Attachment7_Libraries_AnnArbor_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

NVFEL Library

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

Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 22, 2016

I. TITLE: Library Services for the National Vehicle and Fuel Emissions Laboratory (NVFEL), Ann Arbor, Michigan

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’s Representative (TOCOR) Jennifer France Office of Transportation and Air Quality U.S. EPA / National Vehicle and Fuel Emissions Laboratory 2000 Traverwood Drive Ann Arbor, MI 48105 Phone: 734-214-4510 Fax: 734-214-4958 Email: france.jennifer@epa.gov

Alternative Task Order Contracting Officer’s Representative (ATOCOR) Patricia Suarez Office of Transportation and Air Quality U.S. EPA / National Vehicle and Fuel Emissions Laboratory 2000 Traverwood Drive Ann Arbor, MI 48105 Phone: 734-214-4312 Fax: 734-214-4958 Email: suarez.patricia@epa.gov

IV. AUTHORITIES

a. Legal Authority:

40 CFR 2, Public Information

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

42 U.S.C. Section 7401 Clean Air Act

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)

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

c. EPA Documents:

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

EPA Information Directives (https://www.epa.gov/irmpoli8/current-information-directives)

a. EPA Information Security Policy (CIO 2150.3) Procedures and Standards

b. EPA Privacy Policy (CIO 2151.1)

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

d. Web Governance and Management Policy (CIO 2180.1)

e. Digitization (Scanning) Procedures (CIO 2155-P-05.0)

f. Document Digitization (Scanning) Standards (CIO 2155-S-01.0)

EPA National Library Network Policy, Procedures and Standards --https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures

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

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

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

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

EPA Web Standards (https://www.epa.gov/web-policies-and-procedures/epa-webstandards) https://www.epa.gov/stylebook/epacommunications-stylebook-writing-guide https://www.epa.gov/irmpoli8/current-information-directives https://www.epa.gov/irmpoli8/current-information-directives https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures https://www.epa.gov/contracts/epa-vendor-communication-plan https://www.epa.gov/webguide https://www.epa.gov/web-policies-and-procedures https://www.epa.gov/web-policies-and-procedures https://www.epa.gov/webguide/web-style-guide https://www.epa.gov/web-policies-and-procedures/epa-webstandards https://www.epa.gov/web-policies-and-procedures/epa-webstandards

V. TASK ORDER COMPONENTS

1. BACKGROUND

The National Vehicle and Fuel Emissions Laboratory (NVFEL) is part of the Office of Transportation and Air Quality (OTAQ) of the Office of Air and Radiation (OAR). OTAQ is responsible for implementation of laws to control air pollution and greenhouse gas emissions from motor vehicles, engines, and the fuels that power them. OTAQ's programs address emissions from the range of mobile sources: cars and light trucks, large trucks and buses, farm and construction equipment, lawn and garden equipment, nonroad recreational vehicles (e.g., dirt bikes and snowmobiles), marine engines, aircraft, and locomotives. OTAQ's primary activities include:

Assessing mobile source-related air quality problems and developing sophisticated modeling tools to develop solutions, measure results, and support emission inventories.

Establishing national standards to reduce emissions from on-road and nonroad mobile sources of pollution.

Implementing national mobile source standards through certification processes and in-use monitoring strategies.

Developing fuel efficiency programs and technologies to reduce the emission of greenhouse gases from the transportation sector.

Researching, evaluating, and developing advanced technologies for controlling emissions, as well as developing new strategies for improving fuel efficiency.

NVFEL provides OTAQ with emissions testing services in support of rulemakings, certification, enforcement actions, and test procedures development.

The NVFEL Technical Library is required in order to provide OTAQ staff with support in the areas of transportation-related air emissions, conventional and alternative fuels, and other pertinent subjects related to the automotive and engine manufacturing, and petroleum refining and distribution industries. The library operates under the EPA National Library Network Policy and related EPA National Library Network Procedures:

EPA Library Materials Dispersal Procedures

EPA Library Reference and Research Services Procedures

EPA Repository Library Management Procedures

EPA Library Usage Statistics Procedures

Digitization Processes for EPA Libraries

EPA Library Facility Management Procedures

EPA Library Cataloging Procedures

EPA Library Collection Development and Management Procedures

EPA National Library Network Communication Strategies

EPA Library Disaster Response and COOP Procedures

EPA Library Interlibrary Loan/Document Delivery Procedures

EPA Library Public Access Procedures

The library’s Internet site is located at: https://www.epa.gov/libraries/national-vehicle-and-fuel-emissions-laboratory-library-services. The library’s intranet site is located at:

http://otaqintranet.epa.gov/index.php?option=com_content&view=article&id=108&Itemid=212.

Where work is to be performed:

NVFEL Library 2000 Traverwood Drive Ann Arbor, Michigan 48105

Hours:

Monday-Friday 7:30 am – 4:00 pm

2. PURPOSE

The purpose of this Performance Work Statement (PWS) is to acquire contract support for the operation of the NVFEL Library to:

Provide effective and efficient reference services to OTAQ staff, other EPA staff, other Federal and State/local government entities, and the public.

Support the planning, acquisition, and cataloging of the library’s holdings.

Maintain an effective circulation system for the library’s holdings.

Assist in the maintenance of the OTAQ public website and Intranet site.

Improve awareness of library holdings and services on the part of OTAQ staff.

Contract support activities may include:

Program Management

Management and Administration

Web Development and Maintenance

Presentations and Trainings

Customer Service

Collection Management and Modernization

Security

Transition

3. SCOPE

This Task Order (TO) will require the services described in Section 4 - Specific Tasks.

4. SPECIFIC TASKS

TASK 1: Program Management (Contract PWS Task 1) The Contractor shall provide program management support including, but not limited to, the following:

https://www.epa.gov/libraries/national-vehicle-and-fuel-emissions-laboratory-library-services https://www.epa.gov/libraries/national-vehicle-and-fuel-emissions-laboratory-library-services http://otaqintranet.epa.gov/index.php?option=com_content&view=article&id=108&Itemid=212

Subtask 1.1 Work Plan (Contract PWS Subtask 1.1) The Contractor shall submit a draft annual project work plan within 15 business days of the post award administration, and upon exercise of additional option years. The annual work plan shall include the following: staffing plan; project management; organization and management of tasks; operation and maintenance; schedules, hours and cost estimate associated with each task; project milestones; and other special tasks.

1.1 Deliverables

1.1.1 Annual work plan

1.1 Acceptance Criteria

The annual work plan meets agency requirements for accuracy, completeness, and ease of use, and is delivered on time.

Subtask 1.2 Annual Business Improvement Recommendation Proposal (Contract PWS Subtask 1.2) The Contractor shall submit an annual business improvement recommendation proposal at least 10 business days before the end of each contract year. It shall cover the following:

developing and updating Agency tools used for managing and locating materials;

automating and streamlining work flow processes; and tracking performance and other related efforts.

1.2 Deliverables

1.2.1 Annual Business Improvement Recommendation Proposal

1.2 Acceptance Criteria

The annual business improvement recommendation proposal meets Agency requirements and initiatives, and is delivered on time.

Subtask 1.3 Events and Meetings (Contract PWS Subtask 1.3) The Contractor is responsible for attending regularly scheduled meetings as described in the TO PWS and other professional conferences, ad-hoc meetings, or events as directed by the TOCOR/ATOCOR. The Contractor may be required to record and distribute meeting notes.

1.3 Deliverables

1.3.1 Documentation of meetings and events

1.3 Acceptance Criteria

All action items from meetings are documented and distributed to all attendees, as described in the PWS Terms and Conditions, or as directed by the TOCOR/ATOCOR.

Subtask 1.4 Reporting (Contract PWS Subtask 1.4)

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

a. A comprehensive and standardized report submitted by the 15th business day of each month that includes the following for the previous month: a summary of activities and deliverables produced for each task; a summary of difficulties encountered; a summary of technical direction received from TOCOR/ATOCOR; and financial information (direct costs, hours and dollars expended and the balance of hours and dollars remaining under TO ceilings for the current contract year).

b. An annual summary report submitted before the end of each base/option period that includes the following: all products and services completed and delivered under the TO, date of completion/delivery for all products, dollars and hours spent on each product/service and project level recommendations.

c. Statistical and narrative reports on usage of library services in accordance with the EPA Library Usage Statistics Procedures shall be submitted by the 5th business day of the month.

1.4 Deliverables

1.4.1 Monthly reports

1.4.2 Annual summary report

1.4.3 Statistical and narrative reports

1.4 Acceptance Criteria

All reports are accurate, complete, and clear; meet the stated standards; and are submitted on time.

Subtask 1.5: Library Network Coordination (Contract PWS Subtask 1.5) The Contractor shall:

a. Participate in EPA National Library Network collaborative activities such as teleconferences, workgroups, Listservs, and other communication channels, and shall contribute when appropriate to Library Network activities, projects, and requests for information.

b. Adhere to the EPA National Library Network policy and procedures, and provide detailed information to the Network as outlined in said procedures.

c. Attend the EPA National Library Network annual meeting and any other meetings pertinent to Contractor responsibilities in this Task Order, at the direction of the TOCOR/ATOCOR, and prepare a written report providing detailed notes from the meetings and recommendations for improvements that can be made to the NVFEL Library services within 5 business days of meeting.

1.5 Deliverables

1.5.1 Participation in and contribution to Network activities and requests for information

1.5.2 Meeting report

1.5 Acceptance Criteria

All documentation is accurate, complete, and clear; meets the stated standards;

and is submitted on time.

TASK 2: Management and Administration (Contract PWS Task 2)

Subtask 2.1: Annually Revise and Review Standard Operating Procedures (SOPs), Manuals, and Guides (Contract PWS Subtask 2.1) The Contractor shall:

a. Update the Standard Operating Procedures (SOPs) Manual as changes in the library services, policies, and procedures are made throughout the year. The SOPs Manual shall fully describe the day-to-day operations of the library, addressing each element of the PWS and describing in detail the steps to be followed to produce each deliverable.

b. Routinely review work processes and procedures to ensure that they are current, relevant, and reflect best practices. Recommend to the TOCOR/ATOCOR improvements in library operations and services as needed.

c. Provide recommendations to the TOCOR/ATOCOR on upgrades to existing technology specific to library applications, such as software, replacement systems, new equipment, etc. as needed. Recommendations shall include cost and vendor information.

2.1 Deliverables

2.1.1 Updated SOPs Manual

2.1.2 Recommendations on improvements to operations and services as needed

2.1.3 Recommendations on technology upgrades as needed

2.1 Acceptance Criteria

The SOPs Manual meets stated standards, is accurate, complete, and clear, and is updated in a timely manner.

Subtask 2.2: Clearance of Separating Contractors (Contract PWS Subtask 2.2) Departing contractors must account for all government property and records in their possession or custody, and must complete form 3110-1, Personnel Separation or Transfer Checklist, per agency policy 3110.5a.

2.2 Deliverables

2.2.1 Form 3110-1: Personnel Separation or Transfer Checklist

2.2 Acceptance Criteria

Form is complete and accurate, and is submitted when the contractor departs.

TASK 3: Web Development and Maintenance (Contract PWS Task 3) The Contractor shall develop, update, and maintain the OTAQ Internet and Intranet websites, following Agency procedures, and as outlined in EPA Web Policies and Procedures (https://www.epa.gov/web-policies-and-procedures/epa-web-standards and https://www.epa.gov/webguide/web-style-guide). The Contractor shall notify the TOCOR/ATOCOR if there are substantive updates needed that reflect policy changes or processes. The Contractor shall produce a list of possible improvements to the Internet and Intranet sites by the 3rd of each month for inclusion in the monthly report.

Subtask 3.1: Develop and Maintain Internet and Intranet Websites (Contract PWS Subtask 3.1) The OTAQ Internet and Intranet websites shall be developed, updated, and maintained, following Agency procedure as outlined in EPA Web Policies and Procedures.

a. Suggest content, structure, navigation, link descriptors, and navigational and help pages, as needed.

b. Create (code) and modify Web pages and templates as requested. Run spell-check and a link-checker to ensure there are no spelling errors or broken links.

c. Update the site map on Intranet site when a Web page is created, deleted, or changed. Update the alphabetical Topics List for the OTAQ Internet site when a Web page is created, deleted, or changed.

d. Create OTAQ inventory of OTAQ Web pages when site goes from staging to live in the Agency’s Web Content Management System (WebCMS), and update all inventories twice a year (at the mid-point and at the end of each base/option period). Create a current inventory upon request by OTAQ Web Manager.

e. Review the EPA public website for all Federal Register notices and press releases that are related to OTAQ on a daily basis, and link to them from the OTAQ “Federal Register Notices” and “Press Releases” Web pages respectively.

f. When a new Federal Register notice is published, replace it for the pre-publication rulemaking files within a day, if applicable.

g. Distribute an e-mail message to the otaq-announce listserv listing the new additions to the OTAQ public website on a monthly basis.

h. Check the Broken Links report monthly and:

Notify the appropriate Division Internet Coordinator and OTAQ Web Manager what files have broken links, where the broken links are on the Web pages, and that the Web Librarian will be fixing the broken links.

Fix the identified broken links per the procedures outlined in the OTAQ Web Guide (http://otaqintranet.epa.gov/index.php?option=com_content&view=article https://www.epa.gov/web-policies-and-procedures/epa-web-standards https://www.epa.gov/webguide/web-style-guide http://otaqintranet.epa.gov/index.php?option=com_content&view=article&id=177&Itemid=267

&id=177&Itemid=267), unless the OTAQ Web Manager or Division Internet Coordinator requests that the Web Librarian not proceed.

i. Create basic Web graphics, buttons, rollover images, and pop-up menus; retouch photos; and resize photos to optimize size and quality for Web as needed.

j. Post and delete files to the Web server as needed.

k. Provide assistance to OTAQ Web Manager and content owners to republish or remove their content from the WebCMS as required by the CMS-generated prompts to review content as needed.

3.1 Deliverables

3.1.1 Suggestions on content, structure, navigation, link descriptors, and navigational and help pages

3.1.2 Web pages coded and templates modified

3.1.3 Updated OTAQ Intranet site map and OTAQ Internet site alphabetical Topics List

3.1.4 Updated OTAQ Inventory of Web pages

3.1.5 Updated OTAQ Federal Register Notices and Press Releases Web pages

3.1.6 Pre-publication versions of rulemaking files are replaced by links to Federal Register Notices

3.1.7 Monthly email message for otaq-announce listserv

3.1.8 Notification to OTAQ Web Manager and Division Internet Coordinator of broken links and broken links fixed

3.1.9 Web graphics, buttons, rollover images, and pop-up menus created; photos retouched and resized

3.1.10 Files posted and deleted from Web server

3.1.11 Dated materials identified, deleted, and archived

3.1 Acceptance Criteria

The OTAQ Internet / Intranet websites are developed, updated, and maintained as specified by the TO, following Agency procedure, and as outlined in EPA Web Policies and Procedures, and are accurate. Changes meet the stated standards and are delivered on time.

Subtask 3.2: Web Content Metadata (Contract PWS Subtask 3.2) The Contractor shall maintain metadata records for OTAQ’s Web resources in the WebCMS for priority content.

a. Create metadata for Web pages and documents if missing.

b. Review existing metatags to ensure they are thorough, accurate, and complete.

Notify OTAQ Web Manager of needed changes. Make the changes and repost files as directed by OTAQ Web Manager.

c. Assist in gathering, creating, improving, and maintaining metadata for search engines and EPA/OTAQ metadata repositories for Web pages and documents.

http://otaqintranet.epa.gov/index.php?option=com_content&view=article&id=177&Itemid=267

3.2 Deliverables

3.2.1 Metadata is created for Web pages and documents

3.2.2 Metatags are reviewed on new/modified Web pages and changes are made per Web Manager’s approval

3.2.3 Metadata is gathered, created, improved, and maintained for search engines and EPA/OTAQ metadata repositories

3.2 Acceptance Criteria

Metadata records for OTAQ’s Web resources are complete, accurate, clear, and up-to-date.

TASK 4: Presentations and Training (Contract PWS Subtask 4) All presentations, briefings, training sessions, demonstrations, and educational programs regarding information products, services and databases shall be organized, set-up, and conducted per Agency guidelines. All corresponding materials shall be created and facilitated in accordance with the EPA Communications Stylebook (https://www.epa.gov/stylebook) and Agency regulations and policies governing media, or as directed and approved by the TOCOR/ATOCOR.

Subtask 4.1: Presentations, Outreach and Promotions (Contract PWS Subtask 4.1) The Contractor shall develop briefings, outreach materials, and educational programs to instruct customers in the use and availability of information products and library services.

The Contractor shall participate in, set up, and conduct demonstrations of EPA’s information products, services, and databases to a broad array of customers. Any materials prepared must be in accordance with EPA’s regulations and policies governing that particular medium and format. These include, but are not limited to, the following:

a. Prepare a monthly newsletter for OTAQ staff that follows the template and guidelines established by the TOCOR/ATOCOR by the 5th business day of each month.

b. Update the NVFEL Library User’s Guide when information or services change.

c. Keep the NVFEL Library Intranet pages for OTAQ staff up-to-date.

d. Keep the NVFEL Library Internet Web page for the public up-to-date.

e. Prepare an annual plan within 15 business days of the post award administration, and upon exercise of additional option years that identifies the training sessions, educational materials, and marketing activities and materials that the Contractor will design and implement for OTAQ staff on the NVFEL library services and holdings, how to use EPA-wide library services (e.g., EPA’s Online Library System [OLS]), etc. This shall include preparation of appropriate marketing activities and materials to promote the library to OTAQ staff in conjunction with National Library Week.

https://www.epa.gov/stylebook

f. Carry out the design and implementation of educational materials and marketing activities/materials as identified in the Annual Plan. This shall include statistics on participation in and evaluation/feedback received on such marketing activities.

g. Prepare an annual summary of the Library’s activities in the previous fiscal year by the 1st business day of November that includes:

Total statistics for the year (see Reporting Requirements).

Summaries of all extensive research requests conducted (number of requests by types of research activity and ten (10) representative examples of requests including topic, research type, results/deliverables, requesting division, and month conducted).

Most current number of library holdings.

Total number of new items and services added to the collection and subtotals by category (i.e., monographs, annuals, new serials, new CD-ROMs [Compact Disk – Read Only Memory], new online services), including EPA documents.

Summary of all educational and training activities conducted.

Samples of positive feedback received from library patrons.

4.1 Deliverables

4.1.1 Monthly library newsletter

4.1.2 Updated NVFEL Library User’s Guide

4.1.3 Updated NVFEL Library Intranet site

4.1 4 Updated NVFEL Library Internet site

4.1.5 Annual Education and Training Plan

4.1.6 Educational materials and marketing activities/materials as identified in the Annual Plan, and statistics on participation in and evaluations received on training sessions and marketing activities

4.1.7 Summary of library activities in fiscal year

4.1 Acceptance Criteria

Presentations, briefings, demonstrations, and educational programs are well-organized and conducted per Agency guidelines. All corresponding materials are created in accordance with the Agency’s regulations and policies, and PWS Section 5, Special Technical Requirements, or as directed by the TOCOR/ATOCOR.

Subtask 4.2: Training (Contract PWS Subtask 4.2) The Contractor shall recommend, develop, and offer training to EPA staff as directed by the TOCOR/ATOCOR. The Contractor shall provide relevant training materials for participants.

This shall include statistics on participation in and evaluation/feedback received on training sessions.

4.2 Deliverables

4.2.1 Training sessions as identified in the Annual Plan or directed by the TOCOR/ATOCOR, training materials as needed, and statistics on participation in and evaluations received on training sessions

4.2 Acceptance Criteria

Training sessions are conducted as identified in the Annual Plan or directed by the TOCOR/ATOCOR, and are well-organized and presented; relevant training materials are provided that meet Agency regulations and policies; and statistics on participation in and evaluations received on training sessions are provided to

TOCOR/ATOCOR.

TASK 5: Customer Service (Contract PWS Task 5) The Contractor shall treat customers in a professional and courteous manner as their requests are facilitated according to the Agency’s Customer Service and Public Access Standards (see http://intranet.epa.gov/oei/imitpolicy/qic/ciopolicy/2171-s-01.pdf on EPA Intranet at http://intranet.epa.gov/oei/imitpolicy/policies.htm). The Contractors shall identify themselves as contractors in all dealings with patrons. The Contractor shall follow the EPA Library Public Access Procedures, the EPA Library Reference and Research Services Procedures, the EPA Library Usage Statistics Procedures, the EPA Library Interlibrary Loan/Document Delivery Procedures, the EPA Library Facility Management Procedures, and EPA Library Disaster Response and Continuity of Operations (COOP) Procedures.

Subtask 5.1: Onsite Operations (Contract PWS Subtask 5.1) Normal operating hours for the NVFEL Library are 7:30 a.m. to 4 p.m. on all regular government workdays except when NVFEL is closed for safety, weather, or other critical reasons. The Contractor shall:

a. Continually staff the reference desk from 9 a.m. to 4 p.m. Minimum staffing consists of one (1) librarian in the library at all times during coverage hours. Services shall be made available in person as well as electronically via client desktops.

b. Maintain the library (reading areas and stacks) and the Contractor work area in a neat and orderly fashion.

c. Submit a complete inventory of government-furnished equipment (GFE) including computers and related equipment, fiche reader/printers, CD-ROM players, desks, chairs, etc. within 15 business days of the post award administration, and upon exercise of additional option years.

d. Maintain GFE in good working order. All equipment shall be accessible and stand ready for use in accordance with Agency policy and safety standards. The Contractor shall notify the TOCOR/ATOCOR immediately when any equipment breakdown occurs. The TOCOR/ATOCOR will arrange for any necessary maintenance to or repair of GFE, and will notify the Contractor of estimated time necessary for maintenance/repair of GFE. The Contractor shall notify the http://intranet.epa.gov/oei/imitpolicy/qic/ciopolicy/2171-s-01.pdf http://intranet.epa.gov/oei/imitpolicy/policies.htm

TOCOR/ATOCOR if and how any delays in maintaining/repairing GFE will affect the library’s ability to provide service.

e. Process library mail daily.

f. Develop a Disaster Plan for the NVFEL Library within 30 business days of the post award administration; take necessary steps for disaster preparedness; and follow disaster response steps when needed.

5.1 Deliverables

5.1.1 Inventory of GFE

5.1.2 Notification of needed maintenance/repair of GFE

5.1.3 NVFEL Library Disaster Plan

5.1 Acceptance Criteria

Site operations meet stated standards.

Subtask 5.2: Customer Service Request Tracking (Contract PWS Subtask 5.3) All customer service requests shall be tracked, synthesized and readily available for reporting requirements. The Contractor shall maintain an internal statistical database (including, but not limited to: name, organization, and contact information of requestor;

date of request; method of request; description of request; description of specific results;

name of person who completed the request; completion date; and time spent to respond) to: (1) document, track, and synthesize all customer service requests; (2) produce monthly usage statistics reports for EPA National Library Network; and (3) provide required information for monthly technical reports.

5.2 Deliverables

5.2.1 Up-to-date statistical database for customer service requests

5.2 Acceptance Criteria

Database meets stated standards and is up-to-date.

Subtask 5.3: Customer Service Feedback (Contract PWS Subtask 5.4) All customer service feedback tools shall be developed and/or distributed to appropriate internal stakeholders per the EPA National Library Network guidelines, including the use of its service evaluation form (i.e., Survey Monkey) for internal patrons. The Contractor shall notify the TOCOR/ATOCOR of any patron complaints immediately.

5.3 Deliverables

5.3.1 Notification of patron complaints

5.3 Acceptance Criteria

Customer service feedback tools are always used and 95% of the feedback is somewhat or very satisfied. Notification of complaints is submitted within one (1) business day.

Subtask 5.4: Interlibrary Loan and Document Delivery (Contract PWS Subtask 5.5) The Contractor shall, upon request by customers, obtain information not available in the collection through Interlibrary Loan (ILL) or document delivery services following American Library Association (ALA) guidelines and provisions of the Copyright Law. The Contractor shall maintain accurate records of all transactions in accordance with existing copyright laws. Free resources and reciprocal agreements should be the method of choice when obtaining materials on Interlibrary Loan. Document Delivery should be considered when it provides best value to the contract. The Contractor shall strive to retrieve ILL materials from OTAQ staff in time to strictly adhere to all ILL loan periods and make every attempt to ensure EPA materials are promptly returned from other libraries. The Contractor shall update the internal statistical database for each request filled.

5.4 Deliverables

5.4.1 Copyright compliance records

5.4.2 Documentation of ILL and document delivery requests to be included in the monthly report

5.4 Acceptance Criteria

Copyright compliance records and documentation of ILL and document delivery requests are accurate, complete, and up-to-date.

Subtask 5.5: Reference and Research Support Services (Contract PWS Subtask 5.6) The Contractor shall provide reference assistance and research support on environmental topics and program issues. The Contractor shall not interpret Agency policy or answer questions concerning technical or policy issues. Upon collection of data, the Contractor shall synthesize the information for use by the customer. The Contractor shall answer requests for brief facts or simple data within specified policy and turn-around times and/or deadlines. The Contractor shall provide in-depth research support on environmental topics, policies and program issues in accordance with the Agency’s mission and guidelines. The Contractor shall provide reference/research assistance to other libraries, organizations and information centers, both EPA and external. The Contractor shall assist patrons in accessing end-user services, including, but not limited to: EPA databases, online library catalogs, and Internet resources. The Contractor shall obtain permission from the TOCOR/ATOCOR to conduct searches that would incur costs. The Contractor shall update the internal statistical database for each request.

5.5 Deliverables

5.5.1 Documentation of reference and research requests to be included in the monthly report

5.5 Acceptance Criteria

Documentation of reference and research requests are accurate, complete, and up-to-date.

TASK 6: Collection Management and Modernization (Contract PWS Task 7) All documents that contain information requiring special handling, such as Confidential Business Information (CBI) and Personal Identifiable Information (PII), shall be safeguarded under existing laws and regulations.

Subtask 6.1: Inventory of Hardcopy, Digital and/or Other Collections (Contract PWS Subtask 7.2) The Contractor shall conduct and maintain an electronic inventory of the library’s hardcopy and electronic collections (including the identification of missing materials) as required by the EPA National Library Network policies and procedures and per EPA National Library Network due dates. The Contractor shall conduct the inventories in an organized manner to preserve the integrity of the collections for future action.

The Contractor may be called upon to use such inventories to inform work plans and cost estimates for potential modernization efforts that may include, but are not limited to the following activities: reviewing materials, populating databases, scanning, carrying out quality assurance, uploading, and metadata indexing.

6.1 Deliverables

6.1.1 Library inventory

6.1 Acceptance Criteria

Library inventory is accurate and completed on time.

Subtask 6.2: Circulation of Library Materials (Contract PWS Subtask 7.3) The Contractor shall operate an efficient circulation system for library materials to ensure that materials are readily available to EPA staff and can be easily located when on loan.

a. Circulate library materials to library customers in accordance with EPA National Library Network policies and procedures.

b. Notify the TOCOR/ATOCOR of materials that are more than 60 days overdue at the end of each month. Suspend and reinstate borrowing privileges as directed by

TOCOR/ATOCOR.

c. Maintain circulation statistics for retrieval, analysis, and future decision making.

d. Shelve all materials used in or returned to the library on a daily basis.

6.2 Deliverables

6.2.1 List of materials that are more than 60 days overdue

6.2.2 Circulation statistics to be included in the monthly report

6.2 Acceptance Criteria

Notification of overdue materials is accurate and submitted on time.

Circulation statistics are accurate, thorough, and up-to-date.

Subtask 6.3: Library Collection Development and Lifecycle Management (Contract PWS Subtask 7.4) The Contractor shall follow the EPA Library Collection Development and Management Procedures to:

a. Assist the TOCOR/ATOCOR in the creation of a Collection Development Statement for the NVFEL Library.

b. Review and analyze current collections, announcements of new materials, suggestions by patrons, and ILL requests and recommend new acquisitions for the library collection to the TOCOR/ATOCOR by the 5th business day of each month (urgent or emergency requests should be forwarded at the time of the request).

c. Upon TOCOR/ATOCOR’s approval of recommended purchases, prepare the EPA Purchase Request (PR), including all necessary ordering information, for the TOCOR/ATOCOR within five (5) business days of TOCOR/ATOCOR approval of purchase.

d. Track journal renewal notices and submit them with the EPA PR to the TOCOR/ATOCOR for processing no less than one (1) month before expiration date.

e. Update the librarian’s portion of the NVFEL Library “Annuals and Subscriptions” spreadsheet as needed and update the acquisitions spreadsheet for the fiscal year the same day as PR forms are prepared.

f. Review donated materials upon receipt and recommend to the TOCOR/ATOCOR which materials to add to the collection and identify which materials to reject (based on the Collection Development Statement) within one (1) week of receipt.

Return rejected materials to the donor; if they don’t want them, follow the EPA Library Materials Dispersal Procedures.

g. Process all serials and acquisitions received per EPA policies and procedures within one (1) week of receipt.

h. Within one (1) week of receipt of new OTAQ documents: follow the NVFEL Library Document Processing Workflow Checklist (for procedures on cataloging and providing a copy to the Government Printing Office [GPO] and the National Technical Information Service [NTIS] as needed); add to the NVFEL Library collection; and provide a copy to EPA Repository Libraries in accordance with the EPA Repository Library Management Procedures.

i. Recommend materials to remove from the collection for TOCOR/ATOCOR approval by the 5th business day of each month. Upon approval of TOCOR/ATOCOR, disperse materials following the EPA Library Materials Dispersal Procedures and update OLS accordingly.

6.3 Deliverables

6.3.1 Comments on the Collection Development Statement

6.3.2 List of recommended new acquisitions for the collection

6.3.3 Completed PR forms

6.3.4 Annual renewal notices and completed PR forms

6.3.5 Updated “Annuals and Subscriptions” spreadsheet and acquisitions spreadsheet for the fiscal year

6.3.6 List of recommended donated materials to add to collection and list of donated materials to reject

6.3.7 Serials and acquisitions processed and added to the collection

6.3.8 OTAQ documents processed and added to the collection

6.3.9 List of materials recommended to be removed from collection. OLS updated

6.3 Acceptance Criteria

PRs, acquisition spreadsheets, list of donated materials, and recommendations for dispersal are accurate, complete, and submitted on time.

Subtask 6.4: Organization of Information Resources and Cataloging (Contract PWS Subtask 7.6) The Contractor shall maintain an accurate catalog of collection materials in applicable catalogs, including OCLC and OLS, in accordance with EPA National Library Network policies and procedures. The Contractor shall catalog all new items, including EPA documents, all Society of Automotive Engineers (SAE) individual papers and Special Publications, and monographs via original or copy cataloging as appropriate within one (1) week of receipt.

In the case of a large number of documents/materials that need to be cataloged at once, the Contractor may send the materials to AWBERC to be cataloged if approved by the TOCOR/ATOCOR in advance.

6.4 Deliverables

6.4.1 Library holding records in OCLC and OLS are updated

6.4 Acceptance Criteria

Library holding records are accurate, complete, and up-to-date.

Subtask 6.5: Processing Library Materials for Digitization (Contract PWS Subtask 7.8) The Contractor shall support the EPA National Library Network’s ongoing project to digitize all EPA publications by performing the following tasks in accordance with the “Digitization Processes for EPA Libraries Procedure”:

a. Identify and prioritize EPA documents in the local collection that need to be digitized.

b. Prepare and ship materials to the digitization contractor.

c. Evaluate materials returned from digitization for accuracy and completeness.

d. Prepare materials for re-shelving as needed, including rebinding, editing catalog records, or labeling.

6.5 Deliverables

6.5.1 Documents digitized

6.5 Acceptance Criteria

Digitization projects are completed accurately, thoroughly, and on time.

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 Freedom of Information Act (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 Contracting Officer (CO). The Contractor shall work cooperatively and collaboratively with subcontractors that are selected to operate TO specific tasks. The Contractor shall report to the TOCOR/ATOCOR any issues that arise from collaborating with subcontractors.

5.4 Knowledge and Training

5.4.1 Knowledge

The Contractor shall be knowledgeable of the information lifecycle processes and understand how to manage information and records derived from multiple sources (potentially including mobile devices and Web interfaces) in a variety of formats (e.g.

data, paper documents, electronic documents, audio, social business, video, microfiche, and microfilm). The Contractor shall have experience in both information intake (i.e.

capturing, managing, preserving, and storing) and output (i.e. making it accessible and/or delivering it to the customers in a quick and efficient manner). The Contractor shall also be required to develop a working level understanding of hardware and software used on their TO, be capable of cooperating with EPA specialists to offer litigation and FOIA support, and demonstrate a general understanding of relevant EPA and federal regulations and policies.

5.4.2 Training/ Technical Competency

The Contractor shall ensure that all contract staff complete EPA required trainings and provide the documentation to the TOCOR/ATOCOR. The Contractor shall also complete the necessary trainings required by the TO subject area.

Required EPA training includes, but is not limited to:

Information Security Awareness

5.5 Certifications

5.5.1 Libraries: Required Certifications

Each Network library shall be staffed by at least one experienced, professional librarian with a Master’s degree in Library and/or Information Science, unless a prior exemption is granted.

Contract staff that work in the Library Network may be required to provide customers access to Off-Site Consequence Analysis (OCA) material. Contractors may be required to become certified to handle OCA material.

5.6 Background Investigations

The Contractor shall comply with EPA's Personnel Security in all steps to accomplish background investigations. All Contractor staff must pass background checks before commencing work on this contract.

5.7 Telework

Teleworking privileges shall be granted under special circumstances. The Contractor shall submit a list of all staff that wish to telework for TOCOR/ATOCOR approval. The Contractor shall ensure that all Contractor staff have submitted the appropriate documentation for telework privileges.

6. TRAVEL

The Contractor may be required to travel to other offices, relevant conferences, or EPA sponsored training as directed by the TOCOR/ATOCOR.

7. GOVERNMENT ACCEPTANCE PERIOD

The TOCOR/ATOCOR will review deliverables and/or performance prior to acceptance. The criteria for acceptance will be provided in the Task Order Performance Work Statement. The TOCOR/ATOCOR will have the right to reject or require correction of any deficiencies found in the deliverables that do not meet the requirements of the Task Order Performance Work Statement or the Contractor’s accepted proposal for each task order. In the event of a rejected deliverable, the Contractor will be notified in writing by the TOCOR/ATOCOR of the specific reasons for rejection and provided instructions for correction and resubmission.

8. MANAGEMENT CONTROLS

The following management controls are intended to ensure that Agency officials remain accountable, retain control over the Contractor’s services do not place EPA in a vulnerable position. The TOCOR/ATOCOR is responsible for assuring compliance.

The TOCOR/ATOCOR will monitor the deliverable schedule and review the deliverables to ensure that the content and quality are responsive to the requirements of the PWS. Under this contract, the TOCOR/ATOCOR may not provide technical direction to the Contractor which would affect the overall scope of the contract or TO or the level of effort without consulting with the contract Contracting Officer’s Representative (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

ALA: American Library Association ATOCOR: Alternate Task Order Contract Officer’s Representative AWBERC: Andrew W. Breidenbach Environmental Research Center CBI: Confidential Business Information CD-ROM: Compact Disk – Read Only Memory CMS: Content Management System COOP: Continuity of Operations COR: Contracting Officer’s Representative CO: Contracting Officer FOIA: Freedom of Information Act GFE: Government-Furnished Equipment GPO: Government Printing Office ILL: Interlibrary Loan NTIS: National Technical Information Service NVFEL: National Vehicle and Fuel Emissions Laboratory OAR: Office of Air and Radiation OCA: Offsite Consequence Analysis OCLC: Not an acronym, the name of the company OLS: Online Library System OTAQ: Office of Transportation and Air Quality PII: Personal Identifiable Information PR: Purchase Request PWS: Performance Work Statement QASP: Quality Assurance Surveillance Plan SAE: Society of Automotive Engineers SOP: Standard Operating Procedures TO: Task Order

TOCOR: Task Order Contracting Officer’s Representative WebCMS: Web Content Management System

12. SCHEDULE OF DELIVERABLES

Task Description Frequency/Deadline

TASK 1: PROGRAM MANAGEMENT

1.1.1 Annual work plan Within 15 business days of

the post award administration, and upon exercise of additional option years

1.2.1 Annual business improvement

recommendation proposal

At least 10 business days before the end of each contract year

1.3.1 Documentation of meetings and events As directed by

TOCOR/ATOCOR

1.4.1 Monthly reports By the 5th business day of

each month

1.4.2 Annual summary report Before the end of each

base/option period

1.4.3 Statistical and narrative reports By the 5th business day of each month

1.5.1 Participation in and contribution to EPA

National Library Network activities and requests for information

As requested by the EPA National Library Network

1.5.2 Meeting reports As directed by

TOCOR/ATOCOR

TASK 2: MANAGEMENT AND ADMINSTRATION

2.1.1 Updated SOPs Manual As changes in the library

services, policies, and procedures are made throughout the year

2.1.2 Recommendations on improvements to

operations and services

As needed

2.1.3 Recommendations on technology upgrades As needed

2.2.1 Form 3110-1: Personnel Separation or

Transfer Checklist As needed

TASK 3: WEB DEVELOPMENT AND MAINTENANCE

3.1.1 Suggestions on content, structure, navigation, link descriptors, and navigational and help pages

As needed

3.1.2 Web pages coded and templates modified As requested

3.1.3 Updated OTAQ Intranet site map and OTAQ

Internet site alphabetical Topics List

As needed

3.1.4 Updated OTAQ Inventory of Web pages As needed

3.1.5 Updated OTAQ Federal Register Notices and

Press Releases Web pages

Daily

3.1.6 Pre-publication versions of rulemaking files

are replaced by links to Federal Register Notices

As needed

3.1.7 Monthly email message for otaq-announce

listserv

Monthly

3.1.8 Notification to OTAQ Web Manager and

Division Internet Coordinator of broken links and broken links fixed

Monthly

3.1.9 Web graphics, buttons, rollover images, and

pop-up menus created; photos retouched and resized

As needed

3.1.10 Files posted and deleted from Web server As needed

3.1.11 Dated materials identified, deleted, and

archived As needed

3.2.1 Metadata is created for Web pages and

documents

As needed

3.2.2 Metatags are reviewed on new/modified

Web pages and changes are made per Web Manager’s approval

As needed

3.2.3 Metadata is gathered, created, improved, and maintained for search engines and EPA/OTAQ metadata repositories

As needed

TASK 4: PRESENTATIOINS, OUTREACH, AND PROMOTIONS

4.1.1 Monthly library newsletter By the 5th business day of

each month

4.1.2 Updated NVFEL Library User’s Guide As needed

4.1.3 Updated NVFEL Library Intranet site As needed

4.1.4 Updated NVFEL Library Internet site As needed

4.1.5 Annual Education and Training Plan Within 15 business days of the post award administration, and upon exercise of additional option years

4.1.6 Educational materials and marketing

activities/materials as identified in the

As identified in the Annual Education and Training Plan

Annual Plan, and statistics on participation in and evaluations received on training sessions and marketing activities

4.1.7 Summary of library activities in fiscal year By the 1st business day of November each year

4.2.1 Training sessions & training materials Sessions as identified in the Annual Plan or directed by the TOCOR/ATOCOR;

training materials as needed

4.2.2 Statistics on participation in and evaluations

received on training sessions

For each training session

TASK 5: CUSTOMER SERVICE

5.1.1 Inventory of GFE Within 15 business days of

the post award administration, and upon exercise of additional option years

5.1.2 Notification of needed maintenance/repair

of GFE

Immediately when any equipment breakdown occurs

5.1.3 NVFEL Library Disaster Plan Within 30 business days of

the post award administration

5.2.1 Up-to-date statistical database for customer

service requests

Daily

5.3.1 Notification of patron complaints Upon receipt

5.4.1 Copyright compliance records As needed

5.4.2 Documentation of ILL and document delivery

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