Attachment9_Libarries_HQChem_DraftSOW.pdf

Attachment 1

PERFORMANCE WORK STATEMENT

Headquarters and Chemical Libraries

Information Management Center Services IV (IMCS IV) Contract

Contract #: TBD Task Order # TBD

TASK ORDER PERFORMANCE WORK STATEMENT

June 16, 2016

I. TITLE: Library Services for Headquarters and Chemical Libraries

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: Carlton Burns Office: Office of Information Analysis and Access Address: 1200 Pennsylvania Avenue NW (2834T) Washington, DC 20460

Telephone Number: 202-566-0673 Fax Number: 202-566-0711 Email: burns.carlton@epa.gov

Alternative Task Order Contracting Officer Representative (ATOCOR)

Name: Deborah Balsamo Office: Office of Information Analysis and Access Address: 109 Alexander Drive, N127-05 Research Triangle Park, NC 27711

Telephone Number: 919-541-9412 Fax Number: 919-685-3075 Email: balsamo.deborah@epa.gov

IV. AUTHORITIES

a. Legal Authority:

Paperwork Reduction Act of 1995

b. Regulatory Authority:

OMB Circular A-130, Management of Federal Information Resources

c. EPA Documents:

EPA National Library Network Policy (CIO 2170.3), Procedures and Standards --http://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures

V. TASK ORDER COMPONENTS

1. BACKGROUND

The EPA Headquarters and Chemical Libraries (Libraries) is part of the EPA National Library Network (Library Network or Network), a system of independently managed libraries in EPA’s Headquarters, regional offices, research laboratories and field sites across the United States. The Libraries provide a wide range of information services and serves as an access point to EPA information for the general public. The Libraries also function as a Repository Library for EPA’s National Library Network and maintain the Dark Archive of EPA publications. The Libraries’ collections include over 46,000 books, 71,000 documents, 140 print journals, as well as newspapers and microfiche.

The EPA Headquarters and Chemical Libraries are located within the Office of Environmental Information (OEI) and provide the Agency with core library services as well as specialized Chemical information and resources for EPA Headquarters staff. The Libraries support OEI in achieving its mission of providing EPA with information services that are critical to achieving the Agency’s environmental mission.

The EPA National Library Network, established in 1971, is composed of the libraries and repositories located in the Agency’s offices, research centers and specialized laboratories, as well as Web-based access to electronic collections. The Network Coordination Team, based at the Headquarters and Chemical Libraries, provides support to EPA libraries across the country and supports agencywide collaborative projects, initiatives, and resources such as the EPA Desktop Library, National Training Program webinars, Ask a Librarian Live Chat Reference Service, strategic planning, and the development of policies, procedures, and standards for library services.

The Headquarters and Chemical Libraries’ Internet site is:

https://www.epa.gov/libraries/headquarters-and-chemical-libraries

The EPA National Library Network’s Internet site is:

https://www.epa.gov/libraries http://www.epa.gov/libraries/epa-national-library-network-policy-and-procedures https://www.epa.gov/libraries/headquarters-and-chemical-libraries https://www.epa.gov/libraries

Where work is to be performed:

EPA Headquarters 1301 Constitution Avenue NW Washington, DC 20004

Hours:

Monday – Friday 8:30 am – 4:30 pm

2. PURPOSE

The purpose of this Performance Work Statement is to acquire contract support for the operation of the Headquarters and Chemical Libraries, provide library services to EPA staff and the public, and participate in activities of the EPA National Library Network to ensure Network communication and resource sharing. Services shall be made available in person as well as electronically via client desktops. The Libraries’ services shall provide access to electronic information, databases, document delivery services, as well as the onsite collection of hardcopy materials. Contract support activities may include:

Program Management

Management and Administration

Web Development and Maintenance

Presentations and Trainings

Customer Service

Information Technology Systems

Collection Management and Modernization

Library Services for the Office of General Counsel Law Library

Library Services for the Environmental Science Center Library at Fort Meade

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 tasks:

Subtask 1.1: Reporting (Contract PWS Subtask 1.4) The Contractor shall prepare a monthly task order level report and provide to the EPA Task Order Contracting Officer’s Representative (TOCOR), with a copy to the Library Network National Program Manager (NPM), Deborah Balsamo (balsamo.deborah@epa.gov). The mailto:balsamo.deborah@epa.gov monthly report shall include statistics and details on activities related to the tasks in this

PWS.

The Contractor shall submit a monthly statistical report to the EPA National Library Network coordination team following templates provided by the Network as required by the Network procedures no later than the 30th of the following month.

The Contractor shall submit a report of annual accomplishments for the Libraries and the Library Network no later than the 15th of September each year.

The Contractor shall prepare ad hoc reports for the TOCOR/ATOCOR on specific issues, services, or problems on an as needed basis as requested.

1.1 Deliverables

1.1.1 Monthly report, copied to NPM, no later than the 15th of the following month.

1.1.2 Monthly statistics report to Library Network no later than 30th of the following month.

1.1.3 Annual accomplishments reports no later than the 15th of September each year.

1.1.4 Ad hoc reports as requested.

1.1 Acceptance Criteria

All reports shall be submitted on time and shall be accurate, complete, and professionally written.

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

a. With the approval of the TOCOR/ATOCOR, via written Technical Direction, the

Contractor shall permit up to three employees to attend the annual professional library conference(s) or similar conference to provide outreach about EPA’s environmental information, resources, and services and to gather information and report back to EPA about new developments and trends in the library profession.

b. With the approval of the TOCOR/ATOCOR, via written Technical Direction, the

Contractor shall travel, if necessary, to attend training necessary to provide information services to EPA.

c. At the direction of the TOCOR/ATOCOR, the Contractor shall attend the EPA National

Library Network Annual Meeting and Training and any other Network meetings, including virtual, pertinent to the Contractor responsibilities on this task order.

1.2 Deliverables

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

1.2 Acceptance Criteria

Report is submitted to TOCOR/ATOCOR within five (5) working days after returning to work.

Subtask 1.3: Library Network Coordination (Contract PWS Subtask 1.5) The Contractor shall participate actively in EPA National Library Network activities such as teleconferences, Listservs and other communication channels; participate on workgroups, at annual meetings or other relevant Network meetings; and shall contribute as appropriate to Network activities, projects, educational webinars, and requests for information such as the development and/or updating of procedures, EPA Desktop Library discussions, or special workgroups.

1.3 Deliverables

1.3.1 Participation in Network activities/communications -- ongoing

1.3 Acceptance Criteria

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

Subtask 1.4 Library Network Coordination Team Support (Contract PWS Subtask 1.6) The Contractor shall provide support to the Library Network’s National Program Manager for the coordination and management of the EPA National Library Network.

a. Announce, facilitate, and take notes for the monthly Library Network teleconference and have them approved and posted to the Intranet site.

b. Support Library Network communications using multiple methods, including managing the epalibnet email list, performing regular updates to the Network’s Internet and Intranet websites to ensure currency, managing the Network’s SharePoint site, and communicating with the Network via email.

c. Provide assistance to Network libraries and their staff on the use of Network tools and resources, including but not limited to the Desktop Library, Intranet and Internet sites, and the SharePoint site.

d. Lead the Library Network’s National Training Program by preparing and coordinating webinar schedules, preparing marketing materials, handling registration of participants using EPA-provided tools, facilitating sessions for presenters, gathering follow-up survey responses from participants, and maintaining statistics on all sessions. May also require development of presentations.

e. Manage the collection and reporting of library usage data by monitoring monthly statistics submissions by individual libraries, maintaining the usage statistics collection tool (currently a SurveyMonkey form), and compiling Network usage data on an annual basis at the end of the fiscal year. Collect and report annual summary data and compile Network library accomplishments from Network libraries.

Prepare additional smaller data reports as needed throughout the year as requested by the TOCOR/ATOCOR.

f. Manage the collection and reporting of customer feedback from patrons as submitted via the Network’s Customer Service Feedback Form. Prepare quarterly reports for individual libraries and submit to the Library Federal Manager and the Library Network National Program Manager. Prepare an end-of-year compilation of customer service feedback and highlights and submit to Library Network National Program Manager. Interim updates may be requested on individually agreed upon schedules.

g. Compile Network-wide journal usage statistics as submitted by the libraries and submit to Library Network National Program Manager each year by August 31.

h. Prepare the National Library Network Annual Report and submit to the National Program Manager for review and approval within a mutually agreed time schedule with TOCOR/ATOCOR. Post Annual Report on Library Network Intranet site and announce to Network.

i. Participate as part of a team to develop the Library Network’s Strategic Plan which is done on a three-year cycle. The current Plan covers fiscal years 2015-2017. Use the Strategic Plan as a tool for developing strategies for implementation of the action items.

j. Lead the review and revision of Library Network Policy, Procedures, and Standards based on EPA’s review schedule of every three years or as needed due to changes in services. Recommend and develop new procedures/standards as needed or requested by the TOCOR/ATOCOR.

k. Coordinate and lead workgroup activities as needed or as requested by the

TOCOR/ATOCOR.

l. In coordination with the Library Network National Program Manager, plan and execute the Library Network’s annual face-to-face meeting by preparing the agenda, scheduling presenters, planning and overseeing logistics at the local venue, presenting sessions, conducting follow-up, and preparing meeting summaries and posting them to the Library Network Intranet site.

m. Participate in Network outreach with library professional associations by planning for and staffing exhibit booth at conferences as directed by the TOCOR/ATOCOR.

1.4 Deliverables

1.4.1 Monthly teleconference minutes delivered within five (5) working days of meeting.

1.4.2 Updated Library Network Internet and Intranet sites - ongoing.

1.4.3 National Training Program webinar sessions with follow-up statistics.

1.4.4 Library Network annual usage data, summary statistics, and accomplishments within 45 days of submission deadline for Network libraries.

1.4.5 Annual journal usage data by August 31.

1.4.6 Customer Service Feedback reports, quarterly reports and annual compilation.

1.4.7 Library Network Annual Report within mutually agreed time schedule.

1.4 Acceptance Criteria

Monthly teleconference minutes delivered within five (5) working days of meeting.

Library Network Internet and Intranet sites are current and accurate.

National Training Program session statistics are current, accurate, and are delivered within five (5) working days of sessions.

Annual usage data, summary statistics, and Network library accomplishments compilation are clear, complete, accurate, and delivered within 45 days of submission deadline for Network libraries.

Annual journal statistics are complete, accurate, and delivered by August 31 each year.

Customer Service Feedback Reports are clear, complete, accurate, and delivered quarterly and annually.

Annual Report is professionally written and delivered within the agreed upon timeframe.

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

Subtask 2.1 Review and Revise Standard Operating Procedures (SOPs), Manuals and Guides (Contract PWS Subtask 2.1) The Contractor shall review local library standard operating procedures, manuals, and guides on an annual basis and ensure that all documents are updated and in accordance with current operating practices.

2.1 Deliverables

2.1.1 Updated SOPs, manuals and guides.

2.1 Acceptance Criteria

All SOPS, manuals and guides shall be clear, concise, and professionally written.

Task 3: Web Development and Maintenance (Contract PWS Task 3) The Contractor shall develop, update, and maintain the Task Order specific Internet/Intranet websites, following Agency procedures and as outlined in the EPA Web Policies and Procedures (http://www.epa.gov/webguide/web-style-guide ). The Contractor shall provide recommendations for any website changes to the TOCOR/ATCOR for approval before posting live.

3.0 Deliverables

3.0.1 Headquarters and Chemical Libraries Internet and Intranet sites updated monthly.

3.0 Acceptance Criteria

Websites conform to all standards published in the EPA Web Guide, to general industry standards for website design, and to Section 508 of the Rehabilitation Act.

http://www.epa.gov/webguide/web-style-guide

Task 4: Presentations and Trainings (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 (http://www.epa.gov/stylebook ) and Agency regulations and policies governing media, or as directed and approved by the TOCOR/ATOCOR.

Subtask 4.1: Library Network Outreach, Training and Promotion (Contract PWS Subtask 4.1) The Contractor shall develop printed and electronic materials such as brochures, flyers and one-pagers; briefings; training sessions; and educational programs to instruct customers and inform stakeholders 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 and stakeholders. Demonstrations may be held at professional conferences, via webinar, or at local sites. All materials prepared must be in accordance with EPA’s regulations and policies governing the particular medium and format.

4.1 Deliverables

4.1.1 Print and electronic outreach materials.

4.1.2 Demonstrations/presentations on EPA’s information products and services.

4.1 Acceptance Criteria

Materials are concise, accurate, professionally written, and completed in a timely manner.

Task 5: Customer Service (Contract PWS Task 5) The Contractor shall resolve routine client requests or issues as they occur within one (1) business day or as directed by the TOCOR/ATOCOR. The Contractor shall immediately report issues to the TOCOR/ATOCOR if interpretation of EPA policy is required. The Contractor shall treat customers in a professional and courteous manner as their requests are facilitated according to Task Order protocol.

Subtask 5.1: Onsite Operations (Contract PWS Subtask 5.1) The Contractor shall provide EPA staff access to the onsite location Monday through Friday 8:30 am to 4:30 pm. The Contractor shall maintain the onsite location to ensure rapid information retrieval and ensure that the onsite location, including staff areas, meets safety standards. The Contractor shall maintain the library space in a manner that ensures it is neat and orderly at all times.

http://www.epa.gov/stylebook

EPA shall be responsible for the cost of maintenance and repair of all government 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/ATOCOR about maintenance and repair issues as quickly as possible to ensure that library services are not impaired due to equipment failure.

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 each year.

5.1 Deliverables

5.1.1 Open/close on time – ongoing

5.1.2 Clean and orderly library space – ongoing

5.1.3 Equipment inventory list

5.1 Acceptance Criteria

Library is neat and orderly and in operation during the stated hours unless an exception is approved by the TOCOR/ATOCOR.

Equipment is in good working condition.

Subtask 5.2: Customer Service Feedback (Contract PWS Subtask 5.3) The Library Network’s Customer Service Feedback Form link shall be distributed to internal customers in responses to service requests. The TOCOR/ATOCOR will receive feedback results from the Network Coordination Team. At the request of the TOCOR/ATOCOR, the Contractor shall address issues that arise in the feedback results.

5.2 Deliverables

5.2.1 Customer Service Feedback link sent to internal customers – ongoing.

5.2 Acceptance Criteria

The Customer Service Feedback link is sent to internal customers requesting library services.

Subtask 5.3: Interlibrary Loan and Document Delivery (Contract PWS Subtask 5.5) The Contractor shall, upon request by customers, obtain information not available in the local collection through Interlibrary Loan or document delivery services following American Library Association (ALA) guidelines and provisions of the Copyright Law. Free resources and reciprocal agreements should be the method of choice when obtaining materials on Interlibrary Loan. Document Delivery services should be considered when it provides best value to the government. The Contractor shall participate in OCLC Resource Sharing by lending materials from the Libraries’ collections as appropriate.

5.3 Deliverables

5.3.1 Articles, books, and documents obtained upon customer request.

5.3.2 Loans are made to reciprocal resource-sharing institutions.

5.3.3 Monthly report to include statistics on ILL requests completed.

5.3 Acceptance Criteria

Work is begun on ILL requests within two (2) working days of receipt.

Monthly report with ILL statistics is provided no later than the 15th of the following month.

Subtask 5.4: 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. Reference requests may be received in person, by phone, chat service, letter, fax, or email. The Contractor shall provide requested information to patrons, but shall not interpret Agency policy or answer questions concerning technical or policy issues. Questions of this type shall be referred to appropriate contacts for that information.

The Contractor shall answer requests for brief facts or simple data within specified library policy and turn-around times and/or deadlines. In addition, the Contractor shall provide in-depth research support on environmental topics, policies, and program issues in accordance with the Agency’s mission and guidelines. Upon collection of data/information, the Contractor shall synthesize the information for use by the customer.

The Contractor shall provide reference/research assistance to other libraries, organizations, and information centers, both EPA and external.

All rush requests shall receive priority. For extensive research requests, the Contractor shall provide the requestor with an estimated time of completion within three (3) business days.

5.4 Deliverables

5.4.1 Monthly Reference statistics.

5.4 Acceptance Criteria

Reference responses are concise, accurate, clear, specific, and readable.

Contractor provides consistent progress and communication with requestor for extensive research requests.

Patron complaints shall be brought to the attention of the TOCOR/ATOCOR immediately and addressed/resolved by the Contractor.

Monthly report with Reference statistics is provided no later than the 15th of the following month.

Subtask 5.5: Federal Register Email Alert Service (Contract PWS Subtask 5.7)

On a daily basis, the Contractor shall identify and compile the “environmental subset” Federal Register listserv email messages to be sent it out via the Lyris “epafr-all” list address. The email messages shall contain links to the Government Printing Office (GPO) Table of Contents with tags indicating the related media/subject matter of each document (i.e., water, air, etc.). Email messages shall also contain links to regulations.gov and shall not contain the full-text notices/documents.

5.5 Deliverables

5.5.1 Daily email of environmental subset of Federal Register.

5.5 Acceptance Criteria

Email messages shall be complete, concise, and accurate.

Messages shall be sent each day on a schedule to be determined by the

TOCOR/ATOCOR.

Suggestions for the Environmental Subset of the Federal Register will be periodically and selectively evaluated for accuracy.

Task 6: Information Technology Systems (Contract PWS Task 6) The Contractor shall serve as administrator, intermediary, development coordinator, or primary point of contact to help ensure that EPA affiliated user groups are supported in their use of various EPA and federal information technology (IT) systems and tools. Those systems and related IT tasks shall include, but are not limited to, the following:

Subtask 6.1 EPA Desktop Library (Contract PWS Subtask 6.4)

The Contractor shall provide technical support for the EPA Desktop Library Intranet portal.

The technical support includes maintaining the Desktop Library Intranet website, gathering and reporting usage statistics from vendors whose services are delivered through the Desktop Library, and troubleshooting issues as reported by end users or Network librarians.

The Contractor shall evaluate data from vendors to assess the use and capacity of various services provided to EPA customers and shall develop analyses, as requested by the TOCOR/ATOCOR, to support desktop services decisions. The Contractor shall provide the TOCOR/ATOCOR with a report on annual usage of Desktop Library resources each year by August 15 and as needed/requested throughout the year.

Additional Desktop Library support requirements include the following:

a. Maintain electronic resources management software up to date with relevant information about each item in the collection. Updates shall be as needed or requested by the TOCOR/ATOCOR.

b. Manage database access and journal “A-Z list” on the Desktop Library Intranet site.

c. Coordinate and communicate with other EPA locations to ensure that all appropriate content is available.

d. Monitor electronic access to online subscriptions and work to resolve technical issues in a timely manner.

e. Perform structural changes to the Desktop Library, which may include adding clickable entries as needed, adding new pages and sections previously not envisioned, or other major re-design activities.

f. Coordinate resource training with vendors for both the EPA librarians and library users, as necessary.

6.1 Deliverables

6.1.1 Desktop Library Intranet website.

6.1.2 Annual report of usage of Desktop Library resources.

6.1 Acceptance Criteria

Desktop Library Intranet website shall be current and up to date; changes requested/approved by TOCOR/ATOCOR shall be made within three (3) business days.

Annual report of usage data shall be complete, concise, and accurate to facilitate decision making.

Subtask 6.2: Ask a Librarian Live Chat Reference Service and Frequent Questions Knowledgebase (Contract PWS Subtask 6.5) The Contractor shall serve as administrator and provide technical support for the Library Network’s Ask a Librarian Live Chat Reference Service, a module of the Enterprise Customer Service Solution (ECSS), hosted on the Library Network’s Intranet site. The Contractor shall provide basic user training to Network library chat agents and technical support and troubleshooting to chat agents as needed. The Contractor shall monitor the live chat service regularly to identify and troubleshoot issues with the service. The Contractor shall maintain service statistics by number of chats and tickets by location and provide a monthly report.

6.2 Deliverables

6.2.1 Administrative and technical support for Ask a Librarian.

6.2.2 Chat Agent basic training.

6.2.3 Monthly Ask a Librarian statistics report.

6.2 Acceptance Criteria

Respond to administrative and technical inquiries in a timely manner.

Training to chat agents is clear, concise, and professionally delivered.

Monthly statistics report is accurate and timely.

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

Subtask 7.1: Controlled Documents (Contract PWS Subtask 7.1)

The Contractor shall safeguard all controlled correspondence, Confidential Business Information (CBI), FOIA, personal identifiable information (PII) and other information that requires clearance for handling under existing laws and regulations.

The Contractor shall respond to controlled correspondence in the appropriate format relating to questions about the Agency and its mission as assigned by the TOCOR/ATOCOR by providing the required information within the time period designated by the Program Office.

7.1 Deliverables

7.1.1 Responses to controlled correspondence.

7.1.2 Monthly statistics for Controlled Correspondence.

7.1 Acceptance Criteria

Responses are accurate and are completed within the timeframe designated.

Subtask 7.2: Circulation of Library Materials (Contract PWS Subtask 7.3) The Contractor shall circulate materials from the Libraries’ collections, including Headquarters, Chemical and Repository collections, ensuring that items are loaned according to current policies and procedures. The Contractor shall track circulation activity for retrieval, analysis, and future decision making. The Contractor shall track overdue items and send notices via email to patrons each quarter as needed. The Contractor shall refer overdue issues of concern to the TOCOR/ATOCOR.

7.2 Deliverables

7.2.1 Circulation statistics reported to the Library Network.

7.2.2 Overdue notices to borrowers.

7.2 Acceptance Criteria

Records of collection materials in circulation shall be accurate and up to date.

Returned items are re-shelved within two (2) working days of receipt from patron.

The circulation system, currently a module of OLS, shall be maintained and updated in a timely manner to ensure records are up to date.

Subtask 7.3: Library Collection Development and Lifecycle Management (Contract PWS Subtask 7.4) The Contractor shall develop, maintain, inventory, track, and provide access to the Headquarters and Chemical Libraries and the Headquarters Repository collection materials in accordance with the EPA National Library Network procedures and standard professional best practices. Collection materials include books, journals, microform, and other electronic media, documents, and reference materials.

The Contractor shall also:

a. Prepare a list of recommended items for acquisition and submit to the TOCOR/ATOCOR each year by April 30.

b. Create displays of new materials as appropriate.

c. Follow established procedures for dispersing, donating or discarding weeded materials.

d. Monitor appropriate library Listservs and discussion lists for requesting library materials being dispersed from other libraries.

e. Maintain the Headquarters Repository collection according to Library Network procedures to ensure the collection is complete.

f. Review donations of books, journals, and documents and make recommendations on items that are appropriate to the collection.

g. Assist with disaster recovery efforts in the event of an emergency as needed.

7.3 Deliverables

7.3.1 Annual recommended purchase report.

7.3 Acceptance Criteria

Collections are maintained in a neat and orderly fashion and materials are accessible.

Recommended purchase report annually by April 30.

All reports shall be clear, concise, and accurate.

Subtask 7.4: Library Collection Inventories (Contract PWS 7.5) The Contractor shall inventory the collections of the Libraries’ collections as required by the EPA National Library Network procedures.

7.4 Deliverables

7.4.1 Completed inventory report as assigned by Library Network Coordination Team.

7.4 Acceptance Criteria

All inventory reports shall be clear, concise, and accurate and shall be completed in a timely manner.

Subtask 7.5: Organization of Information Resources and Cataloging (Contract PWS Subtask 7.6) The Contractor shall maintain an accurate catalog of all collections’ materials in OCLC and the Online Library System (OLS) National Library Catalog. The Contractor shall catalog materials according to the EPA National Library Network Cataloging Procedures and ensure that all materials are properly labeled and stamped. The Contractor shall modify OCLC records to reflect changes in the Libraries’ holdings and shall modify EPA Online Library System (OLS) holdings as necessary. The Contractor shall report Cataloging statistics to the EPA National Library Network as required by Network procedures.

The Contractor shall assist with cataloging and classification projects. This could include providing support to other libraries, participating in or leading a cataloging workgroup, and writing documentation to share with other EPA libraries. The Contractor shall provide cataloging expertise to other Agency libraries as necessary.

7.5 Deliverables

7.5.1 Monthly cataloging statistics report.

7.5 Acceptance Criteria

Items shall be cataloged in an accurate and timely manner.

Statistics shall be accurate and submitted on time.

Subtask 7.6: Library Network Dark Archive Collection (Contract PWS Subtask 7.7) The Contractor shall develop, manage, and maintain the EPA Headquarters non-circulating Dark Archive collection of hard copy Agency publications. The Contractor shall employ multiple methods of developing the collection to ensure that all official Agency publications are represented in the Dark Archive collection. Methods include monitoring the internal libnet Listserv messages, dispersal lists from other Network libraries, and the recent publications lists from the National Service Center for Environmental Publications (NSCEP).

The Contractor shall ensure that materials in the Dark Archive collection are cataloged appropriately according to Task Order requirements and EPA National Library Network Cataloging Procedures. Statistics on items cataloged for the Dark Archive shall be included in the monthly statistics report.

7.6 Deliverables

7.6.1 Monthly statistics report of items cataloged for the Dark Archive.

7.6 Acceptance Criteria

Items shall be cataloged in an accurate and timely manner.

Statistics shall be accurate and submitted on time.

Subtask 7.7: Processing Library Materials for Digitization (Contract PWS Subtask 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 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.

7.7 Deliverables

7.7.1 Monthly report to include statistics on number of documents sent to and returned from digitization.

Acceptance Criteria Monthly report is delivered within no later than the 15th of the following month.

Task 8: Library Services for the Office of General Counsel Law Library (Contract PWS Task 10) The Contractor shall provide professional library services to the Office of General Counsel (OGC) Law Library. The OGC Law Library is located at EPA Headquarters within the Office of General Counsel, Resource Management Office. The Law Library supports OGC in achieving its mission of providing EPA with litigation and legal counseling services that are critical to the Agency’s environmental mission and statutory mandates.

The location of the OGC Law Library is:

William Jefferson Clinton North Building Room 1315 1200 Pennsylvania Avenue, NW Washington, DC 20460

The Contractor shall staff the OGC Law Library twenty-seven (27) hours per week as follows:

Monday – Thursday: 9:30 am – 4:30 pm Friday: 9:00 am – 12:00 pm

In addition to the subtasks included here, the Contractor shall perform the following tasks as described above, modified for the specific needs of the OGC Library and staff.

Subtask 1.1 Reporting Subtask 1.2 Events and Meetings Subtask 1.3 Library Network Coordination Subtask 2.1 Review and revise Standard Operating Procedures (SOPs), Manual and Guides Task 4 Presentations and Trainings Subtask 5.1 Onsite Operations Subtask 5.2 Customer Service Feedback Subtask 5.3 Interlibrary Loan and Document Delivery Subtask 5.4 Reference and Research Support Services Subtask 7.1 Controlled Correspondence Subtask 7.2 Circulation of Library Materials Subtask 7.3 Library Collection Development and Lifecycle Management Subtask 7.4 Library Collection Inventories Subtask 7.5 Organization of Information Resources and Cataloging Subtask 7.7 Processing Library Materials for Digitization above

Subtask 8.1: Alerting Services for OGC Staff (Contract PWS Subtask 10.1)

The Contractor shall provide daily, weekly, or ad hoc news alerts containing selected articles from relevant resources such as Bloomberg BNA Daily Environment Report, Inside EPA, Greenwire, LexisNexis, CourtLink, PACER, ScienceDirect, and/or Google. News alerts are related to various legal and environmental categories, including, but not limited to, Air and Radiation, Congressional Oversight, Cross-Cutting Issues, International Environmental Law, Pesticides and Toxic Substances, Solid Waste and Emergency Response, Water, Environmental Justice, Environmental Appeals Board, Hydraulic Fracturing, and any new lawsuits filed against the Agency.

8.1 Deliverables

8.1.1 Alerts for OGC staff.

8.1 Acceptance Criteria

Alerts are of professional quality and are delivered in a timely manner.

Subtask 8.2: Manage Online Resources for OGC Staff (Contract PWS Subtask 10.2) The Contractor shall manage LexisNexis IDs for OGC attorneys, paralegals, law clerks, and other Network librarians using the LexisNexis Power Invoice database.

8.2 Deliverables

8.2.1 Customer IDs issued to appropriate staff.

8.2 Acceptance Criteria

IDs are issued within two (2) working days of receipt of request.

Subtask 8.3: Loose-Leaf Filing (Contract PWS Subtask 10.3) The Contractor shall update legal research treatises and sets by filing loose-leaf pages, pocket parts, pamphlets, and new volumes received from the publishers.

8.3 Deliverables

8.3.1 Loose-leaf filings are done within two (2) days of receipt.

8.3 Acceptance Criteria

Loose-leaf filings are accurate and up to date.

Subtask 8.4: Processing of Mail (Contract PWS Subtask 10.4) The Contractor shall open and process all incoming library mail. The Contractor shall check in subscription items received both electronically and in print using the Serials Management module of the Online Library System (OLS) and prepare collection materials for shelving or routing. The Contractor shall forward all subscription renewal notices and invoices to the Director of the OGC Resource Management Office.

8.4 Deliverables

8.4.1 Subscription items are checked in on the Serials Management module of OLS within two (2) working days of receipt.

8.4 Acceptance Criteria

Subscription items are checked in OLS in a timely manner.

Task 9: Library Services for the Environmental Science Center Library at Fort Meade (Contract PWS Task 11) The Contractor shall provide professional library services for EPA’s Environmental Science Center Library at Fort Meade (Fort Meade Library). The Fort Meade Library is located at the Environmental Science Center building on the grounds of Fort Meade, Maryland, and primarily serves the Region 3 staff. The library is also used by staff from other EPA organizations located in that building and is accessible to the public by appointment.

The location of the Fort Meade Library is:

701 Mapes Road Fort Meade, MD 20755-5350

The Contractor shall provide access to the Environmental Science Center Library at Fort Meade twenty-four hours per week over four (4) days as follows:

Monday – Thursday: 9:30 am – 12:30 pm and 1:00 -4:00 pm Friday: Closed to staff and public

The Fort Meade contractor librarian shall spend the remaining work hours on performing tasks remotely for the Headquarters and Chemical Libraries.

The Contractor shall perform the following tasks as described above, modified for the specific needs of the Fort Meade Library and staff.

Subtask 1.1 Reporting Subtask 1.3 Library Network Coordination Subtask 2.1 Review and revise Standard Operating Procedures (SOPs), Manual and Guides Subtask 5.1 Onsite Operations Subtask 5.2 Customer Service Feedback Subtask 5.3 Interlibrary Loan and Document Delivery Subtask 5.4 Reference and Research Support Services Subtask 7.2 Circulation of Library Materials Subtask 7.3 Collection Development and Lifecycle Management Subtask 7.4 Library Collection Inventories Subtask 7.7 Processing Library Materials for Digitization

Contractor staff at the Region 3 Library, Philadelphia, shall provide additional support services, including in-depth research, Interlibrary Loan/Document Delivery, and cataloging. The Fort Meade

Contractor shall facilitate requests for these services with the Region 3 Library staff. All services shall be provided in accordance with established EPA National Library Network procedures.

9.0 Deliverables

9.0.1 Library is open according to scheduled hours.

9.0 Acceptance Criteria

Library is neat and orderly and in operation during the stated hours unless an exception is approved by the TOCOR/ATOCOR.

5. SPECIAL TECHNICAL REQUIREMENTS

5.1 Writing Standards

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

5.2 FOIA Requests

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

5.3 Personnel

5.3.1 Program Manager Responsibility and Availability

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

The stand-in Program Manager shall be available to assist on all contractual matters, as directed by the TOCOR/ATOCOR.

5.3.2 Collaboration with other Contractors

The 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, 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 was 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. 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

intended to ensure that Agency officials remain accountable, retain control over the Contractor’s final work products and ensure that the Contractor’s services do not place EPA in a vulnerable position and will ensure that Government policy is not being created by or unduly influenced by Contractors, and that Contractor employees will not be assumed to be EPA employees. The TOCOR/ATOCOR is responsible for assuring compliance. not place EPA in a vulnerable position and will ensure that Government policy is not being created by or unduly influenced by Contractors, and that Contractor employees will not be assumed to be EPA employees. The TOCOR/ATOCOR is responsible for assuring compliance.

The TOCOR/ATOCOR will monitor the deliverable schedule and review the deliverables to ensure that the content and quality are responsive to the requirements of the PWS. Under this contract, the TOCOR/ATOCOR may not provide technical direction to the Contractor which would affect the overall scope 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), as described in Attachment 2.

11. GOVERNMENT ACRONYMS

ALA: American Library Association ATOCOR: Alternate Task Order Contract Officer’s Representative FOIA: Freedom of Information Act ILL: Interlibrary Loan IM/IT: Information Management/ Information Technology NPM: National Program Manager NSCEP: National Service Center for Environmental Publications OLS: Online Library System OEI: Office of Environmental Information PWS: Performance Work Statement QASP: Quality Assurance Surveillance Plan

SOP: Standard Operating Procedures TO: Task Order TOCOR: Task Order Contracting Officer’s Representative WebCMS: Web Content Management System

Schedule of Deliverables

Task Description Frequency/Deadline

1.1.1 Monthly report Monthly no later than the

15th of following month

1.1.2 Monthly statistics report to Library Network No later than the 30th of the following month

1.1.3 Annual accomplishments report No later than the 15th of September each year

1.1.4 Ad hoc reports As requested

1.2.1 Events and meetings reports Within five (5) working days after returning to work

1.3.1 Participation in Network activities/communications Ongoing

1.4.1 Monthly teleconference minutes Within five (5) working days of meeting

1.4.2 Updated Library Network Internet/Intranet sites Ongoing

1.4.3 National Training Program webinar sessions/follow-

up statistics Within five (5) working days of sessions

1.4.4 Library Network annual usage data, summary

statistics, and library accomplishments compilation

Within 45 days of submission deadline for Network libraries

1.4.5 Annual journal usage data August 31

1.4.6 Customer Service Feedback reports Quarterly reports to Library Federal Managers; annual compilation to Network Program Manager

1.4.7 Library Network Annual Report Annually within mutually

agreed time schedule

2.1.1 Updated SOPs, manuals, and guides Annually

3.0.1 Websites updated Monthly

4.1.1 Print and electronic outreach materials As needed/requested

4.1.2 Demonstrations/presentations on EPA’s

information products and services As needed/requested

5.1.1 Open/close Libraries on time Ongoing

5.1.2 Maintain clean and orderly library spaces Ongoing

5.1.3 Equipment inventory list Annually

5.2.1 Customer Service Feedback link sent to customers Ongoing

5.3.1 Articles, book, and documents obtained upon

customer request

Ongoing

5.3.2 Loans to reciprocal resource-sharing institutions Ongoing

5.3.3 Monthly ILL statistics With monthly report

5.4.1 Monthly Reference statistics With monthly report

5.5.1 Environmental subset of Federal Register Daily

6.1.1 Desktop Library Intranet site Ongoing

6.1.2 Annual report of usage of Desktop Library resources Annually by August 15

6.2.1 Administrative and technical support for Ask a

Librarian

Ongoing

6.2.2 Chat agent basic training As needed or requested

6.2.3 Monthly Ask a Librarian statistics report With monthly report

7.1.1 Responses to controlled correspondence As needed/requested

7.1.2 Controlled Correspondence statistics With monthly report

7.2.1 Circulation statistics Monthly, by 30th of following

month

7.2.2 Overdue notices to borrowers Quarterly

7.3.1 Recommended purchase report Annually, by April 30

7.4.1 Completed inventory report As assigned.

7.5.1 Cataloging statistics With monthly report

7.6.1 Dark Archive cataloging statistics report With monthly report

7.7.1 Digitization processing statistics With monthly report

8.1.1 Alerts for OGC staff Daily, weekly, and as

requested

8.2.1 Customer IDs issues to OGC staff Within two (2) working days of request

8.3.1 Updated loose-leaf filings Within two (2) working days

of receipt

8.4.1 Subscriptions checked in Within two (2) working days

of receipt

9.0.1 Fort…