Record_Management_SOW_V2.docx

STATEMENT OF WORK

INDIAN AFFAIRS RECORDS MANAGEMENT SERVICES

BACKGROUND

Indian Affairs requires records management support services. The objective is to collect, review, destroy, digitized, store, and organize 1000 boxes of records. The record management process shall be in accordance with National Archives and Records Administration (NARA) policies and guidelines, the Freedom of Information Act (FOIA), and the Indian Affairs Records Schedule 1300 Series, and policy BTFA-009 (attached).

Indian Affairs has multiple offices in their Sunrise Valley location and has many different types of official records and files. Due to an upcoming office move and increased virtual workforce, IA has to reduce the amount of hard file documents and destroy and digitize to the maximum extent practicable. All documents must be retained and/or disposed of in accordance with the federal record keeping policies and regulations of NARA. IA requires a contractor with expert knowledge of the documents, filing, and archiving system, and is an expert in fulfilling NARA and FOIA requirements. Due to the statutory, regulatory, and litigation deadlines associated with these tasks, IA requires a contract company with at least ten years of experience with records management to provide these services within six months of contract award and contract staff having the applicable security, building, and system access to complete the below tasks.

SUPPORT SERVICES

The Government requires the contractor to perform the below services for the organization and its programs following all government regulations, policies, and guidance. Records shall be prepared for archiving in accordance with all Department of the Interior and NARA policies and regulations. Based on the below information the contract shall propose a schedule of events to meet the governments period of performance of six months. Specific duties follow:

Inventory appropriately 1000 boxes (16.25 x 12.5 x 10.5 inches) for Indian Affairs. Based on the inventory, identify records eligible for archiving, disposal, and digitalizing. The is the list of files that will require disposition but are not limited to the whole scope of the requirement.

· 250 Boxes: Contract (Federal Acquisition Regulations), Grants (2 CFR 200), Inter/Intra Agency Agreements, Government Purchase/Fleet/Travel Card documents, receipts, applications.

· 450 Boxes: Accounting (payables, receivables, travel, miscellaneous obligations, and decision papers).

· 150 Boxes: Single Audit and other audit reports, records, and findings

· 150 Boxes: Human Resource information, property records, Information Technology records, facility and safety reports, other audit reports and findings

Based on the inventory, convert applicable records to pdf files which comply with Section 508 of the U.S. Workforce Rehabilitation Act of 1973 which mandates that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities. Review existing pdf files for compliance with Section 508 and convert non-compliant pdf files to comply with Section 508.

Identify records required for pending federal litigation. Identify legal claims asserted in litigation and determine scope of responsive records in consultation with the applicable Indian Affairs Program Office and Office of the Solicitor. Differentiate between non-responsive records. Prepare log of responsive records to be submitted to the court (if applicable).

Working with multiple government program officer dispose of or ship records to a DOI storage facilities. The contractor is responsible for shipping materials, shipping cost, and other items and fees associated with the disposition of all records. These expenses will be reimbursed to the vendor.

Digitized records shall be uploaded to a share drive location identified by the government after award.

Other Requirements:

· Temporary Records shall to comply with eCFR :: 36 CFR 1236.32 -- Digitization standards.

· Permanent records can be scanned, but cannot be destroyed until publishes their new rules on Regulations.gov

· The requirements for scanning permanent records are that they must meet the FADGI 3 star requirements: FADGI Federal Agencies Digital Guidelines Initiative-2016 Final_rev1.pdf (digitizationguidelines.gov)

CONTRACTOR DELIVERABLES

The contractor shall start within 5 days after the contract team receive full building and system access. The records shall be inventoried and organized and ready for transfer to the Indian Affairs designated records repository no later than six (6) months after performance begins.

Monthly Reports. The Contractor shall deliver a monthly report on the progress of the records management to the OCFO on the last Friday of the month before 4:00 p.m.

Provide the government with an electronic inventory of actions disposed, sent to storage, or kept within the office.

GOVERNMENT RESPONSIBILITIES

1) Space and Utilities. The government will provide the space and utilities for the Contractor personnel. It is anticipated that most work will be performed in an office setting.

2) Workstation. The government will provide Workstations, to include desk and/or table, chair, etc. for the Contractor personnel.

3) Office Equipment. The government will provide the following equipment to support this contract.

a) Computer/Laptop, printer and software

b) Telephone and lines