Attachment10_Libraries_R3_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

Region 3 Library

Information Management Center Services IV (IMCS IV) Contract Contract #: TBD

Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

I. TITLE: Library Services for Region 3 Library

II. PERIOD OF PERFORMANCE

Start Date End Date Base Period: Month Day, Year Month Day, Year Option Period 1: Option Exercise 12 months after Option Exercise Option Period 2: Option Exercise 12 months after Option Exercise Option Period 3: Option Exercise 12 months after Option Exercise Option Period 4: Option Exercise 12 months after Option Exercise

III. KEY EPA PERSONNEL:

Task Order Contracting Officer Representative (TOCOR)

Name: Cindy G. Cook Office: Information Systems Branch (3PM50) Address: 1650 Arch St., Philadelphia, PA 19103

Telephone Number: 215 814 5170 Fax Number: 215 814 5251 Email: cook.cindy@epa.gov

Alternate Task Order Contracting Officer Representative (ATOCOR)

Name: Paul VanReed Office: Administrative Support Branch (3HS42) Address: 1650 Arch St., Philadelphia, PA 19103

Telephone Number: 215 814 3157 Email: vanreed.paul@epa.gov

IV. AUTHORITIES

a. Legal Authority:

Paperwork Reduction Act of 1995

b. Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

Region 3 Library

c. EPA Documents:

EPA National Library Network Policy, Procedures and Standards – https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures

V. TASK ORDER COMPONENTS

1. BACKGROUND

Region 3 Library / Ft. Meade Library The EPA Region 3 Office of Policy and Management uses contractor services to maintain and operate the Region 3 Library. The Library provides a wide range of information services to EPA staff; maintains on a continuing basis both an Internet and an Intranet site; and serves as an access point to EPA information for the general public by responding to information requests, and by participating in outreach activities on a limited basis. The Library includes a print collection of about 28,000 monographs (35,000 items), 125 subscriptions and 150,000 documents on microfiche. The print collection is divided into two major areas: Main (science and technical) and Law. There are some smaller collections for specific subjects such as Hazardous Waste and Wetlands. In addition, the Library performs a public function for the Superfund program: the Risk Management Plans Federal Reading Room (RMP Reading Room).

The Library manages electronic information services such as e-journals to improve information delivery to its users. As part of the Library’s services, contractor staff provide training on electronic information resources, e.g., searching the Internet, to Regional staff. The Library also provides supplementary library services to the Ft. Meade Library (which is primarily staffed by a contractor librarian on the Headquarters and Chemical Libraries task order) and maintains its collection.

The Library’s Internet site can be found at: https://www.epa.gov/libraries/region-3-library-services. The Intranet site is at: http://intranet.epa.gov/r3intran/library/.

The Region 3 Office includes approximately 1100 EPA staff (including about 85 attorneys), onsite contractors and Senior Environmental Employees. There are Region 3 field offices in Annapolis, MD (the Chesapeake Bay Program), Wheeling, WV, and Ft. Meade, MD.

The Library is physically located in the Region 3 Office at 1650 Arch Street in Philadelphia, PA. The Ft. Meade Library is located within Ft. Meade, MD. Effective October 1, 2005, the Ft.

Meade Library became the administrative responsibility of the Information Systems Branch.

Effective October 1, 2008, Headquarters Office of Environmental Information became responsible for onsite staffing of the Ft. Meade Library. Organizationally, the library is located in the Information Systems Branch of the Office of Policy and Management.

Region 3 Office of Communications and Government Relations

The Region 3 Office of Communications and Government Relations uses contractor services to operate its Regional Customer Service Hotline (CSH). The Hotline service serves as the main access point to EPA Region 3 information and staff for the general public by responding to information https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures https://www.epa.gov/libraries/region-3-library-services https://www.epa.gov/libraries/region-3-library-services http://intranet.epa.gov/r3intran/library/

Region 3 Library requests from the Region’s toll free phone line and the Region 3 website and by performing related activities. The CSH receives and responds to about 250 information requests per week from the general public and EPA staff. In addition, the CSH acts as a switchboard and directory to contact regional staff and programs. About 25% of total calls require a response from CSH staff and about 75% are referred or transferred. The CSH provides support to all of the region’s offices.

The Office of Communications and Government Relations is also responsible for the Public Information Center (PIC) which is located in the lobby of the 1650 Arch Street building housing the Regional Office. The PIC is primarily a space for onsite visitors and features exhibits on environmental themes; it serves EPA staff as well. There are 200 – 250 walk-in visitors, from the public and EPA staff, per month who make inquiries similar to the Hotline requests. An additional 150 visitors per month view the exhibit only and need minimal assistance.

At present, the CSH contractor staff member physically sits in the Public Information Center but is not expected to staff the PIC. The CSH contractor staff member contacts the management of the Office of Communications and Government Relations if assistance is needed in the PIC. It is estimated that less than 25% of the walk-ins would need to interact with the CSH staff.

Where work is to be performed:

The Library is physically located in the Region 3 Office at 1650 Arch Street in Philadelphia, PA. The Ft. Meade Library is located within the EPA Environmental Science Center, 701 Mapes Road, Ft. Meade, MD.

2. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Region 3 Library, provide library services to EPA staff and the public, and participate in activities of the EPA National Library Network to ensure Network communication and resource sharing. Services shall be made available in person as well as electronically via client desktops.

Contract support activities may include:

Program Management

Management and Administration

Web Development and Maintenance

Presentations and Trainings

Customer Service

Collection Management and Modernization

3. SCOPE

This Task Order will require the services described in Section 4, Specific Tasks.

4. SPECIFIC TASKS

TASK 1: Program Management (Contract PWS Task 1)

Region 3 Library

The Contractor shall provide program management support, including, but not limited to, the following:

Subtask 1.1 Work Plan (Contract PWS Subtask 1.1) The Contractor shall create and submit a draft annual project work plan within ten (10) business days of the post award administration, and upon exercise of additional option years. The annual work plan shall include the following: staffing plan, project management, organization and management of tasks, operation and maintenance, schedules, hours and cost estimate associated with each task, project milestones, and other special tasks.

1.1 Deliverables:

1.1.1 Annual workplan submitted to TOCOR/ATOCOR within ten (10) days of TO award.

1.1 Acceptance Criteria:

All reports are complete, accurate and submitted on time as reviewed by the

TOCOR/ATOCOR.

Subtask 1.2 Events and Meetings (Contract PWS Subtask 1.3) Meetings shall be attended, including but not limited to: regularly scheduled meetings, professional conferences, and ad-hoc meeting or events. Specifically, contractor staff will participate in EPA Library Network collaborative activities such as teleconferences, workgroups, annual meetings, etc. All action items shall be documented and distributed to all attendees, as described in the PWS Terms and Conditions, or as directed by the

TOCOR/ATOCOR.

1.2 Deliverables:

1.2.1 Events and Meetings Report highlighting benefits of meetings or activities to the EPA

1.2 Acceptance Criteria

TOCOR/ATOCOR receives training report within three (3) working days after the contractor has returned to work.

Subtask 1.3 Reporting (Contract PWS Subtask 1.4) The Contractor shall provide program management support, including (but not limited to) the following:

a. A comprehensive and standardized monthly report shall be created in coordination with the TOCOR/ATOCOR and shall include a breakdown of deliverables completed, direct costs, hours and dollars expended, the balance of hours and dollars remaining under TO ceilings for the current contract year, descriptions of all work, detailed description of travel and specification of additional reporting requirements, as described in the project work plan.

b. The annual summary report of Region 3 activities shall include the following: all products and services completed and delivered according to this TO. Also noted will be date of

Region 3 Library completion/delivery for all products, project level recommendations, a narrative of activities, statistics or services as stipulated under each task. Reports will be distributed electronically to the TOCOR, the ATOCOR and EPA Library Network Program Manager.

c. Statistical and narrative reports on usage of library services shall be submitted to the TOCOR/ATOCOR on a quarterly basis or more frequently if the National Library Network requests.

d. Tracking and providing monthly to quarterly updates on progress in meeting stipulated tasks, EPA employee and stakeholder involvement/accomplishment of a variety of activities identified by the TOCOR/ATOCOR.

1.3 Deliverables:

1.3.1 Monthly financial progress reports

1.3.2 Annual summary of services completed by contractors

1.3.3 Quarterly statistic reports of library usage

1.3.4 Monthly activity report documenting deliverable accomplishments

1.3 Acceptance Criteria

All materials developed in support of these activities shall be accurate, timely, and of professional quality.

Subtask 1.4: Lead Service Center Libraries (Contract PWS Subtask 1.5.1) Region 3 is designated as a Lead Service Center Library for business reference and research support. The library is distinguished by special focus areas and subject-specific collections.

The contractor shall assist other Network libraries and Region 3 patrons with reference/research support as needed.

1.4 Deliverable:

1.4.1 Provide assistance as requested – ongoing

1.4 Acceptance Criteria

All services shall be delivered in a professional and timely manner.

Subtask 1.5: Library Network Coordination (Contract PWS Task 1.5)

Contractor staff will participate in EPA Library Network collaborative activities such as teleconferences, workgroups, annual meetings, etc., and contribute when appropriate to Library Network activities such as the development of the Core List of Environmental Materials and the coordination of reference services such as Ask a Librarian.

1.5 Deliverable:

1.5.1 Participates in meetings as required by Network meeting requests.

Region 3 Library

1.5 Acceptance Criteria

Attend all Network meetings, and conferences are attended in a professional manner.

TASK 2: Management and Administration (Contract PWS Task 2)

Subtask 2.1: Annually Revise and Review Standard Operating Procedures (SOPs), Manuals and Guides (Contract PWS Subtask 2.1) On an annual basis if necessary, the Contractor shall revise and review the Standard Operating Procedures (SOPs), specifically, the Region 3 Library Policy and Procedures Manual. Guidance and manuals shall meet all Agency requirements as well as adhere to the project work plan and section 9.1 of the PWS Terms and Conditions, or as directed by the TOCOR/ATOCOR. The Contractor shall notify the TOCOR/ATOCOR as soon as any changes in policy or business procedure occur that warrants a revision to the SOP.

2.1 Deliverable

2.1.1 Revise and review the Standard Operating Procedures (SOPs), specifically, the Region 3 Library Policy and Procedures Manual. Provide written notification of any changes.

2.1 Acceptance Criteria:

Policy and Procedures Manual is updated as necessary and are complete and professionally written.

TASK 3: Web Development and Maintenance (Contract PWS Task 3) The Contractor shall provide Web Development and Maintenance Support including but not limited to the following:

Subtask 3.1: Develop and Maintain Internet and Intranet Websites (Contract PWS Subtask 3.1) The Contractor shall develop, update, organize and maintain Region 3 Library specific Internet/Intranet websites as specified by the individual TO, following Agency procedures, and as outlined in EPA Web Policies and Procedures (https://www.epa.gov/webguide/epa-web-standards and https://www.epa.gov/webguide/web-style-guide). The Contractor shall maintain and update relevant content once a month. The Contractor shall notify the TOCOR/ATOCOR when any changes are needed that reflect policy changes or processes.

The contractor will recommend, evaluate and, upon agreement with the TOCOR/ATOCOR, implement new electronic services and products in response to user needs, particularly those identified through feedback and surveys. All changes are submitted to the TOCOR/ATOCOR for submission to the staff who apply all Internet and Internet changes.

3.1 Deliverables:

https://www.epa.gov/webguide/epa-web-standards https://www.epa.gov/webguide/epa-web-standards https://www.epa.gov/webguide/web-style-guide

Region 3 Library

3.1.1 Region 3 Library Internet and Intranet sites updated monthly.

3.1 Acceptance Criteria:

Sites conform to all standards published in the EPA Web Guide, to EPA and Regional Product Review guidance, to general industry standards for website design and to Section 508 of the Rehabilitation Act Amendments of 1998 as determined by a quarterly review by the TOCOR/ATOCOR or the Region 3 webmaster.

TASK 4: Presentations and Trainings (Contract PWS Task 4)

All presentations, briefings, training sessions, demonstrations, and educational programs regarding information products, services and databases shall be organized, set-up, and conducted per Agency guidelines. All corresponding materials shall be created and facilitated in accordance with the EPA Communications Stylebook (https://www.epa.gov/stylebook) and Agency regulations and policies governing media, or as directed and approved by the TOCOR/ATOCOR.

Subtask 4.1 Presentations, Outreach and Promotions (Contract PWS Subtask 4.1) The Contractor shall develop briefings, outreach sessions, and educational programs to instruct customers in the use and availability of information products (such as fact sheets) and library services. The Contractor shall participate in, set up, and conduct demonstrations of EPA’s information products, services, and databases to a broad array of customers. Demonstrations may be held at professional conferences, via webinar, or at local sites manning booths at librarian conventions. Any materials prepared must be in accordance with EPA’s regulations and policies governing that particular medium and format. All handouts and fact sheets developed for distribution as necessary will be clearly written, accurate and up-to-date as reviewed by the TOCOR/ATOCOR.

4.1 Deliverable:

4.1.1 Briefings, outreach sessions, demonstrations, and educational programs as needed/requested.

4.1 Acceptance Criteria:

Briefings, outreach sessions, demonstrations, etc., shall be professionally conducted and relevant to audience.

Subtask 4.2: Training (Contract PWS Subtask 4.2) The Contractor shall develop and offer quarterly or annual training to EPA staff, or as directed by the TOCOR/ATOCOR. The Contractor shall contact the TOCOR/ATOCOR and training participants promptly if a training needs to be cancelled or rescheduled. The Contractor shall also contact the TOCOR/ATOCOR immediately following a training if it has been completed before the allotted time. The Contractor shall provide relevant training materials for participants. Additionally, the contractor shall ensure that all contract staff complete EPA required trainings and provide the documentation to the TOCOR/ATOCOR as https://www.epa.gov/stylebook

Region 3 Library required by Agency requirements. Contractor shall also participate in and provide regional staff with National Library Training Program information when available.

The contractor will make site visits to the Ft. Meade Library, and to the Annapolis and Wheeling offices on an as needed basis in order to provide training to staff in these offices.

These visits can also be held virtually through the Region’s teleconferencing and/or webinar capabilities.

The contractor shall provide evaluations to all participants in regional training activities.

4.2 Deliverables:

4.2.1 Content or formal courses to be added to the Region 3 Library’s intranet site upon approval by the TOCOR/ATOCOR.

4.2.2 Completed attendee evaluations

4.2 Acceptance Criteria:

Minimum level of activity consists of one formal course and one webinar per quarter. Course content will be up-to-date, consistent with user needs and with Agency guidance and will be approved by the TOCOR/ATOCOR.

90% of attendee evaluations rate the course satisfactory or higher.

TASK 5: Customer Service (PWS Contract Task 5) The Contractor shall resolve routine client requests or issues as they occur within two (2) business days, or as directed by the TOCOR/ATOCOR. The Contractor shall immediately report issues to the TOCOR/ATOCOR if interpretation of EPA policy is required. The Contractor shall treat customers in a professional and courteous manner as their requests are facilitated according to TO-defined protocol.

Subtask 5.1: Onsite Operations (PWS Contract Subtask 5.1) Access to onsite locations shall remain neat and orderly and accessible to the public. All equipment shall be accessible and stand ready for use in accordance with Agency policy and safety standards.

Normal operating hours for the Region 3 Library are 8:00 a.m. to 5:00 p.m. The Library will be staffed on weekdays, excluding federal holidays and periods when the Regional Office is closed for safety, weather, or other critical reasons. The Region 3 Library will be open to both Regional staff and the public. The Region 3 Reference Desk will be continually staffed from 8:00 am to 5:00 pm. Minimum staffing consists of one person in the Library at all times during coverage hours. In addition, the Library’s Legal Collection will be accessible to Office of Regional Counsel staff on a 24-hour basis. The TOCOR/ATOCOR will be notified in advance of any coverage exceptions.

In addition to the library itself, the contractor will be responsible for scheduling use of the Sycamore Room, the Library’s multimedia room. Library staff will maintain a schedule for

Region 3 Library the use of the multimedia room. The schedule will include the name of the individual requesting use of the room, the time for their meeting, whether they need to use the Library’s laptop and any other special requests. If a video teleconference needs to be set up, the requestor should contact the Computer Services Branch. If furniture needs to be moved, the requestor should be directed to the Facilities Branch. Library staff will set up the computer and instruct the meeting leader on how to use the room’s Smartboard and other equipment. Problems with the equipment should be immediately reported to the

TOCOR.

5.1 Deliverable:

5.1.1 Library is staffed from 8:00 am to 5:00 pm to assist customers with Library and Multimedia Room (Sycamore Room).

5.1 Acceptance Criteria:

At least one staff member available at reference desk at all times when Library is open.

Subtask 5.2.1: Hotlines, Call Centers and Customer Service Requests (PWS Contract Subtask 5.2.1) The Contractor shall operate Agency Hotlines and Call Centers Monday through Friday during the hours of 8:30 am to 4:30 pm. Most Customer Service Hotline requests will be by phone and should be answered while the requester is still on the phone. Questions requiring interpretation of EPA regulations or policies will be immediately referred to the appropriate EPA staff. When necessary (e.g., question deals with another agency’s area of responsibility), questions will be immediately referred to the appropriate source.

Responses may include provision of photocopies, documents or pamphlets. Contractor will develop and maintain a list of internal and external contacts for use in referring questions.

5.2.1 Deliverables:

5.2.1 Division contact list for customer service hotline due quarterly.

5.2.2. The Region 3 customer service hotline is staffed during the hours designated as spot checked by the TOCOR/ATOCOR

5.2.1 Acceptance Criteria:

Customer service contact list available to all contractors and TOCOR/ATOCOR to support the hotline.

Hotline answered by any contractor if necessary.

Subtask 5.3: Customer Service Request Tracking (PWS Contract Subtask 5.3) All customer service requests shall be tracked, synthesized and readily available for reporting requirements. The contractor will provide monthly reports of CSH activities, including the total number and type of inquiries received along with the hot topic of the month. The monthly report will include, but is not limited to, a narrative of activities, statistics on services as required in individual tasks in this PWS as well as suggestions to

Region 3 Library improve services and/or streamline procedures. It will be distributed electronically to the TOCOR/ATOCOR and the Library Network National Program Manager.

5.3 Deliverable:

5.3.1 Monthly customer service hotline statistic reports and Hot Topic due to the TOCOR/ATOCOR by the tenth (10th) of the following month.

5.3.2 Statistics on number, type and source of requests (incoming and outgoing) to be included in library quarterly report. Statistics collected in accordance with EPA Library Usage Statistics Procedures.

5.3 Acceptance Criteria:

Hotline statistics and Hot Topic submitted TOCOR/ATOCOR in a complete, professional manner.

The file of requests will be reviewed quarterly by the TOCOR/ATOCOR for compliance with ALA, OCLC and copyright requirements and adherence to designated turnaround times.

Subtask 5.4: Customer Service Feedback (PWS Contract Subtask 5.4) All customer service feedback tools shall be developed and/or distributed to appropriate internal stakeholders per Agency guidelines. A customer service feedback survey link is provided under each contractor’s signature line in their emails.

5.4 Deliverable:

5.4.1 Send customer service survey to internal customers – ongoing.

5.4 Acceptance Criteria:

The contractor shall ensure that the link is sent to all internal customers who receive library services.

Subtask 5.5: Interlibrary Loan and Document Delivery (PWS Contract Subtask 5.5) The contractor will, upon request of EPA staff, obtain work-related publications not available in-house through ILL borrowing, purchase, downloading, etc. Items that require payment reimbursable as ODCs must be approved in advance by the TOCOR/ATOCOR. The contractor will also process requests for loans or photocopies received from other libraries.

The contractor will follow all American Library Association (ALA) and OCLC procedures and guidelines as well as all provisions of the copyright law. Alternative information sources will be recommended to users if the original requests cannot be filled.

5.5 Deliverable:

5.5.1 An ILL file of both incoming and outgoing requests as required by ALA procedures and copyright law.

5.5 Acceptance Criteria:

Region 3 Library

No more than 5% of all ILL requests shall go unfilled as measured by comparing the total requests received and number of unfilled requests in the month.

Report delivered to TOCOR/ATOCOR by third (3rd) business day of following month.

Subtask 5.6: Reference and Research Support Services (PWS Contract Subtask 5.6) The Contractor shall provide reference assistance and research support on environmental topics and program issues. The contractor will respond fully and accurately to information requests from EPA staff and the public in accordance with EPA Library Reference and Research Services Procedures and Agency public access policy. The Contractor shall not interpret Agency policy or answer questions concerning technical or policy issues.

Requests may be ready reference (short, factual, requiring little or no research) or research (more involved, requiring consultation of books, databases, subject experts, etc.). Upon collection of data, the Contractor shall synthesize the information for use by the customer.

The Contractor shall answer requests for brief facts or simple data within specified policy and turn-around times and/or deadlines. The Contractor shall provide in-depth research support on environmental topics, policies and program issues in accordance with the Agency’s mission and guidelines. The Contractor shall provide reference/research assistance to other libraries, organizations and information centers, both EPA and external.

Library requests may be received in person, by phone, letter or email, or via the Region 3 website. Rush requests will be given priority. Questions requiring interpretation of EPA regulations or policies will be immediately referred to the appropriate EPA staff. When necessary (e.g., question deals with another agency’s area of responsibility), questions will be immediately referred to the appropriate source. Responses may include provision of photocopies, documents or pamphlets. Research reference questions will be tracked.

In addition to reactive research, i.e., research done in response to specific requests, the contractor will also provide proactive research such as current awareness and selective dissemination of information to meet information needs identified through feedback and survey.

5.6 Deliverables:

5.6.1 Monthly reference statistics

5.6 Acceptance Criteria:

All reference work shall be concise, accurate, clear, specific, and readable. All non-rush reference requests shall be handled within three (3) business days. For extensive research requests, consistent progress and communication with requestor is required. Patron complaints shall be brought to the attention of the TOCOR immediately. Any complaints or issues which arise in the evaluation survey are addressed by the contractor and resolved.

TASK 6: Collection Management and Modernization (Contract PWS Task 7)

6.1 Controlled Documents (Contract PWS Subtask 7.1)

Contractor staff that work in the Region 3 Library will make available to the public on a walk-in basis EPA’s Off-Site Consequence Analysis (OCA) material. Contractors may be required to become certified to handle OCA material. All usage of OCA information will be documented by maintaining up-to-date OCA logs. OCA guidance can be found at: OCA Manual for EPA Employees and Contractors (revised August 2001); Federal Register final rule published August 4, 2000; and US EPA Region 3 HSCD procedures for handling OCA Information December 2000.

6.1 Deliverables:

6.1.1: OCA log due annually at the end of task order year

6.1.2 Maintain familiarity with OCA procedures and certification - ongoing

6.1 Acceptance Criteria:

OCA information is stored in accordance with guidance as verified by spot-checking by TOCOR/ATOCOR. Logs and documentation maintained in accordance with guidance as spot checked by TOCOR/ATOCOR.

Contractor maintains familiarity with OCA procedures from program office contact.

Subtask 6.2: Circulation of Library Materials (Contract PWS Subtask 7.3) The Contractor shall circulate library materials to library customers in accordance with Library Network policies and procedures. The Contractor shall maintain circulation statistics for retrieval, analysis, and future decision making. The contractor will maintain a record of all outstanding loans. Notices will be sent to borrowers with overdue materials.

6.2 Deliverables:

6.2.1 Circulation statistics to be included in quarterly report

6.2.2 Monthly borrower overdue notices

6.2 Acceptance Criteria:

Accurate records shall be maintained of items in circulation.

The Circulation module, a function of OLS, shall be maintained and updated in a timely manner to ensure up-to-date records.

Overdue notices shall be sent electronically to borrowers monthly, a task currently handled by OLS.

Subtask 6.3: Library Collection Development and Lifecycle Management (Contract PWS Subtask 7.4) The Contractor shall review and analyze current collections and make recommendations to EPA of relevant additions to and deletions from the collection. An annual collection development report recording additions and deletions from the collection shall be submitted to the TOCOR/ATOCOR. The Contractor shall acquire approved library materials or develop tools as specified in each task order.

Region 3 Library

The Contractor shall be knowledgeable of the information lifecycle processes, including the management of different sources and formats (data, paper documents, electronic documents, audio, social business, video, microfiche, and microfilm) for delivery through multiple channels that may include cell phones and Web interfaces. The Contractor shall have experience in capturing, managing, preserving, storing and delivering the right information to customers in a quick and efficient manner. The Contractor shall also be required to develop a working level understanding of hardware and software used on the TO, offer litigation support, and shall conduct all work following applicable regulations and EPA policy.

Materials shall be added to the collections in accordance with the Region 3 Library Collection Development Policy and the EPA Library Network Collection Development and Management Procedures. Materials withdrawn from the Region 3 Library/Ft. Meade collections will be dispersed by the contractor in accordance with EPA Library Materials Dispersal Procedures with the approval of the TOCOR/ATOCOR. The contractor will also send library materials for digitization in accordance with Digitization Processes for EPA Libraries. Requests or recommendations for publications made by Regional staff will be forwarded along with complete ordering information to the TOCOR/ATOCOR within two (2) days of receipt. The physical collections will be orderly and neat at all times.

Journal usage statistics shall be tracked and submitted annually to TOCOR/ATOCOR and the National Library Network. This report is due by the end of July, as required by Network procedures. Contractor shall utilize interlibrary loan borrowing requests, professional experience, and subject matter expertise to annually compile a list of journal recommendations for TOCOR/ATOCOR.

If hard copies of Title 40 volumes of the Code of Federal Regulations are ordered for Region 3 annually, the contractor will distribute according to tracking spreadsheet. As the volumes arrive and are delivered to the Library by the mailroom staff, the contractors will distribute to the Region 3 division representatives indicated on the spreadsheet. Any discrepancies will be referred to the TOCOR/ATOCOR. If any extra copies are received, they will be offered to EPA Region 3 staff first and then EPA Library Network.

6.3 Deliverables:

6.3.1 Annual Collection Development Report submitted to TOCOR/ATOCOR

6.3.2 Annual Journal Recommendations Report

6.3.3 Annual Journal Shelving Statistics Report by last business day in July

6.3.4 Spreadsheet of CFRs ordered and received by year

6.3 Acceptance Criteria:

Deliverable Reports submitted by due date in clear, concise manner.

Completed spreadsheet with annual CFR distribution

Subtask 6.4: Library Collection Inventories (Contract PWS Subtask 7.5)

Region 3 Library

In the context of this task, the term “collections” includes information and records in print, electronic, audiovisual or other formats. The contractor will maintain, track and provide access to the Region 3 Library and Ft. Meade Library collections in accordance with the EPA Library Network Procedures and standard library practices. Incoming mail, including loose-leaf updates, pocket parts, book orders, etc., will be processed.

The contractor will perform an inventory of the library’s collections on a regular basis (e.g., the entire collection every three years or one third of the library collection each year) and update OCLC records accordingly to maintain accuracy in OLS, in accordance with EPA Library Network Cataloging Procedures.

EPA Region 3 uses the Enterprise Content Management System (ECMS). ECMS features a repository that will hold Agency-wide information; automate daily standard business processes; and perform statutory mandated records management. With this recordkeeping system, contractors are required to save their e-mails that are records (as defined by EPA) to ECMS.

6.4 Deliverable:

6.4 Inventory Report submitted to TOCOR/ATOCOR and National Library Network by requested due date

6.4 Acceptance Criteria:

Inventory report shall be clear, concise and accurate and completed on time.

Subtask 6.5 Organization of Information Resources and Cataloging (Contract PWS Subtask 7.6) The Contractor shall maintain an accurate, up-to-date and complete catalog of the Region 3 Library and Ft. Meade collections according to the guidelines and standards listed in Cataloging Standards for EPA Libraries and in general library practice (Research Description and Access (RDA), Anglo-American Cataloging Rules, OCLC manuals, etc.). The contractor will maintain records for materials in the Libraries’ collections; records will be added to/deleted from OCLC and the EPA Online Library System (OLS) databases in accordance with National Library Network Policies and Procedures. Incoming materials will be processed within the time frames specified in the Policy and Procedures Manual.

6.5 Deliverable:

6.5.1 Items cataloged in an accurate, timely manner

6.5 Acceptance Criteria:

At a minimum, cataloging records will be entered into OCLC at Level K with subject headings with no quality errors reported in the monthly OCLC/OLS reports.

5. SPECIAL TECHNICAL REQUIREMENTS

Region 3 Library

5.1 Writing Standards

All written products or deliverables shall correspond with a minimum 8th grade reading/writing level following the Associated Press Stylebook and EPA Writing Guide. All statistical and other technical terminology shall not be used without providing a glossary of terms.

5.2 FOIA Requests

The National FOIA Office assigns incoming FOIA requests to the appropriate program office. Any FOIA request directed to the program office shall be responded to as directed. The contractor may be requested to provide support for incoming FOIA requests.

5.3 Personnel

5.3.1 Program Manager Responsibility and Availability

The Contractor Program Manager shall be responsible for the day-to-day operations of their respective TO duties. This includes supervision, quality control, and interaction with the TOCOR/ATOCOR and customers. The Program Manager shall designate a stand-in Program Manager in the event that he/she is not available during normal business hours.

The stand-in Program Manager shall be available to assist on all contractual matters, as directed by the TOCOR/ATOCOR.

5.3.2 Collaboration with other Contractors

The Contractor is responsible for recommending the periodic use of subcontractors when specialized assistance is needed to meet TO requirements. Any subcontracting work requires prior approval from the CO. The Contractor shall work cooperatively and collaboratively with subcontractors that are selected to operate TO specific tasks. The Contractor shall report to the TOCOR/ATOCOR any issues that arise from collaborating with subcontractors.

5.4 Knowledge and Training

5.4.1 Knowledge

The Contractor shall be knowledgeable of the information lifecycle processes and understand how to manage information and records derived from multiple sources (potentially including mobile devices and Web interfaces) in a variety of formats (e.g. data, paper documents, electronic documents, audio, social business, video, microfiche, and microfilm). The Contractor shall have experience in both information intake (i.e. capturing, managing, preserving, and storing) and output (i.e. making it accessible and/or delivering it to the customers in a quick and efficient manner). The Contractor shall also be required to develop a working level

Region 3 Library understanding of hardware and software used on their TO, be capable of cooperating with EPA specialists to offer litigation and FOIA support, and demonstrate a general understanding of relevant EPA and federal regulations and policies.

5.4.2 Training/ Technical Competency

The Contractor shall ensure that all contract staff complete EPA required trainings and provide the documentation to the TOCOR/ATOCOR. The Contractor shall also complete the necessary trainings required by the TO subject area.

Required EPA training includes, but is not limited to:

Information Security Awareness

5.5 Certifications

5.5.3 Libraries: Required Certifications

Each Network library shall be staffed by at least one experienced, professional librarian with a Master’s degree in Library and/or Information Science, unless a prior exemption is granted.

Contract staff that work in the Library Network may be required to provide customers access to Off-Site Consequence Analysis (OCA) material.

Contractors may be required to become certified to handle OCA material.

5.6 Background Investigations

The Contractor shall comply with EPA's Personnel Security in all steps to accomplish background investigations. All Contractor staff must pass background checks before commencing work on this contract.

5.7 Telework

Teleworking privileges shall be granted under special circumstances. The Contractor shall submit a list of all staff that wish to telework for TOCOR/ATOCOR approval. The Contractor shall ensure that all Contractor staff have submitted the appropriate documentation for telework privileges.

6. TRAVEL

The Contractor may be required to travel to other offices, relevant conferences, or EPA sponsored training as directed by the TOCOR/ATOCOR.

7. GOVERNMENT ACCEPTANCE PERIOD

The TOCOR/ATOCOR will review deliverables and/or performance prior to acceptance. The criteria for acceptance will be provided in the Task Order Performance Work Statement. The TOCOR/ATOCOR will have the right to reject or require correction of any deficiencies found in the deliverables that do not meet the requirements of the Task Order Performance Work Statement or the Contractor’s accepted proposal for each task order. In the event of a rejected deliverable, the Contractor will be notified in writing by the TOCOR/ATOCOR of the specific reasons for rejection and provided instructions for correction and resubmission.

8. MANAGEMENT CONTROLS

The following management controls are intended to ensure that Agency officials remain accountable, retain control over the Contractor’s services do not place EPA in a vulnerable position. The TOCOR/ATOCOR is responsible for assuring compliance.

The TOCOR/ATOCOR will monitor the deliverable schedule and review the deliverables to ensure that the content and quality are responsive to the requirements of the PWS. Under this contract, the TOCOR/ATOCOR may not provide technical direction to the Contractor which would affect the overall scope of the contract or TO or the level of effort without consulting with the contract COR (if applicable) and CO. Technical communication between the TOCOR/ATOCOR and Contractor for the purpose of clarification or preliminary advisement of issues or problems is permissible. Deliverables will be requested through technical direction.

The Contractor shall submit all deliverables and documents for publication to the TOCOR/ATOCOR prior to public release, if applicable.

Contractors shall clearly identify themselves as an EPA contractor when acting in fulfillment of this contract. While working onsite or meeting with federal employees, contractors shall wear or display government issued identification designating them as such. Contractors shall be excluded from sensitive Agency discussions related to policy, enforcement, legal matters, and procurements.

EPA shall be mentioned as the funding source in publications and other distributed final work products that arise from this contract.

9. QUALITY ASSURANCE

Quality assurance for services and/or supplies shall be conducted in accordance with the Contractor’s existing quality assurance processes prior to tender of deliverables for Government review and acceptance.

10. QUALITY ASSURANCE SURVEILLANCE PLAN

Region 3 Library

In order to ensure the quality of work performed under this Task Order, EPA will use a Quality Assurance Surveillance Plan (QASP).

12. GOVERNMENT ACRONYMS

ALA: American Library Association ATOCOR: Alternate Task Order Contract Officer’s Representative COR: Contracting Officer’s Representative CO: Contracting Officer CSH: Customer Service Hotline ECMS: Enterprise Content Management System FOIA: Freedom of Information Act ILL: Interlibrary Loan OCA: Offsite Consequence Analysis OLS: Online Library System PIC: Public Information Center PRA: Paperwork Reduction Act PWS: Performance Work Statement QA: Quality Assurance QASP: Quality Assurance Surveillance Plan RDA: Resource Description and Access RMP: Risk Management Plan SOP: Standard Operating Procedures TO: Task Order TOCOR: Task Order Contracting Officer’s Representative

Schedule of Deliverables

Task Description Frequency/Deadline

1.1.1 Annual workplan submitted to TOCOR 10 days of TO award

1.2.1 Events & Mtgs Report benefits EPA within 3 work days of return

1.3.1 Monthly financial progress reports monthly

1.3.2. Annual summary of services completed by contractors October 31

1.3.3 Quarterly statistic reports of library usage quarterly

1.3.4 Monthly activity report on deliverables monthly

1.4.1 Provide assistance as requested ongoing

1.5.1 Library network coordination ongoing

2.1.1 Revise/review SOPs specifically P&P manual annual review

3.1.1 Region 3 Library Internet and Intranet sites monthly

4.1.1 Handouts and fact sheets distributed As needed

4.2.1 Content or formal courses added to R3 site As requested

4.2.2 Completed attendee evaluations After training course

5.1.1 Library is staffed from 8:00 am to 5:00 daily

5.2.1 Division contact list for customer service hotline Quarterly

5.2.2 Customer service hotline staffed daily

Region 3 Library

5.3.1 Customer service statistic reports and Hot Topic 10th of following month

5.3.2 Statistics on number, type and source of Quarterly

5.4.1 Completed user feedback survey forms ongoing

5.5.1 ILL file of both incoming and outgoing requests As requested 6.1.1: OCA log due annual at the end of task order annual

6.1.2 Maintain familiarity with OCA procedures & certification ongoing 6.2.1: Circulation statistics quarterly report 6.2.2: Monthly borrower overdue notices monthly 6.3.1: Annual Collection Development Report annual 6.3.2: Annual Journal Recommendations Report annual 6.3.3: Annual Journal Shelving Statistics Report annual

6.3.4. Spreadsheet of CFRs ordered and received by year annual

6.4.1 Inventory report as requested

6.5.1 Items cataloged in accurate timely manner ongoing