Attachment6_ORCR_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

Support for RCRA Databases - OLEM

Information Management Center Services IV (IMCS IV) Contract

Contract #: TBD

Task Order #TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 2, 2016

I. TITLE: Support for Resource Conservation and Recovery Act (RCRA) Databases, Office of Land Emergency Management (OLEM)

II. PERIOD OF PERFORMANCE

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

III. KEY EPA PERSONNEL:

Task Order Contracting Officer Representative (TOCOR)

Name Sheretta Harris

Office Office of Resource Conservation and Recovery

Address 1200 Pennsylvania Avenue (5305P), Washington, DC 20460 Telephone Number (703) 308-7892

Fax Number (703) 308-7903

E-mail Box Name harris.sheretta@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name Christine Arcari

Office Office of Resource Conservation and Recovery

Address 1200 Pennsylvania Avenue (5305P)

Telephone Number (703) 308-8462

Fax Number (703) 308-7903

E-mail Box Name arcari.christine@epa.gov mailto:harris.sheretta@epa.gov mailto:arcari.christine@epa.gov

IV. AUTHORITIES

a. Legal Authority:

Paperwork Reduction Act of 1995

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

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

42 U.S.C. Chapter 82 Resource Conservation and Recovery Act 1976

b. 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) 40 CFR Part 300

c. EPA Documents:

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

EPA Information Security Policy (CIO 2150.3) Procedures and Standards (https://www.epa.gov/irmpoli8/current-information-directives )

EPA Freedom of Information Act (FOIA) Policy (CIO 2157.1) (https://www.epa.gov/irmpoli8/freedom-information-act-foia-policy)

Web Governance and Management Policy (CIO 2180.1) (https://www.epa.gov/irmpoli8/policy-establishing-epa-will-use-public-access-websites-assist-fulfilling-its-mission)

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.agov/webguide/web-style-guide)

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

V. TASK ORDER COMPONENTS

1. BACKGROUND

The Office of Resource Conservation and Recovery (ORCR) is responsible for establishing policies and programs for hazardous (Subtitle C) and non-hazardous (Subtitle D) materials management.

The Communication Services Section (CSS) is located within the Program Management Communications, and Analysis Office (PMCAO) within the Office of Resource Conservation and Recovery (ORCR). PMCAO is responsible for supporting ORCR on communications, budget, information management, and regulatory analysis activities. CSS supports ORCR in its https://www.epa.gov/stylebook/epa-communications-stylebook-writing-guide https://www.epa.gov/irmpoli8/current-information-directives https://www.epa.gov/irmpoli8/freedom-information-act-foia-policy https://www.epa.gov/irmpoli8/policy-establishing-epa-will-use-public-access-websites-assist-fulfilling-its-mission https://www.epa.gov/irmpoli8/policy-establishing-epa-will-use-public-access-websites-assist-fulfilling-its-mission https://www.epa.gov/webguide https://www.epa.gov/web-policies-and-procedures https://www.epa.gov/web-policies-and-procedures https://www.epa.agov/webguide/web-style-guide https://www.epa.gov/web-policies-and-procedures/epa-web-standards https://www.epa.gov/web-policies-and-procedures/epa-web-standards communications activities.

Over the years, ORCR has developed a wide variety of guidance documents concerning its policies and regulations. Providing easy access to these guidance documents is a critical component of ORCR’s mission in fostering partnerships and in educating all sectors of society. CSS's mission is to effectively communicate about ORCR's regulations and policies to internal and external groups through its public access and public outreach programs. CSS has established multiple publicly-accessible vehicles on the Internet for the distribution of its information. These vehicles are known as the Waste Frequently Asked Questions (FAQ) Database and RCRA Online.

Where work is to be performed:

Contractor work shall be performed at the contractor's site. The contractor's site must be established such that the contractor's personnel are available to travel to the EPA site in the metropolitan Washington, DC area for meetings within two (2) hours’ notice.

2. PURPOSE

The purpose of this Performance Work Statement (PWS) is to acquire contract support for the operation and maintenance (O&M) Support for RCRA Online in the Office of Resource Conservation and Recovery. This work includes providing technical support to the TOCOR/ATOCOR, systems analysis and design, data planning and design, data/records management, and uploading and deleting documents from databases as directed by

TOCOR/ATOCOR.

Contract support activities may include:

Program Management Support

Customer Service

Information Technology Systems

Web Development and Maintenance

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)

1.1 Events and Meetings (Contract PWS Task 1.3)

The Contractor is responsible for attending regularly scheduled meetings, ad-hoc meetings or events as directed by the TOCOR/ATOCOR. The contractor shall record meeting notes to include project status and meeting details.

1.1 Deliverables

1.1.01 Meeting notes submitted to TOCOR/ATOCOR within three business days of event.

1.1 Acceptance Criteria

Meeting notes are complete, accurate and submitted on time.

1.2 Reporting (Contract PWS Task 1.4)

The Contractor shall provide reports documenting program management activities, including but not limited to, a quarterly report and ad-hoc reports at the request of the

TOCOR/ATOCOR.

Quarterly reports shall include:

a. Project status and details of any meetings held.

b. Status of database, making note of any significant system changes.

c. Summary of the statistical information for the monthly updates to the databases.

d. Statistical information about the RCRA Online support.

e. Recommendations for purging the RCRA Online database of outdated and duplicative data.

Reports shall be accurate in presentation and technical content, clear and concise, with relevant diagrams when necessary. All reports shall be delivered electronically. All text and diagrammatic files shall be editable by the EPA and comply with EPA standards when placed in a database. The quarterly reports are due every three (3) months following the TO date of award.

1.2 Deliverables

1.2.01 Quarterly reports

1.2 Acceptance Criteria

Reports are accurate, complete, and submitted on time.

TASK 2: Customer Service (Contract PWS Task 5)

2.1 Information Requests (Contract PWS Task 5.2)

Contractor shall provide online technical assistance to the RCRA database’s public users.

The database receives an average of 5000 “requests” for information each day.

2.1 Deliverables

2.1.01 Quarterly reports detailing technical assistance provided

2.1 Acceptance Criteria

2.2 Customer Service Request Tracking (Contract PWS Task 5.3)

All customer service requests shall be tracked, synthesized and made readily available for reporting requirements as specified in other tasks.

2.2 Deliverables

2.2.01 All customer service request statistics are included in quarterly reports

2.2 Acceptance Criteria

TASK 3: Information Technology Systems (Contract PWS Task 6)

3.1 RCRA Operation and Maintenance (Contract PWS Task 6.7.1)

The Contractor shall provide management of RCRA Online, a publically-available database (https://yosemite.epa.gov/osw/rcra.nsf/how+to+use?OpenForm) designed to enable users to locate documents, including publications and other outreach materials that cover a wide range of RCRA-related issues and topics. This shall include, but not be limited to, operational support, systems updates and maintenance. Operational support shall include system enhancements as may be necessary to ensure reliable database operation (e.g., field name changes, screen design(s) to ensure compliance with EPA templates). System updates shall include monthly updates of the database, including the addition of new documents and removal of old documents as directed by the TOCOR/ATOCOR. All imported documents shall have a working internet link.

3.1 Deliverables

3.1.01 Detail system enhancements in quarterly report

3.1.02 Detail monthly update statistics in quarterly report

3.1 Acceptance Criteria

Reports are accurate, complete and submitted on time.

3.2 RCRA Functionality (Contract PWS Task 6.7.2)

Contractor shall track, report, and monitor issues related to functionality or technical design of RCRA Online in the course of their work. This shall include ensuring that links are working and the database continues to be compatible with the ORCR website.

3.2 Deliverables

https://yosemite.epa.gov/osw/rcra.nsf/how+to+use?OpenForm

3.2.01 Detail functionality statistics and findings in quarterly report

3.2 Acceptance Criteria

3.3 RCRA FAQ Database Updating (Contract PWS Task 6.7.3)

The Contractor shall respond to RCRA-related questions (up to 150 per month) for which there are no answers in the FAQ database (https://waste.zendesk.com/hc/en-us). The Contractor shall access the database daily and retrieve all questions that do not require interpretation of EPA policy or are otherwise assigned. The Contractor shall supply answers to the database within two (2) business days of receipt. EPA will train the Contractor on this procedure. . All text and diagrammatic files shall be editable by the EPA and comply with EPA standards when placed in a database.

In conjunction with this activity, the contractor shall at least once a quarter review the content of the public and private answers in the FAQ database, determine which answers duplicate each other or are no longer current and create a list of those answers for the TOCOR/ATOCOR to review. After consultation with the TOCOR/ATOCOR, the contractor shall purge the duplicate and/or out-of-date answers from the database.

3.3 Deliverables

3.3.01 FAQ answer statistics provided in quarterly report

3.3.02 FAQ answer purge statistics provided in quarterly report

3.3 Acceptance Criteria

3.4 RCRA Online Infrastructure Assessment (Contract PWS Task 6.7.4)

The Contractor shall research compatible databases with the intent of the EPA replacing the current Lotus Notes-based RCRA Online platform. Provide alternative analysis with three (3) prospects for consideration for replacing the Lotus Notes database, which is expected to be decommissioned. Provide recommendations with a justification for the best replacement software. Provide a cost analysis for transitioning (i.e., labor, hours and any other costs, and schedule associated with process). Deadline for assessment will be at direction of TOCOR/ATOCOR and be dependent upon the decommission date of Lotus Notes (as yet unknown).

3.4 Deliverables

3.4.01 Cost Analysis Report shall be submitted to TOCOR/ATOCOR

3.4 Acceptance Criteria

Cost Analysis Report shall be complete, accurate, and submitted on time.

https://waste.zendesk.com/hc/en-us

3.5 Methods Information Communication Exchange (MICE) FAQ Support (Contract PWS Task 6.7.5)

The Contractor shall prepare a work plan outlining the approach for continuing the hotline.

Upon approval of the Task Order Work Plan, the Contractor shall maintain at least weekly communication with the TOCOR/ATOCOR and provide a monthly progress report regarding the status of the work on this task.

The Contractor will use the existing EPA database to include the web portal location for new and existing FAQs under the “Test Methods” heading. This location will initially hold 300 FAQs and responses, developed from the MICE database. Since SW-846 (Hazardous Waste Test Methods) is a living document, the questions may increase over time. The FAQ location for Test Methods should be a first level extension or the same status as the Hazardous Waste Location, in order to allow for sub-categories. Currently, the Test Methods location is a second level location. In addition, the Test Methods are should include:

Question numbers on each page, under a specific category. This will help EPA, when referring questions in the future.

Add questions in the specified sub-categories. Some questions will appear in more than one location.

o General – (e.g., What is SW-846? How are copies obtained? How is SW- 846 is organized?)

o QA/QC and Batch Sizes o Data Reporting o Detection and Quantitation o Performance Based Measurement System (PBMS) and Flexible Approach o Methods Innovation Rule and Method Defined Parameter (MDP) o Waste characteristics (e.g., Ignitability, Corrosivity, Reactivity, Toxicity) and leaching/extraction methods or Waste Characterization o Inorganic (Preparation and Determinative Methodology) o Organic Sample Preparation Methods o Organic Extraction Methods o Organic Extract Cleanup Methods o Immunoassay/Screening Methods o Preparation methods for VOCs, bomb preparation of solid waste o Holding time and preservation o Miscellaneous or Other EPA Methods o Air and airborne emissions sampling methods o Mice Service o Sampling o Status of Updates o EPA SW-846 Federal Register Notices o Resources (e.g., publications or website links (e.g., other EPA program offices)) o Used Oil o Other physical and chemical test methods

Search Capability – Key words will be provided to enable search capability for specific questions.

Message Box – A message box should be available for questions and identified corrections.

The Contractor shall update FAQs in the FAQ database. Updates include:

Deleting 1 obsolete FAQ appearing on 50 spreadsheets.

Revise 35 FAQs with identified issues (e.g., outdated information, incorrect, typos, additional clarification needed). They are identified on a spreadsheet and additional language to update the FAQs will be provided, as appropriate.

Duplicate some questions (approximately 15) in the generator sections which should also appear in the test method section. EPA will provide information regarding the category in which these questions should be placed.

EPA believes the “related topics” have nothing to do with existing questions and may be confusing to the customer. Contractor will delete all related topics within the test method questions.

3.5 Deliverables

3.5.01 Monthly progress report documenting FAQ maintenance, updates, and development

3.5 Acceptance Criteria

Report will be thorough and detail demonstrated progress from month to month.

TASK 4: Web Development and Maintenance (Contract PWS Task 3)

4.1 Develop and Maintain Internet and Intranet Websites (Contract PWS Task 3.1)

In coordination with the maintenance of the RCRA Online database, updating the online brochure about RCRA Online will occasionally be necessary.

4.1 Deliverables

4.1.01 Update RCRA Online brochure as needed

4.1 Acceptance Criteria

Brochure updates shall be provided to TOCOR/ATOCOR for approval prior to posting.

TASK 5: Presentations and Training (Contract PWS Task 4)

5.1 Training (Contract PWS Task 4.2)

The Contractor shall provide training to EPA regarding the inputing of data into the MICE FAQ database as well as retrieving questions from the public. Training sessions will be by request of the TOCOR/ATOCOR as needed.

5.1 Deliverables

5.1.01 Provide training to EPA

5.1 Acceptance Criteria

Training is provided within one week of TOCOR/ATOCOR request

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 PWS, 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 have documented experience in necessary areas of expertise needed to be fully successful at all tasks within the PWS.

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 this PWS. 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 this PWS 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 and ensure that the Contractors do not place EPA in a vulnerable position. The TOCOR/ATOCOR is responsible for assuring compliance.

The TOCOR/ATOCOR will monitor the deliverable schedule and review the deliverables to ensure that the content and quality are responsive to the requirements of the PWS. Under this contract, the TOCOR/ATOCOR may not provide technical direction to the Contractor which would affect the overall scope of the contract or TO or the level of effort without consulting with the contract COR (if applicable) and CO. Technical communication between the TOCOR/ATOCOR and Contractor for the purpose of clarification or preliminary advisement of issues or problems is permissible. Deliverables will be requested through technical direction.

The Contractor shall submit all deliverables and documents for publication to the TOCOR/ATOCOR prior to public release, if applicable.

Contractors shall clearly identify themselves as an EPA contractor when acting in fulfillment of this contract. While working onsite or meeting with federal employees, contractors shall wear or display government issued identification designating them as such. Contractors shall be excluded from sensitive Agency discussions related to policy, enforcement, legal matters, and procurements.

EPA shall be mentioned as the funding source in publications and other distributed final work products that arise from this contract.

9. QUALITY ASSURANCE

Quality assurance for services and/or supplies shall be conducted in accordance with the Contractor’s existing quality assurance processes prior to tender of deliverables for Government review and acceptance.

10. QUALITY ASSURANCE SURVEILLANCE PLAN

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

11. GOVERNMENT ACRONYMS

ATOCOR: Alternate Task Order Contract Officer’s Representative CO: Contracting Officer CSS: Communication Services Section FAQ: Frequently Asked Questions FIFRA: Federal Insecticide, Fungicide and Rodenticide Act FOIA: Freedom of Information Act FR: Federal Register MICE: Methods Information Communication Exchange NARA: National Archives and Records Administration OLEM: Office of Land Emergency Management O&M: Operations and Management ORCR: Office of Resource Conservation and Recovery PMCAO: Program Management, Communications, and Analysis Office PWS: Performance Work Statement QASP: Quality Assurance Surveillance Plan RCRA: Resource Conservation and Recovery Act SW-846: Hazardous Waste Test Methods TO: Task Order TOCOR: Task Order Contracting Officer’s Representative

12. SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

1.1.01 Meeting notes Ongoing

1.2.01 Quarterly reports Quarterly

2.1.01 Technical Assistance Statistics Quarterly

2.2.01 Customer Service Request Statistics Quarterly

3.1.01 System Enhancements Quarterly

3.1.02 Monthly Update Statistics Quarterly

3.2.01 Functionality Statistics Quarterly

3.3.01 FAQ Answer Statistics Quarterly

3.3.02 FAQ Answer Purge Statistics Quarterly

3.4.01 Cost Analysis Report As Determined by

TOCOR/ATOCOR

3.5.01 MICE Progress Report Monthly

4.1.01 RCRA Online intranet brochure update As Needed

5.1.01 Training events As Needed