Attachment4_Docket_Center_DraftSOW.pdf

PERFORMANCE WORK STATEMENT

EPA DOCKET CENTER

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

Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

6/29/2016

I. TITLE: Services for EPA Docket Center

II. PERIOD OF PERFORMANCE

Start Date End Date Base Period: Month Day, Year Month Day, Year Option Period 1: Option Exercise 12 months after Option Exercise Option Period 2: Option Exercise 12 months after Option Exercise Option Period 3: Option Exercise 12 months after Option Exercise Option Period 4: Option Exercise 12 months after Option Exercise

III. KEY EPA PERSONNEL:

The Environmental Protection Agency is organized as a collection of program offices. The EPA Docket Center (EPA/DC) is collectively funded and governed by the headquarters operations of the following program offices and/or sub-offices which make up the Docket Center Partnership:

Office of Air and Radiation (OAR)

Office of Enforcement and Compliance Assurance (OECA)

Office of Environmental Information (OEI)

Office of Land Management and Emergency Response (OLEM)

Office of Pesticide Programs (OPP)

Office of Pollution Prevention and Toxics (OPPT)

Office of Research and Development (ORD)

Integrated Risk Information System (IRIS) Hotline

Office of Water (OW)

In this arrangement, the Office of Environmental Information serves as the lead partner by assuming primary responsibility for coordination of the Partnership as well as management and administration of the EPA Docket Center task order. Accordingly, the OEI representative serves as the Task Order Contracting Officer’s Representative (TOCOR) for the overall task order.

Each program office continues to retain official custody over their own collections of paper and electronic docket materials and control over their specific docketing and records management policies and procedures. Therefore, each program office in the Partnership has a designated Alternate Task Order Contracting Officer’s Representative (ATOCOR) who will serve as the principal point of contact for their respective document collection and docketing processes.

The OEI TOCOR provides these services for OEI and acts at the primary point of contact for all non-partner HQ based programs that receive Docket Center services. With the TOCOR’s permission, OEI may designate additional TOCORs to assist with general management and administration of the overall task order.

Designated program office ATOCORs have the authority to give direct technical direction to the Contractor at any time regarding their respective program office document collection or processes except under the following circumstances (which will require prior TOCOR review and approval):

Requests that will result in, or have the potential of creating, a significant impact on contractor workload or costs.

Requests that are in conflict with established business processes and operational policies of the EPA/DC or respective established business processes of individual dockets. In such cases, proposed changes must be reviewed in advance by the OEI TOCOR and may also require review and approval by representatives of the Docket Center Partnership or respective program office management.

Whenever an ATOCOR provides technical direction to the Contractor, they should copy, or otherwise make the TOCOR aware of, the timing and nature of that communication. And all verbal technical direction must be followed up in writing 3 business days from the issuance date of that TD.

In the event that the TOCOR, an OEI ATOCOR, or any of the program office designated ATOCORs responsible for individual dockets, is, or shall be, absent for a period exceeding 90 calendar days, either an appropriate backup or replacement will be named in a contract modification.

Task Order Contracting Officer Representative (TOCOR)

Eric Schultz Office of Environmental Information (OEI) 1200 Pennsylvania Ave NW Washington DC 20640 Mail Code: 2822T Phone: (202) 566-1883 E-mail: schultz.eric@epa.gov

Program Office Alternative Task Order Contracting Officer Representatives (ATOCORs)

Office of Air and Radiation (OAR) ATOCOR: Ruth W. Morgan Office of Program Management Operations

1200 Pennsylvania Ave, NW Washington, DC 20460 Mail Code: 6101A Phone: (202) 564-1326 Fax: (202) 564-1296 E-mail: morgan.ruthw@epa.gov

Office of Enforcement and Compliance Assurance (OECA) ATOCOR: Porscha Chambers-Guzman Office of Administration and Policy, Information Technology Division 1200 Pennsylvania Ave, NW Washington, DC 20460 Mail Code: 2201A Phone: 202-564-2464 Fax: 202-501-0017 Email: chambers-guzman.porscha@epa.gov

Office of Pesticide Programs (OPP) ATOCOR: Kimberly Smith Information Technology & Resources Management Division, Public Information & Records Integrity Branch 1200 Pennsylvania Ave, NW Washington, DC 20460 Mail Code: 7502P Phone: (703) 305-6434 Fax: 703-305-4646 Email: smith.kimberly@epa.gov

Office of Pollution Prevention and Toxics (OPPT) ATOCOR: LaRona Washington 1200 Pennsylvania Ave., NW Washington D.C. 20460 Mail Code: 7407M Phone: 202-564-8948 E-mail: Washington.Larona@epa.gov

Office of Research and Development (ORD) ATOCOR: Bhagya Subramanian 26 West Martin Luther King Drive Cincinnati, OH 45268 Mail Code: W136A Phone: 513-569-7349 Fax: 513-569-2583 E-mail: Subramanian.Bhagya@epa.gov

Office of Land and Emergency Management (OLEM) ATOCOR: William Noggle Office of Resource Conservation and Recovery (ORCR) Potomac Yards North 2733 Crystal Drive

RM# N5226

Phone: 703-347-8769 Fax: 202-566-1934 E-mail: Noggle.william@epa.gov

Office of Water (OW) ATOCOR: Sherry Howard Immediate Office Office of Water 1200 Pennsylvania Ave., NW Washington, DC 20460 Mail Code: 4101M Phone: 202-566-1108 Fax: 202-564-0499 E-mail: howard.sherry@epa.gov

Integrated Risk Information System (IRIS) Hotline ATOCOR: Vicki Soto National Center for Environmental Assessment, Immediate Office 1200 Pennsylvania Ave., NW Washington, D.C. 20460 Mail Code 8601P Phone: 703-347-0290 Fax: 703-347-8695 E-mail: soto.vicki@epa.gov

IV. AUTHORITIES

Legal Authority:

36 CFR Chapter XII, Subchapter B - Records Management

40 CFR 2, Public Information

40 CFR 1400 Distribution of Off-Site Consequence Analysis 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 http://www.ecfr.gov/cgi-bin/text-idx?SID=012524d5ffb6c2b0c2ddefec0011120c&mc=true&node=pt40.33.1400&rgn=div5

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 82 Resource Conservation and Recovery Act 1976

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 7401 Clean Air 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

Clean Water Act, Section 104

Comprehensive Environmental Response, Compensation, and Liability Act, 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)

Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

Clean Air Act Section 307 General Provisions Relating to Administrative Proceedings and Judicial Review

Clean Water Act Section 101(e)

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)

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

b) EPA Enterprise Information Management Policy (EIMP) and Minimum Metadata

Standards (CIO 2135.0)

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

d) EPA Information Security Policy (CIO 2150.3) Procedures and Standards

e) EPA Privacy Policy (CIO 2151.1)

f) EPA Freedom of Information Act (FOIA) Policy (CIO 2157.1) https://www.epa.gov/stylebook/epa-communications-stylebook-writing-guide https://www.epa.gov/irmpoli8/current-information-directives https://www.epa.gov/irmpoli8/current-information-directives

g) Web Governance and Management Policy (CIO 2180.1)

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

i) 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 Rules and Restrictions on Docket Comments (https://www.epa.gov/dockets/commenting-epa-dockets#rules)

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

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

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)

Docket Center Document Management SOP (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center Equivio User Guides (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center IRIS SOP (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center Metadata Guidelines (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center OCA SOP (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center OPP SOP(http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center Records Management SOP (http://intranet.epa.gov/fdmsinfo/sop.html)

Docket Center Scanning Guide (http://intranet.epa.gov/fdmsinfo/sop.html)

V. TASK ORDER COMPONENTS

1. BACKGROUND

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 https://www.epa.gov/dockets/commenting-epa-dockets https://www.epa.gov/contracts/epa-vendor-communication-plan https://www.epa.gov/irmpoli8/procedures-electronic-management-rulemaking-and-other-docketed-records-federal-docket https://www.epa.gov/irmpoli8/procedures-electronic-management-rulemaking-and-other-docketed-records-federal-docket 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/ARCISWebinarRegions.pptx 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/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html http://intranet.epa.gov/fdmsinfo/sop.html

The Office of Environmental Information (OEI) manages the EPA Docket Center (EPA/DC) in order to provide support for all EPA headquarters-based program offices as they engage in docketing activity.

Dockets act as organizational devices used to support and officially document an agency’s rulemaking or other related activities. Those activities typically follow a three-step sequence in which the government first issues a draft of its proposed action, then receives public feedback on its proposal, and finally publishes a finished product. Dockets contain the Federal Register notices, supporting documentation, and public comments associated with each of those processes. Agencies are required to use dockets in the development of regulatory actions. Most agencies, including EPA, also use them in other instances where there is a need to officially distribute and/or solicit public input on, information about their activities.

The EPA Docket Center’s primary responsibilities are to assists rule writers and other docket owners in the program offices to create and populate dockets in the Federal Docket Management System (FDMS) and then post them to Regulations.gov (a cross-government public portal for docketing). At different stages in this process, Docket Center staff engage in activities such as customer service, training, sorting, digitization, metadata indexing, quality assurance (QA), and records management.

The Docket Center is also responsible for the management of certain non-docket collections and for providing assistance to both the public and EPA affiliated personnel as they seek to locate and review these and all docketed records.

Where work is to be performed:

William Jefferson Clinton West 3rd Floor

1200 Pennsylvania Ave NW Washington DC 20640

2. PURPOSE

The purpose of this Performance Work Statement (PWS) is to describe major tasks and task areas that the Contractor is expected to perform in support of the EPA Docket Center; it is not meant to be a detailed list of all possible sub-tasks.

Contract support activities may include:

a. Program Management

b. Management and Administration

c. Web Development and Maintenance

d. Presentations and Trainings

e. Customer Service

f. Information Technology Systems

g. Collection Management and Modernization

h. Records Management

i. Docket Workflow

j. Security

k. 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)

Subtask 1.1 Annual Work Plan (Contract PWS Task 1.1) The Contractor shall create and submit a Work Plan (WP) within 15 business days after award of the Task Order (TO) and each subsequent option year. The plan shall present the Contractor’s integrated approach to fulfilling all work ordered under this TO contract. The work plan shall be informed by a review of the Docket Center standard operating procedures (SOPs), guides, and manuals and include: proposed timelines with key milestones noted, recommended staffing levels, and estimated labor hours and costs for each TO task.

Deliverables

1.1.1 Annual Work Plan.

Acceptance Criteria

The Annual Work Plan shall be produced on time, meet Agency writing standards, and accurately explain the Contractor’s recommended approach for completing each TO level task.

Subtask 1.2 Annual Business Improvement Recommendation Proposal (Contract PWS Task 1.2) An Annual Business Improvement Proposal shall be produced at least 10 business days before the end of each contract year. This timing will allow EPA and the Contractor to discuss proposals and decide how newly recommended activities may be integrated into the following Annual Work Plan. 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 of work flows;

improvements in the methods used to track work processes, productivity, and performance; and continuing progress toward electronic information storage and access.

Deliverables

1.2.1 Annual Business Improvement Proposal

Acceptance Criteria

The Annual Business Improvement Proposal shall be produced on time, meet Agency writing standards, and accurately explain the Contractor’s recommended approach for improving business practices and processes.

Subtask 1.3 Events and Meetings (Contract PWS Task 1.3)

The Contractor is responsible for attending both regularly scheduled meetings and unscheduled meetings or events. Regularly scheduled meetings include the weekly Docket Center check-ins, monthly records meetings and quarterly Change Control Board (CCB) meetings. Unscheduled meetings and events may include professional conferences, workgroups, and ad-hoc meeting.

Participation in unscheduled meetings or will be requested through the direction of the TOCOR. Per the TOCOR’s instruction, the Contractor may be required to record and distribute meeting notes.

1.3.A. Docket Center Check-Ins The Docket Center Check-In is a specific type of regularly scheduled meeting, typically occurring between the ATOCOR and Contractor Program Manager

(PM).

The Contractor shall attend the weekly Docket Center Check-In each Wednesday unless directed otherwise by the TOCOR.

The Contractor shall discuss the Weekly Report (Task Order Subtask 1.4.A.)

and any other issues that occurred during the previous work week as well as plans for the upcoming week.

The Contractor shall take meeting notes to be submitted before noon of the subsequent day (typically Thursday). Notes shall record: persons in attendance, subjects discussed, decisions made and action items identified.

Any revisions to the notes requested by the TOCOR shall be made and submitted back to the TOCOR before the subsequent week’s Weekly Report is distributed (typically the next Tuesday).

1.3.1 Attendance at meetings

1.3.2 Meeting notes per the TOCOR’s request

1.3.3 Notes on weekly Check-In meetings

Acceptance Criteria

The Contractor shall arrive at meetings on-time and be prepared to participate in a substantive discussion or the relevant issues.

Notes on the Weekly-Check in shall be accurate and be produced (and if-necessary, revised) on-time.

Notes created for other meetings shall be accurate and submitted within 5 days of the event or meeting completion. The TOCOR will provide clarification on required content and writing standard standards prior to the meeting.

Subtask 1.4 Reporting (Contract PWS Task 1.4)

1.4.A. Weekly Report

At a minimum, the Weekly Report shall document: the accomplishment of non-routine deliverables or other notable achievements, the completion status of selected long-term projects, significant dockets or docketing processing activities, and any issues or technical problems that are hampering TO performance.

The Contractor shall submit the weekly report to the TOCOR by COB on the day before the next scheduled docket check-in meeting (typically Tuesday).

1.4.B.. Monthly Report The Monthly Report shall include, but not be limited to, the following:

a) A brief narrative account of any official travel conducted by the Contractor as well as descriptions of work that was performed in that month on each task.

b) Monthly and cumulative (based on the contract year) documentation of hours worked by labor category, other direct costs (ODCs), and total costs for each task.

c) Monthly and cumulative (based on the fiscal year) metrics including:

Comments received by format and program office New dockets established by program Number of Federal Register Notices posted by program Supporting documents received by format Total pages scanned Supporting documents received by program office Average number of metadata documents and QA documents processed per hour per FTE.

IRIS Helpdesk (see Task Order Subtask 5.4 for more information) statistics including:

o caller type o number of calls o number of calls referred to IRIS ATOCOR or Assessment Manager.

Monthly reports are to be submitted no later than the 15th day of the following month.

1.4.C. Annual Summary Report The Contractor shall prepare an annual summary of their work, which shall include the following:

a) a list of all major deliverables provided during the annual contract period

b) the date of completion/delivery for all products listed

c) an account of hours per labor category and total funding dedicated to each task.

1.4.D. Ad Hoc Reports

On occasion (typically less than 10 times per year) the TOCOR may request the Contractor to produce a report on some aspect of Docket Center related activity. Clarification on required content, writing standards, and the delivery timeline will be provided by the TOCOR when a request is made.

1.4.E. Docket Dashboards

Upon the TOCOR’s requested, the Contractor shall create docket dashboard reports (using current info to fill in an existing template) for large or otherwise high-profile dockets.

Docket Dashboards are usually produced on a weekly basis, often beginning toward the end of a docket’s comment period and continuing until the completion of the Docket Center’s comment processing activities.

Docket Dashboards shall comply with an established template and include up-to date statistics on numbers and types of comments received as well as their processing status.

Dashboards are customarily posted to their own unique URL at the Docket Center’s intranet site. That URL is then shared with OEI docket related staff as well as interested parties from the docket’s originating office.

1.4.1 Weekly reports

1.4.2 Monthly reports

1.4.3 Annual Summary Report

1.4.4 Ad Hoc Reports

1.4.5 Docket Dashboards

Acceptance Criteria

Weekly reports shall be accurate, comply with their template, and be submitted no later than noon on the day following the Weekly Check-In.

Monthly reports shall be accurate, comply with their template, and be submitted no later than the 15th day of the following month.

Docket Dashboards shall be accurate, comply with the existing template, and be updated on-time.

All other reports shall be reviewed for accuracy, completeness, and clarity.

Their delivery is expected on time.

Unless otherwise noted, TOCOR requested revisions to reports shall be completed within 10 business days.

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 Task 2.1)

The Contractor shall review, and as necessary, revise the Docket Center’s standard operating procedures (SOPs), manuals, and guides. These documents are used to either document the Contractor’s own work processes or convey key information about the work being supported by the TO to various customers or user communities.

Those include, but are not necessarily limited to the following Docket Center materials:

a) Customer Service SOP

b) Document Management SOP

c) Equivio User Guide

d) IRIS SOP

e) Metadata Guidelines

f) OCA SOP

g) OPP SOP

h) Docket Center Records Management SOP

i) Scanning Guide

j) Quick Guides

Getting Started

Add Documents

Bulk Import

Docket Details

The Docket Tree

Creating FR Documents

The FR Feed

Withdrawing Documents

Notifications

Password Change

Materials shall be reviewed and updated on no less than an annual basis. Additional edits shall be conducted on an ad-hoc basis as necessary to keep materials aligned with current business procedure and policies or docket technologies. Alternatively, the TOCOR may submit a request for specific revisions at any time.

Routine, non-substantive edits (i.e. modifications to contact information, updating of screen-shots, etc.) do not require prior review from the TOCOR; however the Contractor’s shall note in their Weekly Reports when the need for such edits are discovered and when the edits were completed. Under normal circumstances, the time between discovery and completion shall not exceed 10 business days.

When more substantive editing is required, or in instances where the Contractor seeks initial input on the desired format or content, the Contractor shall notify the TOCOR. The TOCORs clarification shall then be used to produce draft revisions according to a mutually agreed upon timetable.

2.1.1 Updates to all Docket Center SOPs, manuals, and guides.

Newly required edits shall be noted in the Weekly Report within one week of their discovery.

SOPs, manuals, and guides shall be evaluated for clarity, completeness, accuracy, and the timeliness of their delivery. All materials developed for external customers (non-Docket Center staff) must comply with Agency writing standards.

TASK 3: Web Development and Maintenance (Contract PWS Task 3)

Subtask 3.1: Develop and Maintain Intranet Website (Contract PWS Task 3.1) The Contractor shall update the content of the EPA Docket Center's intranet site (currently titled FDMSInfo) on an ad-hoc basis as necessary to broadcast relevant news, document system updates, or keep reference resources aligned with current business procedures, policies and docket related technologies. Alternatively, the TOCOR may submit a request for specific revisions at any time.

Ideas for general site improvements are welcomed and may be recommended to the TOCOR through the Weekly Check-In meeting, weekly and monthly reports, and ultimately, through the Annual Business Improvement Proposal.

Routine, non-substantive edits (i.e. modifications to contact information, updating of screen-shots, etc.) do not require prior review from the TOCOR; however the Contractor’s shall note in their Weekly Reports when the need for such edits are discovered and when the edits were completed. Under normal circumstances, the time between discovery and completion shall not exceed 10 business days.

When more substantive editing is required, or in instances where the Contractor seeks initial input on the desired format or content, the Contractor shall notify the TOCOR. The TOCORs clarification shall then be used to produce draft revisions according to a mutually agreed upon timetable.

Deliverables

3.1.1. Updates to the Docket Center intranet site.

Acceptance Criteria

Newly required edits shall be noted in the Weekly Report within one week of their discovery.

Web content updates shall be evaluated for clarity, completeness, accuracy, and the timeliness of their delivery. Intranet content and web pages shall conform to a consistent style and format, meet applicable Agency writing standards, and comply with EPA guidance on intranet and web resources.

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

Subtask 4.1: General Presentations (Contract PWS Task 4.1)

At the direction of the TOCOR, the Contractor shall participate in, assist the TOCOR with, or conduct, presentations and demonstrations of EPA’s docketing technologies, services, or processes. Such events may be held for a broad array of customers at professional conferences, via webinar, or at local sites.

Existing presentation materials shall be maintained and updated as necessary by the Contractor in order to facilitate participation in, or leading of, presentations. Technical direction shall be issued by the TOCOR in instances where the Contractor is expected to develop substantially novel materials and/or lead (as opposed to participate in, or support the TOCOR in a significant presentation.

The Contractor shall submit an advanced draft of presentation materials to the TOCOR for review/approval at least 3 business days before the event is to occur.

At the direction of the TOCOR, the Contractor may be asked to assist with basic set-up, facilitation, or record keeping at presentations or demonstrations.

4.1.1 Presentations or presentation assistance.

4.1.2 Updates to existing presentation materials

Acceptance Criteria

The Contractor shall arrive at presentations on-time and be prepared to participate in, assist with, or lead the event.

Presentations and presentation materials shall be evaluated for clarity, completeness, accuracy, and the timeliness of their delivery.

Subtask 4.2: Federal Docket Manager System (FDMS) Classroom/Webinar Trainings (Contract PWS Task 4.2)

The Contractor shall offer FDMS training for EPA staff or contractors. Classes shall be scheduled as frequently as necessary to meet demand, but are expected to occur on no less than a quarterly basis without TOCOR approval.

The Contractor shall advertise the availability of trainings on the Docket Center intranet site and in appropriate communications with EPA FDMS user groups. The Contractor shall be responsible for managing scheduling, registrations, and all related communications.

Routine trainings shall be conducted in a manner that allows participants to carry-out instructor-led live practice exercises on their own individual computer using FDMS.

Webinars or other specialized trainings (on specific topics or tailored for specific user groups) may also be requested by the TOCOR.

The Contractor shall develop and maintain relevant training materials for training events and as long-term reference materials posted on the intranet.

The Contractor shall maintain a running two-year log of training participants.

The Contractor shall develop a brief customer satisfaction survey to be administered at the end of each classroom training session. In instances where the training receives unsatisfactory marks from a participant, a copy of the survey shall be forwarded to the TOCOR with the next Weekly Report.

The Contractor shall send a room request to the TOCOR at least two weeks in advance of proposed or scheduled training dates.

If a training must be cancelled, the Contractor shall send notice to registered participants and the TOCOR as soon as possible.

The Contractor shall contact the TOCOR immediately anytime a training session is completed more than an hour before its scheduled end time. Doing so, allows the TOCOR to free-up that conference room of other uses.

4.2.1 FDMS trainings

4.2.2 Training materials

4.2.3 Customer Satisfaction Survey

4.2.4 Training logs

4.2.5 Communications on scheduling for registered participants and the TOCOR

The scheduling of, and registration for, training sessions shall be carried out in an orderly, accurate, and user-friendly manner.

Trainings and training materials will be evaluated for clarity, completeness, accuracy, and the timeliness of their delivery. Printed or posted training materials must comply with Agency writing standards.

New, or substantially updated, training plans and materials shall be submitted to the TOCOR for review at least 10 business days before they are put into use.

TASK 5: Customer Service (Contract PWS Task 5)

Subtask 5.1: On Site Operations (Contract PWS Task 5.1, 5.2, and 5.3)

The Contractor shall staff the EPA HQ Reading Room public between the hours of 8:00 AM and 5:00 PM Eastern Time, Monday through Friday, excluding federal holidays and OPM approved government closures.

The Contractor shall cooperate with library staff (supplied through a separate task order on the Information Management and Content Services contract) and facilities management to ensure the physical space of the EPA Reading Room is kept clean and orderly. Any problems which the space that the Contractor cannot resolve on their own shall be reported to the TOCOR.

The Contractor shall assist the public and government staff to locate, and obtain for review, docketed materials or records contained in other collections maintained by the Docket Center. (For additional information on the handling of on-site information requests, see task Order Subtask 5.2)

The Contractor shall refile physical materials upon completion of the customer service request.

The EPA Reading Room is a self-service facility. Patrons may make their own photocopies, generate electronic copies of micrographics, or print paper copies from micrographic material on their own. However, the Contractor shall provide assistance in the use of Reading Room equipment.

The Contractor shall maintain a customer service log and submit statistics associated with this log to the TOCOR in the monthly report.

The Contractor shall also operate the EPA Reading Room as a Federal Reading Room for Off-site Consequence Analysis (OCA) materials (See Task Order Subtask 5.2 for additional information about on-site operations and Task Order Subtask 7.1.C for more information about handling of OCA materials.).

5.1.1 Staffing of the EPA HQ Reading Room

5.1.2 Customer Service Logs

The Reading Room shall be opened on time and remain operational during specified business hours.

Customer service provided at the Reading Room shall be prompt, courteous and accurate.

The Reading Room shall be maintained to preserve a neat and orderly atmosphere.

Subtask 5.2 Off-Site Consequence Analysis (OCA) (Contract PWS Task 5.1, 5.2, and 5.3) The Contractor shall manage viewing access to the Risk Management Program’s Off-Site Consequence Analysis (OCA) data at the EPA HQ Reading Room. The Contractor’s responsibilities include the following. Further details are provided in the Docket Center’s

OCA SOP.

Obtain Authority to Access and Handle OCA Materials -- Contractor staff involved in OCA related tasks must obtain an account in the Central Data Exchange (CDX) and pass a written test on safe handling of OCA materials, and register with the OLEM ATOCOR.

(See also Task Order Subtask 7.1.C for more information about requirements related to the handling of OCA materials.)

Receive and process incoming OCA requests and schedule viewing appointments

Document Printing -- Identify and print requested material from CDX. Organize OCA packet and properly secure materials until the viewing appointment.

Manage Viewing Appointments -- Register requester for material review upon arrival.

Verify the return of requested documents at end of appointment.

Document Disposal – Shred all documents upon completion of the review.

Recordkeeping – Retain signed forms obtained from OCA requestors.

5.2.1 Properly managed OCA viewing appointments

Customer service provided shall be prompt, courteous and accurate.

Protocol for the handling of OCA materials and viewing appointments shall be strictly followed. Any breaches of protocol shall be immediately reported to the TOCOR and

OLEM ATOCOR.

Subtask 5.3: Information Requests (Contract PWS Task 5.2 and 5.3) The Contractor shall fulfill information requests from EPA employees, other government employees, and members of the public as they are received in person, via phone, or through mail, fax or email.

Information requests may include, but are not limited to: questions about using docketing systems; appeals for assistance in locating and obtaining access to docketed materials and other records managed by the Docket Center; and inquiries about submitting comments on docketed materials. Requests related to Off-Site Consequence Analysis (OCA) data and Integrated Risk Information System (IRIS) records are covered in Subtasks 5.2 and 5.4 of this Task Order PWS.

The Contractor shall serve, and whenever possible fulfill the information requests of, walk-in customers immediately.

The Contractor shall respond to (but not necessarily fulfill) requests submitted via other means within three business days.

The Contractor shall seek to fulfill information requests within 10 business days.

Instances where fulfillment is expected to, or has, exceeded the 10 day response window shall be shall be brought to the attention of the TOCOR through the weekly report.

The Contractor shall seek to respond to information requests with preference for the following formats (in ranked order):

o By leading customers to information already posted online (on EPA websites or at Regulations.gov) o Via files that can be emailed o By way of mailed digital formats (optical disks or portable memory) o Using mailed as paper copies.

Materials that cannot be published online due to copyright restrictions shall not be distributed by mail or email. However, these materials may be made available for review at the Docket Center Reading Room (see Subtask 5.1). The Contractor shall inform such viewers that making copies of such materials is not permitted.

The Contractor shall retain electronic files of documents digitized as part of customer service requests for subsequent use and/or inclusion in digital recordkeeping efforts. If the converted documents are part of a docket, the Contractor shall upload the document(s) to FDMS. (See also Task Order Subtask 7.4)

The Contractor shall keep customer service request statistics to be documented in the monthly report.

Responses to information requests

Statistics on the type and amount of information requests received

Acceptance Criteria

Customer service provided shall be prompt, courteous and accurate.

Subtask 5.4: Integrated Risk Information System (IRIS) Hotline Call Center & Customer Service Requests (Contract PWS Task 5.2 and 5.3)

The Contractor shall operate the IRIS Hotline (IH) Monday through Friday, from 8:30 a.m. to 4:30 p.m., with the exception of federal holidays and OPM approved government closures.

The Contractor shall utilize a voice mail answering system during off hours and other limited periods when staff are not available to answer the phone.

The Contractor shall respond to customer requests by supplying information in the manner described in the Docket Center IRIS SOP. Specifically, the Contractor shall:

o Make all IRIS files and submissions (see also Task Order Subtask 7.5.A for more information about the handling of IRIS collections) available for review at the EPA Docket Center Reading Room.

o Respond to routine questions about customer service requests (e.g. help with conducting searches or basic questions about the IRIS program and its collections) within one business day.

o Refer all substantive questions or requests for specific scientific documentation to the IRIS Program Staff through the IRIS ATOCOR as directed in the IRIS SOP. If appropriate Program Staff can not be reached after one business day, the Contractor shall contact the requestor/customer and explain the delay in response.

o Maintain a system to track and save IH questions and their responses. Data collected will include, but may not be limited to, the date of the request, the question asked, the group or individual asking the question (e.g. EPA region, NGO, individual), the response, the date the response was provided, and whether the response was sent from the ATOCOR, other Program Staff, or answered directly by contractor. Information about requests shall be entered into the database by close of each business day.

5.4.1 Responses to information requests made through the IRIS Hotline and/or on IRIS materials

5.4.2 Entries into the IH tracking database.

Customer service provided shall be prompt, courteous and accurate.

The IH tracking database shall be updated promptly with complete and accurate information.

TASK 6: Information Technology Systems (Contract PWS Task 6 and 6.1) The Contractor shall serve as an administrator, intermediary, or primary point of contact to help ensure that EPA affiliated user groups are supported in their use of the Federal Docket Management System (FDMS). FDMS is a database system used for docket materials. It serves as the back-end repository to the public facing portal for this information, Regulations.gov. Both tools have been developed, and are operated, by the eRulemaking Program Management Office (PMO) for the benefit of the federal agencies that use them.

Subtask 6.1 FDMS Agency Administrator (Contract PWS Task 6 and 6.1) The Contractor shall carry-out Agency Administrator services for all EPA FDMS users. These duties include but are not limited to establishing new user accounts and user groups in FDMS and modifying, deleting, or providing assistance in accessing, existing user accounts.

The Contractor shall establish, service, modify or delete FDMS user accounts and user groups for EPA employees within 2 business day of request. The creation of user accounts for EPA employed contractors require prior approval from the TOCOR.

On an annual basis, the Contractor shall review accounts for activity and delete (or request the deletion of) lapsed/unused accounts. Prior to the review exercise, the TOCOR shall provide clarification on the thresholds that will be used to identify such accounts. The TOCOR shall also be offered the option of reviewing proposed deletions before they are carried-out.

6.1.1 FDMS account administration service responses

6.1.2 An annual account review

Customer service provided in association with the Agency Administrator role shall be accurate, courteous, and promptly delivered.

The annual account review shall be conducted according to a timeline mutually agreed upon by the TOCOR and Contractor.

Subtask 6.2 System Notices (Contract PWS Task 6 and 6.1) The Contractor shall produce or disseminate FDMS updates, alerts and other important system information via email and/or the intranet site to the EPA FDMS user community as such information is made available by the eRulemaking Program Management Office.

When necessary, the Contractor shall interpret and rephrase notices provided by the PMO in order clearly and accurately convey critical information to an EPA specific audience.

6.2.1 FDMS system notices

System alerts shall be accurate, clearly written, and – unless TOCOR direction to the contrary is given -- distributed to the appropriate user community within 2 business days of the relevant information becoming available.

Subtask 6.3 System Monitoring and Improvement (Contract PWS Task 6 and 6.1)

The Contractor shall create, submit, and track FDMS helpdesk tickets and Change Control Board (CCB) items to document technical issues experienced by EPA users in HQ program offices. Helpdesk tickets for critical issues shall be submitted within 1 business days; tickets for non-critical issues shall be submitted within 10 business days.

CCB items not originating as helpdesk tickets shall be submitted at the direction of the

TOCOR.

The Contractor shall assist EPA in ongoing testing and review of docket related information technology including but not limited to the systems administered by the eRulemaking PMO (FDMS and Regulations.gov). The Contractor shall be called upon to periodically review materials and test system usability before documenting and briefing EPA personnel in their findings.

o Applicable activities may include, but are not limited to: reviewing and providing feedback on, release notes or development plans; participating in meetings with, or providing information to, eRulemaking staff; testing system usability; documenting findings; and briefing EPA personnel. Unless otherwise directed by the TOCOR, feedback shall be provided in writing within 5 business days of the testing/review session.

o The Contractor shall maintain a spreadsheet or log, accessible by the Contractor staff and the TOCOR, that documents both problems and defects as well as new ideas and desired improvements related to the eRulemaking systems. Items shall be added as the Contractor is made aware of them through their interactions with customers or the TOCORs, or through their own user experiences. In addition to a brief description of each item and a note about its origin, the log shall record the current status of work on any particular endeavor. If any item is associated with a FDMS Helpdesk ticket or CCB request, the ticket number and status shall be noted.

o Ideas for improving FDMS and other related products may also be conveyed to the TOCOR through the weekly report, weekly check-in meeting, and ultimately through the Annual Business Improvement Recommendation Proposal.

6.3.1 Submitted helpdesk tickets and CCB entries

6.3.2. Reported feedback from system testing or review

6.3.3. Updates to the system issues/wish list spreadsheet

Helpdesk tickets, CCB write-ups, and TOCOR requested system feedback shall be accurate, clearly written, and delivered/distributed in a timely manner.

The system issues/wish list spreadsheet shall be accurate and updated on no less than a monthly basis.

TASK 7: Records Management and Modernization (Contract PWS Tasks 7 and 8) The Docket Center manages docket and selected non-docket records for EPA Headquarters (HQ) program offices. Many docket records are stored in electronic format within FDMS; however a substantial body of both docket and non-docket records are stored in digital formats/repositories (e.g. thumb drives submitted as comments, portable hard drives, items on EPA shared drives, and materials archived in Outlook mailboxes) and un-digitized hardcopy formats (e.g. paper, microfilm and microfiche).

Beginning at the start of this contract period, the Contractor shall maintain all new materials that it receives or generates in accordance with the Agency’s preference for carefully catalogued and, wherever practicable, electronic storage. Individual projects to apply those standards to legacy materials are discussed in subtasks 7.3 through 7.5 below.

Docket Center records management tasks are outlined below and described in greater detail in the Docket Center Records Management SOP.

Subtask 7.1: Safe Storage and Retrieval (Contract PWS Task 8.3)

All record collections shall be safely maintained in accordance with records management best practices. The TOCOR shall be notified in writing by the Contractor if a weakness in storage is detected.

The Contractor shall be responsible for oversight of records transfers between the Docket Center and the Federal Records Centers (FRCs) according to Agency and NARA guidelines.

7.1.1 Notifications to the TOCOR documenting any newly recognized weaknesses in records management records management protocol or arrangements

7.1.2 Records transfer actions

Records management notifications are accurate and timely

Records transfer actions occur according to prescribed timelines

Records transfer documentation is accurate.

Subtask 7.2: Controlled Documents (Contract PWS Task 7.1) Selected contractor staff may be required to obtain Federal Insecticide, Fungicide & Rodenticide Act (FIFRA) or Toxic Substance Control Act (TSCA) certifications or undergo training and testing to handle Offsite Consequence Analysis (OCA) material.

7.1.A.: Office of Pesticide Programs Federal Insecticide, Fungicide & Rodenticide Act Confidential Business Information Handling and Review

Contractor staff working on the Office of Pesticide Programs (OPP) subtask shall maintain their authorization to handle FIFRA confidential business information (CBI) by submitting signed access authorization agreements each year. The Contractor is subject to all operational procedures for protecting FIFRA sensitive information.

The Contractor shall coordinate with the OPP ATOCOR to accommodate their need to carry-out FIFRA CBI review as part of the document uploading, indexing, and posting process described in the OPP SOP and Subtask 9.2.1.

7.2.B.: Management of Toxic Substance Control Act Controlled Business Information

The work performed under this task order does not call for the contracted staff to be in contact with, or proximity to, TSCA CBI. Contractor staff are not responsible for screening OPPT docket or non-docket materials for CBI content or markings. However, as a precautionary measure, Contractor staff working on the Office of Pollution Prevention and Toxics (OPPT) subtasks shall complete all required trainings and submit appropriate forms in order to maintain their annually renewed authorization for handling of TSCA CBI.

In the event that the Contractor notices unsecured materials that appear to contain CBI, the Contractor shall follow TSCA protocol to secure those materials while notifying and cooperating with appropriate OPPT staff.

7.2.C.: Management of Offsite Consequence Analysis (OCA) Material

The Contractor shall be trained and authorized in the handling and disposal of OCA data, as outlined in the OCA SOP and Subtask 5.1. The contractor shall immediately notify the TOCOR and OLEM ATOCOR if OCA protocol has been broken or OCA material has been mishandled.

7.2.1 Communications to the appropriate program office representatives demonstrating

Docket Center staff’s compliance with protocol for handling and accessing controlled

Communications shall be delivered and accurately convey on-time compliance with requirements

Subtask 7.3: FDMS Records Management (Contract PWS Tasks 8.2.1 and 8.2.3)

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

7.3.B: FDMS Records Module Phase II Upon implementation of Phase II, the Contractor shall maintain records contained within FDMS and other Docket Center repositories as the official Agency records for those docketed actions. The Contractor shall serve as FDMS Records Managers for EPA, work cooperatively with records contacts and docket owners, and perform approved records declaration, retention setting, and disposition actions as described in the Procedures for Electronic Management of Rulemaking and Other Docketed Records in the Federal Docket Management System and the Docket Center Records Management SOP. The majority of these actions will occur as program offices respond to the recommended actions noted on annually produced (by Feb. 1 each year) FDMS records reports.

7.3.1 Updates to the records management information for records in FDMS

7.3.2 FDMS Records Retention Report

7.3.3 FDMS Disposition Report

7.3.4 FDMS Records 0008 Report

7.3.5 FDMS Holds Report

Updates to FDMS records shall be accurate and…