Records and Information Management (RIM) Support Services.pdf

Statement of Work

RECORDS AND INFORMATION MANAGEMENT (RIM) SUPPORT SERVICES

STATEMENT OF WORK

PR # 2014-7662

1. PROJECT TITLE: Records and Information Management Support Services.

2. BACKGROUND: Customs and Border Protection (CBP), the Office of Information and Technology (OIT), Management and Governance Directorate (MGD) operates the CBP Records and Information Management Program (RIM), hereafter referred to as the “Program.” The Program manages and monitors progress for the implementation of CBP records management and information assets for all CBP Mission and Business offices.

CBP is an information-centric organization – the more accurate, timely, secure, and accessible its information, the more effectively its workforce can protect the American people and facilitate legitimate trade and travel. Preservation of government records ensures accountability and transparency to the public and enables CBP to leverage business intelligence to make fact-based decisions. As CBP’s most basic and essential asset, and in common with any other business asset, recorded information requires effective governance.

3. SCOPE: The SOW provides for how the contractor shall meet the needs of the program. The purpose is to provide professional support to the CBP OIT RIM program, as outlined in the table below, for a full spectrum of information governance, records management, process development & sustainment, program management and reporting, and communications activities necessary to maintain the Program’s ongoing operations.

The table below provides an overview of the specific expertise and skillsets required to complete each set of deliverables. While the Government anticipates that these disciplines will be required to accomplish the SOW (at a minimum), the contractor shall provide personnel suitable to accomplish the work as defined as per the below table. The stated FTE (full time equivalent) for each labor category is a minimum and additional hours may be necessary to accomplish the tasks.

Base Year Labor Category Task Area(s)/Expertise Location

Project Manager (1)*

5.11 Project Management Northern

Virginia

Senior IT & Records Consultant (.3)

5.5 Information Policy Support

5.6 Records Management Consulting

5.9 Acquisition Program Standup Support Services

Northern Virginia

Senior Archivist/Records Manager (2)

5.1 Enterprise File Plan Development

5.5 Information Policy Support

5.6 Records Management Consulting

5.7 Records Management Training

5.9 Acquisition Program Standup Support Services

Northern Virginia

Labor Category Task Area(s)/Expertise Location Archivist /Records Manager (1)

5.1 Enterprise File Plan Development

5.2 Systems Inventory

5.3 Accelerate Development of Paper Records Schedules

5.4 Accelerate Development of IT Systems and

Application Platforms Records Schedules

5.7 Records Management Training

5.10 Operational Support

Northern Virginia

Records Information Management Analyst – Level 2 (2)

5.1 Enterprise File Plan Development

5.2 Systems Inventory

5.3 Accelerate Development of Paper Records Schedules

5.4 Accelerate Development of IT Systems and

Application Platforms Records Schedules

5.7 Records Management Training

5.10 Operational Support

5.12 Electronic Records Management

Northern Virginia

Records Information Management Analyst – Level 1 (2)

5.5 Information Policy Support

5.6 Records Management Consulting

5.7 Records Management Training

5.8 Database Support

Northern Virginia

*(Numbers in parenthesis in this table are full-time equivalents.)

Option Year 1 (if exercised) Labor Category Task Area(s)/Expertise Location

Project Manager (1)*

5.11 Project Management Northern

Virginia

Senior IT & Records Consultant (.3)

5.5 Information Policy Support

5.6 Records Management Consulting

5.9 Acquisition Program Standup Support Services

Northern Virginia

Senior Archivist/Records Manager (2)*

5.1 Enterprise File Plan Development

5.5 Information Policy Support

5.6 Records Management Consulting

5.7 Records Management Training

5.9 Acquisition Program Standup Support Services

Northern Virginia

Archivist /Records Manager (1)

5.1 Enterprise File Plan Development

5.2 Systems Inventory

5.3 Accelerate Development of Paper Records Schedules

5.4 Accelerate Development of IT Systems and

Application Platforms Records Schedules

5.7 Records Management Training

5.10 Operational Support

Northern Virginia

Records Information Management Analyst – Level 2 (2)

5.1 Enterprise File Plan Development

5.2 Systems Inventory

5.3 Accelerate Development of Paper Records Schedules

5.4 Accelerate Development of IT Systems and

Application Platforms Records Schedules

5.7 Records Management Training

Northern

Records Information Management Analyst – Level 1 (2)

5.5 Information Policy Support

5.6 Records Management Consulting

5.7 Records Management Training

5.8 Database Support

Northern

*(Numbers in parenthesis in this table are full-time equivalents.)

4. APPLICABLE DOCUMENTS: The Federal Records Act US CODE: Title 44, Chapter 31— Records Management by Federal Agencies—and the relevant requirements of Title 36, Code of Federal Regulations (CFR), Parts 1220 through 1239, contain the statutory and regulatory requirements for all Federal records management programs. The list of the applicable documents are as follows:

UNITED STATES CODE

• 5 U.S.C §§ 552, 552a, 553 (Freedom of Information Act, as amended; Privacy Act of 1974, as amended; Administrative Procedures Act)

• 18 U.S.C. § 2071. Concealment, removal, or mutilation generally

• 40 U.S.C. Subtitle III – Information Technology Management (Clinger-Cohen Act of 1996)

• 44 U.S.C. Chapter 21 – National Archives and Records Administration as amended

• 44 U.S.C. Chapter 29 – Records Management by the Archivist of the United States and by the

Administrator of General Services

• 44 U.S.C. Chapter 31 – Records Management by Federal Agencies (Federal Records Act)

• 44 U.S.C. Chapter 33 – Disposal of Records (Federal Records Disposal Act)

• 44 U.S.C. Chapter 35 – Coordination of Federal Information Policy (Paperwork Reduction Act of

1980, as amended; Paperwork Reduction Reauthorization Act of 1995; and Government Paperwork Elimination Act)

CODE OF FEDERAL REGULATIONS

• 5 CFR Part 1320. Controlling Paperwork Burdens on the Public

• 36 CFR Chapter XII, Records Management

Part 1220. Federal Records; General Part 1222. Creation and Maintenance of Records Part 1223. Managing Vital Records Part 1224. Records Disposition Program Part 1225. Scheduling Records Part 1226. Implementing Disposition Part 1227. General Records Schedule Part 1228. Loan of Permanent and Unscheduled Records Part 1229. Emergency Authorization to Destroy Records Part 1230. Unlawful or Accidental Removal, Defacing, Alteration or Destruction of Records Part 1231. Transfer of Records from the Custody of One Executive Agency to Another Part 1232. Transfer of Records to Records Storage Facilities Part 1233. Transfer, Use, and disposition of Records in a NARA Federal Records Center Part 1234. Facility Standards for Records Storage Facilities Part 1235. Transfer of Records to the National Archives of the United States Part 1236. Electronic Records Management Part 1237. Audiovisual, Cartographic, and Related Records Management Part 1238. Microform Records Management

Part 1239. Program Assistance and Inspections

OMB CIRCULARS

• OMB Circular A-123 – Management’s Responsibility for Internal Control

• OMB Circular A-130 – Management of Federal Information Resources (updated 27 July 2016)

EXECUTIVE ORDERS

• Executive Order 10346 - Preparation by Federal Agencies of Civil Defense Emergency Plans

• Executive Order 12656 - Assignment of Emergency Preparedness Responsibilities

• Executive Order 13231 - Assignment of Emergency Preparedness Responsibilities

• PRESIDENTIAL MEMORANDUM - Managing Government Records, dated Nov 28, 2011

IMPLEMENTING DIRECTIVES

• Managing Government Records Directive OMB M-12-18

• Guidance on Managing Email OMB M-14-16

• Transition to Electronic Records OMB M-23-07

• CBP RIM Directive

5. SPECIFIC TASKS: The contractor shall furnish all labor, management, and local travel required to perform the support services defined in this SOW. The contractor shall furnish sufficient technical, supervisory, and administrative personnel as described in Section 3 of this document to ensure performance of the work in accordance with the delivery schedule. The contractor shall be responsible for obtaining and maintaining any registration or certification as requested by the various Federal, state, and local agencies as well as any licenses, permits, warrants or permissions required in the performance of this task order. The contractor shall provide a transition plan detailing the timeline and plan to staff the required positions. Specifically, the contractor shall provide:

5.1 Enterprise File Plan Development: The contractor shall provide records management support services to update and maintain CBP’s file plans of paper and electronic records. The activity includes the following tasks:

1. Analyzing documents and determining correct document type, retention, and storage.

2. Creating metadata for inventoried records.

3. User support services to internal and external stakeholders, e.g., responding to inquiries regarding the status of documents being inventoried; updating or revising records series descriptions as necessary; standardizing to NARA’s new General Records Schedules

(GRS).

5.2 IT Systems Inventory: The contractor shall provide records management support services to update and maintain CBP’s inventory of systems in use at CBP. The activity includes the following tasks:

1. Develop and implement a schedule to coordinate with systems administrators and owners to conduct inventory of IT Systems to identify and categorize records as prioritized by the Government.

2. Analyzing systems to determine where they fit as records.

3. Creating metadata for systems.

4. Develop and implement a schedule to Identify existing or create new file plans and retention schedules for IT systems as prioritized by the Government.

5. Develop policies, processes, and procedures for records management of IT System records.

6. Develop and implement processes to integrate RM functionality and requirements into the design, development, and implementation of IT systems.

7. Develop and implement processes to conduct regular evaluations of the management of IT

System records.

5.3 Accelerate Development of Paper Records Schedules: The contractor shall work closely with the CBP records management office to create, analyze, and update CBP Records Control Schedules (RCS). The contractor shall ensure that newly created and revised records schedules are based on appropriate government authorities. Additionally, the contractor shall assist with the creation, revision, and consolidation of records control schedules enterprise-wide, consistent with the Federal Enterprise Architecture (FEA). In performing this work, the contractor shall follow best practices provided by NARA. Tools and techniques may include:

1. Performing business analyses to determine how certain records are managed.

2. Interviews to determine use and business value of certain records.

3. Liaise with NARA to plan schedule approval.

4. Manage and maintain the CBP file plans and corresponding records retention schedules, procedures, and processes, to satisfy business needs and remain in compliance with changing legal and regulatory requirements.

5. Coordinate with CBP offices and directorates to ensure unit retention file plans are followed in accordance with the CBP file plan.

5.4 Accelerate Development of IT Systems and Application Platforms Records Schedules:

The contractor shall work closely with the CBP Records and Information Management Office to create CBP IT Systems Records Control Schedules (RCS). The contractor shall ensure that newly created and revised systems schedules are based on appropriate government authorities. Additionally, the contractor shall assist with the creation, revision, and consolidation of systems control schedules enterprise-wide, consistent with the Federal Enterprise Architecture (FEA). In performing this work, the contractor shall follow best practices provided by NARA. Tools and techniques may include:

1. Performing business analyses to determine how certain systems are managed.

2. Interviewing systems administrators and owners to determine use and business value of systems.

3. Identification of special requirements needed to schedule information systems to include inputs, outputs, master files, system documentation, etc.

4. Big bucket scheduling to support the implementation of electronic Records Management

Applications (RMA).

5.5 Policy Support: The contractor shall work closely with the CBP Records and Information Management Office to develop and disseminate enterprise-wide policies related to CBP’s management of its information assets. Activities include, but are not limited to the following:

1. The contractor shall conduct a gap analysis among the various statutes, DHS and CBP procedures, and best practices to determine the current state of legal hold and document preservation and provide recommendations.

2. Work with authoritative policy entities to ensure that relevant legislative and compliance requirements are met.

3. Ensure adherence to existing CBP, DHS, and NARA information management policies.

4. Draft new policies, memorandums, and directives, as needed to properly govern CBP’s creation, storage, and disposal of information assets for review by Government Official.

5. Assist in the dissemination of new and updated Information Management policies and procedures in a timely manner following the approval of the policy or procedure in question.

5.6 Records Management Consulting: The contractor shall work closely with the CBP Records and Information Management Office to provide records management support services ensuring proper policy and governance. Tasks include, but are not limited to the following:

1. The contractor shall support the Government's preparation for electronic records management by analyzing the records management capabilities of current and planned information systems as well as the agency’s particular needs and constraints and providing recommendations.

2. Consult with departments and senior management to analyze workflows and recommend improvements.

3. Support the CBP mobile workforce initiative.

4. Maintain procedures for proper recordkeeping, organization, handling, storage, retrieval, and destruction of records for CBP in accordance with internal policies and external requirements of CBP, DHS, and NARA.

5. Oversee methods of records management and disposition.

6. Provide technical support and guidance for electronic records stored in repositories, systems, and applications, (e.g., SharePoint, Email, File Shares, DMS, ECM) and the records and business documents contained in them.

7. Support the database administrator roles which are responsible for creating and maintaining the repositories that will be used to house the records schedules.

8. Assist in configuring the records repository and building out the file plan.

9. Recommend business process improvements that would enhance enterprise records management performance and efficiency.

10. Provide data and systems support for the migration to Office 365 and any future Cloud based initiatives.

11. Interview units for relevant workflow requirements and user stories.

12. Provide technical support and guidance to ensure the program is assessed and complies with required regulations, directives, and laws as outlined in Section 4 of the SOW.

13. Continue Essential records program development and support.

14. Correspondence, scheduling, and management support with matters related to the CBP

Records Management Working Group (RMWG).

15. Correspondence, scheduling, and management support with matters related to CBP’s Chief

Records Officer’s role as Chair of the Records Accountable Executive (RAE) Council.

16. The Department of Homeland Security (DHS) has transitioned offsite storage from Federal

Records Centers to Iron Mountain Information Management (Iron Mountain) storage facilities. The contractor shall support the Government’s preparation and migration to the new facilities. The contractor will be responsible for working in collaboration with Iron Mountain to satisfy their record storage requirements.

5.7 Records Management Training: The contractor shall collaborate with the CBP Records and

Information Management Office to provide information management training services to CBP employees, contractors, and partners, as needed to ensure existing and new information management policies and procedures are known and observed. The training materials to be in varied formats to accommodate varied presentation options: web-based, Microsoft products, in-person or remote training sessions. Tasks include, but are not limited to the following:

1. Develop training materials and lesson plans.

2. Travel (Local Only) to alternate locations to provide training services.

3. Lecture on information management best practices and other training materials to CBP employees and affiliates.

4. Assess audience comprehension of training material.

5. Formulate and propose strategy adjustments as necessary.

6. Develop mandatory internal, staff-wide, formal training materials, based on agency policy and directives, covering records in all formats including paper, email, texts, chat, social media etc.

7. Develop training curriculum aligned to RIM roles (for instance - senior leadership, program managers, Local Records and Information Managers (LRIMs), Records Custodians (RCs), and Records Accountable Executives (RAEs) and unique business needs for each component office.

8. Develop training materials to facilitate interfacing with IT System design and development activities.

9. Conduct and document training or other briefings as part of onboarding for senior officials on their RM roles and responsibilities.

10. Identify training objectives and delivery methods.

5.8 Database Support: The contractor shall provide database support to the CBP Records and Information Management Office. Tasks include but are not limited to:

1. Maintain a database repository for records inventory.

2. Work with relevant staff to provide a means to capture and preserve relevant data regarding inventoried documents, systems, and other information assets.

3. Provide a tracking mechanism for inventory and scheduling of records and systems.

4. Generate reports / dashboards using the data.

5. Validate data integrity.

6. Perform regular data backup and testing.

5.9 Acquisition and Evaluation Program Standup Support Services: The contractor shall work closely with the CBP Records and Information Management Office to develop and introduce Acquisition and Evaluation Program foundation documents in accordance with the CBP, DHS, and NARA evaluation program requirements. Activities include, but are not limited to the following:

1. Risk analysis and assessment.

2. Ensure adherence to existing CBP, DHS, and NARA information management policies.

3. Develop draft evaluation process including conducting inspections, audits, and reviews to ensure that it is efficient, effective, and compliant with all applicable records management laws and regulations. (36 CFR §1220.34)

5.10 Operational Support: The contractor shall provide support to the CBP Records and

Information Management Office with ongoing operational tasks, to include:

1. Coordination of Records Transfers.

2. Coordination of Records Disposals.

3. Coordination of accessioning Permanent Records to NARA.

4. Intake, logging, tracking, distribution, coordination, management, resolution, and calculation of metrics pertaining to records management and information governance requests for support and inquiries received by the CBP Records and Information Management Office via the CBP Records Management Group Mailbox.

5.11 Project Management: The contractor shall provide project management services necessary to plan, coordinate, structure, schedule, manage, communicate, report, and steward all CBP Records and Information Management activities throughout the agreement’s period of performance.

Management activity shall include both overall and task level project management to establish control, monitoring, and notification mechanisms and shall work with the Government’s Contracting Officer Representatives (COR), CBP unit records managers, and Subject Matter Experts (SMEs) to ensure that tasks stay on track and important milestones are met. The Project Manager shall work with Unit records managers, CBP Contractors, and all other stakeholders necessary to ensure relevant CBP policies and procedures are met. Tasks include but are not limited to the following:

1. Work closely with senior management and business units regarding records management requirements, resources, policies and procedures.

2. Provide coordination amongst CBP technical and administrative staff and leadership.

3. Assess alignment of activities with Federal Enterprise Architecture.

4. Identify and report on CBP records and information management risks.

5. Identify internal systemic deficiencies within the CBP Records and Information

Management program and design and implement strategies for their improvement.

6. Identify and implement mitigation strategies designed to reduce these risks to an acceptable level over time.

7. Provide reports – including activity, progress, quality, statistical, transference and disposition – as required by Government Official.

5.12 Electronic Records Management: The contractor shall provide records management support services for IT and non-IT electronic records management. Tasks include, but are not limited to the following:

1. Conduct analysis of the records management capabilities of current and planned information systems, as well as the agency’s particular needs and constraints and provide recommendations as to the Government's preparation for electronic records management.

Develop strategy, processes, and procedures to implement records management of electronic records to support implementation of electronic Records Management Application (RMA).

2. Develop records schedules covering electronic messages including text messages, chat/instant messages, voice messages, etc.

3. Provide technical support and guidance for electronic records stored in repositories, systems, and applications.

4. Develop migration strategies for electronic and non-electronic records.

5. Incorporate records management controls into the design, development, and implementation of electronic information systems.

6. Develop strategy to integrate RM staff in the design, development and implementation of new electronic systems.

6. DELIVERABLES AND DELIVERY SCHEDULE: The contractor shall submit all deliverables on the respective due dates as follows:

Enterprise File Plan Development

Task #

Deliverable

Due Date

Media Type

Quantity

Submit To

5.1 Annual File Plan Project

Plan

90 Days after start of contract

MS Word 1 electronic copy

COR/PM

5.1 File Plan Analysis

Report (12)

Monthly MS Word 12 electronic copies

COR/PM

IT Systems Inventory

Task # Deliverable Due Date Media Type Quantity Submit To

5.2 Systems Inventory Project

Plan 90 Days after start of contract

MS Word 1 electronic copy

COR/PM

5.2 System Inventory Analysis

& Progress Report (12)

Monthly MS Word 12 electronic copies

COR/PM

5.2 Annual IT Systems

Inventory and Report

September 1, 2026

MS Word 1 electronic copy

COR/PM

Accelerate Development of Paper Records Schedules

Task # Deliverable Due Date Media Type Quantity Submit To

5.3 Paper Records Schedule

Project Plan 90 Days after start of contract

MS Word 1 electronic copy

COR/PM

5.3 Paper Records Schedule

Analysis and Progress Report (12)

Monthly MS Word 12 electronic copies

COR/PM

5.3 Paper records schedules

updates (12)

Monthly MS Word 12 electronic copies

COR/PM

Accelerate Development of IT Systems and Application Platforms Records Schedules

Task # Deliverable Due Date Media Type Quantity Submit To

5.4 IT Records Schedule

Project Plan 90 Days after start of contract

MS Word and/or Excel

1 electronic copy

COR/PM

5.4 IT Records Schedule

Analysis and Progress Report (12)

Monthly MS Word 1 Electronic copy

COR/PM

5.4 IT records schedules

updates (12)

Monthly MS Word 1 electronic copy

COR/PM

Policy Support

Task # Deliverable Due Date Media Type Quantity Submit To

5.5 Policy Development

Project Plan 90 Days after start of contract

MS Word and/or Excel

1 electronic copy

5.5 Policy Analysis and

Progress Report (12)

Monthly MS Word and/or Excel

1 electronic copy

COR/PM

5.5 Updated Policy documents

based on project plan (12)

Monthly MS Word 1 electronic copy

COR/PM

5.5 Final policy documents

based on project plan

End of POP MS Word 1 electronic copy

COR/PM

Records Management Consulting

5.6 Report of consulting

activities (52)

Weekly MS Word and/or Excel

1 electronic copy

COR/PM

5.6 Comprehensive report of

consulting and recommendations for action

Monthly MS Word and/or Excel

1 electronic copy

COR/PM

5.6 Ad hoc material creation, remarks, statements, assessments, white papers, issues papers (no more than 75)

As requested by COR

MS Word 1 electronic copy per request

COR/PM

5.6 Respond to ad hoc

inquiries stakeholders about records management issues (no more than 400)

As requested by COR

MS Word 1 electronic copy per request

COR/PM

Records Management Training

Task # Deliverable Due Date Media Type Quantity Submit To

5.7 Records management

Training Project Plan 90 Days after start of contract

MS Word and/or Excel

1 electronic copy

COR/PM

5.7 Records management

Training Progress Report (12)

Monthly MS Word and/or Excel

1 electronic copy

COR/PM

5.7 Annual Report of Records

Management Training

End of POP MS Word and/or Excel

1 electronic copy

Database Support

5.8 Updated RIM Database

report information (12)

Monthly SharePoint and/or Excel

1 electronic copy

COR/PM

Acquisition & Evaluation Program Standup Support Services

Task # Deliverable Due Date Media Type Quantity Submit To

5.9 Acquisition & Evaluation

Program Project Plans

90 Days after start of contract

MS Word and/or Excel

1 electronic copy

COR/PM

5.9 Acquisition & Evaluation

Program Progress Reports (12)

Monthly MS Word and/or Excel

1 electronic copy

COR/PM

5.9 Acquisition & Evaluation

Program Updated Lifecycle Documents (12)

Monthly MS Word 1 electronic copy

COR/PM

Operational Support

5.10 Operational Support

Project Plan

90 Days after start of contract

MS Word 1 electronic copy

COR/PM

5.10 Operational Support Status

Report (12)

Monthly MS Word 1 electronic copy

COR/PM

5.10 Annual Report of

Operational Support Activities

Annually MS Word 1 electronic copy

COR/PM

Project Management

5.11 Detailed Staffing Plan 5 Days after

start of contract

MS Word 1 electronic copy

COR/PM

5.11 Records Management

Comprehensive Program Plan

90 Days after start of contract

MS Word 1 electronic copy

COR/PM

5.11 Records Management

Program Status Report (12)

Monthly MS Word 1 electronic copy

COR/PM

Electronic Records Management

5.12 Electronic Records

Management Project Plan

45 Days after start of contract.

Reviewed / updated as needed at beginning of each option year.

MS Word and/or Excel or other approved format

One (1) electronic copy

COR/PM

5.12 Associated documents as

stated in the Electronic Records Management Project Plan

Monthly MS Word and/or Excel or other approved format

One (1) electronic copies

7. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: Upon completion of a

CBP Background Investigation, a computer workstation for the Government site will be provided to contractors working on- site. On a case-by-case basis, additional items such as FOB, or laptop may be issued. The Government will also provide access to copiers, fax machines, printers, and a phone.

All Government issued equipment must be used in accordance with CBP OIT policies and guidelines.

Contractor must take all reasonable efforts to safely, securely, and properly handle and maintain all Government-furnished property provided to the Contractor for use under this contract. Contractor must track and maintain all Government furnished property and only use Government-furnished property for use in the performance of this contract. Contractor is responsible for any loss or damage to Government-furnished property.

8. INVOICE INSTRUCTIONS: The contract shall invoice CBP in accordance with CBP invoicing clause, “Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP) (JAN 2016)”. All invoicing is done in arrears.

9. GOVERNMENT POINTS OF CONTACT:

Contracting Officer: Rick Travis, Rick.A.Travis@cbp.dhs.gov Contracting Specialist: Lloyd Burton, Lloyd.A.Burton@cbp.dhs.gov Contracting Officer Representative (COR): Amanda Vargas, Amanda.Vargas@cbp.dhs.gov Program Manager: Dawn Watts, Dawn.Watts@cbp.dhs.gov

10. PLACE OF PERFORMANCE: The current place of performance is Ashburn, VA

U.S. Customs and Border Protection (CBP) CBP Records & Information Management (RIM) Division 22001 Loudoun County Parkway Ashburn, VA 20598

11. PERIOD OF PERFORMANCE (POP):

Base Year - September 23, 2025 to September 22, 2026 Option Year - September 23, 2026 to September 22, 2027

12. GENERAL NFORMATION

a. Hours of Operation: Government offices are accessible during the hours of 6:00 am to 6:00 pm Eastern Standard Time 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.

b. Anticipated Travel: Only local travel is anticipated under this contract. The Government will not reimburse for travel expenses.

13. DATA RIGHTS: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all mailto:Rick.A.Travis@cbp.dhs.gov mailto:Lloyd.A.Burton@cbp.dhs.gov mailto:Amanda.Vargas@cbp.dhs.gov mailto:Dawn.Watts@cbp.dhs.gov rights and privileges of ownership/copy rights belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. These rights do not abrogate any other Government rights. All such documents and data shall be confidential and shall not be disclosed to any third party without prior permission of CBP.

14. KEY PERSONNEL: The key personnel are identified in the SOW within Section 3 (labor category table), namely the Project Manager, Senior Analyst, and Senior IT & Records Consultant. Detailed descriptions of functional responsibilities for all personnel are outlined in Attachment 1.

15. SECURITY: Must have CBP clearance before working on site. The work conducted on this contract will be For Official Use Only (FOUO) with appropriate markings on all documents produced in support of this SOW. The contractor shall comply with CBP administrative, physical, and technical security controls to ensure that the Government's security requirements are met.

a. 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 per CBP policy.

b. Identification of Contractor Employees: All contractor employees shall be required to wear identification badges when working in government facilities.

i. The contractor shall provide each of its employees who will be involved in the performance of the work located on a Government facility with an identification (ID) badge. The ID badge shall clearly display the contractor's name, the employee's name and color photograph of the employee. The Contracting Officer or his/her designee shall approve the ID badge before the commencement of work performance. It is the contractor's responsibility to ensure that all contractor personnel wear the ID badge at all times when performing work under this contract at a government facility. Unless otherwise specified, each contractor employee shall wear the ID badge in a conspicuous place on the front of their clothing and above their waist, except when safety or health reasons prohibit such placement. This requirement is in addition to any Government facility security provisions that require that a Government-issued security badge also be worn.

ii. The contractor personnel shall clearly identify themselves to all attendees as a contractor employee before the commencement of meetings with Government or other contractor personnel. The contractor personnel shall clearly and immediately identify themselves as a contractor employee when placing, answering, or participating in telephone/VTC conversations with Government or other contractor personnel.

iii. When contractor personnel send e-mail messages from or to a Government owned computer when conducting Government business, they shall include a signature block that includes their employer's name and the employee's full name and e-mail address.

iv. Each of the requirements set forth in paragraphs a-b above, must be included in all subcontracts at any tier.

16. LABOR CATEGORIES, QUALIFICATIONS, AND SECTION 508: Listed in Attachments.

STATEMENT OF WORK 2014-7662 (26 February 2025) ATTACHMENTS –

LABOR CATEGORIES, QUALIFICATIONS, AND SECTION 508 REQUIREMENTS

Attachments - Page 14

Education and Experience: The Offeror should consider the desired education and desired experience levels listed in the below. Minimum requirements have been provided in the column, “Minimum Requirements” to add flexibility and to assist Offerors in aligning resources proposed for the Strategic Vision & Planning (SVP) Division’s requirements.

It is anticipated that all experience and education will be in a field and/or specialty directly related to the labor category being proposed and all diplomas, GED certificates, and degrees will be from accredited institutions. Further, the Contracting Officer(s) or Contracting Officer Representative (COR) may grant waivers for these requirements or allow substitution of certain certifications for education and/or experience if it is determined to be in the best interest of the Government. Any equivalencies or substitutions must be cited in each Technical Order.

Labor Category Description Desired

Education Desired Experience Minimum

Requirements 1 Project Manager Functional Responsibility: Responsible for overall management of contract support operations, possibility involving multiple projects and groups of personnel at multiple locations. Organizes, directs and coordinates the planning and production of all contract support activities. Demonstrates written and oral communication skills. Has authority and responsibility to identify and commit resources required to support effort.

Bachelors 10 years’ experience progressive

Two 2 years’ experience

2 Senior IT & Records Consultant

Functional Responsibility: The Senior IT and Records Information Management Consultant is responsible for delivering consulting services related to of data repositories (e.g., SharePoint, Email, File Shares, DMS, ECM) and the records and business documents contained in them. These services may include conducting system evaluations (assessments), development of media-specific file management schema and acquisition assistance through requirements definition, technical solution recommendations and vendor selection; pilot design and implementation, which may include system/solution testing, compliance measurement; and behavioral change management and training activities. Understanding of infrastructure components, software solutions, business drivers, and emerging technology directions are essential.

In a typical engagement, Senior IT and Records Information Management Consultants recommend technical solutions for

Bachelor’s Degree or other equivalent degree program (or additional four (4) years functional area experience.

Twenty-Four (24) years’ experience

20 years’ experience

Attachments - Page 15

Desired Experience Minimum

Requirements retention, protection and management of documents including ESI, and/or the eDiscovery, review, and production of information from those systems for information governance, records and information management, control of controlled unclassified information, regulatory and/or litigation purposes. Senior IT and Records Information Management Consultants may identify business and functional requirements, translate them into technical requirements, perform data extraction (utilizing reporting tools, SQL queries, audit, and monitoring) and database development, as well as perform data collection, analysis, and presentation (utilizing SharePoint, Access, Excel, HTML, etc.) services.

3 Senior Archivist/Records Manager

Functional Responsibility: Provide guidance and develop policies to comply with regulations and directives such as those outlined in the Federal Enterprise Architecture (FEA) Records Management Profile: Electronic Records Management and Recordkeeping requirements checklists. Develop and maintain program management plan and support development of related requirements.

Developments or coordinates responses to management audits and assessments. Requires outstanding of organization’s business systems and industry requirements. Creates process change by integrating new process with existing ones and communicating these changes to stakeholders. Recommends and facilitates quality improvement efforts.

Bachelor’s Degree or other equivalent degree program (or additional four (4) years functional area experience.

Eight (8) Years Five (5) years’ experience

4 Archivist/Records Manager

Functional Responsibility: Provide guidance and develop policies to comply with regulations and directives such as those outlined in the Federal Enterprise Architecture (FEA) Records Management Profile: Electronic Records Management and Recordkeeping requirements checklists. Develop and maintain program management plan and support development of related requirements.

Developments or coordinates responses to management audits and assessments. Requires outstanding of organization’s business systems and industry requirements. Creates process change by integrating new process with existing ones and communicating

Bachelor’s Degree or other equivalent degree program (or additional four (4) years functional area

Four (4) Years Two (2) years’

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Desired Experience Minimum

Requirements these changes to stakeholders. Recommends and facilitates quality improvement efforts.

experience.

5 Records Information Management Analyst – Level 1

Functional Responsibility: Supports projects under the director of senior staff, through the conduct of/participation in interviews, physical inventory of records, development of inventory data sheets, analysis data sheets, and development of record series descriptions. Performs basic legal research. Manages associated data, generates reports, and performs other related duties as necessary to support project completion. Also assists with general data gathering and analysis as assigned, including process flow, user profiles, data mapping.

Bachelor’s Degree or other equivalent degree program (or additional four (4) years functional area experience.

Entry Level Entry Level

6 Records Information Management Analyst – Level 2

Functional Responsibility: Supports records inventory/records retention schedules projects through the conduct of interviews, physical inventory of records development of inventory data sheets, analysis data sheets, and development of record series descriptions.

Performs basic legal research. Manages associated data, generates reports, and performs other related duties as necessary to support project completion.

Bachelor’s Degree or other equivalent degree program (or additional four (4) years functional area experience.

Two (2) Years Experience (2)

One (1) year

Data Gathered from GSA Labor Categories https://buy.gsa.gov/pricing/ https://buy.gsa.gov/pricing/

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1. Section 508 Requirements Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5.

In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

1.1 Section 508 Requirements for Technology Services

When developing or modifying ICT, the Contractor is required to validate ICT deliverables for conformance to the applicable Section 508 requirements. Validation shall occur on a frequency that ensures Section 508 requirements is evaluated within each iteration and release that contains user interface functionality.

1. When modifying, installing, configuring or integrating commercially available or government-owned ICT, the Contractor shall not reduce the original ICT Item’s level of Section 508 conformance.

2. When developing or modifying electronic documents and forms provided in a Microsoft Office or Adobe PDF format, the Contractor shall demonstrate conformance to the applicable to the applicable Section 508 standards (including WCAG Level A and AA Level 2.0 Success Criteria) by conducting testing using the test methods published under “Accessibility Tests for Documents” at https://www.dhs.gov/compliance-test-processes.

3. When developing or modifying ICT deliverables that contain the ability to automatically generate electronic documents and forms in Microsoft Office and Adobe formats, or when the capability is provided to enable end users to design and author web based electronic content (i.e. surveys, dashboards, charts, data visualizations, etc.), the Contractor shall demonstrate the ability to ensure these outputs conform to the applicable Section 508 standards (including WCAG 2.0 https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5

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Level A and AA Success Criteria). The Contractor shall demonstrate conformance by conducting testing and reporting test results based on representative sample outputs. For outputs produced as Microsoft Office and Adobe PDF file formats, the Contractor shall use the test methods published under “Accessibility Tests for Documents”, which are published at https://www.dhs.gov/compliance-test-processes.

4. For outputs produced as web based electronic content, the Contractor shall use the DHS Trusted Tester for Web Methodology Version 5.0, or successor versions. This methodology is published at https://www.dhs.gov/trusted-tester

1.2 Section 508 Deliverables

1. Section 508 Test Plans: When developing or modifying ICT pursuant to this contract, the Contractor shall provide a detailed Section 508 Conformance Test Plan. The Test Plan shall describe the scope of components that will be tested, an explanation of the test process that will be used, when testing will be conducted during the project development life cycle, who will conduct the testing, how test results will be reported, and any key assumptions.

2. Section 508 Test Results: When developing or modifying ICT pursuant to this contract, the Contractor shall provide test results in accordance with the Section 508 Requirements for Technology Services provided in this solicitation.

3. Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror shall provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR shall be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

(End of clause) https://www.dhs.gov/compliance-test-processes https://www.dhs.gov/trusted-tester https://www.itic.org/policy/accessibility/vpat