Attachment13_Libraries_LasVegas_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

ORD/NERL/Las Vegas Library

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

Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 6, 2016

I. TITLE: Library Services for ORD/NERL/Las Vegas, NV

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: May Fong Office: Office of Research and Development (ORD) National Exposure Research Laboratory (NERL) Systems Exposure Division (SED) Address: 944 E. Harmon Ave.

Las Vegas, Nevada 89119

Telephone Number: 702-798-2624 Fax Number: 702-798-2380 Email: Fong.May@EPA.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: This information will be provided upon award of Task Order Office:

Telephone Number:

Fax Number:

Email:

IV. AUTHORITIES

a. Legal Authority:

Executive Order 12, 291

Paperwork Reduction Act of 1995

5 U.S.C. 552, Freedom of Information Act as amended

5 U.S.C. 553. Rule Making

44 U.S.C. 3101, Records management by agency heads; general duties

40 CFR 2, Public Information

b. Regulatory Authority:

Clean Air Act section 307 General Provisions Relating to Administrative Proceeding and Judicial Review.

OMB Circular A-130, Management of Federal Information Resources

c. EPA Documents:

EPA National Library Network Policy (COI 2170), Procedures and Standards – https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures

V. TASK ORDER COMPONENTS

1. BACKGROUND

The overarching mission of National Exposure Research Laboratory (NERL) Office of Research and Development (ORD) is to provide high quality, timely scientific assistance, technical information, and research products to aid management decisions. These key management decisions enable the U.S. EPA to meet its goals and fulfill the Agency’s mission. It has become increasingly clear that complex environmental problems cannot be addressed by current regulatory efforts alone (in the absence of advanced scientific research), and EPA must therefore be a scientific leader in environmental research, methods development, and technology-sharing.

This Task Order focuses on the support for the NERL – Las Vegas, Nevada – and for the NERL’s Immediate Office (NERL-IO) staff, located in Research Triangle Park, NC. NERL establishes and maintains broad-based research programs that anticipate future needs of the public as they relate to protection of the environment and human health. These core programs focus on fundamental research and the development of new and innovative technologies.

Current NERL areas include: immunoassay/biosensors; groundwater modeling; Underground Storage Tanks (UST); surface/subsurface characterization; the development of human exposure paradigms; analytical methods for trace constituents; Quality Assurance (QA); field methods; potential drinking water stressors and contaminants; non-point sources; global climate change; landscape ecology; landscape characterization; wildlife indicators; remote sensing; and spatial information sciences.

Where work is to be performed:

The Technical Reference Center (TRC) supports laboratory and administrative facilities in Las Vegas, NV. These buildings are located at 944 E. Harmon Avenue on the campus of the University of Nevada, Las Vegas (UNLV). Three additional satellite buildings are co-located in https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures the La Plaza (LP) commercial complex at 4220 Maryland Parkway (LP-B, LP-C, & LP-D).

Additional supported facilities include the main NERL-Las Vegas Warehouse at 3201 Sunrise Avenue in Las Vegas, and offsite ancillary locations at the NERL laboratory in Research Triangle Park, North Carolina.

2. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Technical Reference Center in Las Vegas, which provides professional research support to local U.S. EPA employees by obtaining materials from the EPA Library Network, Federal and State Technical Reference Centers, and University-system libraries and/or other sources as necessary. It may also occasionally be required to provide similar bibliographic services to other governmental agencies throughout the United States and limited support to the public. The Technical Reference Center is open from 8:30 A.M. to 5:30 P.M. on all regular government workdays. Services shall be made available in person as well as electronically via client desktops. Contract support activities may include:

Program Management

Management and Administration

Customer Service

Collection Management and Modernization

Presentations and Trainings

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)

1.01 Reporting (Contract PWS Subtask 1.4)

Basic summary usage statistics will be maintained in the normal course of library operations to include: a current periodical subscription list, electronic database usage/search log at the branch division level of detail, and estimated hours and costs of the time necessary to prepare any ad hoc usage reports requested through the TOCOR/ATOCOR by the Office of Environmental Information (OEI). Each calendar quarter a summary report will be provided to TOCOR/ATOCOR on overall TRC operations – e.g. TRC usage statistics, number of books, periodicals, on-line databases, etc., so that a needs analysis can easily be accomplished on the information provided. Preparation of additional OEI-requested ad hoc statistical reports using routinely compiled data may also be required. Documentation/Reports must be professional, complete, accurate, and done in a timely manner. Quarterly reports (March; June; September; December) will be received on time and any ad hoc reports requested will be provided.

In addition to the reports specified above the contractor shall produce a Monthly Summary Report, no later than the 15th of each month, covering activities for the preceding month.

Comment areas shall include, but are not limited to, contract labor hours and cost by staff member spent on specified tasks, as well as descriptions of major activities completed, major activities in-progress, operational problems encountered, delays, actions required by EPA, and future activities.

Special ad hoc reports pertaining to this general task area may also be requested by the TOCOR/ATOCOR using the work order system to provide specific technical direction on content. All reports shall be transmitted in an electronic format. The report will address comment areas specified and be provided in an electronic format. The contractor shall distribute one copy of the monthly progress reports to Deborah Balsamo, Library Network national Program manager (balsamo.deborah@epa.gov). All materials developed in support of these activities shall be accurate, timely, and of professional quality.

Deliverables

1.01 Summary Report

Acceptance Criteria Reports shall be thorough, accurate and timely.

1.02 Library Network Coordination (Contract PWS Subtask 1.5)

The contractor shall participate in EPA National Library Network collaborative activities such as teleconferences, workgroups, Listservs, and other communication channels and shall contribute when appropriate to Library Network activities and projects. The contractor shall adhere to the Network policy and procedures and shall provide detailed information to the Library Network as outlined in said procedures. At the direction of the TOCOR/ATOCOR, the contractor shall attend the EPA National Library Network annual meeting and any other meetings pertinent to contractor responsibilities in this task order.

1.02 Monthly Progress Report

1.03 Annual Business Improvement Recommendation Proposal (Contract PWS Subtask 1.2) The contractor shall provide innovative ideas and new processes to improve the operation of the Technical Reference Library. Routinely advise or recommend to the TOCOR/ATOCOR upgrades to existing technology specific to TRC applications (e.g. Software, Computer Hardware, Computer Peripherals, Storage Devices, etc.). Provide technical input and participate in activities (as requested by the TOCOR/ATOCOR) that may benefit and advance TRC services. Examples of these activities include conference calls and other networking, TRC Advisory Committee, Planning Strategies, etc. The new ideas and innovation will be accomplished at a reasonable cost. These new and innovative ideas will mailto:balsamo.deborah@epa.gov be assessed through the cost savings they affect, the improvements to the process, and public access to the ideas.

1.03 New and innovative ideas to improve library operations

95% of the documentation provided meets the stated standards; on time delivery

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

2.01 Annually Revise and Review Standard Operating Procedures (SOPs), Manuals and Guides (Contract PWS Subtask 2.1) The contractor shall provide TRC standard operating procedures (SOPs) as required to assure that EPA-Las Vegas (EPA-LV) and TRC personnel can easily be indoctrinated/informed as to any new operating procedures and policies. As requested by the TOCOR/ATOCOR, the contractor shall also provide new and/or updated SOPs as appropriate for the quality assurance and control (QA/QC) aspects of library operations.

These SOPs should be supported by references where appropriate. SOPs will provide sufficiently detailed information to train and inform staff on TRC operating procedures and/or meet applicable agency QA/QC requirements. Revised or new SOPs will be received for review six (6) weeks after TOCOR/ATOCOR request.

2.01 Standard Operating Procedures

TASK 3: Customer Service (Contract PWS Task 5)

3.01 Customer Service Request Tracking (Contract PWS Task 5.3) The contractor shall provide walk-in customer service as well as respond to customers who make requests by phone, fax, email, or other means. The contractor shall comply with the EPA Customer Service Standards (listed below). The contractor shall maintain a log of all public requests. The contractor shall comply with the requirements of the Electronic FOIA legislation, the EPA Freedom of Information manual. A public request log shall be produced that is accurate and up to date and it will be available for review by TOCOR/ATOCOR.

EPA’s Six Principles of Customer Service

1. Be helpful! Listen to your customers.

2. Respond to all phone calls by the end of the next business day.

3. Respond to all correspondence within ten (10) business days.

4. Make clear, timely, accurate information accessible.

5. Work collaboratively with partners to improve all products and services.

6. Involve customers and use their ideas and inputs.

3.01 Public Request Log

Logs shall be thorough, accurate.

3.02 Interlibrary Loan and Document Delivery (Contract PWS Subtask 5.5) The contractor shall obtain necessary publications or other materials from outside libraries by operating an effective Interlibrary Loan (ILL) program between libraries.

The contractor shall direct all ILL requests to the fastest, no-cost local source first. If the material is unavailable, the request shall be directed to other no-cost facilities such as other Federal libraries (including other EPA libraries) and other libraries with reciprocal agreements. If all ILL no-cost attempts are unsuccessful, the librarian may attempt to find the require material through libraries which charge for loan or photocopies. However, any services that potentially result in a charge to the TRC must be approved by the TOCOR/ATOCOR in advance. Standard TRC procedures will be followed and compliance with copyright guidelines will be met. Additionally, summary of ILL requests will be complete and available for review by the TOCOR/ATOCOR. The contractor shall ensure that standard American Library Association (ALA) library procedures and copyright compliance guidelines are met.

3.02 Non-recurring reports of interlibrary loan requests, and miscellaneous collection information. Date of delivery will be specified at time of request

3.03 Reference and Research Support Services (Contract PWS Subtask 5.6) The contractor shall conduct literature searches as requested by EPA program staff and approved by the TOCOR/ATOCOR using online databases and CD-ROM databases available in the TRC or through the library network. This includes requesting documents within the EPA library system or other libraries, and searching databases to acquire articles, preparing bibliographies with abstracts, etc. Limited copying of documents for EPA patrons and the public is permitted within the bounds of Copyright Law and with approval by the

TOCOR/ATOCOR.

Bibliographies and online searches shall not be prepared for Agency contractors unless the EPA Project Officer (PO), DOPO, COR, TOCOR/ATOCOR or Work Assignment Manager

(WAM) for that contractor requests the TRC staff to do so, and obtains approval from the TOCOR/ATOCOR for the TRC.

The contractor shall keep a complete record of the status of all research requests. All non-rush reference requests are to be completed within three (3) working days. Infrequently, urgent reference requests must be handled within one (1) working day and every effort should be made to complete them as expeditiously as possible. For extensive research requests, an estimated time of completion must be provided to the requestor within three

(3) working days and a reasonable due date developed based on the scope of the request and any other pending work. Requests will be handled and documented as specified and requested reference materials will be received on mutually developed and agreed upon due dates.

3.03 Report of personnel who have overdue on-loan publications that have not been returned provided to TOCOR/ATOCOR.

3.04 Onsite Operations (Contract PWS Subtask 5.1)

The contractor shall keep all TRC ancillary equipment in good working order and shall notify the TOCOR/ATOCOR immediately when any equipment breaks down (in writing or by phone call). Additionally, the contractor will provide an annual inventory of ancillary equipment used at the TRC and comply with all maintenance/notifications/corrective action requirements. The inventory will be performed and ancillary equipment failures and outages routinely monitored. The inventory report is due within 30 calendar days after effective date of this contract and notification of equipment failures provided when appropriate.

3.04 Equipment inventory report

TASK 4: Collection Management and Modernization (Contract PWS Task 7)

4.01 Organization of Information Resources and Cataloging (Contract PWS Subtask 7.6) The Contractor shall provide cataloging support for the TRC and EPA Library Network (including periodically reviewing and updating cataloging procedures) – Work will be performed in accordance with the Resource Description and Access (RDA) standards, Anglo-American Cataloging Rules, Revised 2nd Edition (AACR2) and Library of Congress (LC) subject headings. A defined cataloging process shall be used upon receipt of ordered materials – Materials shall be stamped as EPA property, logged-in, and all records completed to indicate receipt. The contractor shall convert hardcopy documents to an electronic format as necessary and maintain the current as well as historical acquisitions databases. All periodicals and serial distributions shall be shelved/filed as appropriate.

Materials will be received and processed correctly and will be appropriately cataloged, stamped, and stored. The TOCOR/ATOCOR shall physically check the library periodically to ensure compliance.

The Contractor shall prepare for distribution to all EPA staff a monthly list of new acquisitions received in the TRC and new informational services and reference material search capabilities as they become available. The contractor shall also provide a “New Acquisitions” list on recently received and cataloged reference items each month. A complete summary report of new acquisitions will be emailed in a timely manner to staff each month, which is due on or before the 15th of each month.

4.01 Provide a “New Acquisitions” list on recently received and cataloged reference items each month

4.02 Library Collection Inventories (Contract PWS Subtask 7.5) The Contractor shall provide support to physically maintain the Technical Reference Center collection of books, serials, reports, journals, government documents (includes all documents/publications authored by the staff or its extramural authors) microfilm and other documents, and reference materials.

Documents processing includes, but is not limited to receiving, certifying, logging, data editing, indexing, abstracting, paginating, separating, binding, filing, microfilming, accessing, and the coding of documents received or generated in response to EPA regulations or requirements. Processing of unique documents may require development of unique procedures and methodology. A usage summary of documents services will be provided and maintained in a timely and accurate manner and products produced will be of professional quality. The usage summary will be current and available for review by the

TOCOR/ATOCOR.

The Contractor shall inventory library collections as required by the Library Network Policy and Procedures.

4.02 Each calendar quarter a summary report will be provided to TOCOR/ATOCOR on overall TRC operations – e.g. TRC usage statistics, number of books, periodicals, on-line databases, etc., so that a needs analysis can easily be accomplished on the information provided. Preparation of additional OEI-requested ad hoc statistical reports using routinely compiled data may also be required.

4.03 Circulation of Library Materials (Contract PWS Subtask 7.3) The contractor shall operate and maintain the existing automated circulation system for lending books and journals. The contractor shall ensure that serials are loaned for a time period that is consistent with policies as specified by the TOCOR/ATOCOR. Documentation of overdue library materials must be professional, complete, timely, and accurate. Listing of overdue materials will be forwarded to the TOCOR/ATOCOR at least once per calendar quarter or whenever library materials are not returned during employee site clearance procedures.

4.03 Lending/overdue book log

TASK 5: Presentations and Trainings (Contract PWS Task 4)

5.01 Training (Contract PWS Subtask 4.2)

The Contractor shall develop and offer training as outlined in each TO PWS or as directed by the TOCOTR/ATOCOR. The Contractor shall work with EPA staff to reserve EPA training areas or equipment as necessary. The Contractor shall provide relevant training materials for participants.

Examples of current and past training topics include:

o Introduction to Library Services o Using the EPA Desktop Library o Conducting Business Research o How to find EPA Documents

5.01 Training materials

Documents shall be thorough, accurate and timely.

5. SPECIAL TECHNICAL REQUIREMENTS

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 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

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

11. GOVERNMENT ACRONYMS

AACR2: Anglo-American Cataloging Rules, Revised 2nd Edition ALA: American Library Association ATOCOR: Alternate Task Order Contract Officer’s Representative COR: Contracting Officer’s Representative DOPO: Delivery Order Project Officer FOIA: Freedom of Information Act ILL: Interlibrary Loan IO: Immediate Office LC: Library of Congress LP: La Plaza LP-B: La Plaza B LP-C: La Plaza C LP-D: La Plaza D NERL: National Exposure Research Laboratory NSCEP: National Service Center for Environmental Publications OLS: Online Library System OEI: Office of Environmental Information ORD: Office of Research and Development PO: Project Officer PWS: Performance Work Statement QA: Quality Assurance QASP: Quality Assurance Surveillance Plan QC: Quality Control RDA: Resource Description and Access SED: Systems Exposure Division SOP: Standard Operating Procedures TO: Task Order TOCOR: Task Order Contracting Officer’s Representative TRC: Technical Reference Center UNLV: University of Nevada, Las Vegas UST: Underground Storage Tanks WAM: Work Assignment Manager

Task Type of Deliverable Frequency/Deadline

1.01 Summary Report Monthly

1.02 Progress Report Monthly

1.03 Innovative Ideas for Improving Library

Operations Annually

2.01 Standard Operating Procedures Revisions Annually

3.01 Public Request Log Ongoing

3.02 Interlibrary Loans Ongoing

3.03 Overdue Report Monthly

3.04 Equipment inventory Report Annually

4.01 New Acquisitions List Monthly

4.02 TRC Overview Report Quarterly

4.03 Lending/Overdue Log Quarterly

5.01 Training Materials As Needed/Requested