RFQ - Preventative Maintenance for the National Archives Museum (1).docx

National Archives and Records Administration Office of the Chief Acquisition Officer 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

RFQ# 88310322Q00076

THIS IS A REQUEST FOR QUOTATION (THIS IS NOT AN ORDER) in accordance with FAR 13.106-1(b), Soliciting from a Single Source. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular Number 2022-06 effective May 26, 2022.

This solicitation is for the acquisition of Preventative Maintenance at the National Archives Museum.

Complete and return one (1) copy of the quotation via e-mail by 12:00 PM ET on August 19, 2022 to:

Ms. Tyrice Buie (Contractor), Contract Specialist Tyrice.buie@nara.gov

Please include the solicitation number in the subject line and allow one extra business day for delivery and receipt, as the email will need to pass through IT security.

This is a Request for Quotation and quotations furnished are not offers. This request does not commit the Government to pay any costs incurred in the preparation or submission of the quotation or to contract for supplies and/or services. Any representations and/or certifications attached to this Request for Quotation must be completed by the Contractor. This includes the submission, with the contractor’s quotation, of representations required by FAR provision 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and FAR provision 52.204-26, Covered Telecommunications Equipment or Services-Representation. FAR provision 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (May 2022) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision.

The Contractor's quotation will be evaluated to determine whether or not it addresses the requirements of the RFQ. Furthermore, the Contractor’s responsibility will be evaluated prior to the issuance of any contract.

Enclosures:

Enclosure 1 – Schedule of Prices Enclosure 2 – Performance Work Statement (PWS) Enclosure 3 – Quality Assurance Surveillance Plan (QASP) Enclosure 4 – Performance Requirements Summary (PRS) Enclosure 5 – Contract Administration Enclosure 6 – Additional NARA Terms and Conditions - (ADDENDA TO FAR CLAUSE 52.212-4) Enclosure 7 – COVID-19 Health Screening and Mask Wearing Requirements Enclosure 8 – FAR Clauses Enclosure 9 – Wage Determination

ENCLOSURE 1

SCHEDULE OF PRICES

(i) The Contractor must identify the base year "Unit Price" and "Total Price" for the fixed-priced supplies/services described in Paragraph 4, Schedule of Prices.

(ii) The hourly rates in Table 3(f) must include the composite hourly rate that will be used in pricing the labor only portion of orders for CLIN 0003 under this contract. The composite hourly burdened labor rate must include all labor costs, direct and indirect, including labor, labor overhead, and profit, to provide one hour of labor.

(ii) Other Direct Cost, subcontract, applicable material, parts, etc. must not be included in Table 3(f); they must be priced according to the requirements of each order for additional services and included in the price of the order.

(i) Actual wages paid to each employee, listed by employee, in the prior contract year, including the actual hourly wage rate (unburdened) for each employee.

(ii) Documentation supporting fringe benefit cost paid in the previous contract year.

(iii) Documentation supporting accompanying payroll tax rate increases (if applicable).

(iv) Data supporting the actual health and welfare (H&W) premiums or data supporting actual cost for equivalent benefits paid by the Contractor (required if Wage Determination H&W rate adjustment is applicable).

(i) All Additional Services regardless of price; and

(ii) Deductions for all CLINs.

TABLE 3(f), Composite Hourly Rate Table Labor Category

Firm-Fixed Hourly Price Base Year

Firm-Fixed Hourly Price Option Year I Firm-Fixed Hourly Price Option Year II Firm-Fixed Hourly Price Option Year III Firm-Fixed Hourly Price Option Year IV

Base Rate

Overtime Rate

CLIN = Contract Line Item Number; PWS: Performance Work Statement; NSP = Not Separately Priced, NTE = Not to Exceed.

NOTE: The Contractor must provide a schedule in the price quotation that clearly details the breakdown of the quoted monthly/bi-monthly prices by labor category, labor hours, labor rates, burdened rates, materials, equipment, supplies, etc. Finally, any ODCs must also be detailed for each quoted expense for each year. In addition to hard copy information, in order to expedite review of the quotation, the Contractor must submit an electronic copy via email. NARA utilizes the data during the review of quoted prices for such things as math checks, the use of correct escalation, and other evaluation procedures. The Contractor must include the formulas and factors used in calculation of the data.

Base Year: September 29, 2022 through September 28, 2023

Base Year: Preventative Maintenance Exhibit Structures in accordance with the PWS.

MO

EA

Note: Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered.

Lot

See Table 3(f), Composite Hourly Rate Table

$20,000.00

NTE

TOTAL BASE YEAR PRICE:

Option Year I: September 29, 2023 through September 28, 2024

Option Year I: Preventative Maintenance Exhibit Structures in accordance with the PWS.

Note: Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered.

Lot

See Table 3(f), Composite Hourly Rate Table

$20,000.00

NTE

Reserved

TOTAL OPTION YEAR I PRICE:

Option Year II: September 29, 2024 through September 28, 2025

Option Year II: Preventative Maintenance Exhibit Structures in accordance with the PWS.

Note: Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered.

Lot

See Table 3(f), Composite Hourly Rate Table

$20,000.00

NTE

Reserved

TOTAL OPTION YEAR II PRICE:

Option Year III: September 29, 2025 through September 28, 2026

Option Year III: Preventative Maintenance Exhibit Structures in accordance with the PWS.

Note: Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered.

Lot

See Table 3(f), Composite Hourly Rate Table

$20,000.00

NTE

Reserved

TOTAL OPTION YEAR III PRICE:

Option Year IV: September 29, 2026 through September 28, 2027

Option Year IV: Preventative Maintenance Exhibit Structures in accordance with the PWS.

Note: Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered.

Lot

See Table 3(f), Composite Hourly Rate Table

$20,000.00

NTE

Reserved

TOTAL OPTION YEAR IV PRICE:

TOTAL CONTRACT PRICE:

ENCLOSURE 2

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation’s history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the action of Federal officials, and the national experience.

1.2 The Museum Programs Division within the National Archives and Records Administration (NARA) requires contractor support to assist with the Preventative Maintenance Exhibit Technical Systems and the Preventative Maintenance Exhibit Structures at The Public Vaults, Records of Rights and the Orientation Plaza which are permanent exhibits of NARA in the National Archives Building, located at 700 Pennsylvania Avenue, in Washington, DC.

1.3 Over one million visitors a year visit the exhibit spaces combined which boasts 13,000 square feet, comprised of cases, interactive units, contextual wall graphics, etc. The original exhibit, The Public Vaults opened in November 2004, after being designed by Gallagher, Inc.; and fabricated/produced by Design & Production, Second Story, and Northern Light Productions.

1.4 In November 2013, The Records of Rights exhibit and Orientation Plaza were added. They were designed by Gallagher, Inc.; and fabricated/produced by Design & Production, Second Story, and Cortina Productions. The galleries themselves are fabricated with a multitude of exhibit construction materials including hardwoods, medium density overlay (MDO), glass, acrylic, metals, carpet, tile, and the use hundreds of different kinds of hardware from screws to fasteners, to adhesives and finishes.

2.0 SCOPE

NARA requires the services of a firm specializing in the maintenance of museum exhibits, including structural, audio, visual, lighting, and other technical systems, to provide recurring preventative maintenance, as well as, repair services as needed for its Public Vaults, Records of Rights, and Orientation Plaza exhibits. The Contractor shall provide all labor, material, parts, transportation and tools necessary to provide the required regular preventative maintenance. Regular preventative maintenance is essential to keeping NARA’s Public Vaults, Records of Rights, and Orientation Plaza exhibits operable.

3.0 DESCRIPTION OF SERVICES

The exhibits are highly interactive:

Two separate customized systems manage the control of these galleries including their daily schedules and custom exhibit lighting systems.

3.1 The Contractor shall provide all labor, material, transportation and tools to provide the following services:

3.2 Preventative Maintenance Exhibit Technical Systems: Perform bi-monthly on-site preventative maintenance of exhibit systems, including all audio, video, and computer systems for three (3) exhibits at the National Archives Museum: The Public Vaults, Records of the Rights, and Orientation Plaza.

3.2.1 Preventative Maintenance for Museum Audio/Video/Computer systems in the Public Vaults, Records of Rights and Orientation Plaza Exhibits. Contractor shall provide two (2) A/V technicians to perform preventative maintenance two (2) times per month. Technicians shall arrive at 6:30 am and depart at 10:30 am. Preventative maintenance should be scheduled for a recurring day, Monday, Tuesday, Wednesday, or Thursday. Specific day will be determined by the NARA COR and contractor at the beginning of the contract.

3.2.2 Service will include: Inspect all installed electronic systems; Address any reported malfunctions to the NARA COR and respond to operational questions or concerns during each visit; Check and confirm control room system functionality site wide; Check and confirm operation of all large display devices; Check and confirm operation and calibration of all touch screen displays; Check and confirm operation of all computer- based systems – report any concerns to NARA COR; Check and confirm operation of all media servers. Clean and check slots as necessary; Check and confirm all audio systems, motion detector functions, and output quality of all speakers, handsets, and transducers; Check and confirm integrity of all audio-visual systems for health and safety, natural or unnatural wear and tear, or damaged items. Provide a verbal report to the NARA COR of any issues for immediate attention, followed by a written report of observations. Update service logs following inspection; Outline any required service that cannot be accomplished during routine visits; IT services include visual inspection; physical inspection of game play; communication check; system check; machine clients (rotated to cover all machines once quarterly), and monitor performance check; Contractor shall notify NARA COR if parts or services are needed at an additional expense; Contractor shall provide NARA COR with a written cost estimate. Repairs shall not be made without the NARA COR’s approval.

3.3 Preventative Maintenance Exhibit Structures: Perform monthly (once per month) on-site preventative maintenance of exhibit structures, including all exhibit and mechanical interactives, for three (3) exhibits at the National Archives Museum: The Public Vaults, Records of the Rights, and Orientation Plaza.

3.3.1 Contractor shall provide one (1) exhibit technician to perform preventative maintenance one (1) time per month from October 1, 2022 through September 30, 2023 (Base Year) plus four (4) 12-month option years. Technicians shall arrive at 6:30 am and depart at 10:30 am. Specific day will be determined by the NARA COR and contractor at the beginning of the contract.

3.3.2 Inspect all exhibits and mechanical interactives for wear and make necessary adjustments that can be accomplished within the maintenance time period. Repair work may have to be scheduled for a follow-up date, depending on condition and issue identified.

3.3.3 Contractor shall notify the NARA COR if parts or services are needed at an additional expense; Contractor shall provide the NARA COR with a written cost estimate. Repairs shall not be made without the NARA COR approval.

3.3.4 Exhibit Technician Service and Inspection will include: Review the exhibit log for any problems not previously reported; Check and confirm all mechanical movements – slide rails, sliding panels, drawers, and all other interactive exhibit componentry; Verify all lighting in track or housed exhibits are functional and report any burned out components – replace as time permits; Check and confirm all exhibits for structural integrity, health and safety, natural or unnatural wear and tear, or other damage and provide an immediate verbal report of any issues that may cause harm or failure to the exhibit; Update service logs and provide written reports for further scheduling of on-site repairs.

3.4 Additional Services: The Contractor will be separately reimbursed for any work, requested and authorized by the NARA COR that is not covered in the baseline requirement stated in the Performance Work Statement (PWS). Orders will be placed as needed. No payment for this service will be made until service is performed. There is no guarantee that any minimum amount will be ordered. The Government is not obligated to place any orders under this contract for Additional Services. Examples of Additional Services include, but are not limited to:

3.4.1 On-Call Repair Services: Contractor shall provide the appropriate technical personnel on the morning following any reported system malfunctions to address on-call repair service issues including warranty and non-warranty requests. Repair services shall be scheduled between 6:30 AM and 10:30 AM, Monday through Friday. Contractor shall provide NARA COR with a written cost estimate. Repairs shall not be made without the NARA COR’s approval.

3.4.2 Emergency On-Call Repair Services: Contractor shall provide emergency on-call repair services in the event that the NARA COR requires mobilization of technicians within the same business day or after normal business hours. Contractor shall provide unlimited telephone support for system operation. Contractor shall provide NARA COR with a written cost estimate. Parts shall not be purchased and repairs shall not be made without the NARA COR approval. Technical and exhibit support shall be provided by Contractor personnel most familiar with system malfunction.

4.0 PERSONNEL

4.1 Contractor Personnel Requirements and Certifications:

4.2 To be successful in the completion of this project, NARA requires one or more members of the Contractor’s proposed team to have proven expertise in maintaining the structural, audiovisual, and computer systems of museum exhibits. Contractor employees shall be certified computer engineers, programming engineers, and lighting engineers. Contractor shall have employees with multiple years of experience as senior systems technicians, computer and manual interactive specialists, exhibit and finishing technicians. Contractor must be certified in the following:

4.2.1 Media Systems Integration; AMX; Brightsign Media; Medialon; Network; Alcorn McBride Control; Planar; HOPE Industries; NEC; ETC; IT Protocol and Communication Networking, including with A/V Systems; Extron; Christie/Digital Projection; Media Display (NEC/Samsung/Marshall); Audio (Rane/Dakota/Wohler); Multi-Touch Overlay (PQ Labs); PLC; Exhibit Maintenance Proficiency

5.0 QUALITY ASSURANCE

The Government will evaluate the Contractor's performance under this contract. The COR will perform surveillance on those tasks listed in PWS Enclosure 4, Performance Requirements Summary (PRS), and will record all surveillance observations. The COR will maintain a file of all inspection results. Government surveillance of tasks not listed in PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Service clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions.

ENCLOSURE 3

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Quality Assurance Evaluator / Contracting Officer’s Representative (COR) and other Government evaluators a summary of the key performance standards required in the contract, performance levels, and method of surveillance normally used for that performance standard. These are listed in Enclosure 4, Performance Requirements Summary (PRS).

The QASP describes a systematic method to evaluate receipt by the Government of acceptable services the Contractor is required to furnish. The Contractor is required to provide satisfactory performance in all areas of the contract. Before invoices can be paid, a determination by the COR must first be made that satisfactory services have been received.

Any non-conformance with contract requirements is a “defect”. A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject Performance Work Statement (PWS) paragraph(s). Examples of defects that will be recorded include, but are not limited to:

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The Government will follow the guidance in FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services when performance is other than satisfactory.

Good management and use of an adequate quality control (QC) plan will allow the Contractor to operate within specified performance requirements. The COR and Government evaluators shall be objective, fair, and consistent in evaluating Contractor performance against contract requirements and standards. The main emphasis is on quality performance.

2.0 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis, 100% surveillance, or as otherwise specified in the PRS in conjunction with the PWS.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the Contracting Officer (CO) including any proposed contract deductions.

3.0 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are specified in the PRS. Customer complaints may be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further for future surveillance.

4.0 INFORM CONTRACTOR:

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Contractor of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance and turn this information over to the CO upon completion of the contract. Performance issues should also be an item of discussion during contract status meetings.

b. CDRs should be used to officially notify the Contractor of a performance problem. CDR use includes notifying the Contractor of:

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Contractor for the Contractor’s response and comments. The Contractor will have seven (7) calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward the CO any CDR requiring further action (contract interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the CO recommended actions with supporting rationale.

5.0 REVISIONS TO QASP:

NARA 88310322Q00076 Exhibit Preventative Maintenance for the National Archives Museum

NARA 88310322Q00076 Exhibit Preventative Maintenance for the National Archives Museum

Revisions to this surveillance plan are the responsibility of the COR and the CO.

ENCLOSURE 4

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any contract requirement from the PRS does not limit the rights or remedies of the Government within the contract.

2.0 METHOD OF SURVEILLANCE. The PRS provides the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

3.0 GOVERNMENT QUALITY ASSURANCE. The Quality Assurance Surveillance Plan, Enclosure 3, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Contractor, and the Contracting Officer will communicate to ensure satisfactory performance of contract requirements.

PERFORMANCE REQUIREMENTS SUMMARY

(RS-3) Personnel PWS paragraph 4.0

ENCLOSURE 5

CONTRACT ADMINISTRATION

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This contract will be administered by:

National Archives and Records Administration Office of the Chief Acquisition Officer (Z) 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

B. Contract Specialist (CS):

See award document.

C. Contracting Officer (CO):

Any Z Warranted CO.

The Contracting Officer (CO) has the overall responsibility for the administration of this contract. Written communication to the Contract Specialist (CS) must make reference to the contract number and must be emailed or mailed with postage prepaid, to the above address.

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract for non-performance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

II. CONTRACTING OFFICER’S REPRESENTATIVE (COR) LEVEL 2:

a. COR: See award document

b. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the CO in the discharge of the CO’s responsibilities. The COR is responsible for monitoring, giving progress reports to the Contract Specialist (CS), and overall technical surveillance of services to be performed under this contract and should be contacted regarding questions or problems of a technical nature. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any person other than the CO be effective or binding upon the Government.

c. When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the contract, the Contractor must promptly notify the CO in writing.

d. No action will be taken by the Contractor under such technical instruction unless the CO has issued a contractual change.

e. The responsibilities of the COR include, but are not limited to, the following:

(1) Serve as the point-of-contact through which the Contractor can relay questions or problems of a technical nature to the CS and the CO;

(2) Be responsible for the inspection and acceptance of the services performed and determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract;

(3) Confer with representatives of the Contractor regarding any non-performance or unsatisfactory performance; following through to assure that all non-performance or unsatisfactory performance is performed/corrected or payment adjustment is recommended to the CS and the CO;

(4) Review and certify invoices in accordance with invoicing instructions of the contract. Maintain a file with copies of these documents;

(5) Review and evaluate Contractor’s cost estimates, furnish comments, and recommendations to the CS and the CO;

(6) Advise the CS of any performance problems and make recommendations for corrective action to correct performance issues;

(7) Furnish the CS with any requests for change, deviation, or waiver (whether generated by Government personnel or Contractor personnel), including all supporting paperwork in connection with such change, deviation, or waiver; and

8) Submit a written evaluation to the CS and the CO within 60 days of contract completion or annually on the anniversary for contract that include options. The evaluation must include:

(i) The quality and timeliness of the Contractor’s performance; and

(ii) A statement as to the uses made of any deliverables furnished by the Contractor.

III. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP) (January 2020)

(a) Payment request must be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP).

(b) “Payment request” means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services include commercial item contracts. The IPP website address is https://www.ipp.gov.

(c) Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice. Invoice shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g).

(d) Contractor invoice to include:

1. Award Number

2. CLIN/Item Number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection, if applicable

7. Serial Number/Part Number, if applicable

(e) The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

(f) If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

IV. FINAL PAYMENT

Before final NARA payment is made, the Contractor shall furnish to the Contracting Officer a written release of all claims against the Government arising by virtue of the contract, other than claims in stated amounts as may be specifically excluded by the Contractor from the operation of the release. If the Contractor's claim to amounts payable under the contract has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 203, 41 U.S.C. 15), a release may also be requested of the assignee. To ensure that all necessary adjustments for non-performance or unsatisfactory performance have been made and a release of claims has been submitted before the contract is closed out, the final NARA payment will be made in thirty (30) calendar days after receipt of a proper invoice, date of completion of performance, or receipt of release of claims by the Contracting Officer, whichever is later.

ENCLOSURE 6

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. SECURITY OF INFORMATION AND PROTECTION OF CONTROLLED UNCLASSIFIED INFORMATION, INCLUDING PERSONALLY IDENTIFIABLE INFORMATION (APRIL 2017)

(a) Applicability

This clause applies to all controlled unclassified information, which may include personally identifiable information, as defined in Section B, regardless of the medium in which it is found and includes paper records.

(b) Definitions. As used in this clause:

“Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar situation where persons other than authorized users, and for other than authorized purpose, have access or potential access to personally identifiable information, in usable form whether physical or electronic.

“Controlled Unclassified Information” means information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that a law, regulation, or Government-wide policy requires or permits an agency to handle using safeguarding or dissemination controls. However, CUI does not include classified information or information a non-executive branch entity possesses and maintains in its own systems that did not come from, or was not created or possessed by or for, an executive branch agency or an entity acting for an agency. Law, regulation, or Government-wide policy may require or permit safeguarding or dissemination controls in three ways: Requiring or permitting agencies to control or protect the information but providing no specific controls, which makes the information CUI Basic; requiring or permitting agencies to control or protect the information and providing specific controls for doing so, which makes the information CUI Specified; or requiring or permitting agencies to control the information and specifying only some of those controls, which makes the information CUI Specified, but with CUI Basic controls where the authority does not specify.

“Personally identifiable information (PII)” means any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States. Examples of PII include the following:

(1) Name.

(2) Date of birth.

(3) Mailing address.

(4) Telephone number.

(5) Social Security Number.

(6) Email address.

(7) Zip code.

(8) Account numbers.

(9) Certificate/license numbers.

(10) Vehicle identifiers including license plates.

(11) Uniform resource locators (URLs).

(12) Internet protocol addresses.

(13) Biometric identifiers (e.g., fingerprints).

(14) Photographic facial images.

(15) Any other unique identifying number or characteristic.

(16) Any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive personally identifiable information (sensitive PII)” means a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

(1) Complete social security numbers, alien registration numbers (A-number) and biometric identifiers (such as fingerprint, voiceprint, or iris scan) are considered sensitive PII even if they are not coupled with additional PII.

(2) Additional examples include any grouping of information that contains an individual’s name or other unique identifier plus one or more of the following elements:

(i) Driver’s license number, passport number, or truncated social security number (such as last 4 digits);

(ii) Date of birth (month, day, and year);

(iii) Citizenship or immigration status;

(iv) Financial information such as account numbers or electronic funds transfer information;

(v) Medical information; and/or

(vi) System authentication information such as mother’s maiden name, account passwords or personal identification numbers.

(3) Other PII may be “sensitive” depending on its context, such as a list of employees with less than satisfactory performance ratings or an unlisted home address or phone number. In contrast, a business card or public telephone directory of agency employees contains PII but it is not sensitive.

(c) Data Security.

(1) The Contractor shall limit access to the data covered by this clause to those employees and subcontractor who require the information in order to perform their official duties under this contract.

(2) The Contractor employees, and subcontractors must physically or electronically secure CUI, which may include sensitive PII, when not in use and/or under the control of an authorized individual, and when in transit to prevent unauthorized access or loss.

(3) When CUI is no longer needed or required to be retained under applicable Government records retention policies, it must be destroyed in accordance with NIST 800-88 standards.

(4) The Contractor shall only use CUI obtained under this contract for purposes of the Contractor; it shall not be disclosed, released, disseminated, or published without the prior written consent of the Contracting Officer.

(5) If it is established elsewhere in this contract that information to be utilized under this contract, or a portion thereof, is subject to the Privacy Act, The Contractor shall follow the rules and procedures of disclosure set forth in the Privacy Act of 1974, 5 U.S.C. 552a, and implementing regulations and policies, with respect to systems of records determined to be subject to the Privacy Act.

(6) At expiration or termination of this contract, the Contractor shall turn over all CUI obtained under the Contractor that is in its possession.

(d) Systems Access. Work to be performed under this contract may require the handling of CUI, including PII. The Contractor shall provide the Government access to, and information regarding those systems handling CUI, including sensitive PII for the Government under the Contractor, when requested by the Government, as part of the Contractor’s responsibility to ensure compliance with security requirements, and shall otherwise cooperate with the Government in assuring compliance with such requirements. Government access shall include independent testing of controls, system penetration testing by the Government, Federal Information Security Management Act data reviews, and access by agency Inspectors General (IG) for IG reviews.

When requested by the NARA CO or COR or other NARA official as described herein, in connection with NARA’s efforts to ensure compliance with security requirements and to maintain and safeguard against threats and hazards to the security, confidentiality, integrity, and availability of NARA Information, Contractor shall provide NARA, including the NARA OIG, (1) access to any and all information and records, including electronic information, regarding a Covered Information System, and (2) physical access to Contractor's facilities, installations, systems, operations, documents, records, and databases. Such access may include independent validation testing of controls, system penetration testing, and FISMA data reviews by NARA or agents acting on behalf of NARA, and such access shall be provided within 72 hours of the request. Additionally, the Contractor shall cooperate with NARA’s efforts to ensure, maintain, and safeguard the security, confidentiality, integrity, and availability of NARA information.

(e) Systems Security.

(1) In performing its duties related to management, operation, and/or access of systems containing PII under this contract, the Contractor, its employees and subcontractors shall comply with all applicable security requirements and rules of conduct applicable to the agency’s systems as described in:

a) NARA Directive 1608 http://www.archives.gov/foia/directives/nara1608.pdf and

b) FedRAMP baseline controls for moderate IT systems.

(2) In addition, the use of Contractor-Owned laptops or other portable storage devices to process or store sensitive PII is prohibited under this contract until the Contractor provides, and the Contracting Officer, in coordination with the Senior Agency Official for Privacy (SAOP) or the SAOP’s designee, approves the Contractor’s written acknowledgment that the following requirements are met:

(i) Laptops and other portable storage devices must employ encryption that is NIST Federal Information Processing Standard (FIPS) 140-2 validated (or its successor) http://csrc.nist.gov/publications/PubsFIPS.html, and approved.

(ii) The Contractor has developed and implemented a process to ensure that security and other applications software are kept current.

(iii) Mobile computing devices utilize anti-virus software and a host-based firewall mechanism.

(iv) Removable media, such as hard drives, flash drives, devices with flash memory, CDs and floppy disks containing CUI, which may include sensitive PII shall not be removed from a Government facility unless they are encrypted using a NIST FIPS 140-2 or successor approved product.

(v) When no longer needed, all removable media, hard drives, and flash memory shall be destroyed in accordance with Government security requirements identified in NARA’s Media Protection Methodology.

(vi) The Contractor shall maintain an accurate inventory of devices used in the performance of this contract.

(3) All NARA information obtained under this contract shall be removed from Contractor-Owned information technology assets at the direction of the Contracting Officer or Contracting Officer’s Representative. Removal must be accomplished in accordance with standard FedRAMP controls for media protection in moderate IT systems and NIST 800-88 standards. Certification of data removal will be performed by the Contractor’s Project Manager and written notification confirming acknowledgment will be delivered to the Contracting Officer within 30 days of the direction to remove the information.

(4) Back up or mirrors of any systems or files containing CUI shall be treated in the same manner as the original data containing CUI, with the same protections and obligations.

(5) The Contractor shall require FIPS 140-2 (or successor) encryption of any sensitive PII when transmitted electronically across the Internet or other public works.

(f) Breach Notification to Government.

(1) The Contractor has been provided with: NARA…