Attachment15_Records_Cincinnati_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

Information Management Center Services IV (IMCS IV) Contract

Contract #: TBD Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 29, 2016

I. TITLE: Records Management Services for OARM Cincinnati and Supporting ORD/TSC Laboratories

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: Cheryl Black Office: U.S. Environmental Protection Agency Address: Information Resources Management Division (MS289) 26 W. Martin Luther King Drive Cincinnati, Ohio 45268

Telephone Number: (513)569-7769 Fax Number: (513)569-7186 Email: black.cheryl@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Heather Wright Office: U.S. Environmental Protection Agency Address: Information Resources Management Division (MS289) 26 W. Martin Luther King Drive Cincinnati, Ohio 45268

Telephone Number: (513)569-7992 mailto:black.cheryl@epa.gov

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

Fax Number: (513)569-7186 Email: wright.heather@epa.gov

IV. AUTHORITIES

A. Legal Authority:

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

36 CFR Chapter XII, Subchapter B – Records Management

40 CFR 2, Public Information

5 U.S.C. Chapter 5 Administrative Procedures Act

18 U.S.C. Chapter 101, Records and Reports Paperwork Reduction Act of 1995

44 U.S.C. Chapter 33, Disposal of Records

Executive Order 12291 – Federal Regulation

B. Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

NARA/OMB Managing Government Records Directive (M-12-18) 36 C.F.R. Chapter XII, Subchapter B

C. EPA Documents:

EPA Information Directives (https://www.epa.gov/irmpoli8/current-information-directives)

EPA Records Management Policy (CIO 2155.3), Procedures and Standards

EPA Essential (Vital) Records Procedures (CIO 2155-P-01.1)

EPA Information Security Policy (CIO 2150.3) Procedures and Standards

EPA Privacy Policy (CIO 2151.1)

Digitization (Scanning) Procedures (CIO 2155-P-05.0)

Document Digitization (Scanning) Standards (CIO 2155-S-01.0)

EPA Records Retention Schedules, (https://www.epa.gov/sites/production/files/2015-09/documents/epa-records-schedules.pdf)

Intranet documents to be provided:

Clearance Procedure for Employees Separating or Transferring from EPA (3110.5A) (http://intranet.epa.gov/ohr/rmpolicy/ads/orders/3110-5a.pdf)

Using the Federal Records Center, A Guide for Headquarters Staff http://intranet.epa.gov/records/rlos/files/frcGuidancehq.docx

Using ARCIS to Manage FRC Transfers and Reference Requests for EPA Regional Staff http://intranet.epa.gov/records/rlos/files/ARCISWebinarRegions.pptx

V. TASK ORDER COMPONENTS

1. BACKGROUND

mailto:wright.heather@epa.gov

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

2. The Information Resources Management Division (IRMD) in the Office of Administration and Resources Management (OARM), AWBERC Cincinnati, Ohio, is responsible for providing technical assistance in implementation of EPA’s National Records Management Program (NRMP) policies and programs at the Cincinnati Lab, the Office of Water, Office of Ground Water and Drinking Water, Technical Support Center (TSC) and the following Office of Research and Development (ORD) laboratories and offices: the National Risk Management Research Laboratory (NRMRL) [including the National Homeland Security Research Center (NHSRC) group], with sites in Cincinnati, Ohio; Ada, Oklahoma; Edison, New jersey; and Research Triangle Park, North Carolina; the National Exposure Research Laboratory (NERL), with sites at Cincinnati, Ohio; Las Vegas, Nevada; Athens, Georgia; and Research Triangle Park, North Carolina; the National Health Effects Environmental Research Laboratory (NHEERL) in Research Triangle Park, North Carolina (which shares a contractor with NRMRL); National Center for Environmental Assessment(NCEA) in Research Triangle Park, North Carolina as well as to the ORD Office of Science Information Management (OSIM), the Office of Administrative and Research Support (OARS) and all ORD Headquarter office staffs [Immediate Office of the Assistant Administrator (IOAA), Office of Program Accountability and Resource Management (OPARM), Office of Science Advisor (OSA) and Office of Science Policy (OSP)] located outside of Washington D.C., and within any of the locations serviced under this task order. This is accomplished by coordination with the various laboratories and programs at all sites serviced by this task order. Due to the fact that the contractors will be handling sensitive and Confidential Business Information (CBI) data, the contractors must have background clearances in accordance with EPA Information Security Manual prior to the start date.

Where work is to be performed:

OARM/IRMD, TSC, NRMRL, NERL

26 W. Martin Luther King Dr.

Cincinnati OH 45268

NRMRL, NHEERL, NERL, NCEA

109 T.W. Alexander Dr.

Durham, NC 27709

NRMRL, GWERD42-91

919 Kerr Drive Ada, OK 74820

NERL

980 College Station Rd.

Athens, GA 30605

NERL

944 East Harmon Ave.

Las Vegas, NV 89119

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

And all other named ORD organizations in any of those same locations. The government will supply on-site office space, furniture and equipment for the contractor.

3. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Cincinnati OARM and ORD Laboratories Records Management Task Order, through the provision of records management services to EPA programs and regions. 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

Presentations and Trainings

Customer Service

Information Technology Systems

Collection Management and Modernization

Information Management

Security

Records Lifecycle Management

Phase Out

4. SCOPE

This Task Order will require the services described in Section 5, Specific Tasks.

5. SPECIFIC TASKS

TASK 1: PROGRAM MANAGEMENT (Contract PWS Task 1)

SCOPE: Cincinnati Office of Administration and Resources Management (OARM)

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

1.1 Work Plan (Contract PWS Task 1.1)

The contractor shall create and submit an annual project work plan within 15 business days of the post award administration, and upon exercise of additional option years. The annual work plan shall meet Agency requirements as described in this task order for accuracy, completeness, and ease of use, and 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

1.1.01 Work Plan

1.1 Acceptance Criteria

Plan shall be complete, accurate and professionally written.

1.2 Events and Meetings (Contract PWS Task 1.3)

The contractor shall attend regular and ad-hoc meetings in order to understand performance expectations and status. Meetings may include, but are not limited to:

regularly scheduled task order management meetings, project status meetings, and ad-hoc meeting or events. The Contractor shall submit meeting notes including outlined action items where appropriate or an event summary within three business days following the event or meeting.

1.2 Deliverables

1.2.01 Event and meeting summaries provided to TOCOR/ATOCOR

1.2 Acceptance Criteria

Summaries are submitted within three working days of event.

1.3 Reporting (Contract PWS Task 1.4)

The contractor shall provide weekly, as well as monthly, progress and statistical reports which demonstrate progress on initiatives and records management tasks. Special reports/analysis shall be performed at the request of the TOCOR/ATOCOR via written technical direction. Weekly reports are due by Close of Business (COB) the following Tuesday. Monthly reports are due two (2) business days after the month ends. All reports shall be complete, accurate, submitted timely, and professionally written. The monthly report shall include a breakdown of contract activities and statistics, deliverables completed, descriptions of all work, as well as any other relevant information. Monthly Knowledge Performance Indicators (KPI) reports are due on the 6th day of the following month. Additionally, ad hoc reports may be requested by the TOCOR/ATOCOR. These reports shall be submitted to the TOCOR/ATOCOR upon request and agreed upon time frame.

1.3 Deliverables

1.3.01 Reports submitted as required

1.3 Acceptance Criteria

Reports are accurate, complete, and on time

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

SCOPE: Cincinnati Office of Administration and Resources Management (OARM), Technical Support Center (TSC)

The contractor shall develop and maintain Records Management Products such as Operations and Procedures Manuals; Draft Disposition Schedules; record box labels; databases/barcode technology to index; track and control documents/records boxes for storage together with documentation; and update the products on a regular basis.

2.1 Annually Revise and Review Standard Operating Procedures (SOPs), Manuals, and Guides (Contract PWS Task 2.1)

The contractor shall develop local SOPs within the first two quarters following award. The SOPs should govern how all records management work is to be performed at OARM Cincinnati and include the use, operation and maintenance of the various information systems utilized. Following this the contractor shall annually review, revise, and maintain the Standard Operating Procedures (SOPs), with revisions due the end of the second quarter. All SOPs shall be subject to review and approval by the TOCOR/ATOCOR. All such materials should meet EPA standards for writing and publication design.

2.1 Deliverables

2.1.01 Develop local SOPs

2.1.02 Annually revise/review local SOPs

2.1 Acceptance Criteria

SOPs are thorough, accurate, and professionally written

2.2 Clearance of Separating Contractors (Contract PWS Task 2.2)

Departing Contractors must account for all government property and records in their possession or custody, and must complete form 3110-1, Personnel Separation or Transfer Checklist, per agency policy 3110.5a.

2.2 Deliverables

2.2.01 All departing contractors submit form 3110-1

2.2 Acceptance Criteria

Form is submitted prior to final departure

TASK 3: Presentations and Training (Contract PWS Task 4)

SCOPE: OARM, ORD Labs and Offices (NRMRL, NHEERL, OSIM, OARS, IOAA, OPARM, OSP, NERL, TSC)

3.1 Presentations, Outreach and Promotion (Contract PWS Task 4.1)

The contractor shall provide outreach to supported ORD Staff at all their sites, to include Edison, New Jersey; Ada, Oklahoma; Research Triangle Park, North Carolina; Las Vegas, Nevada; Athens, Georgia and Cincinnati, Ohio. This will ensure a consistent approach agency-wide throughout all supported ORD sites. The outreach includes producing materials to support training efforts and records management brochures or posters – both print and electronic depending upon the needs of each location. All outreach and promotion products shall be submitted to TOCOR/ATOCOR for review prior to final production at least two weeks before date of use. Records management outreach products shall be prepared in accordance with EPA’s regulations and policies governing that particular medium and format.

3.1 Deliverables

3.1.01 Records Management products

3.1 Acceptance Criteria

Information products are complete, thorough and professionally written

3.2 Training (Contract PWS Task 4.2)

The contractor shall develop briefings, training sessions, and educational programs to instruct customers in the use and availability of information products, services, tools, and procedures. The contractor shall participate in, set up, and conduct demonstrations of EPA’s information products, services, and databases to a broad array of customers. The training shall include, but not be limited to, training in basic records management, vital records, scientific records training, and electronic records training. Demonstrations may be held at customer worksite, professional conferences, via webinar, or at sites. The contractor is responsible for all logistical arrangements and training materials necessary.

Additionally, contractors shall complete all required EPA training in a timely manner at the request of the TOCOR/ATOCOR.

3.2 Deliverables

3.2.01 Training summary provided to TOCOR/ATOCOR

3.2 Acceptance Criteria

Training summary is provided within 3 business days following event and is complete and accurate.

TASK 4: Customer Service (Contract PWS Task 5)

SCOPE: OARM, ORD Labs and Offices (NRMRL, NHEERL, OSIM, OARS, IOAA, OPARM, OSP, NERL), TSC

4.1 Onsite Operation (Contract PWS Task 5.1)

The contractor shall provide EPA staff access to the on-site location Mondays through Friday except on federal holidays or when there is a building closure during the hours of 8:00 am – 4:30 pm. The contractor shall maintain the on-site location to ensure rapid information retrieval and ensure that the on-site locations, including staff areas, meet safety standards. The contractor shall maintain the records storage areas in a manner that ensures that it is neat and orderly at all times.

EPA shall be responsible for the cost of maintenance and repair of governmental furnished equipment. The contractor shall make sure the government-furnished equipment in the contractor’s care is in good working order. The contractor shall notify the TOCOR/ATOCOR who will arrange for maintenance and repairs as quickly as possible when needed to ensure records management services are not impaired due to equipment malfunction.

The contractor shall maintain a complete inventory of government furnished equipment.

The inventory shall be provided to the COR by the last business day in July every year.

4.1 Deliverables

4.1.01 Inventory report

4.1 Acceptance Criteria

Inventory report shall be submitted by final business day in July

4.2 Information Requests (Contract PWS Task 5.2)

The contractor shall respond to all inquiries for requests regarding general records management policies and procedures, contents of boxes located in on-site storage and status of boxes located in on-site storage via telephone or email. The contractor shall locate records, deliver records to requestor, and return records to storage and/or the Federal Records Center (FRC) upon request by persons authorized to request records for their areas. The contractor shall respond to queries regarding records under contractor control in writing and in person. Written correspondence shall be directed by the contractor to the person inquiring with a copy via email to the TOCOR/ATOCOR.

Work requests shall be processed through the Task Order Manager and be inputted into a work request system. Work requests associated with ORD laboratories and offices shall be processed through the appropriate Records Liaison Officer (RLO) who will forward the work request to the Task Order Manager. Work requests for NERL shall be processed through a local NERL Records Management Liaison who will forward the work request to the National NERL Records Officer who shall forward them to the Task Order Manager. All work requests shall be input into tracking system by the second day of the next business month.

Records requested by staff who are physically located in the AWBERC building shall be delivered the same day as requested if the number of boxes is five or less and the boxes are housed on-site in the Roof-2 storage area. Records stored at the off-site Kenwood

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order storage area shall be retrieved and delivered to the customer within 24 hours. Records requested by staff that are located in outlying EPA facilities shall have their record boxes delivered to the loading dock the day of request for delivery to their physical location by other means. Records being requested from the Federal Records Center (FRC) shall be arranged to be returned to EPA within 48 hours. Records being returned to storage shall be re-shelved within two calendar weeks of receipt.

4.2 Deliverables

4.2.01 Work request statistics in weekly report

4.2.02 Work request statistics in monthly report

4.2 Acceptance Criteria

Reports submitted are accurate and timely.

4.3 Customer Service Request Tracking (Contract PWS Task 5.3)

All customer service requests shall be tracked, synthesized and readily available for reporting requirements.

4.3 Deliverables

4.3.01 Work performed statistics in weekly report

4.3.02 Work performed statistics in monthly report

4.3 Acceptance Criteria

Reports submitted are accurate and timely

4.4 Customer Service Feedback (Contract PWS Task 5.4)

Customer service survey forms are sent to all federal or contractor employees with closed customer requests. Results shall be compiled and submitted monthly to the TOCOR/ATOCOR. Issues that may arise in the survey evaluations shall be addressed by the contractor and may require resolution by the contractor.

4.4 Deliverables

4.4.01 Customer service statistics in KPI’s

4.4 Acceptance Criteria

Customer Service Statistics are complete and presented in a clear, readable graphic format.

TASK 5: Information Technology Systems (Contract PWS Task 6)

SCOPE: Cincinnati Office of Administration and Resources Management (OARM)

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

The contractor shall serve as an administrator, intermediary, development coordinator, or primary point of contact to help ensure that EPA affiliated user groups are supported in their use of various EPA and federal information technology (IT) systems and tools.

5.1 NARA’s Electronic Records Archives (ERA) and the Archives and Records Centers Information System (ARCIS) (Contract PWS Task 6.2)

The Task Order Manager shall serve as EPA’s Agency Administrators for the National Archives and Records Administration’s (NARA’s) Electronic Records Archives (ERA) and the Archives and Records Centers Information System (ARCIS). Primary duties include:

Assist with establishing and tracking user accounts and user groups for EPA employees and appropriate Contractor support. The Contractor shall obtain approval from the TOCOR/ATOCOR for requests to create user accounts.

Modifying, deleting, or recommending user accounts upon request.

Maintain a list of all EPA users of ERA and ARCIS, to the fullest extent possible.

5.1 Deliverables

5.1.01 ARCIS activity in monthly report

5.1.02 Establish and track user accounts for employees

5.1 Acceptance Criteria

Reported activity is complete and accurate. Accounts are entered properly and records are tracked within the system.

5.2 Enterprise Content Management System (ECMS) (Contract PWS Task 6.3)

The Contractor shall assist EPA in ongoing testing and review of ECMS functionality, operability, and usability of functions such as EZ desktop, auto-categorization, records schedule, capture of scanned documents and Capstone implementation, as directed by the TOCOR/ATOCOR. The Contractor shall review ECMS materials, participate in ECMS meetings, test system usability, identify flaws/bugs, document findings, meet with ECMS PMO and Contractor staff, and brief EPA personnel, as appropriate. The Contractor shall periodically create, submit, and track helpdesk tickets to document each inquiry, technical issue, or user issue in ECMS.

5.2 Deliverables

5.2.01 ECMS management tasks are in monthly report

5.2 Acceptance Criteria

Report is complete and timely.

TASK 6: Records Management (Contract PWS Task 8)

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

SCOPE: OARM, ORD Labs and Offices (NRMRL, NHEERL, OSIM, OARS, IOAA, OPARM, OSP, NERL, NCEA, TSC)

6.1 Retention of EPA Records and Information Products (Contract PWS Task 8.1)

The contractor shall identify records at supported ORD sites and at Cincinnati, Ohio; Las Vegas, Nevada; Athens, Georgia; and Research Triangle Park, North Carolina; which could possibly be considered vital records. It may be possible to use past inventories to make an initial determination. The Contractor shall provide a written list identifying potential vital records at all sites at the request of the RLO/TOCOR/ATOCOR.

6.1 Deliverables

6.1.01 Vital records list

6.1.02 Records identification efforts in monthly report

6.1 Acceptance Criteria

Reports are complete, accurate, and timely.

6.2 Records Collection Maintenance (Contract PWS Task 8.2)

The contractor shall conduct inventory of and identification of records; once inventoried the contractor shall assign them to a records series using disposition schedules; determine the disposition by using schedules; and separate out non-record material using the appropriate Federal/Agency guidance. This shall be conducted at the request of the respective lab/program area National RLO and TOCOR via written technical direction.

Work requests shall be processed through the Task Order Manager and be inputted into a work request system. Work requests associated with NERL shall be processed through the National NERL (located in RTP) Records Management Officer who will forward the work request to the Task Order Manager. Work requests for NERL shall be processed through a local NERL RLO who will forward the work request to the National NERL Records Officer who shall forward them to the TOCOR. The TOCOR will provide the contractor with a listing of NERL RLOs.

Technical Support Center (TSC) requires that the contractor assist with identification of records (determining what is and is not a record) prior to assigning an Agency file code to all materials determined to be records. In addition, the contractor shall determine which records are considered to be closed, arrange the records and apply the appropriate disposition instructions. The contractor shall arrange all open records in agency file code order. The contractor shall provide the summary of the inventory via email to the TSC RLO and the TOCOR/ATOCOR.

6.2 Deliverables

6.2.01 Records maintenance efforts documented in weekly report

6.2.02 Records maintenance efforts documented in monthly report

6.2 Acceptance Criteria

Reports are complete, accurate and timely.

6.3 FDMS Records Module Phase I (Contract PWS Task 8.2.1)

The Contractor shall assist in the implementation of the FDMS records module as directed by the TOCOR/ATOCOR. During Phase I, the Contractor shall, in accordance with direction from the TOCOR/ATOCOR, provide input and assistance during testing and implementation of the module, develop training materials for the EPA user community, and carry out special one-time actions to mass-declare and set retention on records currently in the system.

6.3 Deliverables

6.3.01 FDMS Phase I activities documented in monthly report

6.3 Acceptance Criteria

Reports are complete, accurate and timely.

6.4 FDMS Records Module Phase II (Contract PWS Task 8.2.2)

Upon implementation of Phase II, the Contractor shall maintain records contained within FDMS and other Docket Center repositories as the official Agency records for those docketed actions. The Contractor shall serve as FDMS Records Managers for EPA, work cooperatively with records contacts and docket owners, and perform approved records retention and disposition actions as described in the Procedures for Electronic Management of Rulemaking and Other Docketed Records in the Federal Docket Management System and the Docket Center Records Management SOP.

6.4 Deliverables

6.4.01 FDMS Phase II activities documented in monthly report

6.4 Acceptance Criteria

Reports are complete, accurate and timely.

6.5 Safe Storage and Retrieval (Contract PWS Task 8.3)

SCOPE: OARM

Records for the local storage areas shall be indexed by the contractor, entered into the control/tracking system and a charge-in/charge-out system shall be maintained.

TSC: All materials are inventoried and correctly separated as either a record or non-record within 15 business days of inventory completion. Upon inventory completion, Inventory

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order sheets (file plans) are all annotated with records series, or, if necessary, new draft records schedules are being formulated. Total types of records by series are identified by lab/program area. A narrative defining specific situations observed during the inventory as well as total types of records by series and volume are identified by lab/program area. This information is provided to the TOCOR/ATOCOR within 15 business days of inventory completion via email.

In accordance with approved records schedules, EPA procedures and guidance documents, prepare records eligible for transfer to the FRC and complete shipment. For records eligible for destruction, complete destruction forms, obtain concurrence signatures and process for recycled/shredding.

6.5 Deliverables

6.5.01 Records storage and retrieval information documented in weekly report

6.5.02 Records storage and retrieval information documented in monthly report

6.5 Acceptance Criteria

Reports are accurate, complete and timely.

6.6 Electronic Documents and Tracking (Contract PWS Task 8.4)

SCOPE: ORD NRMRL Cincinnati Laboratory

The contractor shall issue numbered sets of laboratory notebooks to researchers in the laboratories and maintain a tracking system on each notebook issued. The tracking system shall include information identified in the NRMRL Standard Operating Procedure (SOP) pertaining to this subject. The contractor shall also maintain and archive the laboratory notebooks in accordance with this SOP. Contractor databases shall have full compatibility with EPA databases at all times.

An internal up-to-date tracking system shall be updated and maintained, by the contractor, to track and securely store electronic documents as specified by individual TO requirements.

6.6 Deliverables

6.6.01 Records notebook activity documented in weekly report

6.6.02 Records notebook activity documented in monthly report

6.6 Acceptance Criteria

Reports are accurate, complete and timely.

TASK 7: Security (Contract PWS Task 13)

SCOPE: OARM, ORD Labs and Offices (NRMRL, NHEERL, OSIM, OARS, IOAA, OPARM, OSP, NERL, NCEA, TSC)

7.1 Access (Contract PWS Task 13.1)

The Contractor shall maintain data, system, and equipment access controls according to EPA security and privacy policies.

7.1 Deliverables

7.1.01 All access activity documented in monthly report

7.1 Acceptance Criteria

Reports are accurate, complete and timely

7.2 Preservation of Records (Contract PWS Task 13.3)

The contractor shall prevent unlawful or accidental, removal, defacing, alteration or destruction of records. All records destruction shall follow NARA guidelines and be documented appropriately.

7.2 Deliverables

7.2.01 Records destruction activity documented in weekly report

7.2.02 Records destruction activity documented in monthly report

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

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order 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

5.5.1 Records Management: Required Certifications

Contract staff that work with EPA records may come into contact with Confidential Business Information (CBI). Contractors shall be certified to handle CBI materials and are expected to manage these records appropriately.

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

To properly understand records and how they should be managed, Contract staff shall take Records Management training as well as Enterprise Content Management (ECMS), Superfund Enterprise Management Systems – Records Management (SEMS-RM), or other approved records systems trainings as appropriate. Selected staff may also be required to become certified ECMS Administrators.

Contract staff shall be knowledgeable and support customers with the use of ECMS and other relevant IT systems including but not limited to: Superfund Enterprise Management System – Records Management (SEMS-RM), Relativity modules licensed for EPA staff use (potentially requiring Contractor staff to become Relativity Collection Administrators), Adobe Digital Cloud, and Equivio.

It is strongly recommended, but not required, that Contractor staff hold the Certificate of Federal Records Management Training from the National Archives and Records Administration (NARA).

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

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

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

ARCIS: Archives and Records Center Information Systems ATOCOR: Alternate Task Order Contract Officer’s Representative CBI: Confidential Business Information CO: Contracting Officer COB: Close of Business CBI: Classified Business Information CUI: Controlled Unclassified Information

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

ECMS: Enterprise Content Management System ERA: Electronic Records Archives FDMS: Federal Docket Management System FOIA: Freedom of Information Act FRC: Federal Records Center IOAA: Immediate Office of the Assistant Administrator IRMD: Information Management Resources Division KPI: Knowledge Performance Indicator NARA: National Archives and Records Administration NCEA: National Center for Environmental Assessment NERL: National Exposure Research Laboratory NHEERL: National Health Effects Environmental Research Laboratory NHSRC: National Homeland Security Research Center NRMP: National Records Management Program NRMRL: National Risk Management Research Laboratory OARM: Office of Administration and Resources Management OARS: Office of Administrative and Research Support OPARM: Office of Program Accountability and Resource Management ORD: Office of Research and Development OSA: Office of Science Advisor OSIM: Office of Science Information Management OSP: Office of Science Policy PWS: Performance Work Statement QA: Quality Assurance Surveillance Plan RLO: Records Liaison Officer RTP: Research Triangle Park SEMS-RM: Superfund Enterprise Management Systems – Records Management SOP: Standard Operating Procedures TD: Technical Direction TO: Task Order TOCOR: Task Order Contracting Officer’s Representative TSC: Technical Support Center

12. SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

1.1.01 Work plan 15 days post award and at

option renewal

1.2.01 Event and meeting summaries As occurs

1.3.01 Reports As required

2.1.01 Develop local SOPs Within first two quarters

following TO award

2.1.02 Review/revise SOPs Annually – end of second

quarter

2.2.01 Form 3110-1 by all departing contractors As occurs

Cincinnati OARM and ORD/TSC Laboratories Records Management Task Order

3.1.01 Records management products As occurs

3.2.01 Training summary As occurs

4.1.01 Inventory report Annually – end of July

4.2.01 Work request statistics Weekly

4.2.02 Work request statistics Monthly

4.3.01 Work performed statistics Weekly

4.3.02 Work performed statistics Monthly

4.4.01 Customer service statistics Monthly

5.1.01 ARCIS activity Monthly

5.1.02 Establish and track user accounts As needed

5.2.01 ECMS management tasks Monthly

6.1.01 Vital records list As needed

6.1.02 Records identification efforts Monthly

6.2.01 Records maintenance activity Weekly

6.2.02 Records maintenance activity Monthly

6.3.01 FDMS Phase I activity Monthly

6.4.01 FDMS Phase II activity Monthly

6.5.01 Records storage and retrieval information Weekly

6.5.02 Records storage and retrieval information Monthly

6.6.01 Records notebook activity Weekly

6.6.02 Records notebook activity Monthly

7.1.01 Access activity documentation Monthly

7.2.01 Records destruction activity Weekly

7.2.02 Records destruction activity Monthly