PWS_Document Imaging_Draft.docx

U.S. Department of State Document Imaging and Technical Support

Performance Work Statement

"Document Imaging and Technical Support"

For The Bureau of Global Talent Management (GTM)

SECTION C - PERFORMANCE WORK STATEMENT (PWS)

C.1 BACKGROUND

The U.S. Department of State, Bureau of Global Talent Management (GTM) determines the size and configuration of the Department’s workforce in order to meet its goal of defending national security and promoting national interests; identifies the Department’s current and future human resource needs by developing personnel policies, program plans, and overseas staffing models; ensures the Department has adequate personnel and employees with the right skills in the right places to complete its mission; and documents all processes associated with individual employment histories and career progression, e.g., recruitment and hiring, training and workforce development, performance evaluation, awards, promotions, separations, discipline and retirement (within the bounds of all applicable laws and regulations).

GTM has developed and integrated comprehensive workflow applications under an existing State Department open-ended architecture Web-based Electronic Official Personnel Folder (eOPF) management system. This PWS will continue the effort to prepare, index, and convert a variety of GTM program records to electronic images.

C.2 OBJECTIVE

The purpose of this PWS is to fulfill the requirements of the Records and Information Management Division (GTM/EX/RIM) to provide document imaging, technical and administrative support in the automation of work processes and back-file conversions of official human resources records and information into electronic format using the ePower and EHRI document imaging and workflow applications.

C.3 SCOPE OF WORK

The Contractor shall provide onsite and hybrid staffing to ensure ongoing and systematic upload of personnel files into the eOPF application by assisting the FTE employees within Records Information Management to locate and request prior service Official Personnel Folders (OPF) and transcripts of service from National Personnel Records center; and directly from the losing Federal agencies Contractors will also assist with Day Forward manifest of OPFs. The Government will provide contractors with eOPF application training. The estimated number of images that are loaded into the eOPF system each year is 300,000. Contractors shall manage/upload documents from the following mailboxes for imaging and quality assurance (QA): I-9 Employment Verification, Foreign Service Reserve Corps Applications (FSFRC), Memorandum of Performance (MOP) -DS-7768. Operators shall scan each document page into the appropriate category of electronic folders, as described under Task 1. There are approximately 183 unique document types covering six folder types. There are no index fields on folder types. Documents are indexed and could contain as many as five index fields. Additionally, the Contractor shall supply the resources to provide technical and administrative assistance as described under Task 2.

The core hours of duty shall be Monday through Friday, 7:00 AM to 5:00 PM. During peak processing periods, generally occurring between May 15th and October 31st, during the Foreign Service Boards/Promotion/tenure of awards and performances. Contractors shall upload eOPF Retirement Folders Coding Forms. QA and release “Day Forward” loose documents in Enterprise Human Resources Integration (EHRI). The volume of work may require shift work up to 10 PM at night and on Saturdays and Sundays. Prior to shift work, the government project manager (COR) will approve in shift hours. The hours of duty on any given day may also be adjusted across shifts as required. Further, to meet workload requirements the government may adjust (reduce/increase) staffing level.

The Contractor shall provide the GPM with reports that analyze the output for each phase of the project. Reports shall be generated upon requests from the GPM based on specifications provided by the GPM. The GPM shall provide User Acceptance Testing (UAT) to the Government and receive the approval from a Government official.

Occasionally, the Contractor may be required to perform and/or provide services outside the normal core hours of duty.

C.4 QUALITY ASSURANCE PLAN

The Contractor shall provide a Quality Assurance Plan (QASP) that shall include: a description of how the company’s performance will be evaluated in the quality assurance plan, a surveillance schedule and the methods to be used. Your plan shall focus on the quality, quantity, and timeliness of the performance outputs to be delivered, among other things, and not on the steps required or methods used to produce the service. Your quality control plan, once approved, will be incorporated into the contract.

C.5. SPECIFIC TASKS

C.5.1 Task 1

Average 700,000 pages per year in various conditions (older and newer documents) averaging 27 pages fully processed per hour.

Document Preparation Shall Include But Is Not Limited To:

· Retrieving cases and folders that have multiple documents and each document can have multiple pages; each page should have no more than 2 images.

· The average monthly number of folders is 10,831.

· Removing staples.

· Convert & Import New Employee Records to eHRI and eOPF

· Photocopying documents which are too light/dark, thin (onion skin paper), badly wrinkled, or otherwise not able to pass through the scanner, the average percentage is 10%.

· Taping torn or tattered documents to allow proper scanning.

· Analyzing folder contents and making decisions on whether documents are appropriate for the official file and determining if notes or scraps of paper are important and should be treated as individual documents.

· Determining the difference between Administrative, Performance, Legal or Policy documents.

· If mismatched SSN’s or misfiled documents are discovered during prepping process Contractor will mark folder and/or notify GPM.

· Identifying and marking duplicate copies of documents.

· Re-stapling documents.

· Fastening documents in folders.

· Re-filing documents and/or folders.

Indexing and Imaging Shall Include:

· Properly identifying the type of document.

· Data entry of index keys, i.e., Social Security Number, EMPLID, document types and dates.

· Entering effective date using the date marked as “Effective” if such a date exists on the form.

· If document is a letter/memo/email/fax, the date of the document will be indexed, not the date signed.

· If form or document does not contain a date, then index with date from the previous document.

· Ensuring documents are in chronological order.

DoS Scanning Equipment:

· Current Scanning Equipment to include Fujitsu Scanner fi-8170; Fujitsu fi-7160 and fi-5900C. ePower is the workflow engine that facilitates the scan QA process.

· The historical throughput of the scanning equipment:

· Fujitsu fi-5900C; 300 dpi, 120 ppm (landscape) simplex

· Fujitsu fi-7160; 300 dpi, 60 ppm simplex

· Fujitsu Scanner fi-8170

Quality Assurance Review Shall Include:

· Preparation of documentations, scanning, quality assurance, indexing and filing.

· Reviewing the scanned image for proper orientation (i.e., not sideways or upside down, correct side for right-side/left side forms).

· Legibility of text, proper document type, correct social security number, correct number of documents, correct page sequence.

· Rescanning corrected documents.

· Inputting data corrections.

· Certifying folder accuracy and completeness.

· Returning the contents of the folder to the state in which the folder was received before scanning.

· Tracking prepping, scanning, and index errors.

· Ensuring all procedural levels are met or providing monthly surveillance reports.

Task Leads:

· Serve as task leaders for the teams of scanning operators, quality assurance reviewers, and O&M staff.

· Review purged material for accuracy before returning to program office.

· Compile monthly error reports.

· Perform help-desk support.

· Provide User Acceptance Testing.

Administrative Support:

Personnel assigned to this function shall perform but shall not be limited to, the following duties:

· Receptionist

· Utilize barcoding software.

· Prepare and index new folders.

· Maintain minimum filing requirements.

· Responsible for verification and receipt of employee New Appointment Packages.

· Retrieve folders from storage areas; locate employee documents; complete document log-out register; deliver folders/documents to scanner operators; perform log-in/log-out document/folder manifests.

· Assist in preparing, tracking, and retrieving folders from GTM offices requiring hard copy conversion.

· Lift boxes of records.

· Pack and un-packing boxes of records for imaging.

· Prepare electronic records manifest.

· Pick up for delivery records and documents from various HR offices.

· Box and retire records to offsite storage facilities.

· Answer telephones, greet visitors, etc.

· Burn/copy eOPF information onto CDs.

· Assist with destroying non-records after separation from the Department depending on the records retention schedule.

Request prior service OPF records and transcripts of service from the National Personnel Records Center (NPRC); and directly from losing Federal agencies.

C.5.2 Task 2 Management

Technical Support Personnel assigned to this function shall perform, but shall not be limited to, the following projects/duties:

· A Project Manager must be available upon the Government’s request.

· Management assigned projects.

· Recommend software enhancements or changes.

· Ensure production levels are met.

· Track and report production and performance measures.

· Develop service level agreements with program offices.

· Participate in gathering program requirements for new projects.

· Not responsible for the upkeep of hardware.

· Provide User Acceptance Testing.

C.5.3 Tasks 3 Conversion and Importing New Employee Records into EHRI eOPF

· Review, purge, and prepare historical documents in prior service Administrative Official Personnel Folders (OPFs) before conversion.

· Make modifications/corrections to scanned documents.

· Conduct quality assurance reviews.

· Assign, manage, and track new appointments; analyze employee record to determine creditable prior federal service.

· Train contractor staff on EHRI eOPF application and operation of high-speed scanning system.

· Provide User Acceptance Testing.

The offeror will provide fulltime equivalent (FTE) HR document specialist employees to provide coverage for this Task. There is an average of 5000 folders per year to be processed.

C.5.4 Task 4 Administrative Support

The offeror will provide an FTE for each position to provide support for this task.

Position Descriptions for Administrative Support

1. Office Management Support: The resource assigned to this task will be responsible for answering telephones, greeting visitors, and general day-to-day administrative support. Responsible for verifying credentials and providing user log-in ID, passwords and instructions on the use of the eOPF application.

The offeror shall provide continuous coverage for these positions during the core hours of duty Monday through Friday 8:00 AM to 5:00 PM. The offeror may provide different personnel at different periods of the day; specifically, the receptionist and mailroom administrator coverage. DOS do not request a single resource to maintain coverage throughout the core hours. The awardee can propose rotating resourcing to ensure coverage of these two roles.

C.5.5 SURGE OVERTIME and TRAVEL

1. Surge Overtime: Occasionally, the Contractor may be required to perform and/or provide services outside the normal hours of duty. These occasions will be infrequent and require services be performed after normal working hours in the evening and/or weekends (Saturday and Sunday). The COR and the Contractor will mutually agree upon any/all deviations to the schedule.

These projects periodically require a surge in staffing support to meet deadlines and scanning targets. The Government will notify the vendor of upcoming surge periods at a minimum of 2 weeks prior to the commencement of surge period. An approximate number of folders or size of scanning requirement will also be provided so that the Contractor can respond accordingly.

2. Travel: This contract does not require recurring travel. However, incidental travel may occur to execute related tasks and subtasks. In cases where travel is required, the Contractor shall provide the Chief, GTM/EX/ESD, COR, and/or GPM with estimated travel costs and receive approval prior to travel. Travel costs will be invoiced separately and documentation supporting the costs must be provided. All travel will be conducted in accordance with FAR 31.205-46 and the Federal Travel Regulation. The governments WILL NOT reimburse any costs for travel not approved in advance.

3. Overtime:

1. Overtime is defined as time worked in excess of the number of hours in a normal workweek, pursuant to FAR 22.103-1 (Overtime).

1. Costs and fixed fees in this contract are based on a normal workweek of 40 hours (8 hours/day x 5 days/week).

1. Payment for overtime must be authorized in advance and in writing by the Contracting Officer (CO).

1. Payment for overtime must not conflict with any Contractor uncompensated overtime policy or practice.

1. Any Government payment for Contractor employee overtime will be made at the actual incurred hourly labor rate that the Contractor pays. Such payment will be based on law, regulation, and Contractor policy or practice.

C.5.6. DESIRED OUTCOME

The desired outcome for the Department of State is to provide document imaging, technical and administrative support in the automation of work processes and back-file conversions of official human resources records and information into electronic format using the ePower and EHRI document imaging and workflow applications as listed in this performance work statement.

C.5.7. CONTRACTOR REQUIREMENTS

The Contractor must have a detailed working knowledge of duties and responsibilities relative to federal human resource, service records from the National Archives and other agencies, and Office of Personnel Management (OPM) guidelines, specifically: “The Guide to Personnel Record Keeping and The Guide to Personnel Processing.”

Contractor experience shall include management and oversight of records management, assessments, analysis and inventory; concepts and theories of quality control administration; data entry and database management/IT; personnel auditing principles; and customer support services.

Contractor administration must be performed in a manner that allows the Contractor to carry out the contract requirements, paralleled with managing the daily use of required personnel files (OPF/IPF/EPF/MPF) by operational units within the human resource organization while performing their duties and responsibilities.

The Contractor must adhere to the strict confidentiality standards as set forth in the Privacy Act of 1974.

C.6. PERFORMANCES MEASURES

Performance Matrix

Outcome

Technical Support (Receptionist, and Project Management)

C.7 GENERAL ACCEPTANCE CRITERIA

General quality measures, as set forth below, will be applied to each work product received from the Contractor under this statement of work.

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

· Consistency to Requirements All work products must satisfy the requirements of this statement of work.

· Format - Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. GPM will provide required hard copy formats.

· Timeliness Work Products shall be submitted on or before the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the Government.

END OF PWS

SBU - CONTRACTING AND ACQUISITIONS

SBU - CONTRACTING AND ACQUISITIONS

Page 53 of 55SBU - CONTRACTING AND ACQUISITIONS image1.emf