Attachment V MML Mock Task Order.pdf

Request for Proposal Number SB1341-12-RP-0015

Attachment V, MML Mock Task Order

Title: Standard Reference Data Collection, Evaluation, and Archiving

BACKGROUND

The National Institute of Standards and Technology (NIST) has the primary responsibility in the U.S. Federal Government for providing reliable scientific and technical reference data. NIST’s authority for coordinating the compilation, critical evaluation, production, and dissemination of reference data on a national scale is derived from the

National Standard Reference Data System (NSRDS) established in 1963 and the Standard

Reference Data (SRD) Act of 1968.

Through the NSRDS and SRD programs, NIST has coordinated data evaluation centers at NIST, elsewhere in the United States, and internationally. NIST has many scientific and technical data and information centers and would like to improve its collection, evaluation, archiving, and public dissemination of scientific, technical, and engineering data and information in the physical sciences. Guidance regarding this effort can be found in the national roadmap established by the National Science and Technology

Council’s 2009 report “Harnessing the Power of Digital Data for Science and Society.”

There are many aspects of the overall effort including various aspects of curation, evaluation, search & discovery, and dissemination.

The Material Measurement Laboratory (MML) requires specialized personnel with crosscutting expertise in the various aspects of infrastructure needed for life cycle management of scientific and technical data in digital form including Data Scientists

(information technology/computer science), Digital Archivists (information science/library management), and Digital Curators (content/domain knowledge) that are familiar with National Archives and Records Administration (NARA) and other standards for creation, management, and preservation of electronic records.

OBJECTIVES

The objectives of this task order are:

-To develop a Document Archival Program Plan for the NIST Crystal Structure

Database (SRD 3) that can be used as a prototype for other MML databases for creating, managing, and preserving documents in digital format. Refer to http://www.nist.gov/srd/ for more information.

-To abstract kinetic data from scientific literature into the NIST Chemical

Kinetics Database (SRD 17), and used by Evaluation Panels in the fields of

Atmospheric Chemistry and Combustion Chemistry. This requires an exceptionally strong and detailed knowledge of the field of chemical kinetics and computational chemistry. Refer to http://www.nist.gov/srd/ for more information.

GENERAL REQUIREMENTS

The Contractor shall support NIST MML staff in the identification/collection, migration/transfer, documentation, organization, cataloging/classification, annotation, digitization, archiving, compilation, evaluation, search/discovery, and dissemination of scientific and technical data and information for Standard Reference Data databases and activities.

SPECIFIC REQUIREMENTS

Task 1: Abstract Gas Phase Kinetic Data from Scientific Literature and Enter it into the

NIST Chemical Kinetics Database 17.

The Contractor shall read articles from scientific journals, proceedings, books, and reports in the field of chemical kinetics, abstracting the relevant gas phase numerical data, chemical information, and associated metadata.

The Contractor shall enter this data and information into the Government-supplied NIST

Chemical Kinetics Database using the database’s entry software. Data and information to be entered shall include detailed information on chemical reactions, chemical names, computational methods, uncertainties, and other metadata provided for in the http://www.nist.gov/srd/ http://www.nist.gov/srd/ database. The Contractor will need a background in chemical kinetics and metadata for this task.

Attachment A is an electronic document containing a bibliography of articles that must be abstracted. In addition, this bibliographic information will be uploaded by NIST into the

Chemical Kinetics Database.

The Contractor shall provide a report that summarizes all data and information entered into the database for each article. The summary report shall also provide a list of any problems encountered with the articles or the database. Attachment B is a sample template for the report.

The Contractor shall provide the COR a list of any articles where numerical data and/or metadata could not be abstracted and the reasons for such. This information must also be entered as comments in the database.

The Contractor shall provide the COR a list of all molecules that were entered into the database together with their systematic names and/or trivial names, molecular formulas, and structures (hand-drawn and MDL mol files). The Contractor shall provide Chemical

Abstract Services Registry Numbers (CASRNs) for each molecule or database identification numbers (where CASRNs are not available).

The Contractor shall abstract information from 100-120 articles and provide the summary report (using template provided) every three (3) months for a total of 400-480 articles and four (4) reports throughout the performance of this task order. The exact number of articles abstracted will depend on the number found in the literature in each period.

Task 2: Develop a Document Archival Program Plan for Data Evaluation Sheets of the NIST

Standard Reference Database SRD 3 Crystal Structure.

The Contractor shall develop a Document Archival Program Plan for document conversion

(digitization) and curation of data evaluation sheets containing archival information pertaining to the NIST Standard Reference Database SRD 3 Crystal Structure. The Document

Archival Program Plan must be based on a requirements analysis of documents consisting of data evaluation sheets in the database center, located at the NIST, Gaithersburg, MD campus. The methods used for assessment and the recommendations contained in the

Document Archival Program Plan must be consistent with NARA, OAIS, and other industry-standards for the creation, management, and preservation of electronic records.

The data evaluation sheets are contained in folders with formats that vary in size

(letter, legal, note), assembly (stapled, paper clipped, loose), and print (typed, handwritten). It is estimated that there are about 45-50 linear feet of material in storage boxes. There are typically about 1800-2400 pages per foot in the boxes, each document often consists of 6-10 pages, and each folder usually contains on the order of

5-15 documents.

The Document Archival Program Plan shall include, at a minimum: (a) Identification, assessment, and inventory of the print documents; (b) Production, inventory, cataloging of the digital documents; (c) Quality control of both print and digital documents according to industry best practices in order to ensure the continuity and integrity of the documents and metadata.

The Contractor shall conduct a general requirements analysis for the Document Archival

Program as determined from a brief one to two workday assessment of the data evaluation sheets contained in storage boxes at NIST Gaithersburg. At least a five (5) percent sample (or per industry standards) of the documents shall be inspected in order to estimate the number of folders and total sheets, identify the distribution of formats and size of the sheets, determine the condition of the documents, provide other evaluations of the collection, and determine the archival needs of NIST for data evaluation sheets.

The Contractor shall provide a report, “Document Archival Program Plan”. This plan shall be based upon the inspection of 5% of the documents and must include recommendations, using industry standards, for their long- term preservation and access.

More specifically, the Document Archival Program Plan shall include:

Workflow for conversion of archival paper documents to digital form, including document scanning, image processing, and optical character recognition steps.

Workflow categorizing all scanned documents including subject classification, key wording, and developing semi-automatic ontological classification of the documents using keyword relevance ranking methods.

Recommend a content management system for NIST staff to store, search, and retrieve the digital documents.

The draft Document Archival Program Plan shall be delivered not later than 2.5 months after contract award. The Government will provide comments on the draft plan no later than

5 days after receipt of the plan. The Contractor shall provide a final Document Archival

Program Plan not later than 3 months after contract award.

PERIOD OF PERFORMANCE

The period of performance for this task order shall be one year from the date of award.

PLACE OF PERFORMANCE

Work shall be accomplished both on-site at NIST, Gaithersburg, Maryland and at the

Contractor’s site. Some work will require secure electronic access to NIST databases.

On-site work at NIST must be completed during normal business hours of Monday through

Friday, 7:00 a.m. to 5:00 p.m. with the exception of Federal holidays.

GOVERNMENT FURNISHED PROPERTY

The Government will provide the following Government Furnished Property (GFP) for the

Contractor’s use throughout the period of performance of this task order:

1. Office space to include desk and chair;

2. All computing hardware, software and networking resources;

3. Work may require secure electronic access to computer systems behind the NIST firewall.

DELIVERABLES

Number/

Reference

Description Format Quantity Due Date

Task 1 Gas phase kinetic data abstracted from the scientific literature and electronically enter it into the

NIST Chemical

Kinetics

Database.

Electronic records with

Summary Report

100-120 electronic records every and 1 report every

3 months

3 months after task order award

6 months after task

9 months after task

12 months after task

Number/

Reference

Description Format Quantity Due Date

Task 2 Document

Archival

Program Plan for data evaluation sheets of the

NIST Standard

Reference

Database SRD 3

Crystal

Structure.

Draft Report

Final Report

One

One

2.5 months after task

3 months after task

ATTACHMENTS

Attachment 1: Bibliography of Articles.

Attachment 2: Sample Template for Summary Report.

INSPECTION/ACCEPTANCE OF DELIVERABLES

As tasks and deliverables are completed, the Contractor shall submit the deliverables for review by the COR. The COR will provide comments on any given deliverable within five business days after the receipt of deliverables. The Contractor shall revise and resubmit the deliverable(s) in accordance with the COR’s comments and resubmit for COR review and further comment/approval. All revisions shall be made at no additional cost to the Government.

TRAVEL

All travel shall be conducted and shall be reimbursed in accordance with Government

Travel Regulations.

INVOICES

The Contracting Officer will negotiate a deliverable based payment schedule with the successful offeror prior to award of the task order.

QUALITY ASSURANCE SURVEILLANCE PLAN

The purpose of this plan is to provide a quality assurance surveillance plan for the work to be conducted under this contract. The plan provides a basis for the NIST COTR to evaluate the quality of the Contractor's performance. The oversight outlined in this plan will help to ensure that the topics and assessment are maintained at the required levels through the Period of Performance. Further, this plan provides the NIST COTR with a proactive way to avoid unacceptable or deficient performance.

Performance Standards:

1. Quality Level: By monitoring the Contractor, the NIST COTR will determine whether the

Performance Standards set forth in the Task Order have been attained. Performance

Standards for all tasks are specified in the Performance Requirements Summary of the

Performance Work Statement.

2. Frequency: During the performance of this task order, the NIST COTR will take random or periodic surveillance of the Contractor’s performance and deliverables. The COTR will determine whether the frequency of surveillance should be modified.

3. Management Responsiveness: The NIST COTR will determine whether the Contractor has managed the Contract effectively and efficiently with successful completion of the topics and assessment as specified in the Performance Standards set forth in the

Performance Requirements Summary.

PERFORMANCE REQUIREMENTS SUMMARY

Task 1: Abstract Gas Phase Kinetic Data from Scientific Literature and Enter it into the

NIST Chemical Kinetics Database 17.

Desired Output: Electronic records entered into the database.

Performance Standard: The electronic records and report provide for all of the requirements as specified in the description of Task 1.

Monitoring Method: Reviewed by COR.

Task 2: Develop a Document Archival Program Plan for Data Evaluation Sheets of the NIST

Standard Reference Database SRD 3 Crystal Structure.

Desired Output: A report.

Performance Standard: The report details all the requirements specified in the description of Task 2.

Monitoring Method: Reviewed by COTR.

PERSONNEL REQUIREMENTS

NIST requires personnel familiar with strategies and technologies for the creation and use of metadata to enable efficient access to scientific and technical data and information through advanced search and discovery methodologies.

In addition, personnel must be familiar with scientific databases since the work program will require interfacing with NIST scientific staff and contractors responsible for maintaining NIST scientific databases.

CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall have at least a MS degree or higher in the Physical Sciences or

Engineering. The Contractor shall also have at least four (4) years of experience in the field of Chemical Kinetics and chemical/crystal structures, with demonstrated expertise through publications in the open literature and presentations at scientific conferences. It is expected that the successful candidate will need to have a strong technical understanding of chemical kinetics, chemical nomenclature, and computational chemistry methods.