SOW- Digitizing Services.docx

STATEMENT OF WORK (SOW)

FOR

Digitizing Services

Customer, Quality and Logistics Directorate

PART 1 GENERAL

1.01 Overview.

A. This Statement of Work (SOW) defines the effort required for digitizing 1600 boxes of documents.

1.02 Hours of Operation.

A. Normal duty hours are 7:00 AM through 4:00 PM, Monday through Thursday, and 7:00 AM through 3:00 PM on select Fridays (the arsenal is closed every-other Friday). Federal holidays are non-work days. If a federal holiday falls on a Saturday or Sunday, the preceding Friday or following Monday is a work holiday.

1.03 General Requirements.

A. The contractor shall perform all work in strict conformance with Watervliet Arsenal Instructions for Contractors (WAIC). The contractor shall read and understand this document prior to submitting a proposal. The WAIC is publically available at:

http://www.wva.army.mil/Documents/Contracting/WAIC.pdf B. The contractor shall supply all materials, supplies, equipment, labor, and supervision necessary for the complete execution of the requirements within this SOW.

C. The contractor shall, prior to submitting a proposal, review (i) all contract documents, and (ii) the project, and shall provide written notice to Contracting Specialist detailing any discrepancies that are found between the contract documents and the project.

D. The contractor shall notify the Contracting Specialist a minimum of two (2) business days before the contractor starts work.

1.04 Safety Requirements.

A. General.

1. The contractor shall be responsible for complying with all DOD, Army, Federal and State health and safety requirements that are applicable to this project.

1.05 Period of Performance.

A. The contractor shall be required to (i) commence work under this contract within 7 calendar days after the date the contractor receives notice to proceed, (ii) prosecute the work diligently, and (iii) complete the entire body of work not later than 365 calendar days after notice to proceed was given.

1.06 Project Schedule.

A. The contractor shall create a project schedule and submit for Government review and approval. The project schedule shall detail the phases of work and the overall timeline for the execution of the work. The contractor shall include delivery dates and appropriate milestones.

1.07 Applicable Documents.

A. Watervliet Arsenal Instructions for Contractors (WAIC).

1.08 Submittals.

A. The contractor shall e-mail all submittals to the Contracting Specialist for review and approval. All submittals require government approval unless otherwise explicitly stated.

PART 2 ITEMS OF WORK

A. General.

1. The contractor shall sign and abide by a nondisclosure confidentiality statement in connection with this project.

2. The contractor shall receive monthly shipments of 135 boxes of documents on 3 pallets holding 45 banker boxes of documents on each pallet.

3. Upon document delivery the contractor shall conduct a box count and individual boxes shall be identified to include a box number and range of box contents by a selected key value within each box. The total number of boxes and contents of each box shall be added to a “Pick Up Form” which shall be signed by both contractor staff and WVA staff transferring document custody to the contractor.

4. The contractor shall perform the appropriate documentation preparation to include removal of documents and folders from the boxes, removal of staples and paperclips, and inserting barcoded separation pages.

5. The contractor shall scan all pages utilizing bi-tonal duplex scanning at 200 dpi into multi-page PDF images.

6. The contractor shall perform 100% scanning quality control to include a visual scan of all scanned images, rescans where necessary and removal of all blank pages by an initial automated process and a secondary manual process.

7. The contractor shall scan all pages utilizing bi-tonal duplex scanning at 200 dpi into multi-page PDF images.

8. The contractor shall perform double blind, compare and correct document identification by Drawing Number, Shop Number, Serial Number, Component Name and WBS or Op Order number.

9. The contractor shall perform double blind, compare and correct data entry with a 3 person data entry method that shall yield an accuracy rate of 99.99% at a minimum.

10. The contractor shall provide a method of emergency requests for in-process documentation with a guaranteed two business hour turnaround time.

11. Delivery of PDF files shall be delivered on a weekly basis utilizing an encrypted USB drive and/or a FTP site download

12. The contractor shall reassemble scanned documents into the original folders and repackage the folders into the original boxes to be picked up by the Watervliet Arsenal on the next monthly document delivery. Reassembled documents shall not be stapled or fastened.

PART 3 APPENDICES

A. Quality Assurance Surveillance Plan (QASP)

APPENDIX A: Quality Assurance Surveillance Plan (QASP)

PURPOSE

This Quality Assurance Surveillance Plan (QASP) will be used as a guide to Government Quality Assurance Personnel (QAP). It provides a systematic method to evaluate the services the contractor is required to furnish.

SURVEILLANCE PROCEDURES

Timeliness: Progress is maintained to assure compliance with completion time.

Quality: Conformance with statement of work and industry standards.

Tasks: Performed according to statement of work requirements.

Problem Resolution: Contractor submits deliverables in accordance with the contract and resolves any deficiencies identified by the government in the final submission. Following final submission, contractor resolves any additional deficiencies identified by the government and resubmits and or corrects within one week.

Delivery: Contractor submits each deliverable in accordance with the statement of work and terms of the contract.

PERFORMANCE AREAS

Management Responsiveness: Evaluate the adequacy of the contractor’s responsiveness and their ability to keep the government informed of work progress and provides for early problem identification and effective corrective action plans.

Schedule Control: Evaluate the contractor’s adherence to completion schedule.

Performance: The contractor will be evaluated as to the workmanship and adherence to the statement of work.

EVALUATION CRITERIA

(Outstanding). Indicates performance clearly exceeds contractual requirements. The area of evaluation contains few minor problems for which corrective actions appear highly effective.

(Satisfactory). Indicates performance clearly meets contractual requirements. The area of evaluation contains some minor problems for which the corrective actions appear satisfactory.

(Unsatisfactory). Indicates the contractor failed to satisfy contractual requirements and recovery is not likely in a timely manner. The area of evaluation contains serious problems for which the corrective actions were ineffective.

DOCUMENTATION

Documentation used to perform surveillance will consist of random government inspections and inspection records, as well as the evaluation of final work product delivery by the project COR/COTR.

RATING

Contractor will be given an overall rating of Outstanding, Satisfactory or Unsatisfactory by the Government Technical point of contact or Contracting Specialist Representative, if appointed, three using the above evaluation criteria.

UNCLASSIFIED