Attachment18_Records_NCEA_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

RECORDS MANAGEMENT SERVICES FOR THE NATIONAL CENTER FOR ENVIRONMENTAL

ASSESSMENT (NCEA), ARLINGTON, VA

Information Management Center Services IV (IMCS IV) Contract

Contract #: TBD Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 30, 2016

I. TITLE: Records Management Services for the National Center for Environmental Assessment (NCEA), Arlington, VA

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

II. KEY EPA PERSONNEL:

Task Order Contracting Officer Representative (TOCOR)

Name: Brenda Carmichael Office: Office of Research and Development Address: U.S. EPA/ORD/National Center for Environmental Assessment 1200 Pennsylvania Avenue, N.W.

Washington, DC 20460

Telephone Number: (703) 347-8632 Fax Number: (703) 347-8691 Email: carmichael.brenda@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Crystal Samuels Office: Office of Research and Development Address: U.S. EPA/ORD/National Center for Environmental Assessment 1200 Pennsylvania Avenue, N.W.

Washington, DC 20460

Telephone Number: (703) 347-8566 mailto:carmichael.brenda@epa.gov

Fax Number: (703) 347-8691 Email: samuels.crystal@epa.gov

III. 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

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

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

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

Section 206(d) of the E-Government Act of 2002 (P.L. 107-347, 44 U.S.C. Chapter 36)

b. Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

c. EPA Documents:

EPA Communications Stylebook: Writing Guide (https://www.epa.gov/stylebook/epa-communications-stylebook-writing-guide)

EPA Records Management Policy (CIO 2155.3), Procedures and Standards https://www.epa.gov/irmpoli8/records-management-policy-define-epas-records-management-responsibilities

EPA Essential (Vital) Records Procedures (CIO 2155-P-01.1) https://www.epa.gov/irmpoli8/procedures-essential-records

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

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 Reference Requests and Retirements for EPA Headquarters Staff http://intranet.epa.gov/records/rlos/files/ARCISWebinarHQ.pptx

A Short Guide to ARCIS For EPA Headquarters Staff http://intranet.epa.gov/records/rlos/files/Shortguide-ARCISHQ.docx

EPA Records Management Manual http://intranet.epa.gov/records/tools/files/rm-manual.pdf mailto:samuels.crystal@epa.gov https://www.epa.gov/stylebook/epa-communications-stylebook-writing-guide https://www.epa.gov/irmpoli8/records-management-policy-define-epas-records-management-responsibilities https://www.epa.gov/irmpoli8/records-management-policy-define-epas-records-management-responsibilities https://www.epa.gov/irmpoli8/procedures-essential-records https://www.epa.gov/sites/production/files/2015-09/documents/epa-records-schedules.pdf https://www.epa.gov/sites/production/files/2015-09/documents/epa-records-schedules.pdf http://intranet.epa.gov/ohr/rmpolicy/ads/orders/3110-5a.pdf http://intranet.epa.gov/records/rlos/files/frcGuidancehq.docx http://intranet.epa.gov/records/rlos/files/ARCISWebinarHQ.pptx http://intranet.epa.gov/records/rlos/files/Shortguide-ARCISHQ.docx http://intranet.epa.gov/records/tools/files/rm-manual.pdf http://intranet.epa.gov/records/tools/files/rm-manual.pdf

IV. TASK ORDER COMPONENTS

1. BACKGROUND

The Federal Records Act (FRA), as amended, requires all federal agencies to make and preserve records containing adequate and proper documentation of their organization, function, policies, decisions, according to applicable laws and regulations. The FRA also requires agencies to establish a records management program, defined as a planned, coordinated set of policies, procedures, and activities needed to manage their recorded information. Major elements include periodically issuing up-to-date records management directives, properly training those responsible for implementation and carefully evaluating the results to ensure adequacy, effectiveness and efficiency. Records serve a number of purposes including:

planning for administrative and program needs, providing evidence of EPA activities, protecting legal and financial rights, enabling oversight by Congress and other authorized agencies, documenting the Agency’s history, and continuing key functions and activities in the event of an emergency or disaster. Records capture the Agency’s institutional memory and preserve the historical record; they are of critical importance in ensuring that the organization continues to function effectively and efficiently. In conformance with the Presidential Memorandum, Managing Government Records, November 28, 2011, the Agency must “meet the executive branch-wide effort to reform records management policies and practices. [The results will improve] performance and promote openness and accountability by better documenting agency actions and decisions.”

In order to meet EPA’s requirements and needs in the records realm, the support of knowledgeable contract staff is essential. In this contract, contractors may be requested at the Task Order level to assist with training, developing materials, tools, processing records reference requests, tracking databases, records lifecycle management and/or managing records file rooms.

The National Center for Environmental Assessment (NCEA) is a component of the Office of Research and Development (ORD) at the U.S. Environmental Protection Agency (EPA). This task order will provide records management services to three (3) NCEA offices located in Arlington, VA:

NCEA Immediate Office (NCEA-IO)

NCEA Washington Division (NCEA-W)

NCEA Integrated Risk Information System Division (NCEA-IRIS)

EPA’s National Center for Environmental Assessment is a leader in the science of human health and ecological risk assessment, a process used to determine how pollutants or other stressors may impact human health and the environment. The center occupies a critical position in EPA’s Office of Research and Development (ORD) between researchers in other parts of ORD and outside of EPA who are generating new findings and data and the regulators in EPA’s program and regional offices who must make regulatory, enforcement, and remedial action decisions. NCEA addresses the needs of stakeholders by preparing technical reports and assessments that integrate and evaluate the most up-to-date research. These products serve as a major component of the scientific foundation supporting EPA’s regulations and policies.

Where work is to be performed:

U.S. Environmental Protection Agency Office of Research and Development National Center for Environmental Assessment (8601P) One Potomac Yard (South Building) 2777 South Crystal Drive Arlington, VA 22202

2. PURPOSE

The purpose of this Performance Work Statement (PWS) is to acquire contract support to provide Records Management Services for the National Center for Environmental Assessment, Arlington, VA. Services shall be made available in person as well as electronically via client desktops.

Contract support activities may include:

Program Management

Management and Administration

Presentations and Trainings

Customer Service

Records Management

Transition

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) 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 Work Plan (WP) within fifteen (15) business days after award of the Task Order (TO). The WP shall meet Agency requirements for accuracy, completeness, and ease of use and shall include the Contractor’s proposed plans for overall organization and management of tasks as well as staffing plans, schedules, and cost estimate for each task and subtask.

1.1 Deliverables

Work plan. The work plan is to be submitted to the TOCOR/ATOCOR no later than fifteen

(15) business days after award of the task order.

1.1 Acceptance Criteria

All deliverables are to be clear, concise, and accurate and submitted on time.

Subtask 1.2 Annual Business Improvement Recommendation Proposal (Contract PWS Subtask 1.2) An Annual Business Improvement Proposal shall be produced at least ten (10) business days before the end of each contract year. The document shall include the Contractor’s cumulative list of ideas or recommendations for improving TO business practices, procedures, policies, or technology. Subjects to be addressed may include, but are not limited to: the streamlining or automating work flows, improvements in the methods used to track performance, and continued progress toward electronic information storage and access.

1.2 Deliverables

Annual business improvement proposal.

1.2 Acceptance Criteria

Subtask 1.3 Events and Meetings (Contract PWS Subtask 1.3) The Contractor is responsible for attending regularly scheduled meetings with the TOCOR/ATOCOR and other professional conferences, ad-hoc meeting or events as directed by the TOCOR/ATOCOR. The contractor is required to record and distribute meeting notes, including a list of all action items, to all attendees.

1.3 Deliverables

Attendance at meetings and meeting notes. The contractor attends, participates, and submits meeting notes, including all action items, to all attendees no later than three (3) business days following the meeting.

1.3 Acceptance Criteria

All deliverables are to be clear, concise and accurate and submitted on time.

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

1.4.1 Monthly Reports

A comprehensive and standardized monthly report, created in coordination with the TOCOR/ATOCOR and shall include, at a minimum: a list and brief description of deliverables completed and services rendered; an account of travel conducted; direct costs, hours and dollars expended; and the balance of hours and dollars remaining under TO ceilings for the current contract year.

1.4.1 Deliverables

Comprehensive and standardized monthly reports. Monthly reports will be accepted if they include the information requested and are submitted to the TOCOR/ATOCOR no later than close of business on the 10th day of the following month. Cumulative totals will also be shown in the monthly report.

1.4.1 Acceptance Criteria

1.4.2 Annual Summary Report

An annual summary report, which shall include the following: all products and services completed and delivered under this TO, date of completion and date of delivery for all products, dollars and hours spent on each product and service under this TO.

1.4.2 Deliverables

Annual summary report.

1.4.2 Acceptance Criteria

The annual summary report will be accepted if it includes the information requested and is submitted to the TOCOR/ATOCOR no later than fifteen (15) business days after the close of each period of performance.

1.4.3 Weekly Updates

Track and provide weekly updates on progress on tasks as identified by the

TOCOR/ATOCOR.

1.4.3 Deliverables

Weekly updates on the progress of tasks. The weekly updates will be accepted if they report the status of ongoing tasks and are submitted to the TOCOR/ATOCOR no later than close of business the following Monday.

1.4.3 Acceptance Criteria

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, or as directed by the TOCOR/ATOCOR, the Contractor shall create, revise and review the Standard Operating Procedures (SOPs), manuals, and guides. The Contractor shall notify the TOCOR/ATOCOR anytime TO guidance materials require revision as a result of changes to policy or business procedures. All such materials should meet EPA standards for writing and publication design.

2.1 Deliverables

SOPs, manuals, and guides. The SOPs, manuals, and guides will be accepted if they reflect current records management practices and are submitted to the TOCOR/ATOCOR no later than January 31st of each performance period.

2.1 Acceptance Criteria

Subtask 2.2: Clearance of Separating Contractors (Contract PWS Subtask 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

Form 3110-1.

2.2 Acceptance Criteria

Form 3110-1 will be accepted if the location of records and government property has been identified on the form, it has been signed, and the form is submitted to the TOCOR/ATOCOR prior to the day of departure.

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

Subtask 3.1: Training (Contract PWS Subtask 4.2) The Contractor shall develop and present records management training at meetings upon receipt of written direction from the TOCOR/ATOCOR. The materials are designed to facilitate a greater understanding of records management and records information products. 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. 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 and Agency regulations and policies governing media, or as directed and approved by the TOCOR/ATOCOR.

3.1 Deliverables

Training materials and presentations. Training materials will be accepted if they help to increase the participants’ understanding of and role in the records management process, are presented in a manner that non-records managers can easily understand, and are submitted to the TOCOR/ATOCOR five (5) business days prior to the date of training. The contractor must attend, present the training, and address issues as they are raised.

3.1 Acceptance Criteria

All materials are to be clear, concise, and accurate and delivered on time.

TASK 4: Customer Service (Contract PWS Task 5) The Contractor shall resolve routine client requests or issues within one (1) business day unless otherwise directed by the TOCOR/ATOCOR. The Contractor shall immediately report the issue to the TOCOR/ATOCOR if it requires interpretation of EPA policy. The Contractor shall treat customers in a professional and courteous manner as their requests are facilitated according to TO-defined protocol.

Subtask 4.1: Onsite Operations (Contract PWS Subtask 5.1)

All on-site locations shall remain neat and orderly and shall be maintained in accordance with TO specified requirements. All equipment shall be accessible and stand ready for use in accordance with Agency safety standards.

4.1 Deliverables

Records storage area is organized, clean, and safe at all times. Supplies and equipment are easily accessible.

4.1 Acceptance Criteria

Visits to the records storage area reveal the room is neat and orderly. Complaints about inappropriate items in the records storage area exceed no more than two per year. Work on task order continues because supplies and equipment are easily accessible.

Subtask 4.2: Information Requests (Contract PWS Subtask 5.2) All routine client requests or issues shall be reviewed and resolved promptly and in accordance with Agency and program-specific policies, procedures and guidelines as well as directed by the TOCOR/ATOCOR.

4.2 Deliverables

Clients log to be submitted bi-weekly.

4.2 Acceptance Criteria

Client requests for records assistance are satisfied within one (1) business day and in accordance with Agency policies.

Subtask 4.3: Customer Service Request Tracking (Contract PWS Subtask 5.3) All customer service requests shall be tracked, synthesized and made readily available for reporting requirements as specified by TOCOR/ATOCOR. The contractor is responsible for developing and maintaining a customer request log to track customer service requests.

4.3 Deliverables

Customer request log.

4.3 Acceptance Criteria

The customer request log will be accepted if it supplies a description of services requested, name of the requestor, date of request, date service was provided, and is available at all times for review by the TOCOR/ATOCOR. Customer services requests are reported in the weekly updates and monthly reports.

Subtask 4.4: Customer Service Feedback (Contract PWS Subtask 5.4) All customer service feedback tools shall be developed to capture customer comments on services received. The comments will be made readily available to the TOCOR/ATOCOR.

4.4 Deliverables

Customer service feedback tool.

4.4 Acceptance Criteria

The customer service feedback tool will be accepted when it is developed, is used to track customer comments, and is easily accessible to the TOCOR/ATOCOR at all times.

TASK 5: Records Management (Contract PWS Task 8)

Subtask 5.1.1: Records Collection Maintenance (Contract PWS Subtask 8.2)

From receipt through disposition, all records held in the records storage area shall be maintained, organized, indexed, tracked and made easily accessible. An inventory tool/database shall be developed and used to index and track the location, movement, and disposition of records in the collection. A summary of the records collection in the records storage area shall be included in the monthly report. The report shall include a summary of the type and volume of records by records schedule, volume of records destroyed, and volume of records added to the records collection.

5.1.1 Deliverables

5.1.1.1 Inventory tool/database.

5.1.1.2 Monthly Summary of records collection.

5.1.1 Acceptance Criteria

The inventory tool/database will be accepted if it indexes all records in the collection and successfully tracks the location, movement, disposition, type, and volume of records in the collection at all times. The inventory tool/database is ready for use within 120 days of award of the task order.

The summary of records collection will be accepted if it includes the volume of records in the collection by records schedule, reflects changes made to the records collection during the reported time period, and is included in the monthly report due on the 10th of each month.

Subtask 5.1.2 Records Inventories (Contract PWS Subtask 8.2) Records inventories shall be conducted and organizational file plans shall be created and maintained according to Agency and the National Archives Records Administration (NARA) policies as requested by the TOCOR/ATOCOR. File plans shall be submitted to the TOCOR/ATOCOR and saved to the designated shared network drive within ten (10) business days of inventory completion.

5.1.2 Deliverables

Completed inventories and File plans.

5.1.2 Acceptance Criteria

The file plans will be accepted if they document the organization’s record holdings (both electronic and paper records), and include the location of the records, employee or contractor’s name, records schedule, retention period, and disposition date. The file plans are submitted to the TOCOR/ATOCOR within ten (10) business days of inventory completion and are saved to the designated shared network drive within one (1) business day following acceptance of the file plans.

Subtask 5.1.3 Records Disposition and Destruction (Contract PWS Subtask 8.2) When records are eligible for disposition or transfer, the Contractor shall submit recommendations to the TOCOR/ATOCOR fifteen (15) days prior to action. When records are eligible for destruction, the Contractor shall complete destruction forms, obtain concurrence signatures, and process the records for recycling or shredding.

5.1.3 Deliverables

5.1.3.1 Disposition recommendations for records approaching disposition and/or transfer.

5.1.3.2 Records destruction forms.

5.1.3 Acceptance Criteria

The disposition recommendations will be accepted if they are submitted to the TOCOR/ATOCOR no later than fifteen (15) business days before the records are eligible for destruction or transfer.

The records destruction forms will be accepted if they are submitted to the TOCOR/ATOCOR within one (1) business day of completion.

Subtask 5.2: Safe Storage and Retrieval (Contract PWS Subtask 8.3) All record collections shall be safely maintained in accordance with records management best practices. The TOCOR/ATOCOR shall be immediately notified in writing by the Contractor if a weakness in storage is detected. The contractor shall be responsible for oversight of records transfers to and from the Federal Records Centers (FRCs) and to the National Archives and Records Administration (NARA) according to Agency and NARA guidelines. The IRIS database shall be transferred annually to NARA.

5.2 Deliverables

5.2.1 Reporting of weaknesses in storage of records collection.

5.2.2 Records transfer documentation.

5.2.3 Annual transfer of IRIS database.

5.2 Acceptance Criteria

5.2.1 The TOCOR/ATOCOR is notified immediately in writing when any weakness is detected in the storage of the records collection.

5.2.2 Documentation supporting record retirements, retrievals, and transfers are submitted to the TOCOR/ATOCOR within one (1) business day of completion.

5.2.3 The IRIS database is successfully transferred to NARA by February 28th of each calendar year.

Subtask 5.3: Electronic Documents and Tracking (Contract PWS Subtask 8.4) The contractor shall transfer electronic records into the specified chemical dockets in the Federal Docket Management System (FDMS) for record keeping purposes. The electronic records, docket identification, and any necessary metadata needed for file management will be provided by the organization.

5.3 Deliverables

Transfer of electronic documents into FDMS.

5.3 Acceptance Criteria

The transfer of electronic records into FDMS will be accepted if the records are successfully uploaded into the specified dockets within the requested timeframe and an email is submitted to the TOCOR/ATOCOR upon completion.

Subtask 5.4: Communication (Contract PWS Subtask 8.5) The Contractor shall assist, per TOCOR/ATOCOR direction, with the generation and communication of information and guidance, and with the development, review, and implementation of trainings, to assist Agency users in the management of their records.

5.4 Deliverables

Communication of information and guidance plan. The communication of information and guidance will be accepted if the Information and guidance reflect current records management practices, is submitted per TOCOR/ATOCOR direction, and if approved products are saved to the designated shared network drive within three (3) business days following acceptance of the product.

5.4 Acceptance Criteria

All deliverables will be clear, concise, and accurate and submitted on time.

TASK 6: Transition (Contract PWS Task 14) The Contractor shall develop and then execute a plan to transfer all historic data, work, hardware warranties, software licenses, business and technical documentation, and software from the incumbent contractor to the succeeding government entity or contractor within the final 120 days of the awarded contract period.

The Contractor shall submit a 120 day phase-out plan to the TOCOR/ATOCOR at least two months prior to the beginning of the transition period.

Any revisions to the plan requested by the TOCOR/ATOCOR shall be made within ten (10) business days.

The Contractor shall include a schedule for transfer of work, documentation, and software from the incumbent contractor to the succeeding government entity or contractor.

The Contractor shall transfer all hardware warranties and software licenses (if applicable).

The Contractor shall transfer all business and/or technical documentation.

The Contractor shall disposition contractor purchased government owned assets, including but not limited to, equipment, furniture, phones, and computers.

The Contractor shall transfer all Government Furnished Equipment (GFE) and Government Furnished Information (GFI) and provide GFE inventory management assistance.

The Contractor shall turn over all government keys, ID/access cards and security codes.

The Contractor shall ensure that no significant disruptions to user services and support occur during the transition period.

The Contractor shall meet with the TOCOR/ATOCOR within the last five (5) business days of the period of performance.

6.1 Deliverables

6.1.1. Phase-out Plan. Phase-out plan is received by the TOCOR/ATOCOR at least two months prior to the beginning of the transition period.

6.1.2. Transfer of work, documentation, and software to succeeding contractor.

6.1.3. Transfer of government furnished equipment/information, government keys, and

ID/access cards to Agency.

6.1.4. Continued service during transition period.

6.1.5. Meeting between contractor and TOCOR/ATOCOR.

6.1 Acceptance Criteria

6.1.1. All historic data, work, business and technical documentation, and software are successfully transferred to succeeding contractor within the final 120 days of the awarded contract period.

6.1.3. Government furnished equipment/information, government keys, and ID/access cards are turned over to the appropriate Agency personnel prior to departure.

6.1.4. Records management services continue uninterrupted during the transition period.

6.1.5. The contractor meets with TOCOR/ATOCOR within the last five (5) business day of the period of performance.

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). 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 CBI. Contractors shall be certified to handle CBI materials and are expected to manage these records appropriately.

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

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.

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

ARCIS: Archives and Records Center Information Systems ATOCOR: Alternate Task Order Contract Officer’s Representative CO: Contracting Officer COR: Contracting Officer’s Representative ECMS: Enterprise Content Management System EPA: Environmental Protection Agency ERA: Electronic Records Archives FDMS: Federal Docket Management System

FRC: Federal Records Center GFE: Government Furnished Equipment GFI: Government Furnished Information IRIS: Integrated Risk Information System NARA: National Archives and Records Administration NCEA: National Center for Environmental Assessment ORD: Office of Research and Development PWS: Performance Work Statement QA: Quality Assurance SOP: Standard Operating Procedures TD: Technical Directive TO: Task Order TOCOR: Task Order Contracting Officer’s Representative

12. SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

1.1 Work plan Once/15 business days after

award of task order

1.2

Annual business improvement proposal Annually/10 business days before end of each period of performance

1.3 Attendance at meetings and meeting notes As scheduled/Notes are submitted 3 business days following meeting

1.4.1 Monthly reports Monthly/10th of the following

month

1.4.2

Annual summary report Annually/15 business days after close of each period of performance

1.4.3 Weekly updates Weekly/close of business the

following Monday

2.1 SOPs, guides, and manuals Annually/Jan. 31st of each

period of performance

2.2 Form 3110-1 Once/prior to day of

departure

3.1

Training materials and presentations

As needed/5 business days before date of training

4.1

Records storage area is organized, clean, and safe and supplies and equipment are easily accessible.

At all times

4.2 Resolution Log Submitted bi-weekly

4.3 Customer request log Available at all times

4.4 Customer service feedback tool Available at all times

5.1.1

5.1.1.1 Inventory tool/database At all times/120 days after

award of task order

5.1.1 5.1.1.2 Monthly summary of records collection Monthly/10th of each month

5.1.2 File plans As needed/10 business days

after inventory completion

5.1.3 5.1.3.1 Disposition recommendations As needed/15 business days before records are eligible for destruction and/or transfer

5.1.3 5.1.3.2 Records destruction forms As needed/no later than 1 business day following completion

5.2.1 Reporting of weakness in storage of records collection As needed/immediately

5.2.2 Records transfer documentation As needed/1 business day following completion

5.2.3 Annual transfer of IRIS database Annually/Feb. 28th of each calendar year

5.3 Transfer of electronic documents in FDMS As needed/within requested timeframe

5.4 Communication of information and guidance plan As needed/3 business days following acceptance of product

6.1.1 Phase-out plan Once/2 months before

beginning of transition period

6.1.2 Transfer of work, documentation, and software to

succeeding contractor

At least once/within last 120 days of awarded contract period

6.1.3 Transfer of government furnished

equipment/information, government keys, and ID/access cards to Agency

Once/prior to day of departure

6.1.5 Contractor meets with TOCOR/ATOCOR Once/within last 5 business days of period of performance