PWS_Archives_Move_20230306_Final_Draft (1).docx

10 Mar 2023 – HAD Final

PERFORMANCE WORK STATEMENT

FOR THE MOVE OF THE TOP SECRET OPERATIONAL ARCHIVES

FOR THE NAVAL HISTORY AND HERITAGE COMMAND

1. Introduction The Naval History and Heritage Command (NHHC) Histories and Archives Division (HAD) seeks to relocate the Top Secret Operational Archives, which is currently located on the Washington Navy Yard (WNY) on the third floor of building 108, and the Building 200 Operational Archives, which is currently located on the WNY on the first floor of building 200. The Top Secret Operational Archives in building 108 holds unclassified materials and classified materials up to and including Top Secret//NOFORN. The Building 200 Operational Archives holds unclassified materials and classified materials up to and including Secret//NOFORN.

1.1 The base of this contract will be for the relocation of the Top Secret Operational Archives from building 108 to building 46/67 on the WNY.

1.2 Option 1 of this contract will be for the relocation of the Building 200 Operational Archives from building 200 to building 108 on the WNY.

2. Background

The NHHC Histories and Archives Division (HAD) is comprised of the Operational Archives, Navy Department Library, and Histories branches. The Operational Archives branch is comprised of two sections – the Top Secret Operational Archives and the Building 200 Operational Archives.

The Top Secret Operational Archives holds approximately 12,000 linear feet (lf) of materials. The Building 200 Operational Archives holds approximately 8,000 linear feet (lf) of materials.

In August 2020, NAVFAC began renovating buildings 46 and 67 on the WNY to house the new Naval History and Research Center (NHRC). Building 46/67 is located immediately adjacent to building 108 on the same block on the WNY. Major renovation work was completed on building 46/67 in August 2022. The Top Secret Operational Archives will be relocated from the third floor of building 108 to the second floor of building 46/67. In addition to the Top Secret Operational Archives, building 46/67 will also house the Navy Department Library and the NHHC Collections Management Division (CMD) Navy Art branch and Underwater Archaeology conservation laboratory.

The relocation of the Top Secret Operational Archives from building 108 to building 46/67 will take place after the Navy Department Library, the CMD Navy Art branch, and the CMD Underwater Archaeology conservation laboratory have completed relocating to building 46/67. In order to consolidate Navy Archives holdings into adjacent buildings on the WNY, the Building 200 Operational Archives will be relocated from the first floor of building 200 to the third floor of building 108. Building 200 is located on the WNY approximately 0.3 miles from building 108. The Building 200 Operational Archives relocation will occur after the Top Secret Operational Archives has been relocated.

3. Requirements Unless otherwise noted, all requirements apply to the contract base and option 1.

3.1 Scope of Work

3.1.1 Contract Base: Top Secret Operational Archives

The contractor shall be responsible for relocating approximately 12,000 lf of archival collections from the Top Secret Operational Archives on the third floor of building 108 on the WNY to the second floor of building 46/67 on the WNY. The contractor shall:

· Provide comprehensive move planning and mapping of materials from their existing shelf locations to ones in the new building.

· Pack, move, unpack, and shelve all materials in accordance with plans and mapping.

3.1.2 Option 1: Building 200 Operational Archives

If Option 1 is exercised, the contractor shall be responsible for relocating approximately 8,000 lf of archival collections from the first floor of building 200 on the WNY to the third floor of building 108 on the WNY. The contractor shall:

· Provide comprehensive move planning and mapping of materials from their existing shelf locations to ones in the new building.

· Pack, move, unpack, and shelve all materials in accordance with plans and mapping.

3.2 General Requirements

3.2.1 The contractor shall be responsible for providing all supplies, equipment, and manpower necessary to carry out all performance requirements and deliverables in accordance with established plan(s). The contractor shall ensure all personnel operating forklifts and other material handling equipment have all required certifications and shall ensure those certifications are provided to NHHC

3.2.2 The contractor shall have extensive experience relocating high-value archival collections of comparable size to the Top Secret Operational Archives and the Building 200 Operational Archives. The contractor shall demonstrate the extent of their experience and a comprehensive understanding of professional archival policies, procedures, and guidelines.

3.2.3. The contractor and all personnel shall abide by all U.S. Government laws, Department of Defense and Navy, and Defense Logistics Agency regulations, and NHHC policies and procedures regarding physical security, information and data security and protection, and employee health and safety.

3.2.4 The contractor shall provide personnel who hold final security clearances for all work which requires cleared personnel [see 3.4.2 for details]. NHHC will not sponsor clearances.

3.2.5 The contractor shall provide personnel who are able to perform the physical labor required to complete the tasks defined in this contract.

3.2.6 The contractor shall perform work in buildings 108 and 46/67, and, if Option 1 is exercised, building 200 on the WNY. The contractor shall have access to NHHC headquarters building 57 and building 44, which are co-located with building 108 and which connect without barrier to building 108 on the WNY.

3.2.7 The contractor shall ensure all personnel have all identification necessary for access to DOD military installations. The contractor shall be responsible for working with NHHC personnel and in accordance with NHHC protocols to ensure contract personnel are able to access the Washington Navy Yard and work spaces to complete the contract deliverables.

3.2.8 The contractor shall not discuss or release information concerning the operations or recommendations developed during the course of this contract to the general public, newspapers, other media, public officials, community leaders, non-government organizations, etc., without prior approval of the Navy. Products developed under this contract will remain the property of the government and will be retained by the government at the conclusion of the contract. All contractor personnel shall be required to sign a nondisclosure agreement prior to the commencement of work.

3.2.9 The contractor shall be responsible for the professional and technical accuracy of all work furnished. Products and work completed by the contractor will be reviewed by NHHC to ensure compliance with government requirements and criteria. The contractor (at no additional cost or fee to the government) shall correct all errors and/or deficiencies in the contractor’s products and work.

3.2.10 The contractor shall maintain full insurance coverage throughout the life of the contract to cover the cost of any repair, replacement or reimbursement for damage that occurs during the performance of this contract. The contractor shall obtain and show proof of said coverage from an insurance provider with a current Standard and Poor’s rating of not less than “AAA” to the Contracting Officer.

3.2.11 The contractor shall be responsible for ensuring all personnel are equipped with all personal protective equipment (PPE) required by OSHA regulations.

3.2.12 The contractor shall communicate with NHHC personnel throughout the contract period.

3.2.13 The contractor shall be responsible for ensuring all aspects of the project are conducted in a timely, cost effective, and organized manner. The contractor shall be responsible for ensuring all work spaces and all equipment and supplies are maintained in a clean, organized manner throughout the process and once the relocation has been complete. The contractor shall be responsible for disposal and removal of all supplies and equipment once relocation is complete.

3.3 Performance Requirements

3.3.1 Within 30 days of award, the contractor shall participate fully in a Contract Initiation/Kick-Off phase with NHHC personnel.

· The initiation phase will begin with an orientation meeting to be held on site at the WNY. The contractor shall ensure all necessary personnel are able to attend and participate fully in the meeting, a site visit, and a walk-through of all work spaces.

· The initiation phase will also include development of methodologies and schedules. The contractor shall participate fully in all meetings and discussions which lead to the development of methodologies and schedules.

3.3.2a Contract Base: The contractor shall undertake a complete review of all materials to be relocated and the physical spaces on the third floor of building 108 and the second floor of building 46/67. The contractor shall undertake a cost analysis of proposed relocation strategies, including all costs related to relocating unclassified and classified materials, materials containing sensitive information (e.g. PII), oversized materials, fragile materials requiring special handling, and all other materials to be relocated from the third floor of building 108 to the second floor of building 46/67.

3.3.2b Option 1: The contractor shall undertake a complete review of all materials to be relocated and the physical spaces on the first floor of building 200 and the third floor of building 108. The contractor shall undertake a cost analysis of proposed relocation strategies, including all costs related to relocating unclassified and classified materials, materials containing sensitive information (e.g. PII), oversized materials, fragile materials requiring special handling, and all other materials to be relocated from the first floor of building 200 to the third floor of building 108.

3.3.3a Contract Base: The contractor shall produce a comprehensive plan for the relocation of the Top Secret Operational Archives from the third floor of building 108 to the second floor of building 46/67. The contractor shall work with NHHC personnel to ensure all aspects of the plan adhere to NHHC protocols and procedures. The plan shall clearly identify:

· relocation logistics and planning

· multiple applicable strategies and contingencies for mapping materials held on the third floor of building 108 to the new location on the second floor of building 46/67

· multiple applicable strategies and contingencies for preparing materials for physical relocation from the third floor of building 108 to the second floor of building 46/67

· multiple applicable strategies and contingencies for physical relocation of materials from the third floor of building 108 to the second floor of building 46/67

· multiple applicable strategies and contingencies for unpacking and shelving materials following the relocation to the second floor of building 46/67

· relocation timeline estimates

· manpower and equipment requirements

· packing requirements

· spatial/staging requirements

· physical security plans for the relocation process 3.3.3b Option 1: The contractor shall produce a comprehensive plan for the relocation of the Building 200 Operational Archives from the first floor of building 200 to the third floor of building 108. The contractor shall work with NHHC personnel to ensure all aspects of the plan adhere to NHHC protocols and procedures. The plan shall clearly identify:

· relocation logistics and planning

· multiple applicable strategies and contingencies for mapping materials held on the first floor of building 200 to the new location on the third floor of building 108

· multiple applicable strategies and contingencies for preparing materials for physical relocation from the first floor of building 200 to the third floor of building 108

· multiple applicable strategies and contingencies for physical relocation of materials from the first floor of building 200 to the third floor of building 108

· multiple applicable strategies and contingencies for unpacking and shelving materials following the relocation to the third floor of building 108

· relocation timeline estimates

· manpower and equipment requirements

· packing requirements

· spatial/staging requirements

· physical security plans for the relocation process 3.3.4a Contract Base: The contractor shall produce a full mapping of the materials held on the third floor of building 108 to the new location on the second floor of building 46/67. The contractor shall ensure NHHC personnel approve the final product.

3.3.4b Option 1: The contractor shall produce a full mapping of the materials held on the first floor of building 200 to the new location on the third floor of building 108. The contractor shall ensure NHHC personnel approve the final product.

3.3.5 The contractor shall perform all work required to prepare and pack materials for relocation, in accordance with the relocation and mapping plans.

3.3.6a Contract Base: The contractor shall perform the relocation of the materials from the third floor of building 108 to the second floor of building 46/67, in accordance with the relocation and mapping plans.

3.3.6b Option 1: The contractor shall perform the relocation of the materials from the first floor of building 200 to the third floor of building 108, in accordance with the relocation and mapping plans.

3.3.7a Contract Base: The contractor shall unpack and shelve all materials in their new location in building 46/67, in accordance with the relocation and mapping plans.

3.3.7b. Option 1: The contractor shall unpack and shelve all materials in their new location in building 108, in accordance with the relocation and mapping plans.

3.3.8 The contractor shall create inventory reports of the materials once they have been relocated which shall guarantee materials were not lost or misplaced during relocation and have been shelved in the correct new locations identified in the mapping plan.

3.4 Special Requirements

3.4.1 The contractor shall perform walk through inspections of all buildings with NHHC staff prior to start of work in order to assess the condition of the facilities. The contractor shall document any and all unsafe conditions, preexisting damages (scratches, holes, stains, marks, and any other identifiable damage which could occur as part of the move). The contractor shall provide a report listing all identified damage to proper NHHC personnel before work begins.

3.4.2 The contractor shall ensure all personnel tasked with handling loose classified materials and packing, unpacking, and shelving classified materials have final security clearances. For the contract base, the personnel shall hold final top secret security clearances in order to perform work identified in this requirement. For option 1, the personnel shall hold, at a minimum, final secret clearances in order to perform work identified in this requirement.

3.4.3 The contractor shall ensure the materials are properly packed in accordance with security requirements prior to relocation.

3.4.4 The contractor shall ensure two-person integrity is maintained as necessary during the relocation of packed materials.

4. Deliverables Unless otherwise noted, all deliverables apply to the contract base and option 1.

4.1a Contract Base: The contractor shall provide a final draft comprehensive relocation plan for relocating all materials from building 108 to building 46/67 by the deadline agreed upon by the contractor and NHHC staff during the initial orientation meetings. The plan shall not be considered final until approved by NHHC staff.

4.1b Option 1: The contractor shall provide a final draft comprehensive relocation plan for relocating all materials from building 200 to building 108 by the deadline agreed upon by the contractor and NHHC staff during the initial orientation meetings. The plan shall not be considered final until approved by NHHC staff.

4.2a Contract Base: The contractor shall provide a final draft mapping plan which maps all materials from their current locations in building 108 to their new locations in building 46/67 by the deadline agreed upon by the contractor and NHHC staff during the initial orientation meetings. The plan shall not be considered final until approved by NHHC staff.

4.2b Option 1: The contractor shall provide a final draft mapping plan which maps all materials from their current locations in building 200 to their new locations in building 200 by the deadline agreed upon by the contractor and NHHC staff during the initial orientation meetings. The plan shall not be considered final until approved by NHHC staff.

4.3 The contractor shall submit weekly progress and status reports electronically. Each report shall include, at a minimum the following information:

· Name of company

· Date of report

· Work completed since date of last report

· Work planned for period prior to submission of next report

· Problems encountered

· Any identified changes to schedule

· Any recommended changes to comprehensive relocation plan The reports shall be submitted via email to the POCs identified at the time of award.

4.4 The contractor shall provide inventory reports at intervals to be agreed upon during the initial orientation meetings by the contractor and NHHC staff. The reports shall include, at a minimum the following information:

· Materials which have been relocated since last report

· Verification materials are accounted for following relocation

· Shelf inventories to show the new locations of these materials

· Any discrepancies between the original mapping plan and the shelf inventories

4.5 The contractor shall provide a comprehensive report of all work once relocation is complete.

5. Security The contractor shall ensure all work is conducted in accordance with security requirements identified in sections 3-5 of this PWS and established in federal and DoD information security instructions and manuals, including, but not limited to:

· Department of Defense Manual (DoDM) 5200.01 Volume 1, “DoD Information Security Program: Overview, Classification, and Declassification”

· DoDM 5200.01 Volume 3, “DoD Information Security Program: Protection of Classified Information”

· DoDM 5205.07 Volumes 1-3, “DoD Special Access Program (SAP) Security Manual”

· DoDM 5105.21 Volumes 1-3, “Sensitive Compartmented Information (SCI) Administrative Security Manual”

· DoD 5220.22-M, “National Industrial Security Program Operating Manual (NISPOM)”

· DoD Instruction (DoDI) 5200.33, “Defense Courier Operations (DCO)”

6. Period of Performance The period of performance for this contract will be finalized prior to solicitation period.

7. U.S. Navy Technical POC Names and contact information to be provided after award.

8. NHHC Security POC Names and contact information to be provided after award.