Performance Work Statement.pdf

Contact #: FA7014-XX-XXXX

Secretary of the Air Force, Administration and Management, Department of the Air Force Governance Division, Information Management Access Branch

(SAF/AM/AMG/AMGI)

FREEDOM OF INFORMATION ACT (FOIA) SERVICES

Performance Work Statement

Version 2

16 July 2025

Table of Contents Summary Performance Work Statement

SECTION I

1.1. General Information

1.2. PWS Organization

1.3. PWS Requirement

1.4. Contractor Responsibilities/Support

1.5. Guidance/Instruction Changes

1.6. Contractor Generated Information

1.7. Core Hours of Operation

1.8. Federal Holidays

1.9. Place of Performance

1.10. Adverse Weather Conditions

1.11. Work Environment

1.12. Quality Control Plan

1.13. Contractor Personnel

1.14. Drug, Tobacco, and Alcohol Use Policy

1.15. Maintaining Clean Work Areas

1.16. System for Award Management (SAM)

1.17. Pass and Identification Items

1.18. Traffic Laws

1.19. Weapons, Firearms, and Ammunition

1.20. Employee Accountability & Turnover

Staffing of Contractor Personnel

1.21. List of Employees

1.22. Incident/Mishap Reporting

1.23. Network Access and Security Requirements

1.24. Physical Security

1.25. Operations Security (OPSEC) Considerations

1.26. Security of Data and Information

1.27. Government Furnished Facilities

1.28. Government Furnished Resources

1.29. Reports of Survey

1.30. Government-furnished Utilities

1.31. Network Access

1.32. Custodial Services

1.33. Refuse Collection

1.34. Telephone Services

1.35. Contactor Furnished Property and Services

1.36. Miscellaneous & Ancillary Training

1.37. Continuation of Essential Contractor Services during Crisis

1.38. Miscellaneous Paragraphs

Freedom of Information Act (FOIA) Controlled Unclassified Information (CUI) Privacy Act Safety Concerns Inherently Governmental Functions Non-Personal Services

SECTION II

2.0 Performance Requirements

2.1. Description of Services

Tasks and Objectives

2.2. Deliverables:

Government Acceptance

SECTION III

3.0 Services Summary

3.1. Job Title .......................................................................... Error! Bookmark not defined.

3.1.1 Functional Duties/Responsibilities…………………………………..…………………17

3.1. Experience, Knowledge and Skills:

Summary

The Office of the Secretary of the Air Force, Administration and Management, Department of the Air Force Governance Division, Information Management Access Branch is subject to Freedom of Information Act (FOIA) requests as a US Government organization under the Department of the Air Force. The FOIA requests must be responded to as required by public law, Department of Defense (DoD) and Air Force Instructions and Manuals.

The overarching objective of this task order is to obtain advisory and assistance services for the Office of the Secretary of the Air Force, Administration and Management, Department of the Air Force Governance Division, Information Management Access Branch. The scope of work is dominantly comprised of aiding in processing and tracking of Command-level FOIA Programs which integrate with Information Access Programs (i.e., Privacy Act, Records Management, Information Collections/Paperwork Reduction, Section 508, Information Quality, Civil Liberties, Federal Register and regulatory requirements.

The purpose of this contract is to support the Department of the Air Force Headquarters in processing and responding to FOIA requests efficiently and in compliance with all applicable laws, regulations, and policies. The contractor will provide all necessary services to manage the FOIA process, including but not limited to receiving requests, gathering relevant documents, coordinating with subject matter experts (SMEs), reviewing documents for disclosure, and ensuring timely responses.

Performance Work Statement

SECTION I

1.1. General Information

General. The scope of work under this Performance Work Statement (PWS) is for advisory and assistance services (A&AS) for the Office of the Secretary of the Air Force, Administration and Management, Department of the Air Force Governance Division, Information Management Access Branch. The scope of work is dominantly comprised of aiding in processing and tracking of Command-level FOIA Programs as required by federal statutory and regulatory requirements. The purpose of this contract is to provide efficient and effective support for the management and processing of Command-level FOIA requests.

1.2. PWS Organization

Section 1.0: General Information provides information which applies to all sections of this PWS and Attachments.

Section 2.0: Description of Services provides specific requirements.

Section 3.0: Services Summary (SS) includes service summary items for all requirements.

1.3. PWS Requirement

The Contractor shall provide all supervision and personnel necessary to perform all tasks and functions as defined in this PWS and its attachments, except for Government Furnished Resources (GFR) identified in each requirements section.

1.4. Contractor Responsibilities/Support.

1.4.1. The Contractor Shall:

1.4.1.1. Be the single point of contact for all PWS requirements.

1.4.1.2. Interface with SAF/AMGI agencies and other contractors in the performance of the PWS requirements.

1.5. Guidance/Instruction Changes.

The Contractor shall notify the Government immediately of all guidance and instruction changes affecting the PWS requirements.

1.6. Contractor Generated Information.

1.6.1. All information generated and maintained under this contract, to include Government Furnished Information (GFI), shall be available for Government review upon request.

1.6.2 The Contractor concurs that any information collected as a result of efforts under the contract is the property of the US Government and shall not be released either formally or informally without the consent of the Government.

1.6.3 Any Contractor produced documentation that could be considered Government official records shall be maintained IAW Air Force Instruction (AFI) 33-322, Records Management Program paragraph 1.3.6, and the AF Records Management System.

1.7. Core Hours of Operation.

1.7.1 SAF/AM core operating hours are generally Monday through Friday, 0730 to 1500, unless different hours are specified in section 2.0 Description of Services.

1.8. Federal Holidays.

The following Federal Holidays are normally observed by SAF/AMG but may not always be observed by the Contractor due to mission requirements. Occasionally class will be held on a Federal Holiday due to scheduling constraints.

New Year’s Day, January 1st or the Friday preceding or Monday following Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth, June 19th or the Friday preceding or Monday following Independence Day, July 4th or the Friday preceding or Monday following Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th or the Friday preceding or Monday following Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th or the Friday preceding or Monday following

1.9. Place of Performance.

The primary place of performance is at the Pentagon, Arlington, Virginia.

1.10. Adverse Weather Conditions.

Government facility closure, delayed-reporting, alternate reporting requirement, or early release (for Government employees) does not necessarily constitute cancellation of requirements or relieve the Contractor of PWS performance.

1.11. Work Environment.

SAF/AMGI missions are frequently interrupted by base exercises or actual ongoing base security events. When on site, the Contractor is required to participate in all exercises, which may include fire drills, active shooter lockdowns, etc.

1.12. Quality Control Plan.

The Contractor shall establish and maintain a comprehensive Quality Control

Plan (QCP) to ensure all services meet or exceed the requirements outlined in the Performance Work Statement (PWS). This QCP will be a living document, continuously improved and adapted to ensure consistent high-quality performance throughout the contract term, including any option periods.

The Contractor shall submit the initial QCP to the Contracting Officer (CO) and Contracting Officer Representative (COR) for review within 30 days of contract award. The QCP must address, at a minimum, all areas of compliance identified in the Service Summary (SS). The QCP shall include the following key elements:

A detailed inspection plan encompassing all functions of the contract, outlining methods, frequency, and responsible personnel.

Clearly defined processes to ensure contract performance aligns with the PWS. Empowerment of Quality Control (QC) personnel with the necessary responsibility, authority, and organizational independence to identify, evaluate, and resolve quality issues. QC personnel shall have direct access to management and be authorized to recommend and implement solutions.

Maintain thorough records of all audits, inspections, and corrective actions. QA records must detail observations, deficiencies, and the specific corrective actions implemented.

Contractor shall develop and maintain a QCP inspection plan that encompasses all functions of the contract.

Contractor shall develop and maintain a QCP ensuring contract performance IAW the PWS. Personnel performing the quality control (QC) function shall have sufficient, well-defined responsibility, authority, and the organizational freedom to identify and evaluate quality problems and to initiate, recommend, or provide solutions.

Contractor shall maintain adequate records of all audits and inspections. Quality assurance (QA) records shall indicate the nature and number of observations made, number and type of deficiencies found and the nature of corrective action taken as appropriate.

Quality Status Reports (QSR) shall be generated on a monthly basis by the contractor. Details of audits and inspections accomplished, significant deficiencies noted, trend analysis of contractor’s performance and current status of all issues yet to be resolved shall be provided. QSRs shall be distributed monthly to the Contractor's program management and Government representatives concurrently.

At a minimum, the QSRs must include metrics which verify whether the performance standards in the Service Summary were met.

Contractor’s QC function shall ensure that timely and effective corrective action is obtained for all deficiencies identified by the Government. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program's effectiveness in the area of the deficiency.

Contractor’s QC function shall develop and maintain a training program designed to ensure all Contractor personnel are clearly aware of the contractual requirements and are current with any changes throughout the life of the contract.

Contractor shall notify the on-site COR in writing of any changes to their Quality Control Plan. The contractor shall make revisions at no additional cost to the Government.

1.13. Contractor Personnel.

Availability. During core operating hours, a contractor representative shall be available on the installation. Situational telework may be authorized by the COR in writing on a case-by-case basis during base access delays or closures.

Authorized Contractor Personnel Listing. The contractor, no later than the pre-performance conference, shall provide the COR a roster of all employees working under the PWS requiring government network access. Subsequent changes to these rosters shall be submitted to the COR.

Contractor Personnel Identification. Contractor employees shall wear a Government issued badge at all times when on site to identify themselves as a contractor. Contractor employees shall identify themselves as being a contractor when attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties (e.g., clients, vendors, customers, public contacts, etc.) to avoid creating an impression that they are Government officials. The Contractor shall also ensure that all documents or reports produced by the Contractor are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Image of Contractor Personnel. Contractor personnel shall present a neat and professional appearance.

Removal of Contractor Personnel. The government reserves the right to direct the removal of any contractor employee for misconduct or security reasons from working on any aspect of the program. This action does not relieve the contractor from total performance of the program tasks specified herein.

Hiring of U.S. Government Employees. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest, or the appearance of a conflict of interest. The Contractor shall comply with the Joint Ethics Regulation (JER), which can be found at http://www.dod.gov/dodgc/defense_ethics/ethics_regulation/, in regard to the employment of current and/or former Government employees. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106 Air Force Contractor Labor Relations Activities paragraph

3. The Contractor is prohibited from employing off-duty Government COR(s) who are managing any contracts or subcontracts awarded to the Contractor. The abrupt absence of any Contractor personnel does not at any time constitute an excuse for nonperformance under this contract.

1.14. Drug, Tobacco, and Alcohol Use Policy

The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Contractor shall immediately remove any employee who is under the influence of alcohol or drugs.

1.15. Maintaining Clean Work Areas.

For employees working on site, the Contractor shall ensure all work areas assigned under the PWS are always maintained in a neat and clean manner and immediately report any facility and safety discrepancies to the Government.

1.16. System for Award Management (SAM).

The Contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure System for Award Management (SAM) data collection site. The Contractor is required to completely fill in all required data fields at: http://www.eSAM.mil.

Reporting inputs shall be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported anytime during the FY, all data shall be reported not later than 31 October of each calendar year. The Contractor may direct questions to the SAM help desk.

Contractor Input in SAM. Prime Contractors are responsible to ensure all subcontractor data is reported. Subcontractors will not be able to enter any data into SAM but will enter their information into a Bulk Loader spread sheet available from the SAM helpdesk. Subcontractor shall fill in columns A-C then return it to the SAM helpdesk after it's completed, and a technician team will enter the information into SAM.

Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. User manuals for Government personnel and Contractors are available at the SAM link at http://www.eSAM.mil.

1.17. Pass and Identification Items

The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees.

1.18. Traffic Laws

The Contractor and its employees shall comply with base traffic regulations.

1.19. Weapons, Firearms, and Ammunition

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on SAF/AMGI or any other military facility.

1.20. Employee Accountability & Turnover

Staffing of Contractor Personnel

Contractor shall provide a stable workforce, throughout the duration of the contract, by maintaining a 20% or less employee turnover rate. No positions remain vacant for more than 14 working days. The government shall not be billed for positions left vacant over 10 working days unless the vacancy is due to government delay and otherwise approved by the CO.

1.21. List of Employees

The Contractor shall maintain a current listing of employees assigned under this contract and define who key personnel are. The list shall include the employee's name and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the COR and Servicing Security Activity. An updated listing shall be provided upon request.

1.22. Incident/Mishap Reporting.

In the event of a safety incident/mishap, the Contractor shall take reasonable and prudent action to establish control of the scene, prevent further damage to persons or property and preserve evidence until released by the investigative authority.

Immediately report the incident to the COR and the SAF/AMGI Safety Office. If the Government elects to investigate, the Contractor shall cooperate fully and assist Government personnel until completed.

1.23. Network Access and Security Requirements.

Contractor shall comply with SAF/AMGI, Air Force and Department of Defense

(DOD) security requirements during the performance of services under this PWS.

Contractor Personnel utilizing unclassified automated information systems shall have an appropriate favorable Personal Security Investigation IAW AFI 31-501, Personnel Security Program Management chapter 3. The Contractor employee requiring access shall sign an AF Form 4394, Air Force User Agreement Statement

– Notice and Consent Provision, and complete a DD Form 2875, System Authorization Access Request. The Government reserves the right to deny access to Government networks for personnel waiting on approval of favorable background checks. The Contractor shall enforce and adhere to DoD, AF and SAF/AMGI policies and procedures regarding the use and security of computer hardware and software systems and ensure that Contractor employees receive guidance/assistance on computer security policies and procedures IAW AF and SAF/AMGI requirements AFI 17-130, Air Force Cybersecurity Program Management.

Contractor shall notify their COR when employees no longer require access to Government networks so that logins and e-mail accounts can be deleted. Common Access Cards and Proximity Badges must be turned into the COR prior to departure. All work on the Government networks is subject to monitoring without notification for the safety and security of all Government networks resources.

1.24. Physical Security.

The Contractor shall safeguard all Government property, documents and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract.

Key Control. The Contractor shall establish and implement methods of making sure all keys provided to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government. The Contractor shall immediately report to the COR any occurrences of lost, unauthorized uses or unauthorized duplication of keys, badges or lock combinations.

Distribution of Keys. The Contractor shall prohibit the use of keys issued by the Government by any persons other than the Contractor's employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

Corrective Action(s). In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to rekey or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform rekeying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

Access Control. The Contractor shall establish and implement methods of ensuring that no building access instruments issued by the Government are lost, misplaced, or used by unauthorized persons. Access codes shall not be shared with any person(s) outside the organization. The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the Government COR.

1.25. Operations Security (OPSEC) Considerations.

All information obtained and/or created under this contract shall not be released either formally or informally to anyone without the written consent of the COR.

1.26. Security of Data and Information

Contractor shall ensure that all individually identifiable data be handled and disposed of IAW the Privacy Act of 1974 as amended. The contractor shall comply with security safeguards and access to Health Insurance Portability and Accountability Act (HIPPA) per the HIPPA Act of 1996 or as amended and per DODI 6025.18P, DoD Health Information Privacy Regulation. The contractor shall ensure data and information handling, and security comply with DoD 5400.11-R, DOD PRIVACY AND CIVIL LIBERTIES PROGRAMS and AFI 33- 332, Privacy Act Program.

1.27. Government Furnished Facilities.

1.27.1. The Government will provide desk space for contractor personnel that work on site with Government approval. The Government retains the authority to modify or realign facilities and space provided to the Contractor based on current AF guidelines for space utilization, mission and personnel requirements of the Contractor. All facilities and personnel shall only be used in performance of this contract. The Contractor shall return the facilities to the Government in the same condition as received less fair wear and tear and approved modifications.

1.28. Government Furnished Resources.

The Government will furnish or make available working space, network access, and equipment to include:

Windows PC with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)

Telephone (local/long distance calls authorized as dictated by Contract performance requirements) Facsimile, Copier, Printer, Scanner All materials will remain the property of the Government and will be returned to the responsible Government party in their original condition, normal wear and tear excepted, upon request or at the end of the Contract period of performance.

1.29. Reports of Survey.

The Contractor shall be required to provide information to a Government employee should a Report of Survey be required to investigate missing asset(s).

1.30. Government-furnished Utilities.

The Government will furnish utilities on the installation. The Contractor shall make sure employees practice utility conservation and operate under conditions that prevent the waste of utilities.

1.31. Network Access.

The Government will provide Official Use Only network Internet/intranet access through the Government network for approved systems and workstations required for accomplishment of work in support of this PWS. Network access for Contractor employees requires a Common Access Card (CAC) provided by the Government.

1.32. Custodial Services.

The Government will provide custodial services for occupied Government-provided facilities at the same level provided to Government employees. All other services shall be the responsibility of the Contractor.

1.33. Refuse Collection.

The Government will make available refuse collection and disposal services for the Contractor at Government expense in direct support of the PWS. Emptying of individual trash receptacles into Government-provided dumpsters is the responsibility of Contractor employees. Dumpsters are available for Contractor use for the disposal of items. The Contractor shall follow guidelines established by the base regarding proper disposal of refuse. The Contractor shall not dump prohibited items in dumpsters. The Contractor shall comply with all base-recycling programs.

1.34. Telephone Services.

The Government will provide local and Defense Switched Network (DSN) telephone service for personnel working on site. The Government will provide all maintenance service on Government-provided phone lines and instruments and will relocate subject service when the relocation is approved by the Government.

Government provided telephone service shall be used for official calls necessary in the performance of the PWS. All commercial long-distance expenses shall be the Contractor’s responsibility. The Lead COR, at his/her discretion, may grant certain Contractor personnel access to Government long distance service. Otherwise, the Contractor shall provide his or her own non-Government telephone service through off-base switching equipment for personal or unofficial business.

1.35. Contactor Furnished Property and Services.

Except for those items or services specifically stated elsewhere in the PWS and appendices, the contractor shall furnish everything needed to perform the PWS according to all its terms.

1.36. Miscellaneous & Ancillary Training.

Contractor personnel shall accomplish initial and annual Government provided

Computer Based Training to include: Information Assurance/Cyber Awareness Challenge, Protecting Sensitive Information, Anti- terrorism, OPSEC, Contractor Safety, Records Management, HIPPA, Privacy Act and other training as identified and provided by the Government.

1.37. Continuation of Essential Contractor Services during Crisis.

All services in this PWS are not defined or designated as essential services for performance during crisis IAW DFARs 252.237-7023, “Continuation of Essential Contractor Services.”

1.38. Miscellaneous Paragraphs.

FOIA

All official Government records affected by this contract are subject to the provisions of the FOIA (5 U.S.C. 552/DoD 5400.7-R/AF Supplement).

Any request received by the Contractor for access/release of information from these records to the public (including Government/Contractor employees acting as private citizens), whether oral or in writing, shall be immediately brought to the attention of the CO for forwarding to the FOIA Manager to ensure proper processing and compliance with the Act.

Controlled Unclassified Information (CUI) The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD

Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

Privacy Act Work on this contract may require that personnel have access to information protected by the Privacy Act. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling such information.

Safety Concerns The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Government is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage Government resources.

Inherently Governmental Functions Contractor shall not perform inherently governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS.

Non-Personal Services The Government shall not supervise or task Contractor employees in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the Contractor to manage its employees directly and to guard against any actions that are of the nature of personal services or give the perception of personal services to the Government or to Government personnel. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it is the Contractor’s responsibility to notify the CO immediately.

Non-personal Contractor services shall not be used to perform work of a policy/decision making or management nature.

SECTION II

2.0 Performance Requirements

The overall intent of this PWS is for the contractor to provide advisory and assistance services (A&AS) for the Headquarters Department of the Air Force, Administration and Management, Department of the Air Force Governance Division, Information Management Access Branch The scope of work is dominantly comprised of in processing and tracking of Command-level FOIA programs which integrate with Information Access Programs (i.e., Privacy Act, Records Management, Section 508, Information Collections/Paperwork Reduction, Information Quality, Civil Liberties, and Federal Register) as required by federal statutory and regulatory requirements. The Department of the Air Force receives, on average, 200 FOIA requests a month and requires assistance in processing these requests. The agency requires support services to ensure timely and accurate processing of requests, including the review of documents, redactions, and coordination with various departments.

2.1. Description of Services

The support expected is administrative in nature. Administrative support includes but is not limited to office administration activities, preparing FOIA response recommendations regarding how to process a given request, preparing electronic correspondence, briefings, staff summary packages, administering databases, performing file processing and executive administrative tasks, managing suspense tracking.

2.1.1 Tasks and Objectives.

The Contractor shall provide support to assist with the processing and tracking of a Command-level FOIA Program which integrates with Information Access Programs (i.e., Privacy Act, Records Management, Section 508, Information Collections/Paperwork Reduction, Information Quality, Civil Liberties, and Federal Register) as required by federal statutory and regulatory requirements.

• The following FOIA processing task support shall be provided to Headquarters DAF 2-letters, Field Operating Agencies (FOA), and Direct Reporting Units (DRU) organizations:

o The Contractor is responsible for both the direct handling of FOIA requests, involving reviewing, coordinating, assigning, tracking, and processing according to applicable regulations and policies, and the oversight of Information Access Programs, including tracking and reporting relevant metrics.

o Complete processing of FOIA/Privacy requests for AF civilian review (approximately 20 requests per month).

o Review and provide recommendations of FOIA responsive records, prior to release, to the HQ DAF FOIA analyst for decision.

o Provide customer service assistance by answering questions related to FOIA requests and data calls on behalf of SAF/AMGI.

o Verify redactions applied by the OPR are accurate and comply with applicable regulations.

o Review progress against the FOIA backlog reduction plan and monitor and report on their own FOIA caseload and backlog.

o Assist with management and processing of FOIA litigation cases.

• General communication competencies under Air Force Handbook (AFH) 33-337, Tongue and Quill o Ability to draft clear, concise, and accurate responses to FOIA requests and other correspondence. Utilize templates and standardized language to improve efficiency.

o Provide excellent customer service to promote or develop and maintain good working relationships with key individuals or groups. Implement customer service standards and training to ensure consistent and efficient communication.

o Effective communication with requesters, agency staff, and other stakeholders.

o Utilize communication channels that are most efficient and effective, such as email and online portals.

o Provide executive level written and oral communication to requesters, office of primary responsibility (OPR) and headquarters staff.

• General office competencies o Understanding of FOIA laws, regulations, and policies, including exemptions and exclusions. Provide ongoing training to ensure staff remains up to date on the latest requirements.

o Knowledge of legal and procedural requirements for processing and responding to FOIA requests. Develop and maintain a comprehensive knowledge base of legal and procedural requirements.

o Familiarity with office software such as Microsoft Office Suite (Word, Excel, Outlook) and specialized FOIA tracking systems. Provide training and support to ensure staff is proficient in using these tools.

o Ability to prioritize tasks and manage time effectively to meet deadlines. Implement time management techniques and tools to improve productivity.

o High attention to detail in reviewing documents and ensuring accuracy. Implement quality control measures to minimize errors and rework.

o Ability to assess and interpret documents to determine their relevance and applicability under FOIA guidelines. Develop standardized guidelines and training to ensure consistent interpretation of documents.

o Proficiency in organizing, filing, and retrieving electronic and physical documents. Implement an effective document management system to ensure efficient retrieval of information.

o Accuracy and attention to detail in entering and updating information. Implement data validation rules and quality control measures to ensure data accuracy.

o Retrieve mail from the mailroom and process for the office staff; protect classified mail from opening or loss. Evaluate the need for physical mail retrieval and explore alternative solutions.

o Understanding of privacy and security protocols to safeguard sensitive and confidential information. Provide ongoing training on privacy and security protocols.

o Adherence to ethical standards and legal requirements in handling and disclosing information. Reinforce ethical standards and legal requirements through training and policies.

2.2. Deliverables:

This performance work statement outlines several key deliverables centered around managing FOIA requests. Primarily, it requires the formal tasking and coordination of initial FOIA requests within the eFOIA system, including the complete FOIA Search Package and accurate updates to case records with tasking dates and coordination notes. Alongside this, there's an ongoing deliverable for weekly suspense tracking updates to ensure timely completion of tasks.

A crucial deliverable is quality control, involving the review of initial FOIA response packages from the OPR to confirm the presence of all required documents, such as IDA memos, legal reviews, and properly redacted records, ensuring accuracy and completeness. Administrative support is also a deliverable, covering filing, data entry, and photocopying related to OPR coordination and QC efforts, along with maintaining accurate eFOIA logs and case files.

Furthermore, effective files management is an ongoing deliverable, ensuring the systematic organization and retrieval of electronic documents for assigned cases. Finally, a significant monthly deliverable is the Caseload & Backlog Report, which provides comprehensive updates on the Contractor's FOIA caseload, including new requests, closed cases, processing times, backlog reduction status, and identification of any challenges or trends.

2.2.1 Government Acceptance:

The COR will have the right to reject or require correction of any deficiencies found in deliverables. In the event of rejection of any deliverable, the Contractor will be notified in writing by the Government COR of the specific reasons why the deliverable was rejected. The Contractor shall have 10 (ten) calendar days to correct the rejected deliverable and resubmit to the COR for re-inspection. If no comments are provided within 30 (thirty) calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Government.

SECTION III

3.0 Service Summary

Performance Objective

Standard Performance Threshold

Acceptable Error Rate

Method of Surveillance

SS – 1

Managerial and Administrative Functions

Monthly Caseload & Backlog Reports delivered to the team lead, COR and Branch Chief, covering the preceding month's data, are to be provided in PDF format no later than the 5th day of the subsequent month.

Achieved 95% of the time

5%

100% Surveillance

SS – 2

Overall FOIA Customer Service

Contractor shall consistently provide professional, courteous, and highly responsive customer service to all FOIA requestors, internal Operating Programs (OPRs), and other stakeholders. This includes maintaining clear, accurate, and timely communication, effectively addressing inquiries and concerns, and fostering positive and productive interactions throughout the FOIA process to minimize dissatisfaction and enhance the agency's public image.

Achieved 95% of the time

Maximum 1% formal customer service complaints related to contractor actions;

maximum 5% deviation from established communication response times/protocols.

100% Surveillance

SS – 3

Overall FOIA Program Support

Contractor shall provide comprehensive and effective support for the HQ DAF FOIA program, ensuring all aspects of FOIA request processing, administration, and reporting are conducted with high quality, accuracy, and in full compliance with federal law and agency procedures. This includes the timely management of all FOIA cases from initial receipt through closure, effective record keeping, and proactive efforts to minimize backlog and enhance program efficiency.

Achieved 95% of the time

5%

100% Surveillance

3.1 Job Title: Freedom of Information Act (FOIA) Specialist

3.1.1 Functional Duties/Responsibilities:

• Provides administrative and FOIA program support.

• Independently reviews and analyzes FOIA requests and the records responsive to such requests and determines if the request/records fall under the purview of the supported office or should be referred to another agency for processing.

• Coordinate directly with other federal agencies to facilitate the processing/referral of FOIA requests.

• Process documents for release to include the redaction of documents using the FOIA Xpress software redaction capability.

• Research, prepare, and coordinate responses to general/specific requests.

• Determine the release of information withheld from disclosure citing the appropriate

FOIA exemption code(s).

• Address whether fees will be charged, reduced, or waived in responding to requestors.

• Reconcile the request against active suspense’s imposed by statutory and local requirements.

• Draft correspondence and prepare the release letter to the requestor in accordance with local guidelines.

• Draft any special letters to FOIA requesters for AF civilian review as directed.

• Mail documents to the requestor in accordance with office procedures and deliver to the mailroom.

• Provide customer assistance in the submission of their request for information.

• Provide technical and administrative support and assistance.

• Prepare a variety of reports to include Open case/Backlog report and Ad Hoc reports.

• Conduct legal research as needed to determine proper application of the FOIA requests.

3.1.2 Experience, Knowledge and Skills: At least 3 years of experience in FOIA-related roles or similar positions. Experience in processing FOIA requests, reviewing documents for release, and drafting response letters. Experience in reviewing and redacting documents to ensure compliance with FOIA regulations. In-depth knowledge of the Freedom of Information Act, including relevant regulations, policies, and procedures. Proven ability to draft clear, accurate, and legally compliant FOIA responses and correspondence.

Ability to handle multiple requests and meet deadlines while maintaining accuracy.

High attention to detail in document review and processing. Experience in managing sensitive and confidential information, ensuring compliance with security protocols.

Appendix A: ACRONYMS

A&AS Advisory and Assistance Services AF Air Force SAM Contractor Manpower Reporting Application COR Contracting Officer’s Representative CUI Controlled Unclassified Information CR Change Request FAR Federal Acquisition Regulation FOIA Freedom Of Information Act FSO Facility Security Officer IAW In Accordance With ICR Information Collections Reports OPR Office of Primary Responsibility OPSEC Operations Security PA Privacy Act PII Personally Identifiable Information PM Project Manager