PWS SAA-(III)(rev).docx

PERFORMANCE WORK STATEMENT (PWS)

Digital Archive Specialist Training/ US Army Heritage and Education Center (USAHEC)

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide training for US Army Heritage and Education Center (USAHEC) Archivists in Digital Archivy. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Digital Archivy defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The US Army Heritage and Education Center (USAHEC) maintains the preeminent archival collection within the US Army. The USAHEC is engaged in a multi-year effort to digitize its archival holdings. Beyond digitization, the organization is receiving an ever-increasing percentage of born-digital materials as viewed a total percentage of archival accessions.

1.3 Objectives: In an effort to ensure that the USAHEC maintains its archival primacy, it is of paramount importance that archival staff are trained in state-of-the-art and industry-standard digital archival theories and best practices. The harmonization of digital archival training will imbue the archival team with a common lexicon and set of tools and procedure ensuring the best possible care to our converted and born-digital collections. Training in metadata, digital arrangement and description, long-term preservation, and legal considerations will help create a culture whereby all archivists are equally prepared to actively contribute to day-to-day operations and long-term strategy.

1.4 Scope: This contract vehicle comprises services with supply. The contractor shall provide face-to-face instruction at the USAHEC as well as live, virtual instruction for the courses listed below. Further, the contract shall supply access to the web-based, self-paced courses identified from the contractor’s course catalog.

1.5 Period of Performance: The period of performance shall be from the 1st of April 2023 to the 30th of September 2023

1.6 General Information

1.6.1 Quality Control The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor shall email the Contracting Officer (KO) and Contracting Officer’s Representative (COR) within 30 days of contact award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

Juneteenth

The contractor will not be authorized to schedule/offer virtual, online or face-to-face courses on the above referenced list of Federal Holidays.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800 and 1600, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at The US Army Heritage and Education Center (USAHEC), 950 Soldier’s Drive, Carlisle, PA, 17013.

1.6.6 Type of Contract: The government will award a Firm, Fixed-Price contract.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: Director of Education, Program Manager, live instructional faculty. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:00p.m, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: Society of American Archivists Digital Archives Specialist Certification or equivalent; Earned graduate degree, preferably terminal, in archival science or closely related discipline; ten years of experience in the realm of digital archivy of closely related enterprise.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.1.13 ON DEMAND. On-demand learning is a training strategy for how a learner gains access to knowledge-based content in real time, anywhere and at any time.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide personnel to assist in the preparation and setup of conference facilities for training delivered face-to-face at the USAHEC.

3.2 Facilities: The Government will provide conference facilities capable to accommodating twenty (20) individuals, to include basic audio-visual capabilities.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 5 of this PWS.

4.3. Materials: The Contractor shall furnish all course materials for face-to-face and virtual, live courses. Materials will be provided digitally no less than sixty (60) days before the first session of the class. Course materials include, but are not limited to, syllabi, instructional materials, examinations and evaluations.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for face-to-face instruction in digital archivv for the courses listed in 5.2. The contractor shall provide live, virtual instruction for the course listed in 5.3. The contractor shall provide on-demand, web-based modules listed in 5.4. All courses, face-to-face; live, virtual; and on-demand will include capacity for fifteen (15) USAHEC personnel and be inclusive of all testing/evaluation instrument. Course descriptions can be found at: https://www2.archivists.org/prof-education/das and in the attached Exhibit A. The courses represented in 5.2 through 5.4 satisfy the course requirements for the SAA Digital Archives Specialist (DAS) certificate.

Should one of the attendees have already taken and passed one of the courses described below, they will be allowed to substitute an equivalent or greater course. For the purposes of this paragraph, equivalent applies to both delivery modality and approximate cost.

No face-to-face courses or virtual online courses will run concurrent with another.

As a sustaining of the Society of American Archivists (ID # 94249), all applicable benefits and discounts shall be applied to the submitted proposal.

5.2. Offer Face-to-face Courses in Digital Archivy. The contractor will provide face-to-face instruction at 950 Soldier’s Drive, Carlisle, PA 17013 for the following course titles:

5.2.1 Arrangement and Description of Digital Records 1 & 2. This course will be held on the 6th and 7th of June 2023.

5.2.2 Appraisal of Digital Records. This course will be held before the 30th of September 2023.

5.2.3 Preserving of Digital Archives. This course will be on September 7th, 2023.

5.3 Offer Virtual, Live Courses in Digital Archivy. The contractor will provide virtual, live instruction for the following course title:

5.3.1 Accessioning and Ingest of Digital Records. This course will be delivered on May 10th and 11th, 2023 from 1030-1400 EST. The course will be recorded, if a member(s) of USAHEC staff is unable to attend, they will be provided with the course recording as a means of satisfying the course requirement. In lieu of recording, the contractor may, alternatively, provide access to a later version of the virtual, online course.

· 5.4 Access to On-Demand Courses: The contractor will provide access to the following on-demand, web-based courses:

· Basics of Managing Digital Records

· Metadata Overview for Archivists

· Copyright Issues for Digital Archives

· Archives Collections Management Systems

· User Experience Design and Digital Archives

5.5 The contractor will administer instructor evaluations at the conclusion of all courses listed in 5.2 and 5.3. The evaluations, Exhibit B, will be provided to the government no later than two weeks after the conclusion of the course.

5.6 SECURITY AND FORCE PROTECTION REQUIREMENTS

AT Level I training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility, or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within 10 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. 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 10 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.

Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract 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 individual facility or installation change, the Government may require changes in contractor security matters or processes.

iWATCH Army Training. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. The contractor and all associated subcontractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). 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 COR. This training shall be completed within 10 calendar days of contract award and within 10 calendar days of new employees commencing performance, with the results reported to the COR NLT 10 calendar days after contract award.

OPSEC Training. Per AR 530-1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

For contractors that do not require a CAC but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative).

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Method of Surveillance

PRS # 1.

The contractor shall provide face-to-face instruction for the three (3) courses listed in the PWS.

The contractor provided face-to-face instruction on the mutually agreed date offering current and industry-standard training for the course in question.

PRS # 2

The contractor shall provide virtual, live instruction for the one (1) course listed in the PWS.

The contractor provided online, virtual instruction on the mutually agreed date offering current and industry-standard training for the course in question.

PRS # 3

The contractor shall provide access to the five (5) on-demand courses with two weeks of the award of the contract.

The contractor provided access to the on-demand courses listed within the PWS in a timely manner.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

(This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.)

One

Email

John.c.gurchik.civ@army.mil

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

(This technical exhibit lists the historical workload data, i.e., the hours previously performed under the PWS by labor category. This workload data should be used to prepare the Independent Government Cost Estimate (IGCE), if available. Note: Based on the PWS, historical workload data can be provided in other formats, i.e., the volume of tasks order issued over a five-year period, the number of users by locations requiring Information Technology Support, etc.)

ITEM

NAME

ESTIMATED QUANTITY