Attachment8_Libraries_AWBERC_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

AWBERC Library

Information Management Center Services IV (IMCS IV) Contract

Contract #: TBD

Task Order #: TBD

Task Order Performance Work Statement

June 3, 2016

I. TITLE: Library Services for the Andrew W. Breidenbach Environmental Research Center

(AWBERC), Cincinnati, Ohio

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: Heather Wright

Office: Information Resources Management Division (IRMD)

Office of Administration and Resource Management

(OARM)

Address: 26 W. Martin Luther King Dr.

Cincinnati OH 45268

Telephone Number: 513-569-7992

Fax Number:

Email: wright.heather@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Jeannie Turner

Office: IRMD/OARM Cincinnati

Address: 26 W. Martin Luther King Dr.

Cincinnati OH 45268

Telephone Number: 513-569-7909

Fax Number:

Email: turner.jeannie@epa.gov

IV. AUTHORITIES

a. Legal Authority:

Paperwork Reduction Act of 1995

b. Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

Clean Air Act 112(r)

c. EPA Documents:

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

V. TASK ORDER COMPONENTS

1. BACKGROUND

The Andrew W. Breidenbach Environmental Research Center (AWBERC) Library provides information services covering a wide range of environmental and related subjects of interest to EPA staff and the general public. There is also a collection of materials on social, economic, legislative, legal, and administrative and management projects related to all aspects of environmental policy.

Where work is to be performed: 26 W. Martin Luther King Dr.

Cincinnati, Ohio 45268 and – as needed – minimally at other sites.

2. PURPOSE

The purpose of this task order is to operate the AWBERC Library, provide library services to

EPA staff and the general public, and provide support to the EPA Library Network to ensure network communication and resource sharing. Services shall be made available in person as well as electronically via client desktops. These services shall provide access to electronic https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures https://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures information, databases, document delivery services, and pathfinders to material that is in hardcopy. AWBERC Library is a Lead Service Center within the EPA Library Network and maintains service agreements with other network libraries to provide a range of library services. AWBERC Library also serves as Repository Library for the Network, helping preserve EPA publications in print for perpetuity. Contract support activities may include:

Program Management

Web Development and Maintenance

Presentations and Meetings

Customer Service

Collection Management and Modernization

3. SCOPE

This task order will require the services described in Section 4, Specific Tasks.

4. SPECIFIC TASKS

Task 1: Program Management (Contract PWS Task 1)

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

1.1 Events and Meetings (Contract PWS Task 1.3)

With the approval of the EPA Task Order Contracting Officer’s Representative (TOCOR), the contractor shall permit one employee to attend training and workshops for systems subscribed to by the EPA during the period of performance. The contractor may assume two (2) trips for enhancement activities.

With the approval of the TOCOR/ATOCOR, via written Technical Direction, the contractor shall permit one employee to travel, if necessary, to attend the annual librarian’s conference or similar conference to brief the network on AWBERC Library’s projects and activities.

With approval of the TOCOR/ATOCOR, the contractor shall travel, if necessary, to attend training on EPA databases and systems accessed to provide information services to EPA.

1.1 Deliverables

1.1.01 Events and Meetings Report highlighting the benefits of meetings or activities to the EPA

1.1 Acceptance Criteria

TOCOR receives training report within three working days after the contractor has returned to work.

1.2 Reporting (Contract PWS Task 1.4)

The contractor shall provide reports which demonstrate progress on initiatives and library accomplishments, including (but not limited to):

Weekly reports

Monthly reports

Annual reports

As required/requested

1.2 Deliverables

1.2.01 Required reports as specified in individual tasks - ongoing

1.2 Acceptance Criteria

All reports shall be submitted timely and be accurate, complete, and clear.

1.3 Library Network Coordination (Contract PWS Task 1.5)

The contractor shall 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 and projects. The

Contractor shall adhere to the Network policy and procedures and shall provide detailed information to the Library Network as outlined in said procedures. AWBERC Library’s role as a Lead Service Center may require assisting other network libraries from time to time in order to ensure no lapse of information services at other sites. Such assistance, provided at the technical direction of TOCOR/ATOCOR, will be on an interim basis unless the designated libraries decide to sign a Lead Service Center Agreement. At the direction of the TOCOR/ATOCOR, the contractor shall attend the EPA National Library Network annual meeting and any other meetings pertinent to Contractor responsibilities in this task order.

All network participation and coordination activities shall be documented in monthly progress reports. Monthly reports are due by the third business day of the following month.

The contractor shall distribute one copy of the monthly progress reports to Deborah

Balsamo, Library Network National Program Manager (balsamo.deborah@epa.gov).

1.3 Deliverables

1.3.01 participation in network activities/communication – ongoing

1.3.02 monthly report

1.3 Acceptance Criteria

All materials developed in support of these activities shall be accurate, timely, and of professional quality.

1.3.1 Lead Service Center Libraries (Contract PWS Task 1.5.1)

AWBERC Library serves as a Lead Service Center Library within the EPA National Library

Network. Contractor shall assist other libraries with a range of library services, including

Reference and Research Support, Interlibrary Loan and Document Delivery, Collection

Management, and Cataloging.

1.3.1 Deliverables

1.3.1.01 Provide assistance as requested – ongoing

1.3.1 Acceptance Criteria

All services shall be delivered in a professional and timely manner as described within each service task description.

Task 2: Web Development and Maintenance (Contract PWS Task 3)

The contractor shall provide content changes and updates for the existing EPA AWBERC Library

World Wide Web home page on the internet/intranet. All web changes will be made by the

OARM computer support personnel. The contractor shall facilitate access to electronic services and products of the various Agency information collections.

mailto:balsamo.deborah@epa.gov

The contractor shall demonstrate the use of the Library home page to library patrons and databases and at meetings with TOCOR/ATOCOR approval.

All information that the contractor submits to be placed on the home page and intranet shall be approved first by the TOCOR/ATOCOR and must go through the OARM Cincinnati intranet approval channels. This includes any hypertext links.

The Library’s internet site can be found at https://www.epa.gov/libraries/andrew-w-breidenbach-environmental-research-center-library-services. The Library’s intranet site can be found at http://cincinnati.epa.gov/library/index.asp.

2.0 Deliverables

2.0.01 Library internet/intranet change report – frequency is as needed

2.0 Acceptance Criteria

The contractor shall ensure that all the information that exists on the library home page and intranet has been approved by the TOCOR/ATOCOR, is current, organized in a clear manner, and relates to the environment or other government information. Library internet/intranet changes shall be sent to the TOCOR/ATOCOR as needed.

Task 3: Presentations and Meetings (Contract PWS Task 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 and Agency regulations and policies governing media, or as directed and approved by the TOCOR/ATOCOR.

3.1 Presentations, Outreach, and Promotions (Contract PWS Task 4.1)

The contractor shall prepare a quarterly newsletter made available in the library and on-line to EPA staff in AWBERC Library. The contractor shall prepare/update brochures, pathfinders, and flyers as required or requested by the TOCOR/ATOCOR, via written technical directive. All documents shall be prepared in draft form for TOCOR/ATOCOR review and approval. The contractor shall develop effective and attractive displays of materials of interest to EPA staff and the public, including displays of the most recent issues of journals, newsletters, and other materials.

https://www.epa.gov/libraries/andrew-w-breidenbach-environmental-research-center-library-services https://www.epa.gov/libraries/andrew-w-breidenbach-environmental-research-center-library-services http://cincinnati.epa.gov/library

The contractor, upon receipt of written Technical Direction from the TOCOR/ATOCOR, shall give briefings and tours and develop Internet or print training information about the library in order to promote the services that are available to EPA staff.

3.1 Deliverables

3.1.01 Quarterly newsletter

3.1 Acceptance Criteria

Contractor shall abide by the timeframes established above. Information presented shall be clear, concise, relevant to audience, and accurate.

3.2 Training (Contract PWS Task 4.2)

The contractor shall develop orientation sessions on the use of the library and its information services and offer such orientation sessions as part of the day-to-day operations of the library. Orientation sessions shall be clear, concise, and relevant to the audience.

The contractor shall develop and provide individualized and group orientations on the use of specific databases, CD-ROMs, and the research capabilities on the internet available to staff through the library LAN. All training programs must be reviewed and approved by the TOCOR/ATOCOR before they are initiated.

The audience for the training programs is: AWBERC patrons, Partner sites (if customers request individual or small group training assistance) and nationwide (as part of the EPA

Library Network National Training Program). The contractor shall provide at least 8 training sessions/webinars annually. Webinars presented as part of the EPA Library

Network national training initiative require two identical presentations per training program. Because both presentations are identical, this counts as one training session/webinar.

The contractor shall solicit customer feedback from these training sessions and provide this feedback to the TOCOR/ATOCOR.

3.2 Deliverables

3.2.01 Training sessions/webinars (8 per year)

3.2 Acceptance Criteria

Information presented shall be clear, concise, relevant to audience, and accurate.

Customer feedback submitted quarterly.

Task 4: Customer Service (Contract PWS Task 5)

4.1 Onsite Operations (Contract PWS Task 5.1)

The contractor shall provide EPA staff access to the on-site locations Mondays through

Fridays except on federal holidays or when there is a building closure during the hours of 7:30 a.m. to 5:00 p.m. The contractor shall maintain the on-site location to ensure rapid information retrieval and ensure that the on-site locations, including staff areas, meet safety standards. The contractor shall maintain the library in a manner that ensures that it is neat and orderly at all times.

EPA shall be responsible for the cost of maintenance and repair of the governmental furnished equipment. The contractor shall make sure the government-furnished equipment in the contractor’s care is in good working order. The contractor shall notify the TOCOR and arrange for maintenance and repairs as quickly as possible when needed to ensure library services are not impaired due to equipment malfunction.

The contractor shall maintain a complete inventory of government furnished equipment. The inventory shall be provided to the TOCOR/ATOCOR by the last business day in July every year.

4.1 Deliverables

4.1.01 Open/close on time – ongoing

4.1.02 Maintain clean spaces – ongoing

4.1.03 Equipment inventory list

4.1 Acceptance Criteria

The contractor shall ensure that the library is neat and orderly and in operation during the above stated hours. Contractor ensures equipment is in good working condition. Library services are not impaired due to equipment not working.

4.2 Customer Service Request Tracking (Contract PWS Task 5.3)

All customer service requests shall be tracked, synthesized and readily available for reporting requirements via the internal, established statistical database as specified by within tasks 4.4 (Interlibrary Loan and Document Delivery) and 4.5 (Reference and

Research Support Services).

4.2 Deliverables

4.2.01 Input all customer service requests into in-house database – ongoing

4.2 Acceptance Criteria

The contractor shall ensure that all customer service requests are input into internal database by the second business day of the next month.

4.3 Customer Service Feedback (Contract PWS Task 5.4)

Customer Service Evaluations via an established Survey Monkey form shall be sent to all federal or contractor requestors of ILL/Document Delivery services, Reference/Research services, or Agencywide Cataloging Services with their search results. The

TOCOR/ATOCOR will receive all evaluation results via Survey Monkey. Issues which may arise in the survey evaluations shall be addressed by contractor and may require resolution by contractor.

All customer service feedback tools shall be developed and/or distributed to appropriate internal stakeholders per Agency guidelines and as required by each TO.

4.3 Deliverables

4.3.01 Send customer service survey to internal customers – ongoing

4.3 Acceptance Criteria

The contractor shall ensure that the link is sent to all internal customers who receive library services.

4.4 Interlibrary Loan and Document Delivery (Contract PWS Task 5.5)

The contractor shall establish and maintain an ILL Service using American Library

Association (ALA) / ILL procedures for EPA Staff, i.e., lending to and borrowing material from the EPA Library Network, other federal, academic, and special libraries, and quickly making it available to EPA staff. Borrowing requests will primarily come from AWBERC staff with limited requests originating from regional and laboratory partner sites (via

Lead Service Center Agreement). Partner site interlibrary loan requests may come directly from the patron or may be filtered through local librarians who will only send selected requests on to AWBERC. The contractor shall deliver ILL items to staff in the quickest method, which may mean scanning ILL articles to email to other off-site locations. The contractor shall direct all ILL/Document Delivery requests to the fastest, no-cost local source first. If the material is unavailable, then the request shall be directed to: 1) other federal libraries, including other EPA libraries; 2) other OCLC member libraries who do not charge for interlibrary loan; 3) libraries which charge for loans or photocopies; 4) commercial document delivery vendors. The contractor shall be responsible for payment of ILL charges incurred through the Document Delivery

Service or incurred through lending library charges.

Evaluations via an established Survey Monkey form shall be sent to all federal or contractor requestors of ILL/Document Delivery services with their search results. The

TOCOR will receive all evaluation results via Survey Monkey. Issues which may arise in the survey evaluations shall be addressed by contractor and may require resolution by contractor.

The contractor will update the internal, established statistical database for each request filled. The contractor shall maintain and provide statistics in the weekly report due to

TOCOR by close of business each Thursday and the monthly report due to

TOCOR/ATOCOR by the third business day of the following month.

Contractor shall ensure that ILL borrowing requests are given priority when possible.

The contractor shall start the work process of an ILL request within 12 working hours of receipt. No more than 5% of all interlibrary loan requests shall go unfilled, as measured by comparing the total requests received and the number unfilled requests in the monthly report delivered to the COR by the third business day of the following month.

The contractor shall ensure that standard ALA library procedures and copyright compliance guidelines are met.

4.4 Deliverables

4.4.01 ILL Activities - Weekly report

4.4.02 ILL Activities - Monthly report

4.4.03 URL to evaluation survey sent with all ILL results

4.0 Acceptance Criteria

The contractor shall start the work process of an ILL request within 24 working hours of receipt. No more than 5% of all interlibrary loan requests shall go unfilled, as measured by comparing the total requests received and the number unfilled requests in the monthly report delivered to the TOCOR/ATOCOR by the third business day of the following month.

4.5 Reference and Research Support Services (Contract PWS Task 5.6)

The contractor shall provide two principal types of reference service: ready reference

(short, factual, requiring little or no research) and extended reference (more involved, requiring consultation of books, databases, subject experts, etc.). Reference requests may be received in person, by phone, letter, fax, or email. Requests will primarily come from AWBERC staff with limited requests originating from regional and laboratory partner sites (via Lead Service Center Agreement). Partner site reference requests may come directly from patrons or may be filtered through local librarians who will only send selected requests on to AWBERC, depending upon local needs at the region/laboratory.

The contractor shall provide requested information to patrons but shall not interpret

Agency policy or answer questions concerning technical policy issues. Questions of this type shall be referred to appropriate contacts for information.

All rush requests shall receive priority. The contractor shall handle all non-rush reference requests within 3 business days. For extensive research requests, estimated time of completion must be provided to the requestor within 3 business days; the contractor shall provide daily progress reports, unless the requestor agrees to less frequent progress reports, until the request is completed.

Patron complaints shall be brought to the attention of the TOCOR/ATOCOR immediately. Evaluations via an established Survey Monkey form shall be sent to all federal or contractor requestors of reference services with their search results. The

TOCOR/ATOCOR will receive all evaluation results via Survey Monkey. Issues which may arise in the survey evaluations shall be addressed by contractor and may require resolution by contractor.

The contractor will update the internal, established statistical database for each request filled, including noting if reference requests required customer approval of an extended deadline. Statistics of reference work shall also be provided in weekly and monthly reports to TOCOR/ATOCOR. Weekly reports are due by close of business on Thursdays.

Monthly reports are due by the third business day of the following month. Statistics include EPA location, office, databases searched, time spent by staff for each request, time to completion, and if any costs were incurred.

4.5 Deliverables

4.5.01 Weekly reference statistics

4.5.02 Monthly reference statistics

4.5.03 URL to evaluation survey sent with all reference results

4.5 Acceptance Criteria

All reference work shall be concise, accurate, clear, specific, and readable. All non-rush reference requests shall be handled within three business days. For extensive research requests, consistent progress and communication with requestor is required. Patron complaints shall be brought to the attention of the

TOCOR/ATOCOR immediately. Any complaints or issues which arise in the evaluation survey shall be addressed by the contractor and resolved.

Task 5: Collection Management and Modernization (Contract PWS Task 7)

5.1 Controlled Documents (Contract PWS Task 7.1)

The contractor shall maintain the AWBERC Library as a Federal Reading Room for Public

Access to Off-site Consequences Analysis (OCA) Information under the Clean Air Act

112(r). The contractor shall ensure that two members of the staff are familiar with procedures stated in the OCA Manual and pass EPA certification tests on the information. The contractor shall follow all procedures for handling the information stated in the OCA Manual.

5.1 Deliverables

5.1.01 Maintain familiarity with OCA procedures and certification – ongoing

5.1 Acceptance Criteria

Contractor maintains familiarity with and follows all OCA procedures.

5.2 Circulation of Library Materials (Contract PWS Task 7.3)

The contractor shall circulate materials from collections ensuring that the materials are loaned according to current policies and procedures and track circulation activity for retrieval, statistical analysis and to inform future decision making. Current policy dictates that monographs in the library are loaned for a period of three months and serials do not circulate. Both shorter and longer loan periods may be changed if approved by the COR, via written directive. The TOCOR/ATOCOR may grant approval for serials to circulate, on a case by case basis. The contractor shall maintain statistics on circulated materials as outlined in the EPA Library Usage Statistics procedure and include them in a monthly report to the TOCOR/ATOCOR.

The contractor shall ensure that overdue notices are issued monthly. The overdue notices shall be sent to borrowers’ email addresses. This is currently handled automatically by OLS.

The contractor shall shelve, within four working days, all materials used in or returned to the library. The contractor shall shelve all new items within four working days of receipt of cataloging.

5.2 Deliverables

5.2.01 Circulation statistics in monthly report

5.2.02 Monthly borrower overdue notices

5.2 Acceptance Criteria

Accurate records shall be maintained of items in circulation. The circulation system, a function of OLS, shall be maintained and updated in a timely manner to ensure up to date records. Overdue notices shall be sent electronically to the borrowers monthly, a task currently handled by OLS.

5.3 Library Collection Development and Lifecycle Management (Contract PWS Task

7.4)

The contractor shall review and analyze current collections and make recommendations to the TOCOR/ATOCOR quarterly of additions and deletions from the collection. The contractor shall develop the library’s collection to support the research programs of the

EPA. Pertinent reference materials that are available at no cost to the Government may be ordered by the contractor. The contractor shall process all new materials. The contractor shall prepare a list of all recommended items for acquisition each March.

The contractor shall recommend the addition of new journal titles and recommend the deletion of journal titles from the permanent collection that no longer serve the research needs of EPA staff on an annual basis, depending upon the journal renewal date. The contractor shall maintain electronic usage statistics and shelving statistics on the usage of current subscriptions and provide these to the TOCOR/ATOCOR and EPA

Library Network by the last business day in July as required by EPA Library Network procedures. The contractor shall assist in establishing electronic access to journals as needed.

In the event of an emergency, the contractor shall assist with disaster recovery efforts as needed.

5.3 Deliverables

5.3.01 Annual Collection Development Report

5.3.02 Annual Journal Recommendations Report

5.3.03 Annual Journal Shelving Statistics Report

5.3 Acceptance Criteria

The contractor shall abide by all timeframes stipulated above. All reports shall be clear, concise and accurate.

5.3.1 Library Collection Development and Lifecycle Management at Other EPA

Libraries (Contract PWS Tasks 1.5.1 – Lead Service Center Libraries and 7.4 – Library

Collection Development and Lifecycle Management)

The contractor may be requested, via technical direction from the TOCOR/ATOCOR, to provide assistance with collection management tasks at other EPA libraries. This task is not an ongoing task on the task order, but rather, utilized when staff shortages at other libraries require assistance with library management duties. This task will not exceed

250 hours a year and may involve such tasks as managing dispersals, boxing and shipping materials, assessing collections for retention, etc. All collection management tasks shall comply with applicable Library Network procedures.

5.3.1 Deliverables

5.3.1.01 Provide onsite assistance at EPA libraries as needs arise

5.3.1 Acceptance Criteria

Contractor initiates and completes tasks in timely manner as defined by the

TOCOR via technical direction, documenting tasks completed and results of decisions/assessments provided to TOCOR/ATOCOR in weekly and monthly reports.

5.4 Library Collection Inventories (Contract PWS Task 7.5)

The contractor shall inventory library collections as required by Library Network Policy.

One third of the collection shall be inventoried each year. The inventory report shall be due the last business day of July.

5.4 Deliverables

5.4.01 Inventory report

5.4 Acceptance Criteria

Inventory report shall be clear, concise and accurate.

5.5 Organization of Information Resources and Cataloging (Contract PWS Task 7.6)

The contractor shall catalog all new items according to the guidelines and standards for that resource listed in EPA Library Cataloging Procedures and ensure that they are properly labeled with call numbers. The task involves original and copy cataloging. The contractor shall modify OCLC records to reflect changes in its holdings, using current agency standards. The contractor shall modify EPA Online Library System (OLS) holdings when needed. The contractor shall catalog items for AWBERC Library. The contractor shall also modify location-specific circulation catalogs when applicable. Statistics regarding progress on this task shall be reported to TOCOR/ATOCOR weekly.

5.5 Deliverables

5.5.01 Weekly report submitted to TOCOR/ATOCOR listing cataloging statistics

(number of items, type of cataloging, by location, cataloged into which system) for items cataloged.

5.5.02 Monthly report submitted to TOCOR/ATOCOR detailing cataloging activities

5.5 Acceptance Criteria

Items shall be cataloged in an accurate, timely manner. A backlog of items shall be allowed only when substantial continual progress is demonstrated within weekly reports.

5.5.1: Organization of Information Resources and Cataloging – Agencywide (Contract

PWS Task 1.5.1 – Lead Service Center Libraries and 7.6 – Organization of Information

Resources and Cataloging)

The contractor shall catalog EPA documents and books for any EPA Network Library who expresses the need and interest. Materials shall be cataloged according to the guidelines and standards for that resource listed in EPA Library Cataloging Procedures and ensure that they are properly labeled with call numbers. This task involves original and copy cataloging. The contractor shall modify OCLC records to reflect changes in its holdings, using current agency standards. The contractor shall modify EPA OLS holdings when needed. The contractor shall assist EPA with cataloging issues identified in the

National Service Center for Environmental Publications (NSCEP) digital repository, to include cataloging and adding metadata to these publications in EPA OLS. Statistics regarding progress on this subtask shall be reported to TOCOR/ATOCOR weekly.

5.5.1 Deliverables

5.5.1.01 Weekly report submitted to TOCOR/ATOCOR listing cataloging statistics

(number of items cataloged, number of items received, number of items sent back, number of items in backlog, type of cataloging, whether items are EPA publications or non-EPA publications, locations cataloged for, cataloged into which system) for items cataloged.

5.5.1.02 Monthly report submitted to TOCOR/ATOCOR detailing cataloging activities

5.5.1 Acceptance Criteria

Cataloging of documents shall meet EPA Library Network Standard OCLC Level I.

Items shall be cataloged in an accurate, timely manner. Copy cataloging shall occur within 40 working hours of receipt. Items requiring original cataloging shall be cataloged in a first- in, first-out basis, with an average processing time of two weeks. Rush items shall be cataloged within 32 working hours. A backlog of items shall be allowed when libraries ship multiple boxes at one time for cataloging. In these instances, demonstrated adequate continual progress may be acceptable.

5.6 Processing Library Materials for Digitization (Contract PWS Task 7.8)

The EPA National Library Network is engaged in an ongoing project to digitize all EPA publications. Network libraries support this project 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 material 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.

5.6 Deliverables

5.6.01 Process items as identified

5.6.02 Digitization activities included in monthly report

5.6 Acceptance Criteria

Contractor can identify which items are out for digitization at any one time and report is accurate and complete.

5. SPECIAL TECHNICAL REQUIREMENTS

5.1 Writing Standards

All written products or deliverables shall correspond with a minimum 8th grade reading/writing level following the Associated Press Stylebook and EPA Writing Guide. All statistical and other technical terminology shall not be used without providing a glossary of terms.

5.2 FOIA Requests

The National FOIA Office assigns incoming FOIA requests to the appropriate program office.

Any FOIA request directed to the program office shall be responded to as directed. The contractor may be requested to provide support for incoming FOIA requests.

5.3 Personnel

5.3.1 Program Manager Responsibility and Availability

The Contractor Program Manager shall be responsible for the day-to-day operations of their respective TO duties. This includes supervision, quality control, and interaction with the TOCOR/ATOCOR and customers. The Program Manager shall designate a stand-in Program Manager in the event that he/she is not available during normal business hours. The stand-in Program Manager shall be available to assist on all contractual matters, as directed by the TOCOR/ATOCOR.

5.3.2 Collaboration with other Contractors

The Contractor is responsible for recommending the periodic use of subcontractors when specialized assistance is needed to meet TO requirements. Any subcontracting work requires prior approval from the CO. The Contractor shall work cooperatively and collaboratively with subcontractors that are selected to operate TO specific tasks. The Contractor shall report to the TOCOR/ATOCOR any issues that arise from collaborating with subcontractors.

5.4 Knowledge and Training

5.4.1 Knowledge

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

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

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

5.4.2 Training/ Technical Competency

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

Required EPA training includes, but is not limited to:

Information Security Awareness

5.5 Certifications

5.5.3 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 as defined in each TO PWS or by technical direction from the TOCOR/ATOCOR provided technical direction. The Contractor shall submit a list of all staff that wish to telework for TOCOR/ATOCOR approval.

6. TRAVEL

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

7. GOVERNMENT ACCEPTANCE PERIOD

The TOCOR/ATOCOR will review deliverables and/or performance prior to acceptance. The 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 /ATOCOR is responsible for assuring compliance. 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 contract, the 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

CO: Contracting Officer

COR: Contracting Officer’s Representative

FOIA: Freedom of Information Act

GFE: Government Furnished Equipment

ILL: Interlibrary Loan

IRMD: Information Resources Management Division

LAN: Local Area Network

NSCEP: National Service Center for Environmental Publications

OARM: Office of Administration and Resources Management

OCA: Offsite Consequence Analysis

OCLC: This is not an acronym; it is the name of the organization.

OLS: Online Library System

PWS: Performance Work Statement

QASP: Quality Assurance Surveillance Plan

SOP: Standard Operating Procedures

TD: Technical Directive

TO: Task Order

TOCOR: Task Order Contracting Officer’s Representative

Schedule of Deliverables

Task Description Frequency/Deadline

1.1.01 Events & Meetings Report As Occurs

1.2.01 Reporting Ongoing

1.3.01 Network Participation Ongoing

1.3.02 Network Participation Overview Report Monthly

1.3.1.01 Lead Service Center Library Services Ongoing

2.0.01 Library Internet/Intranet Change Report As Occurs

3.1.01 Library Newsletter Quarterly

3.2.01 Training Sessions/Webinars 8 per year

4.1.01 Open/Close Library on Time Ongoing

4.1.02 Maintain Clean Spaces in Library Ongoing

4.1.03 Equipment Inventory List Annually – July

4.2.01 Customer Service Request Tracking Ongoing

4.3.01 Customer Service Survey Link Ongoing

4.4.01 Interlibrary Loan Statistics Report Weekly

4.4.02 Interlibrary Loan Overview Statistics Report Monthly

4.4.03 Survey URL Sent to EPA/Contractor Requestors As Occurs

4.5.01 Reference Statistics Report Weekly

4.5.02 Reference Statistics Overview Report Monthly

4.5.03 Survey URL Sent to EPA/Contractor Requestors As Occurs

5.1.01 Maintain Familiarity with OCA Procedures and

Certification Ongoing

5.2.01 Circulation Statistics Monthly

5.2.02 Borrower Overdue Notices Monthly

5.3.01 Collection Development Recommendations Report Annually – March

5.3.02 Journal Addition/Deletion Recommendation Report Annually – June or July as needed

5.3.03 Journal Shelving Statistics Report Annually – July

5.3.1.01 Provide onsite collection management assistance As Occurs

5.4.01 Inventory Report Annually - July

5.5.01 Cataloging Statistics Report Weekly

5.5.02 Cataloging Statistics Report Monthly

5.5.1.01 Agency-wide Cataloging Statistics Report Weekly

5.5.1.02 Agency-wide Cataloging Statistics Report Monthly

5.6.01 Process items for digitization As Occurs

5.6.02 Digitization Activities Report Monthly