Performance Work Statement_Digitization_18 August 2024.pdf

PERFORMANCE WORK STATEMENT

DIGITIZATION OF PRINTS AND NEGATIVES FROM OMAHA DISTRICT

OFFICE OF HISTORY

U.S. ARMY CORPS OF ENGINEERS

12 AUGUST 2024

1.0 Overview

The US Army Corps of Engineers (USACE) Office of History (CEHO) maintains a rich collection of documents and photographs that chronicles the history of the Corps of Engineers.

The documents and photographs are housed in CEHO’s Research Collection, which is the most comprehensive archive of Army Engineer material in the United States. These research materials are used by CEHO historians and curators, USACE personnel, and external researchers to document the history of the U.S. Army Corps of Engineers and understand its role in support of the Army and the evolution of the United States. CEHO requires the services of an archival support contractor to digitize a variety of historic prints, negatives, and slides. A detailed listing of the collection is included as Attachment 1, “Collections to be Digitized,” a total of 4,408 scans.

Offerors are required to provide cost estimates to digitize all the archival records set forth in Attachment 1. The estimate shall include the price for digitizing all the images specified on Attachment 1 in accordance with the resolution and metadata specifications laid out in this document and Attachment 2. The government will transport the images to and from the contractor’s facility at its expense.

2.0 Scope of Work

The contractor will digitize archival collections listed in Attachment 1. The collection consists entirely of images; that is, photographic prints and negatives and 35mm slides. All prints and most negatives are approx. 4x5 inches, some smaller; most are black and white with approx. 10% color. Slides are typical, mounted in paper or plastic frames. The required level of digitization for the collection is set forth under the column, “Archival Services to be Provided.”

3.0 Digitization

The Contractor will perform digitization of collections as detailed in Attachment 1.

Digitization will adhere to the following technical requirements:

a) All scans shall be processed as “master files” unless specifically noted otherwise. Master files are scanned at high resolution, saved in lossless, LZW compressed formats, and are not manipulated in any way from the original acquisition. Master files are the first generation from the analog and represent the original condition at digitization.

b) Visual Imagery shall be scanned as LZW compressed TIFF files at a minimum resolution of 600 pixels per inch (ppi) with a minimum of 3000 pixels (5 inches) across the shortest dimension, and a minimum of 4200 pixels (7 inches) along the longest side. Images that are larger than 3000 x 4200 pixels at 600 pixels per inch shall be scanned as LZW compressed TIFF files at a minimum resolution of 600 ppi at their original size.

Therefore, if a photo is 3 x 5 inches, it should be scanned at 600 ppi with an output size of 200%, or 6 x 10 inches. Slides must be scanned at a resolution or output size so that the resulting image is printable at roughly 5 x 7 inches minimum.

c) Contractors are required to determine metadata from analog items and input that metadata for each scanned item. Metadata will be determined using the following list of required fields. More detailed metadata requirements are in Attachment 2.

Required metadata fields for Visual Images:

Creator Photographer or donor, if known (rarely used) Caption Caption as found on original image or devised based on folder / envelope labels Keywords The name of the subseries within this collection Date Date of photograph found on image (or from content list if not on image) Description Writer

Person or Organization doing the scanning and data entry

3.1 Kick-Off Meeting

Within five days of award the Contractor will participate in a kick-off meeting with the Contracting Officer’s Representative (COR) to review the requirements of the contract and discuss details and answer questions for each collection to be processed. Additional telephone calls and/or meetings with the COR may be coordinated as needed. In-person conferencing is optional if it is convenient for the Contractor and COR, and if no additional cost would be involved.

4.0 Periods of Performance

All work set forth in 3.0 and 3.1 shall be completed within 12 months of contract award.

5.0 Deliverables

At the conclusion of the period of performance, the Contractor will deliver:

1. Digital files for material listed in Attachment 1. The files will be provided to the government on solid state external drive(s) provided by the contractor.

6.0 Place of Performance, Equipment, Software, and Supplies

All will be completed at a contractor’s facility that must be located within 90 miles of the Office of History which is located at the Humphrey’s Engineer Center (HEC), 7701 Telegraph Road, Alexandria, Virginia, 22315, to facilitate progress reviews and on-site inspections.

The contractor must demonstrate that it has the necessary inventory and management controls to administer the government’s archival material throughout the conservation, arrangement, and description process. The contractor must also be able to demonstrate that its archival facility meets local building codes; has an appropriate and operational fire detection and suppression system; has appropriate and functional intrusion and detection systems; and that the contractor has an adequate emergency management plan for that facility. Further, to safeguard the government’s archival materials, the contractor must limit and control access to keys, the archival collection, and archival processing facility.

7.0 Contracting Officer’s Representative (COR)

A COR will be appointed to this effort and contact information shall be in the Task Order award document.

8.0 Release of Information

The contractor shall not release the information produced under this contract to others outside of the Office of History without the prior written consent of the Contracting Officer or the COR.

9.0 Security Policy

9.1 Access and General Protection/Security Policy and Procedures

All contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation and facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes

9.2 Anti-Terrorism (AT) Level I Training N/A

All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website:

http://jko.jten.mil/courses/atl1/launch.html; or it can be provided by the RA ATO in presentation form which will be documented via memorandum.

9.3 Contractors Requiring Common Access Card (CAC) N/A

The contractor and all sub-contractors employees will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an interim CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

9.4 Contractor Employees Who Require Access to Government Information Systems N/A

All contractor employees with access to a government info system must be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter in accordance with personnel security standards listed in AR 25-2 (Information Assurance), an appropriate background investigation will be conducted prior to accessing the government information systems.

9.5 Non-CAC Access N/A

For Contractors Who Do Not Require CAC, but Require Access to a DoD Facility or Installation, the Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

9.5 Suspicious Activity Reporting Training N/A

The contractor and all associated sub-contractors shall receive a brief/training (provided by the RA) on the local suspicious activity reporting program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the project manager, security representative or law enforcement entity. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 5 calendar days after the completion of the training.

10.0 Operational Security (OPSEC)

10.1 OPSEC Standard Operating Procedure/Plan N/A

The Contractor shall develop an OPSEC SOP/Plan within 30 days of contract award. The OPSEC SOP/Plan must be reviewed and approved by the RA OPSEC Officer. The SOP/Plan will include the government's critical information, why it needs to be protected, where it is located, who is responsible for it and how to protect it. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator.

10.2 Requirement for OPSEC Training. N/A

All new contractor employees will complete Level I OPSEC Training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training. The Contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training. OPSEC awareness training is available at the following websites: <https://www.iad.gov/ioss/> or <http://www.cdse.edu/ catalog/operations-security.html>; or it can be provided by the RA OPSEC Officer in presentation form which will be documented via memorandum.

10.3 Information Assurance (IA)/Information Technology (IT) Training. N/A

10.3.1 All contractor employees and associated sub-contractor employees must complete the

DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

10.3.2 Contractor Will be Escorted in Areas Where They May be Exposed to Classified and/or Sensitive Materials and/or Sensitive or Restricted areas.

10.3.3 All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

10.4 E-Verify Program

The Contractor must pre-screen its employment candidates using the E-verify Program website <http://www.uscis.gov/e-verify> to meet the established employment eligibility requirements.

The Contractor must ensure that the candidate has two valid forms of government-issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible candidates must be provided to the COR no later than 3 business days after the initial contract award. When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated government representative. This form will be provided to the Contracting Officer and shall become part of the official contract file.

11.0 Invoicing/Payments

Contractors shall submit invoices as outlined in Section G, or the Additional Instructions section of the Task Order award form. Invoices may be submitted monthly in arrears for service rendered and will be verified in the Monthly Status Reports submitted to the COR.

12.0 Contractor Manpower Reporting N/A

The Contractor shall report all Contractor and Subcontractor labor hours required for performance of services under this contract via a secured data collection site. The Contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported at any time during the FY, all data shall be reported no later than October 30 of each calendar year. Contractors may direct questions to the help desk at http://www.ecmra.mil/.

GOVERNMENT SUPPLIED INFORMATION:

1. MACOM UIC: DA

2. Requiring Activity UIC: W0JVAA

3. Federal Service Code: B521 http://www.ecmra.mil/