Attachment23_Records_HQ_OPP_DraftSOW.pdf

PERFORMANCE WORK STATEMENT

Records Management Services for EPA Office of Pesticide Programs –

Antimicrobial Reevaluation

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 EPA Office of Pesticide Programs – Antimicrobial Reevaluation, (HQ) Potomac Yards, Arlington, VA

II. PERIOD OF PERFORMANCE

Start Date End Date Base Period: TBD TBD 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: Rose Kyprianou Office: Office of Chemical Safety and Pollution Prevention Address: Office of Pesticide Programs 1200 Pennsylvania Ave., NW (MC 7510P) Washington, D.C. 20460

Telephone Number: 703-305-5354 Fax Number: 703-308-6467 Email: Kyprianou.rose@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Srinivas Gowda Office: Office of Chemical Safety and Pollution Prevention Address: Office of Pesticide Programs 1200 Pennsylvania Ave., NW (MC 7510P) Washington, D.C. 20460

Telephone Number: 703-308-6354 Fax Number: 703-308-6467 Email: gowda.srinivas@epa.gov

IV. AUTHORITIES AND BACKGROUND DOCUMENTS

a. Legal Authority:

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

21 U.S.C. Chapter 9 – Federal Food Drug and Cosmetic Act (FFDCA)

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

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

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

Paperwork Reduction Act of 1995

b. Regulatory Authority:

40 CFR part 152: Pesticide Registration and Classification Procedures

40 CFR part 156: Labeling Requirements for Pesticides and Devices

40 CFR part 158: Data Requirements for Registration

OMB Circular A-130, Management of Federal Information Resources

NARA/OMB Managing Government Records Directive (M-12-18)

36 CFR Chapter XII, Subchapter B

c. EPA Background Documents:

Records Management Policy (CIO 2155.3), Procedures and Standards

Agency Records Disposition Schedules

Agency File Plan

A Guide to Conducting a Records Management Baseline Assessment

EPA Records Management Manual, (http://intranet.epa.gov/records/tools/files/rm-manual.pdf

d. National Archives and Records Administration Documents:

Checklist for Evaluating Record Keeping Practices in Your Office

Disposition of Federal Records

Managing Audiovisual Records

Managing Cartographic and Architectural Records

Managing Electronic Records

V. 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.

For the Office of Pesticide Programs, contract support is essential due to the volume of work processed on a daily basis. This is due in part due to the fact that all pesticides sold or distributed in the United States must be initially registered by the EPA prior to sale or distribution. With the passage of the Food Quality Protection Act (FQPA) and reorganization initiatives, the Office of Pesticide Programs (OPP) created the Antimicrobials Division (AD) and gave it responsibility for a range of science and regulatory functions including the one-time review of pesticide active ingredients through the Reregistration Program and a subsequent review to be conducted every 15 years through the Registration Review Program.

Through the Reregistration Process, EPA ensures that pesticides first registered prior to November 1, 1984 meet today's standards for ensuring human and environmental health. The EPA issues its decision about reregistration in reregistration eligibility decision (RED) documents and summarizes the decisions in RED Fact Sheets. The RED documents for each pesticide or pesticide group describes EPA's risk assessment and risk management decisions, product specific data and required product labeling changes, and requirements for continued use of the pesticide in the United States. Many REDs also require registrants to submit confirmatory data (studies). EPA requires these studies through the issuance of data call-ins (DCIs).

Through the Registration Review Process, EPA ensures that all pesticides meet current standards for ensuring human and environmental health. Registration review is scheduled to be conducted for all pesticides, regardless of when they were first registered, every 15 years.

The EPA issues its decision about registration review in Registration Review Decision documents. Prior to issuing these decisions, EPA creates Preliminary and Final Work Plans that summarize the risk assessments and studies needed to complete the registration review. The Agency requires these studies through the issuance of DCIs. EPA also creates Fact Sheets which summarize the information known about the chemical. The Registration Review Decision document for each pesticide or pesticide group describes EPA's risk assessment and risk management decisions, product specific data and required product labeling changes, and requirements for continued use of the pesticide in the United States.

Chemical Review Managers (CRMs) are critical to the production of REDs, Product Specific Reregistration and Registration Review, and perform numerous information and records management functions. Given the magnitude of the effort required to manage post-RED implementation and registration review cases, AD, with its limited staff of CRMs, must rely on information and records management contract support.

Work will be performed:

Within the Office of Pesticide Programs One Potomac Yard (South Tower) 2777 S. Crystal Dr., Arlington, VA 22202.

Hours: Monday-Friday, 40 hrs/wk, which include the core hours between 9 am and 3 pm

The Contractor’s space will be labeled as such, and Contractor employees shall display their identification badges at all times.

2. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Records Management Services for EPA Office of Pesticide Programs – Antimicrobial Reevaluation, provide records management services to EPA staff to ensure EPA records are being managed appropriately. Services shall be made available in person as well as electronically via client desktops.

Contract support activities include:

Program Management

Customer Service

Information Technology Systems

Records Lifecycle Management

3. SCOPE

This task order will offer 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: Business Improvement Recommendations and Development (Contract PWS Subtask 1.2)

The business improvement recommendation proposal shall include the following, but is not limited to: development and updating of Agency tools used for managing and locating materials, automating and streamlining work flow processes, tracking of performance and other related efforts. This plan shall meet Agency requirements and initiatives as well as other requirements specified herein. The Contractor shall be required to assess and provide a report on current tracking, information, and records management systems being utilized by the Anti- Microbial Division (AD). This task will be requested of the Contractor as directed by the TOCOR when workload increases or changes (e.g., moving from paper-based to computer-automated recordkeeping and processes), and as more sophisticated records management systems emerge. Prior to conducting such an assessment, the TOCOR must approve the specific assessment execution steps proposed by the Contractor. This assessment should aim at identifying inefficiencies and obstacles impacting AD’s systems. Once the assessment has been conducted, the Contractor shall provide an Assessment Report. This Report shall describe in detail the process being assessed, identify shortcomings of the AD process or system assessed, and provide specific recommendations including an action plan for addressing these “shortcomings.” The Contractor shall assist in the development of records management systems and maintenance of existing systems with software such as Microsoft Access and Excel to improve reevaluation records management processes as specified by the TOCOR. In addition, an assessment plan will

Deliverables:

1.1.1 The draft Assessment Plan should be submitted to the TOCOR within 10 business days of assignment and prior to initiating the analysis.

1.1.2 The business improvement recommendationl shall be delivered within 10 business days following a request from the TOCOR

1.1.3 The Assessment Report and improvement to records management systems shall be delivered within 20 business days following a request from the TOCOR

1.1.4 Development of new records management systems and maintenance of existing records management systems shall be done on a weekly basis once directed by the

TOCOR

Acceptance Criteria:

The Assessment Plan clearly defines the assessment methodology and this methodology must be analytically sound.

The Assessment report resulting from the analytical methodology approved by the TOCOR, identifies “shortcomings” of the AD system being assessed and provides specific recommendations and should include an action plan for addressing these shortcomings.

The improvement to records management systems will be acceptable if development is followed in accordance with guidelines and timeframes specified in the action plan of the assessment report or by the TOCOR.

The maintenance to records management systems will be acceptable if the management system is being used in accordance with guidelines specified in SOPs or by the TOCOR.

Subtask 1.2: Events and Meetings (Contract PWS Subtask 1.3)

The Contractor shall arrange meetings including location and speakers, tele-conferences and notify potential attendees. The Contractor shall also maintain records of such meetings. Such records should include but are not limited to, meeting preparatory materials, attendees, meeting notes, and meeting handouts. At these meetings the Contractor may be required to make presentations as an EPA Contractor with the TOCOR via written technical directive. This information should be maintained in a well-organized system approved by the TOCOR.

Deliverable:

1.2.1 Specifics of meeting – including inviting attendees, preparing materials if necessary, making meeting arrangements including identifying location will be arranged within 5 days of request

1.2.2 Meeting notes and capturing records in a meeting in a well-organized record system within 3 business days following the meeting.

Deliverables will be acceptable if they are consistent with the purpose of the meeting, meeting notes will be acceptable if they accurately detail meeting discussions, interchanges and are submitted within 5 business days of the meeting being held and the meeting record system will be acceptable if it is well organized and can be easily followed and used by AD staff.

Subtask 1.3: Preparation of Reevaluation Documents (Contract PWS Subtask 1.4)

Examples of reevaluation documents will be provided by the TOCOR. The Contractor, relying on information used to create the Meeting Package, shall create a Case Overview for each chemical case. The Case Overview includes the Chemical Overview, Use Profile and Regulatory History. The Contractor shall electronically combine the Case Overview with the remaining sections of a reevaluation document provided by the TOCOR (e.g. risk assessment). Document sections which are associated with inherently government functions will be noted in the template provided by the TOCOR and such sections will be prepared by EPA. The Contractor shall prepare Fact Sheets. Fact Sheets are brief summaries of reevaluation cases that summarize human health and environmental assessments, risk mitigation measures, product labeling changes, and regulatory conclusions made by EPA.

In general, the tasks associated with reevaluation document preparation shall include the following activities:

• Case Overview preparation to include: literature for each science discipline; regulatory history of the chemical; and chemical use profile development.

• Assist CRM with reevaluation meetings among the Agency, the registrant, and stakeholders. The Contractor shall record minutes and any decisions made during the meeting.

• Preparation of concurrence letters.

• Input responses received from registrants and stakeholders into tracking databases.

• Preparation of documents to support the cancellation/suspension of a chemical or product.

• Convert hard-copy and electronic documents into PDF format.

• Draft reevaluation FR Notices.

• Assist AD CRM in opening/maintaining reevaluation dockets. Assist AD CRM in posting documents (e.g., risk assessments, redacted DCIs) in regulations.gov and/or on AD website.

• Track public comments by collecting, compiling and summarizing the comments received under guidance of the CRM.

• Prepare a response to comments document with assistance and input from AD staff.

• Prepare appendices based on AD instructions.

• Prepare draft reevaluation documents using templates provided by the TOCOR.

• Redact personal identifier information from DCIs that will be posted publicly.

Prepare internal tracking documents (BEANs) for science and risk assessor review.

Deliverable:

1.3 Reevaluation support documents (e.g., Case Overview, Fact Sheet) are completed within 5 business days of receipt unless there are overriding circumstances.

The reevaluation support documents will be accepted if they conform to the content and format requirements in AD’s Operations Manual, unless specified otherwise by the TOCOR.

Subtask 1.4: Communications/Correspondence Support (Contract PWS Subtask 1.4)

The Contractor shall add information provided by the TOCOR to pre-formatted responses to registrants (e.g. deficient product labeling). All communications, unless otherwise specified by the TOCOR, shall be approved by the TOCOR prior to being transmitted by the Contractor.

Deliverable:

1.4 Draft correspondence is completed within 3 business days of receipt.

Responses conform to the guidelines specified by the TOCOR and shall contain no typographical or grammatical errors, and require, at most, only a minimum of rewriting.

Subtask 1.5: Reporting (Contract PWS Subtask 1.4)

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

Weekly reports shall be provided as directed by the TOCOR/ATOCOR.

A comprehensive and standardized monthly report shall be created in coordination with the TOCOR/ATOCOR and shall include a breakdown of deliverables completed, hours expended, descriptions of all work, and detailed description of any travel or training.

1.5 Weekly reports are available within 2 business days of the end of the week, and monthly reports are available within 3 business days following the end of the month.

Reports conform to the guidelines specified by the TOCOR and shall contain no typographical or grammatical errors, and require, at most, only a minimum of rewriting.

TASK 2 – RECORDS MANAGEMENT (Contract PWS Task 8)

Subtask 2.1: Records Collection Maintenance (Contract PWS Task 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, updated and maintained according to Agency and the National Archives Records Administration (NARA) policies. The Contractor shall review and organize information from a number of sources including pesticide chemical Case Files, Registration Jackets, Agency databases, and registrant submissions. These files which contain regulatory correspondence, product labels, policy decisions, scientific reviews and reports and other information shall be organized in accordance with Standard Operating Procedures (SOP) provided by the TOCOR.

2.1 Organized records which are maintained so that they can be easily searched and accessed within 5 business days of receipt.

The deliverable will be acceptable if it is organized as specified in SOPs and as specified by the

TOCOR.

Subtask 2.2: Electronic Documents and Tracking (Contract PWS Task 8.4)

A relevant, up-to-date tracking systems shall be implemented or updated and maintained to track and securely store electronic documents as specified by the TOCOR, including but not limited to, the following:

Sub-subtask 2.2.1: Track Submissions and Agency Responses in OPP Databases (Contract PWS Task 8.4.1)

Responses by registrants to reevaluation documents will be provided by the TOCOR or through an electronic portal system directly into OPP Databases. These responses shall be processed and filed according to the instructions provided by the TOCOR and may include correspondence, scientific data or studies, product labels or confidential statements of formula. The Contractor shall track these responses in Pesticide Registration Information SysteM (PRISM), Office of Pesticide Program Information Network (OPPIN), Microsoft Access, or other databases specified by the TOCOR. The TOCOR shall also specify data entries required for effective tracking. In some instances information in EPA databases may not be up-to-date or accurate and the Contractor shall update and correct inaccurate information as specified by the TOCOR.

2.2.1 Efficient and accurate processing and filing of Agency submissions, registrant responses and associated documents into OPP Databases as assessed by Database outputs reviewed on a weekly basis.

The OPP database output will be acceptable if it contains accurate and updated information on all information fields specified by the TOCOR.

Sub-sub task 2.2.2: Assist in Records Management Activities Associated with DCIs (Contract PWS Task 8.4.1)

The Contractor shall prepare draft data call-ins (DCI) and enter information from DCI documents (e.g., 90-Day Responses, 8-Month Responses, Waiver Requests) into OPP databases. The Contractor shall also prepare reports on the status of DCI activities.

2.2.2 Prepare DCI and enter documents into OPP databases within 3 days and prepare reports on DCI status on a weekly basis.

Acceptance Criteria:

DCI status reports and draft DCIs will be acceptable if they conform with the format and information requirements contained in templates for such products and the guidelines specified by the TOCOR.

Subtask 2.3: Controlled Documents (Contract PWS Subtask 7.1)

Contractors who have custody of FIFRA Confidential Business Information (CBI) are responsible for protecting such information from disclosure to anyone who does not have authorized access. Contractors must promptly report any apparent violation of the FIFRA security procedures to their supervisor.

2.3 FIFRA CBI will be protected at all times.

FIFRA CBI will be protected at all times.

TASK 3 – CUSTOMER SERVICE (Contract PWS Task 5)

Subtask 3.1: The Contractor shall resolve routine client requests or issues as they occur within one business day, or as 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 3.1: Correspondence Support (Contract PWS Task 5.3)

The Contractor shall prepare electronic emails, check the reevaluation team’s email inbox daily for new correspondence, work with AD staff to draft email responses, and respond to emails under TOCOR direction. The Contractor shall prepare packages, and prepare and affix address labels. These packages shall be given to the TOCOR for mailing, unless otherwise specified by the TOCOR.

Deliverables:

3.1 Prepare email responses to correspondence within 2 business days and check

Reevaluation Team’s email inbox each business day.

3.2 Packages for mailing (hard-copy and electronic copy), list of all addresses, and information mailed to each, and the date mailing packages are prepared within 3 business of receipt.

Email correspondence will be acceptable if it conforms to guidelines specified in SOPs or by the TOCOR.

Assisting with the reevaluation team email inbox will be acceptable if incoming correspondence is distributed to appropriate AD staff member and outgoing responses are sent daily.

Mailing packages will be acceptable if they conform with guidelines specified in SOPs or by the TOCOR and are affixed with labels such that they are ready for mailing.

TASK 4 – INFORMATION TECHNOLOGY SYSTEMS (Contract PWS Task 6):

Subtask 4.1: Retrieve and Review Reports from Office of Pesticide Programs (OPP) Databases (Contract PWS Task 6.5) The Contractor shall retrieve reports from OPP databases including PRISM, OPPIN, and Microsoft Access and Excel files. Reports will be used to identify studies submitted in response to DCIs, due dates associated with studies, companies that have not responded to DCIs, and status of EPA actions.

Deliverable:

4.1. Retrieval of OPP database reports on a weekly basis.

Acceptance Criteria:

The report will be acceptable if it contains accurate and updated information on all information fields required for the Tracking Systems and or specified by the TOCOR.

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 style guidelines.

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 Program Manager 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 TOCOR/ATOCOR. The Contractor shall work cooperatively and collaboratively with vendors 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 Contractor shall be required to undergo the FIFRA /CBI security clearance training and to abide by all policies and procedures for handling CBI. CBI will be safeguarded in accordance with the following EPA Acquisition Regulation (EPAAR) clauses:

(i) EPAAR 1552.235.70 (Screening Business Information for Claims of Confidentiality)

(ii) EPAAR 1552.235.71 (Treatment of CBI)

(iii) EPAAR 1552.235.72 (Data Security - FIFRA CBI)

(iv) EPAAR 1552.235.105 (Control and Security of CBI)

(v) EPAAR 1552.235.120 (Data Security for CBI)

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 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 are contrary to the information contained in 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 adequate to ensure that Agency officials remain accountable and retain control over the Contractor’s final work products. In summary, this contract will utilize these management controls to assure that the proposed Contractor services will not place EPA in a vulnerable position and will ensure that Government policy is not being created by or unduly influenced by Contractors, and that Contractor employees will not be assumed to be EPA employees. 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, level of effort, or deliverable schedule of the work performed under the TO. 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.

The Contractor shall clearly identify him/herself 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 for Government review and acceptance.

10 QUALITY ASSURANCE SURVEILLANCE PLAN

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

11 GOVERNMENT ACRONYMS

AD: Antimicrobials Division ATOCOR: Alternate Task Order Contract Officer’s Representative CBI: Confidential Business Information CFR: Code of Federal Regulations COR: Contracting Officer’s Representative CO: Contracting Officer CRM: Chemical Review Manager DCI: Data Call-In FFDCA: Federal Food Drug and Cosmetic Act FIFRA: Federal Insecticide, Fungicide and Rodenticide Act FRA: Federal Records Act EPA: Environmental Protection Agency EPAAR: EPA Acquisition Regulation FOIA: Freedom of Information Act FQPA: Food Quality Protection Act NARA: National Archives and Records Administration OCSPP: Office of Chemical Safety and Pollution Prevention OEI: Office of Environmental Information OMB: Office of Management and Budget OPP: Office of Pesticide Programs OPPIN: Office of Pesticide Programs Information Network PRISM: Pesticide Registration Information SysteM PWS: Performance Work Statement QASP: Quality Assurance Surveillance Plan SOP: Standard Operating Procedures TO: Task Order TOCOR: Task Order Contracting Officer’s Representative

12 SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

1.1.1 Draft Assessment Plan Within 10 business days of

assignment

1.1.2 Business Improvement Recommendation Within 10 business days of assignment

1.1.3 The Assessment Report and improvement to records

management systems will be delivered

Within 20 business days following request for TOCOR

1.1.4 Development of new records management systems

and maintenance of old records management systems

On a weekly basis

1.2.1 Specifics of meeting – including attendees, preparing

materials, etc

Submitted within 5 business days prior to the meeting

1.2.2 Meeting notes taken and captured in a well-organized

record system

Completed within 3 business days of meeting

1.3 Reevaluation support documents complete Within 5 business days of receipt

1.4 Draft correspondence complete

Within 3 business days of

1.5 Weekly reports delivered within 2 business days

Monthly reports within 3 business days following the end of the month

Within 2 business days after the end of the week

Within 3 business days after the end of the month

2.1 Organized records maintained for easy search and

access

Within 5 business days of receipt

2.2.1 Efficient and accurate processing and filing of Agency

submissions, registrant responses and associated documents into OPP Databases as assessed by Database outputs reviewed on a weekly basis.

On a weekly basis

2.2.2 Prepare DCI and enter documents into OPP databases

within 3 business days

DCI reports prepared on a weekly basis

Within 3 business days

Within 1 week

2.3 FIFRA CBI will be protected at all times At all times

3.1 Prepare email responses to correspondence

Check Reevaluation Team's email inbox

Prepare responses to correspondence within 2 business days of receipt

Check Reevaluation Team email inbox each business day

3.2 Packages for mailing listing addresses, information

mailed to ach and date mailed are prepared

Within 3 business days of

4.1 Retrieval of OPP database reports on a weekly basis Weekly