secretary of Defense DTM 08- 006 or its subsequent DoD instruction)

• Must have a favorably completed National Agency Check with Written Inquiries (NACI) including a FBI fingerprint check prior to installation access.

• Must provide and submit SF-85 Questionnaire for Non-Sensitive Positions

• Must provide and submit Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

• Must provide and submit Original Signed Release Statements

• Must provide and submit SAARN form

Refer to Appendices for addition requirements/existing conditions

Appendix A:

Base Access, and NWC Access to DOD IT SYSTEMS requirements

Appendix B:

Physical Plant Limitations and Logistical Barriers to Move

Appendix C:

Photos of Naval Historical Collection (NHC) and Condition of Existing Collection/Existing building constraints

Background:

The Naval Historical Collection (NHC) consists of historical manuscripts, federal records, rare books and other special collections. These collections document the administrative and curricular history of the Naval War College (NWC), to include the naval activities in Narragansett Bay in support of NWC learning, research, and teaching needs.

Existing Contents of Naval Historical Collection (NHC):

Material Types and Extents: (types, existing condition and quantities listed are approximate; actual types , existing conditions and quantities to be determined by subcontractor and NWC personnel together during the inventory process)

Total size of collection = 5,965 linear feet/8,480 cubic feet

a. Archive Boxes (4,290 linear feet/5,487 cubic feet) Letter and legal-sized document boxes, small, medium, and large flats, blueprint and drawing boxes; record boxes as well as other archival and non-archival boxes.

b. Archive Books and Rare Books (1,012 linear feet/1,001 cubic feet) Rare books, oral histories, cruise books, reference books, atlases, oversized books, and other books.

c. Audio-Visual Material (151 linear feet/244 cubic feet) Motion picture film reels, VHS and cassette tapes, slide carousels and other AV-type material

d. Map Cases and Filing Cabinets (228 linear feet/1,060 cubic feet) Files, blueprints, posters, photos and other materials located inside filing cabinets and map cases.

e. Unprocessed and Loose Materials (284 linear feet/688 cubic feet) Books, AV material, archive boxes, posters, pictures, maps, etc. found throughout the collection. These materials are loose, unlabeled, and/or improperly stored, such as in paper or liquor boxes.

Refer to Appendix C for Photos Sampling of Naval Historical Collection (NHC) and Condition of Existing Collection

Scope of Work by Task

Task 1- Inventory/Plan:

-Contractor to inventory the Naval Historical Collection (NHC) at the box level. The NHC previously commissioned a study to measure the extent of the collection; including the extents of various media. This data informed the estimates for supplies needed and the overall linear and cubic foot measurements for the collection. Approximate quantities are 6,000 linear feet/8,500 cubic feet of material and additional furniture with contents to include a variety of archive box types, books, rare books, audio visual material, map cases, filing cabinets, and their contents as well as unprocessed and other loose materials. will inventory material at the box level.

-Contractor to conduct review of current archives collections in Mahan Hall to ensure understanding of the scope of work involved. Contractor to meet with NHC to view archival spaces at Mahan Hall, Naval War College, Newport, Rhode Island 02841.

-The contractor must inventory and barcode and deliver the entire Collection into a database compatible with NHC’s management system ArchivesSpace. A portion of the NHC has been previously inventoried.

The contractor must combine the portion of previously inventoried collection, and items currently not inventoried, and combine into one database NHC’s ArchivesSpace.

-Contractor to provide Supervisor and Subcontractor Point of Contacts. NHC representative is Stacie M. Parillo, Head Archivist, Naval Historical Collection Archives, 686 Cushing Road, Newport, RI 02841, (401) 841-2003, nhc@usnwc.edu

-Contractor to provide detailed Plan Of Action outlining Scope of Work to inventory, catalogue, prepare, pack, transport, store, return transport, and reinstall the existing Naval Historical Collection collections relocation plan. Plan shall include:

Provide name and location of proposed Contractor meeting all requirements to perform this scope of work. Refer to Appendix A for Base Access, and NWC Access to DOD IT SYSTEMS requirements

Provide name and location of proposed Facility meeting all requirements for this scope of work

Written course of action in chronological order Schedule, and must include sequence of work, milestones to be accomplished with dates of completion.

Methods and materials to be used in inventory, catalogue, prepare, pack, transport, store, return transport, and reinstall the existing Naval Historical Collection collections relocation plan. Plan shall include processes of labeling, packing, and handling of collections to ensure a traceable chain of custody.

This should include the handling of loose collections stored in various types of cabinets and unprocessed material.

Detail course of action must include coordination with NHC’s existing metadata stored in ArchivesSpace NHC’s collection management system program and must be integrated with and linked to contractor’s inventory system.

Include any logistical concerns that the Mahan Hall presents and potential workarounds, Refer to Appendix B Physical Plant Limitations and Logistical Barriers to Move and Appendix C Photos of Naval Historical Collection (NHC) and Condition of Existing Collection/Existing building constraints, including:

o Small, unreliable elevator (measuring approximately 4’x 6’) o Three floors of collections (First, Second, and Fourth floors) o Limitations of connectivity within Mahan; wifi is unavailable in a majority of building o The presence of stack columns throughout the spaces that limit movement o No loading dock on building; stairs in and out of the building

Provide completed copy of Records Storage Facilities Inspection Checklist and Supplemental Checklist to verify that facility meets 36 CFR 1234 standards for federal records storage https://www.archives.gov/files/records-mgmt/storage-standards-toolkit/file3.pdf

●Course Of Action Plan must include Reinstallation. Contractor must outline the NHC relocation of all documents and furniture back into B3 Mahan Hall on the existing storage shelves and areas as delineated in NHC rehousing plan. The existing NHC shall be relocated to appropriate locations, as delineated by NHC, linking new locations in NHC’s ArchivesSpace NHC’s collection management system program based on vendor supplied barcodes.

No work shall begin until Proposed Course Of Action Plan is accepted by NHC, NWC, and NAVFAC CM.

Task 2 – Catalogue/Tracking:

Catalogue and Tracking In order to improve inventory and tracking of NHC assets during relocation and storage, the Contractor shall inventory and barcode all collections and integrate into Archives Space, NHC’s collection management system to ensure all holdings can be identified by barcode. The Contractor will barcode and inventory approximately 7,500 archival boxes and sync metadata with NHC collection management system ArchivesSpace. The Contractor must barcode all furniture, overboxes and other containers for tracking purposes and to verify the chain of custody. NHC metadata for collections must be associated with vendor supplied barcodes and have the ability to revise physical location. Refer to Appendix A Base Access, and NWC Access to DOD IT SYSTEMS requirements. The following issues have been noted with recommendations for remediation:

i. Box Barcodes

1. Boxes are not currently barcoded. Barcodes should be added to each archive box prior to relocation in order to improve the inventory and tracking process.

ii. Uncataloged material

1. Over 9,000 items, to include leaves, folders, books, folios, papers, boxes, cassettes, film reels and other various items have yet to be cataloged. While this material can be inventoried and tracked at a box level

– if it is containerized – tracking and inventory of the individual uncataloged materials will not be possible at the item level.

2. Given the amount of material to be cataloged it is unrealistic to believe this can be accomplished prior to the relocation. Any inventory tracking should include information regarding uncataloged material in order to make it easier to recall the material for processing during the renovation period. Contractor should provide metadata for these items during packing.

iii. Book Barcodes

1. Each book that is required to be tracked at the item level will require a barcode.

2. Depending on condition, books should be wrapped in tissue or rehoused in a phase box and affixed with a new barcode on the outside of book.

iv. Card Catalogs (Appendix C. Photo 11)

1. Both of NHC’s card catalogs have drawers with missing rods. Replacement rods or another method of stabilization should be found. Any drawer without a rod will be marked.

2. Measurements of card catalogs:

Card Catalog 1: 42" x 18-3/8" x 65-1/4" ; Drawer Size: 5-3/4" x 16-3/4" x 1-1/2" Card Catalog 2: 42" x 18-3/8" x 65-1/4" ; Drawer Size:

5 3/4" x 16-3/4" x 1-1/2"

v. Loose Material (Appendix C. Photo 12)

1. All loose material will require containerization in order to prepare it for transport, storage and inventory control.

2. This material can only be tracked at the box level and not the item level. Categories of unprocessed materials should be created: books, posters, AV material, objects, etc., in order to prioritize potential call back of material for processing during the renovation.

Task 3- Prepare:

Preparation of NHC- Stabilization and Tracking Requirements for Transport and Storage

a. Condition of Collections

vi. The archives collections are in generally good condition.

Because most of the collections are already boxed, handling and stabilization will prove to be easier when relocating the collection.

vii. In most cases, the archival boxes are individually labelled with the collection name, record group and subgroup as well as box number. The combination of the record group, subgroup and box number creates a unique identifier for each box that will make inventory tracking more effective.

viii. Listed below is collection condition issues we identified as well as our recommendations for stabilization and inventory tracking and preparation.

1. Rare Books (Appendix C. Photo 1):

a. A number of fragile and damaged items exist.

Deficiencies included spines separating from the book, damage to book covers, and damage to pages caused by paper acidity. Using Phase Boxes or covering the book with acid free Permalife to protect them from further damage.

A Velcro button can be added to create an enclosure.

b. ID Strips contain the call number and barcode information of rare books (Appendix C. Photo

2) In many cases the barcodes are not visible.

To complete inventory control at the item level the strip will need to be pulled up for scanning.

This will cause friction that may damage fragile material. All inventory and containerization options should be discussed so that identification and tracking can occur from the outside of the item.

2. Film Reel Canisters (Appendix C. Photo 3)

a. 26 record boxes of film canisters are in the collection. The films canisters do not fit in the boxes and cannot be transported safely. These canisters should be placed and stabilized in larger archival quality boxes in which they can fit. In order to assure stability, they should be lying flat and stacked no more than three to five high. Any film reels that are not in a case or canister should be placed in one.

3. Loose Materials and Unprocessed Materials (Appendix C. Photo 4)

a. There is a variety of unprocessed and loose materials that include books, posters, large rolled items, models, etc. throughout the collection. These materials will need to be assessed for condition, stabilized, and containerized prior to relocation.

Task 4- Pack:

Packing NHC - Stabilization Requirements – Pack secure fragile rare book volumes in phase boxes or other appropriate acid-free coverings and pack the NHC while maintaining all volumes in call number order.

Pack and secure loose collections not stored in boxes, including items in map cases, audiocassettes and file cabinets.

ix. Packing of Rare and Archive Books (Appendix C. Photo 5)

1. Books should be packed in acid free boxes and, in general, in the orientation they are found on the shelf.

2. They should be packed tightly enough to reduce movement, but not too tight as to damage a book when placing it inside the box. Stabilization for transport should include the use of acid free tissue paper, card stock and/or bond paper in order to reduce the potentially damaging effects of friction, vibration and impact.

x. Over-boxing of Archive Boxes (Appendix C. Photo 6)

1. To protect the contents of archive boxes during transport and storage, archive document boxes and small archive boxes should be overboxed (placed in larger boxes) and stabilized using foam or heavy bond packing material in order to reduce the potential for damage to their contents due to friction, vibration and impact during relocation and storage.

xi. Map Cabinets on First and Second Floors (Appendix C.

Photo 7)

1. All map cabinets on the first and second floor will need to be emptied and the contents containerized based on the type of material prior to relocation.

2. The contents of the second floor cabinets are at risk due to the size, weight and reliability concerns with the elevator as well as the narrow stairwell between the first and second floors. This will make transporting the cabinets and their contents too risky for staff as well as the materials contained within.

3. The map case on the first floor is wooden and too fragile to be moved with its contents, thus it too will need to be emptied and the contents containerized prior to relocation.

4. Measurements of map cases:

Cabinet 1: Exterior: 42.5” x 53.5”, Interior: 37” x 50” ; 5 units with 5 normal sized drawers =15 drawers Cabinet 2: Exterior: 45” x 55,” Interior 37” x 49.5” ; 5 units with 10” x “ drawers, with some missing = 23 drawers Cabinet 3: Exterior: 42.5” x 53.5”, Interior: 37” x 50” ; 5 units with 5 normal sized drawers =15 drawers Cabinet 4: Exterior: 36.5” x 46.75,” Interior: 32” x 42.75” ; 5 units with 5 normal sized drawers = 15 drawers Cabinet 5: Exterior: 42” x 53,” Interior: 37” x 50” ; 5 units with 5 normal sized drawers = 15 drawers Cabinet 6: Exterior 42” x 53,” Interior: 37” x 50” ; 5 units with 5 normal sized drawers = 15 drawers Cabinet 7: Exterior: 34.5” x 45.5,” Interior: 32” x 42.25” ; 4 units with 5 normal sized drawers= 20 drawers

xii. Glass Plate Photos (Appendix C. Photo 8)

1. The boxes of glass plate photos are well packed, but additional efforts should be made to stabilize them in order to prepare for transport and storage.

2. Slides should be placed in sleeves with acid free boards at the end of the slides as well as additional dunnage if necessary.

3. Materials such as these should be transported in a van or smaller vehicle in order to reduce the potential for damage caused by vibration on a large truck.

Finally, direction of travel should be considered when placing the box in the vehicle to reduce the possibility of the glass plates being damaged.

xiii. Audio Cassettes (Appendix C. Photo 9)

1. In order to properly protect the audio cassettes located in the first floor microfilm cabinets, the cassettes will need to be removed from the drawers and placed in appropriate boxes.

2. The boxes will need to be stabilized with acid free tissue paper or heavy bond packing material prior to transport in order to protect them from damage due to friction, vibration and impact during relocation and storage.

xiv. Large Loose Items (Appendix C. Photo 10)

1. All large loose items will need to be boxed and stabilized as much as possible in order to protect the items.

2. Each item will require a solution specific to the particular conditions of the item. In some cases, boxes will need to be constructed to hold the items in order to protect them during transport and storage.

Task 5- Transport:

Transportation Requirements

a. All transportation vehicles must be clean and secure. Transportation vehicle sizes for quantities and types of NHC to be determined in inventory meeting with NHC personnel.

b. Relocation of the collection is a delicate task. As noted, some collections are fragile enough to warrant transportation by van or smaller vehicle. All transportation must be clean and secure.

Task 6- Store:

The storage facility must be NARA approved and meet the standards for storing federal records per:

a) CFR2016, Title 36, Part 1234

b) SECNAV M-5210.1

a. The facility should be located within a 3 hour driving distance of the Naval War College. List of approved storage facilities by state: https://www.archives.gov/records-mgmt/storage-standards-toolkit/commercial-records-storage-facilities-by-state

b. The Contractor must allow NHC personnel access to the NHC through the duration of the construction contract. The Contactor must allow site visits by NHC staff or personnel site visit to storage facility for physical verification of collections.

c. The intent of NHC staff is to have most of the collections closed for research for the duration of the construction contract. There will be cases where collections must be recalled. The NHC will request the Contractor to retrieve, transport the requested items via the barcoded system, and transport to Naval War College. Upon completion, the Contractor will return items to the storage facility. The Contractor must include a minimum six (6) retrievals, transportations, and return to NHC storage facility, with each retrieval/return consisting of a minimum (5) five boxes. The Contractor must transport requested collections to NHC within seven business days. Contractor must pick up collections when requested within 7 days.

Task 7- Return transport:

Upon Construction Completion and BOD acceptance by the Contracting Officer, NAVFAC CM, NWC, and NHC personell, the Contractor will transport the stored Naval Historical Collection back to B3 Mahan Hall at Naval War College, Naval Station, Newport, RI. The Contractor shall provide a written report along with photographic documentation of existing condition of the NHC prior to transportation.

Task 8- Reinstall:

Returning the Collection Requirements - Move and reinstall all collections and all furniture, including all existing shelving, into B3 Mahan Hall upon accepted construction completion and BOD. Move and reinstall all collections back to their appropriate locations linking new locations in NHC’s ArchivesSpace based on vendor supplied barcodes on appropriate existing storage shelves and furniture locations as delineated in NHC rehousing plan.

A Final inspection walk through shall include all parties and take place upon completion of the work noted in this document.

a. Remove boxes from outer-boxes and place on shelves according to plan devised by NHC staff in consultation with vendor.

b. Keep any stabilizing materials, such as phase boxes, tissue, or Permalife with collections to enhance their safety while stored in NHC stacks.

c. Return any loose items to original cases, including cassette tapes and items from map cases or filing cabinets.

d. Provide new locations to integrate into NHC’s collection management system, Archives Space.

e. Place rare books and other book collections on shelves according to call number.

Report Details Due Date Provide to Site Work/Prep Report

Contractor shall provide written report outlining any site preparation work to be provided by the Government

NLT 30 days after award

Contracting Officer

Records Storage Facilities Inspectio n Checklist and Supplemental Checklist

Contractor shall provide a completed version of NARA’s checklist to confirm compliance with standards for federal records storage

NLT 5 days after inventory meeting

Contracting Officer

Final Comprehensive Collection Relocation Move Plan

Contractor shall provide written project outline/work plan.

Work plan shall include sequence of work, milestones to be accomplished with dates of completion

NLT 5 days after inventory meeting

Contracting Officer

Removal / Reinstall of all collections

The contractor’s quality control program is the means by which he/she assures himself that the work complies with the requirements of the contract.

NLT 5 days after KO has approved detailed Plan Of Action outlining Scope of Work to inventory, catalogue, prepare, pack, transport, store, return transport, and reinstall the existing Naval Historical Collection per the NHC relocation plan

Contracting Officer

Contractor Employee List

Provide all required forms

NLT 5 days after inventory meeting

Contracting Officer

Refer to Appendices for addition requirements/existing conditions Appendix A:

Base Access, and NWC Access to DOD IT SYSTEMS requirements

Appendix B:

Physical Plant Limitations and Logistical Barriers to Move

Appendix C:

Photos of Naval Historical Collection (NHC) and Condition of Existing Collection/Existing building constraints

Appendix A:

Base Access requirements to manage the Naval Existing Collection:

-Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information Technology (IT) Systems or Protected Health Information (July 2013)

-Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The Deputy Secretary of Defense Directive-Type Memorandum (DTM) 08-006 – “DoD Implementation of Homeland Security Presidential Directive – 12 (HSPD-12)” dated November 26, 2008 (or its subsequent DoD instruction) directs implementation of HSPD-12. This clause is in accordance with HSPD-12 and its implementing directives.

APPLICABILITY

This clause applies to contractor employees requiring physical access to any area of a federally controlled base, facility or activity and/or requiring access to a DoN or DoD computer/network/system to perform certain unclassified sensitive duties. This clause also applies to contractor employees who access Privacy Act and Protected Health Information, provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Position, as advised by the command security manager. It is the responsibility of the responsible security officer of the command/facility where the work is performed to ensure compliance.

Each contractor employee providing services at a Navy Command under this contract is required to obtain a Department of Defense Common Access Card (DoD CAC). Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Navy Command’s Security Manager upon arrival to the Navy Command and shall out-process prior to their departure at the completion of the individual’s performance under the contract.

ACCESS TO DOD IT SYSTEMS

In accordance with SECNAV M-5510.30, contractor employees who require access to DoN or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to information protected under the Privacy Act, to include Protected Health Information (PHI).

All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity’s Command Information Assurance Manager. Contractor employees requiring privileged or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) which is a higher level investigation than the National Agency Check with Law and Credit (NACLC) described below. Due to the privileged system access, a SSBI suitable for High Risk public trusts positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g. system administrator, database administrator) require training and certification to Information Assurance Technical Level 1, and must be trained and certified on the Operating System or Computing Environment they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee’s duties, such employees shall in-process with the Navy Command’s Security Manager and Information Assurance Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-N; therefore, the government employee with knowledge of the system/network access required or the COR shall sign the SAAR-N as the “supervisor”.

The SAAR-N shall be forwarded to the Navy Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

INTERIM ACCESS

The Navy Command's Security Manager may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally-controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR’S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the Contractor’s Security Representative.

Within three work days after contract award, the contractor shall provide to the requiring activity’s Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the Contractor’s Security Representative. The Contractor’s Security Representative shall be the primary point of contact on any security matter. The Contractor’s Security Representative shall not be replaced or removed without prior notice to the Contracting Officer and Command Security Manager.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY

APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO NATIONAL

SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES

Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Navy recognizes contractor employees under this contract as Non-Critical Sensitive [ADP/IT-II] when the contract scope of work require physical access to a federally controlled base, facility or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and Protected Health Information (PHI), provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The NACLC consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check.

Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

i. SF-86 Questionnaire for National Security Positions

(or equivalent OPM investigative product)

ii. Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

iii. Original Signed Release Statements

Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than 10 years) throughout the contract performance period. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements ALL contractor employees shall in-process with the Navy Command’s Security Manager upon arrival to the Navy command and shall out- process prior to their departure at the completion of the individual’s performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy Command’s Information Assurance Manager. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The SAAR-N shall be forwarded to the Navy Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the Navy Command Security Manager. The Navy Command’s Security Manager will review the submitted documentation for completeness prior to submitting it to the Office of Personnel Management (OPM).

Suitability/security issues identified by the Navy may render the contractor employee ineligible for the assignment. An unfavorable determination made by the Navy is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The Navy Command’s Security Manager will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DON Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a Visit Authorization Request (VAR) via the Joint Personnel Adjudication System (JPAS) or a hard copy VAR directly from the contractor’s Security Representative. Although the contractor will take JPAS “Owning” role over the contractor employee, the Navy Command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT Position Category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee’s performance under the contract.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY

APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO OR

PERFORMING NON- SENSITIVE DUTIES

Contractor employee whose work is unclassified and non-sensitive (e.g., performing certain duties such as lawn maintenance, vendor services, etc ...) and who require physical access to publicly accessible areas to perform those duties shall meet the following minimum requirements:

Must be either a US citizen or a US permanent resident with a minimum of 3 years legal residency in the United States (as required by The Deputy Secretary of Defense DTM 08- 006 or its subsequent DoD instruction) and

Must have a favorably completed National Agency Check with Written Inquiries (NACI) including a FBI fingerprint check prior to installation access.

To be considered for a favorable trustworthiness determination, the Contractor’s Security Representative must submit for all employees each of the following:

SF-85 Questionnaire for Non-Sensitive Positions Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission) Original Signed Release Statements

The contractor shall ensure each individual employee has a current favorably completed National Agency Check with Written Inquiries (NACI) or ensure successful FBI fingerprint results have been gained and investigation has been processed with OPM

Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

* Consult with your Command Security Manager and Information Assurance Manager for local policy when IT-III (non-sensitive) access is required for non-US citizens outside the United States. Appendix A.

Collections Photographs

Appendix B:

Physical Plant Limitations and Logistical Barriers to Move

Physical Plant Limitations and Logistical Barriers to Move

a. The physical plant and logistical challenges posed by the relocation are considerable.

b. Elevator (Appendix C1. Photo 1): There are three floors of collections with a small, unreliable elevator, measuring approximately 34”x 40”. In addition, the elevator has a gate and 750 lbs. weight capacity. It is also limited to cargo only.

c. Obstructions: All floors present obstructions in maneuverability such as library stack columns, narrow doors, raised thresholds, thresholds with gaps, as well as archive material located in difficult-to-maneuver cages.

d. Narrow Stairwells (Appendix C1. Photo 2): In the event of an elevator outage, or if the elevator is not suitable for transport down to the first floor, the stairwells are the only other method of egress. They are narrow and steep.

e. Limited Maneuverability (Appendix C1. Photo 3): In certain archive areas, maneuverability is extremely limited. Carts to move boxes may need to be kept outside of the enclosed area and boxes walked to the carts.

f. Connectivity: There is also limited Wi-Fi throughout the building, thus posing challenges to portable inventory control devices.

g. Egress Issues (Appendix C1. Photo 4): There is thirty-six feet of hardwood flooring in a meeting room (General Board Room) on the first floor that will need protecting as collections are moved in/out.

h. Loading Area Obstructions (Appendix C1. Photos 5, 6 and 7): The exit door has a mullion that will require removal. The mullion will have to be replaced by the vendor upon completion of the project. The exit, as well as many of the interior doors, have thresholds that will make transporting items on carts difficult.

Material will need to be laid down in order to cover thresholds.

i. No Loading Dock (Appendix C1. Photo 8): The building does not have a loading dock and there is no entry that does not involve thresholds or stairs. A standard moving truck will not fit under the overpass at exit door. Arrangements will have to be made to park the truck. The security department can assist with parking, but require that the truck not block blind hills and/or curbs and corners.

Appendix C / C1:

Appendix C Photos Sampling of Naval Historical Collection (NHC)

Photo 1. Fragile rare books

Photo 2. ID strips in rare books

Photo 3. Improperly stored film.

Photo 4. Loose material

Photo 5. Example of packed rare and archival books

Photo 6. Example of overboxing

Photo 7. One NHC map case

Photo 8. Current glass plate negative storage

Photo 9. Audio cassette storage

Photo 10. Example of a large, loose item

Photo 11. NHC card catalog missing rods

Photo 12. Example of NHC loose material

Appendix C1 Photos: Existing Building Conditions Photographs

Photo 1. Small cargo elevator

Photo 2. Narrow stairwells

Photo 3. Limited Maneuverability; tight aisles

Photo 4. Newly finished wood flooring

Photo 5. Stairs at loading area

Photo 6. Center door mullion at loading area

Photo 7. Raised thresholds

Photo 8. Overpass limiting truck maneuverability at loading area