Attachment20_Records_HQOLEM_DraftSOW.pdf

PERFORMANCE WORK STATEMENT

RECORDS MANAGEMENT SERVICES Office of Land Emergency Management (OLEM)

HEADQUARTERS

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 OLEM Headquarters

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: Terrence Ferguson Office: OLEM/OPM/IMDQS Address: U.S. EPA

MC 5103-T

1200 Pennsylvania Avenue, N.W.

Washington, D.C. 20460

Telephone Number: 202-566-0370 Fax Number: 202-566-1952 Email: ferguson.terrence@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Regina Magbie Office: OLEM/OPM/IMDQS Address: U.S. EPA

MC 5103-T

1200 Pennsylvania Avenue, N.W.

Washington, D.C. 20460

Telephone Number: 202-566-2050

Fax Number: 202-566-1952 Email: magbie.regina@epa.gov

III. AUTHORITIES

a. Legal Authority:

Paperwork Reduction Act of 1995

Paperwork Reduction Act of 1980 (P.L. 96-511)

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

2 U.S.C. Section 11001 Emergency Planning and Community Right-to-Know Act

(EPCRA)

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

5 U.S.C. 553, Rule Making

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

7 U.S.C. Section 136 Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA)

15 U.S.C. Section 2601 Toxic Substances Control Act (TSCA)

16 U.S.C. Section 1531 Endangered Species Act

16 U.S.C. Section 528 Renewable Surface Resources

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

30 U.S.C. Section 1231 Surface Mining Control Act

33 U.S.C. Section 1251 Water Pollution Prevention and Control

33 U.S.C. Section 1401 Marine Protection Act of 1972

42 U.S.C. Chapter 103 – Comprehensive Environmental Response, Compensation, and Liability

42 U.S.C. Section 2701 Oil Pollution Act of 1990

42 U.S.C. Section 300 Public Health Service Act

42 U.S.C. Section 4321 National Environmental Policy Act

42 U.S.C. Section 6901 Solid Waste Disposal Act

42 U.S.C. Section 9601 CERCLA (Superfund)

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

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

Comprehensive Environmental Response, Compensation, and Liability Act, Sections 105(a)(4), 1b

Executive Order 12291 – Federal Regulation

Executive Order 12580 – Superfund Implementation

Paperwork Reduction Act of 1980 (P.L. 96-511)

Paperwork Reduction Act of 1995

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

Section 508 of the Rehabilitation Act (20 U.S.C. § 794d)

Small Business Liability Relief and Brownfields Revitalization Act (P.L. 107-118)

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

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)

EPA Freedom of Information Act (FOIA) Policy (CIO 2157.1)

Web Governance and Management Policy (CIO 2180.1)

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)

EPA Vendor Communication Plan – Revised March 20112 (EPA Order 900.1A) (https://www.epa.gov/contracts/epa-vendor-communication-plan)

EPA Web Guide (https://www.epa.gov/webguide)

EPA Web Guide: Policies and Procedures (https://www.epa.gov/web-policies-and-procedures)

EPA Web Style Guide (https://www.epa.gov/webguide/web-style-guide)

EPA Web Standards (https://www.epa.gov/web-policies-and-procedures/epa-web-standards)

Procedures for Electronic Management of Rulemaking and Other Docketed Records in the Federal Docket Management System (https://www.epa.gov/irmpoli8/procedures-electronic-management-rulemaking-and-other-docketed-records-federal-docket)

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

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

Guide for Regional ARCIS Administrators http://intranet.epa.gov/records/rlos/files/ARCIS-user_admin-guide.docx

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

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 Performance Work Statement (PWS), 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 Office of Land and Emergency Management (OLEM) is an office of the United States Environmental Protection Agency. OLEM is responsible for providing policy, guidance, direction, oversight and funding for the Agency’s hazardous waste management, underground storage tanks, Brownfields, and accidental oil and chemical release programs. OLEM provides technologies to manage contaminated soil and groundwater as well. OLEM also administers EPA’s Superfund program. The OLEM Records Management Contract is being put in place to support the records management functions of OLEM. The scope of this contract will include providing support to all of OLEM Headquarter Program Offices which include: the immediate office of the Assistant Administrator, PMO, SIO, IMO, PARMS, ARMS, FFRRO, IPCO, CPA, OSRTI, ORCR, OUST, OBLR, and OEM (these acronyms are all listed in section 11 Government Acronyms).

Where work is to be performed:

WJC West Building (Primary Location – this is where the contractors will be stationed)

1200 Pennsylvania Ave., N.W.

Washington, D.C. 20460

WJC East Building (On rare occasions – as directed by the TOCOR/ATOCOR) WJC South Building (On rare occasions – as directed by the TOCOR/ATOCOR) WJC North Building (On rare occasions – as directed by the TOCOR/ATOCOR) Ronald Reagan Building (On rare occasions – as directed by the TOCOR/ATOCOR) 1200 Pennsylvania Avenue, N.W.

Washington, DC 20460

Potomac Yard South Building (On rare occasions – as directed by the TOCOR/ATOCOR) 2777 Crystal Drive

Arlington, VA 22202

2. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Records Management Services for OLEM Headquarters Task Order, provide records services to EPA programs and regions. Services shall be made available in person as well as electronically via client desktops. Contract support activities include:

Program Management

Management and Administration

Web Development

Presentations and Trainings

Customer Service

Information Technology Systems

Collection Management and Modernization

Records Lifecycle Management

FOIA

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 1.1)

The Contractor shall create and submit a Work Plan (WP) within 15 business days after award of the Task Orders (TOs). The WP shall meet Agency requirements as described in the respective TOs 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.

Deliverable:

1.1 An electronic copy of the work plan is to be delivered to the TOCOR/ATOCOR within

15 business days after the award of the TO.

Acceptance Criteria:

Work plan is delivered on time, and is clear and complete.

Subtask 1.2 Events and Meetings (Contract PWS 1.3)

Meetings shall be attended, including but not limited to: regularly scheduled meetings, professional conferences, and ad-hoc meeting or events. All action items shall be documented and distributed to the TOCOR/ATOCOR.

Deliverable:

1.2 Within 2 business days of each event/meeting, the Contractor shall email the

TOCOR/ATOCOR with a brief summary of the meeting with a list of all of the meetings action items.

The event/meeting summary is determined to be on time, clear, and complete.

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

Sub-subtask 1.3.1 Weekly reports shall be written and include the actions that were taken that week and the status of any projects that are currently being worked on.

The weekly report should include any problems that occurred during the week as well.

Deliverable:

1.3.1 A weekly report should be emailed to the TOCOR/ATOCOR by the close of business at the end of the work week.

The report is submitted on time, is clear, and complete.

Sub-subtask 1.3.2 A comprehensive and standardized monthly report shall be created and shall include a breakdown of deliverables completed, direct costs, hours and dollars expended, the balance of hours and dollars remaining under TO ceilings for the current contract year, descriptions of all work that was done that month.

1.3.2 A monthly report should be emailed to the TOCOR an ATOCOR by the close of business on the last working day of each month.

The report is determined to be on time, clear, and complete.

Sub-subtask 1.3.3_The annual summary report shall include the following: all products and services completed and delivered under the TO, date of completion/delivery for all products and project level recommendations for the

OLEM HQ TO.

1.3.3 The Contractor shall send an email to the TOCOR/ATOCOR by the close of business on the last working day of the fiscal year.

The report is submitted on time, and is clear and complete.

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 2.1)

On an annual basis, the Contractor shall revise and review the Standard Operating Procedures (SOPs). Guidance and manuals shall meet all Agency requirements as well as be modified with updated records management information.

Deliverable:

2.1 Once each fiscal year the Contractor shall send an electronic copy of the updated

SOPs, Manuals and Guides to the TOCOR/ATOCOR.

Acceptance Criteria:

The updated materials are submitted on time, and are clear and complete.

Subtask 2.2: Clearance of Separating Contractors (Contract PWS 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.

2.2 After the departure of a contractor(s) within 10 business days all government property and records need to be accounted for and a completed form 3110-1 must be turned into the RLO.

All known equipment and records that were in the contractor’s possession are accounted for and a completed form 3110-1 has been submitted to the RLO.

TASK 3: Web Maintenance (Contract PWS Task 3)

The Contractor shall maintain the OLEM Intranet Records Management Website.

Deliverable:

3.1 The Contractor shall send in monthly updates to the Web Development Team so that the Office of Land and OLEM Records Management Website can remain current. If no updates are needed in a particular month, the Contractor can write in the monthly report that no updates are needed.

The updated materials are determined to be on time, clear, and complete.

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

Subtask 4.1 Presentations, Outreach and Promotions (Contract PWS 4.1)

The Contractor shall develop briefings, outreach sessions, and educational programs to instruct customers in the use and availability of information products and library services.

The Contractor shall participate in, set up, and conduct demonstrations of EPA’s information products, services, and databases to a broad array of customers.

Demonstrations may be held at professional conferences, via webinar, or at local sites. Any materials prepared must be in accordance with EPA’s regulations and policies governing that particular medium and format and approved by the TOCOR and ATOCOR.

Deliverable:

4.1 The Contractor shall submit any briefings or requests for outreach sessions to

TOCOR and ATOCOR within 5 business days of being requested.

The updated materials are submitted on time and are clear and complete.

Subtask 4.2: Training (Contract PWS 4.2)

The Contractor shall develop and offer a monthly or annual training to EPA staff, or as directed by the TOCOR and ATOCOR. The Contractor shall contact the TOCOR and ATOCOR and training participants promptly if a training needs to be cancelled or rescheduled. The Contractor shall provide relevant training materials for participants.

Deliverable:

4.2 The Contractor shall submit a sign in sheet and a list of any action items from each training within 2 business days following the training.

TASK 5: Customer Service (Contract PWS Task 5)

The Contractor shall resolve routine client requests or issues as they occur within one business day, or as directed by the TOCOR and ATOCOR. The Contractor shall immediately report the issue to the TOCOR and ATOCOR if it requires interpretation of EPA policy. The Contractor shall treat customers in a professional and courteous manner as their requests are facilitated.

Subtask 5.1: Information Requests (Contract PWS 5.2)

All routine client requests or issues shall be reviewed and resolved promptly. OLEM HQ staff should be assisted in identifying records, non-records and personal papers in hardcopy form, email and electronic documents.

5.1 In the weekly report, due by close of business on the last day of the week, the

Contractor shall list the names of staff that they helped and if there are any remaining issues that need to be resolved.

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

Subtask 6.1: NARA’s Electronic Records Archives (ERA) and the Archives and Records Centers Information System (ARCIS) (Contract PWS 6.2)

The Contractor 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). The Contractor shall 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 and ATOCOR for requests to create user accounts. The Contractor shall modify or delete and or recommend user accounts upon request. The Contractor shall maintain a list of all EPA users of ERA and ARCIS, to the fullest extent possible.

The Electronic Records Archives (ERA) is NARA's system that allows Federal agencies to perform critical records management transactions with NARA online. Agency records management staff use ERA to draft new records retention schedules for records in any format, officially submit those schedules for approval by NARA, request the transfer of records in any format to the National Archives for accessioning or pre-accessioning, and submit electronic records for storage in the ERA electronic records repository.

ARCIS is the web-based IT system of the Federal Records Centers (FRCs) of the National Archives and Records Administration. The system is the online portal through which your agency can do business with the FRCs.

Deliverable:

6.1 The Contractor shall maintain access in ERA and ARCIS and inform TOCOR/ATOCOR of any issues that arise within the course of the same day.

The Contractor has access and is in good standing in ERA and ARCIS.

Subtask 6.2: Enterprise Content Management System (ECMS) Program Support (Contract

PWS 6.3)

The Contractor shall assist EPA in ongoing testing and review of ECMS functionality, operability, and usability of functions such as EZ desktop, records schedule, capture of scanned documents and Capstone implementation, as directed by the TOCOR and 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.

6.2 The Contractor shall maintain and notify the TOCOR and ATOCOR of any issues that arise during ECMS testing and review within the course of the same day.

Acceptance Criteria:

The Contractor assists with ECMS testing and review and notifies the TOCOR/ATOCOR of any problems.

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

Subtask 7.1: Controlled Documents (Contract PWS 7.1)

All controlled correspondence, Confidential Business Information (CBI), FOIA, personal identifiable information (PII) and other information that requires clearance for handling shall be safeguarded under existing laws and regulations to the best of OLEM’s ability.

Deliverable:

7.1 The Contractor shall put in the monthly report a short description of the safeguards that are being taken with the controlled documents listed in Subtask 7.1.

Subtask 7.2: Inventory of Hardcopy, Digital and/or Other Collections (Contract PWS 7.2)

An inventory of hardcopy and/or electronic collections shall be developed and maintained.

The Contractor shall conduct the inventory in an organized manner to preserve the integrity of the collection for future action. Digitization, indexing, and document conversion projects are completed according to Agency policies and procedures.

Deliverable:

7.2 The Contractor shall submit a short summary with a description of the inventory and the location of the inventory in the monthly report.

TASK 8: Records Management (Contract PWS Task 8)

Subtask 8.1: Records Collection Maintenance (Contract PWS 8.2)

From receipt through disposition, all records shall be maintained, organized, indexed, tracked and made easily accessible. 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.

Deliverable:

8.1 The Contractor shall send an email to the TOCOR and ATOCOR about records that have been received and what actions are being taken with them on a weekly basis in the Weekly Report.

Subtask 8.2: Safe Storage and Retrieval (Contract PWS 8.3)

All record collections shall be safely stored. The TOCOR/ATOCOR shall be immediately notified in writing if a weakness in storage is detected. Records transfers to and from the Federal Records Centers (FRCs) shall be conducted according to Agency and NARA guidelines.

8.2 The Contractor shall immediately notify TOCOR/ ATOCOR of any weakness in record storage and notify TOCOR/ATOCOR of records transfers.

Contractor notifies TOCOR/ATOCOR of any records storage weakness and of any records transfers.

TASK 9: Freedom of Information Act (FOIA) Support Services (Contract PWS Task 12)

Subtask 9.1: Analysis of FOIA Requests (Contract PWS 12.1) The contractor shall perform a thorough analysis and evaluation of the FOIA request to determine if it is a proper request, if clarification is necessary and where the request should be assigned within the organization. The following objectives are to be achieved:

• Enter request data in the FOIA tracking database.

• Recommend actions on FOIA requests, including appropriateness of fee waiver and expedited processing requests.

• Draft appropriate correspondence for TOCOR/ATOCOR review and approval.

9.1 The Contractor shall submit a short summary to the TOCOR/ATOCOR for their review within 1 business day of receiving the FOIA request.

Subtask 9.2: Review and Redaction of Records for FOIA Responses (Contract PWS 12.2) The contractor shall prepare records for release, including both manual and electronic redaction of materials to be withheld and duplicating materials as necessary. The contractor shall also:

Ensure released materials do not contain information exempted under applicable statutes.

Review disclosure or privacy related documents and recommend appropriate action.

Provide periodic reports on FOIA processing, as directed by the TOCOR/ ATOCOR.

Provide support services relating to FOIA processing; including but not limited to the answering and routing of incoming calls; photocopying; preparing memoranda and letters; and scanning documents for electronic use.

9.2 FOIA responses have been reviewed and redacted as appropriate within 2 business days of receipt.

The FOIA responses are in good order and have been appropriately redacted if necessary.

Subtask 9.3: Prepare FOIA Correspondence (Contract PWS 12.3) The contractor shall prepare correspondence necessary to respond to FOIA requests and provide same for TOCOR/ATOCOR review.

9.3 FOIA responses have been prepared and sent to TOCOR/ATOCOR for review within

3 business days of receipt.

FOIA responses have been submitted on time and are clear and complete.

TASK 10: Transition (Contract PWS Task 12)

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 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.

10.1 Develop 120 day phase-out plan within 2 months prior to the beginning of the transition period.

Acceptance Criteria:

Transition tasks are on time and complete.

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

The lead contractor for the on-site contractors must have at least eight years of experience in records management and supervisory duties.

It is not mandatory before the contract begins, but it is strongly suggested after the contract starts that contractors’ work toward getting the Certificate of Federal Records Management Training from NARA, if they do not have it already.

After the contract starts, the contractors are required to take the Records Management Training for Records Liaison Officers and Records Contacts. This training can be found on the EPA intranet records management page, under the RLO tab.

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) at the contract level.

11. GOVERNMENT ACRONYMS

ARCIS: Archives and Records Center Information Systems ARMS: Acquisition and Resources Management Staff ATOCOR: Alternate Task Order Contract Officer’s Representative CBI: Confidential Business Information CO: Contracting Officer COR: Contracting Officer’s Representative CPA: Center for Program Analysis

CUI: Controlled Unclassified Information DC: Docket Center ECMS: Enterprise Content Management System ERA: Electronic Records Archives FDMS: Federal Docket Management System FFRRO: Federal Facilities Restoration and Reuse Office FIFRA: Federal Insecticide, Fungicide and Rodenticide Act FOIA: Freedom of Information Act FR: Federal Register FRC: Federal Records Center Government Furnished Equipment (GFE) Government Furnished Information (GFI) IH: IRIS Hotline IM/IT: Information Management/ Information Technology IMDQS: Information Management and Data Quality Staff IMO: Information Management Official IPCO: Innovation, Partnership and Communication Office IRIS: Integrated Risk Information System NARA: National Archives and Records Administration OCA: Offsite Consequence Analysis OBLR: Office of Brownfields and Land Revitalization OCPA: Office of Communications Partnerships and Analysis OEI: Office of Environmental Information OEM: Office of Emergency Management OLEM: Office of Land and Emergency Management OMIS: Office of Management and Integrity Staff OPM: Office of Program Management ORCR: Office of Resource Conservation and Recovery OSRTI: Office of Superfund Remediation and Technology Innovation OUST: Office of Underground Storage Tanks PARMS: Policy Analysis and Regulatory Management Staff PII: Personally Identifiable Information PMO: Program Management Office PWS: Performance Work Statement QA: Quality Assurance SEMS-RM: Superfund Enterprise Content Management-Records Management SEMS-SM: Superfund Enterprise Content Management- Site Management SIO: Senior Information Official SOP: Standard Operating Procedures TD: Technical Directive TO: Task Order TOCOR: Task Order Contracting Officer’s Representative TSCA: Toxic Substances Control Act WebCMS: Web Content Management System

12. SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

1.1 Work Plan Within 15 business day after

award of the TO

1.2 Events and Meetings Within 2 business days

following events and meetings provide notes and action items

1.3.1 Weekly Report By close of business at the end

of the work week

1.3.2 Monthly Report By close of business on the

last working day of the month

1.3.3 Annual Fiscal Year Report By the last business day at the end of the fiscal year

2.1 Revise and Review SOPs, Manuals, and Guides Once each fiscal year

2.2 Clearance of Separating Contractors Within 10 days after

contractor(s) departure

3.1 Web Maintenance Monthly Updates

4.1 Presentations, Outreach and Promotions Within 5 business days of TOCOR/ATOCOR request

4.2 Training Within 2 business days

following the training

5.1 Customer Service weekly report Included in weekly report

(1.3.1)

6.1 ERA and ARCIS access issues reported Within the course of the same day issues are found

6.2 ECMS testing issues reported Within the course of the same day issues are found

7.1 Controlled Documents Included in Monthly Report

(1.3.2)

7.2 Inventory of Hardcopy, Digital and Other Collections Included in Monthly Report (1.3.2)

8.1 Records Collection Maintenance report Included in Weekly Report (1.3.1)

8.2 Safe Storage and Retrieval weaknesses reported

immediately to TOCOR/ATOCOR

Immediately

9.1 Analysis of FOIA Requests – short summary of

request(s) to TOCOR/ATOCOR

Within 1 business day of receipt

9.2 Review and Redaction of Records for FOIA Responses Within 2 business days of receipt

9.3 Prepare FOIA Correspondence Within 3 business days of

receipt

10.1 Transition Phase Out Plan Within 2 months of the

beginning of the transition