SOW SEFSC Library Support Services 21-213 PL removed.pdf

STATEMENT OF WORK

National Oceanic and Atmospheric Administration (NOAA)

NOAA FISHERIES

Southeast Fisheries Science Center

Operations, Management and Information Division Library Support Specialist

I. Background/Overview:

For a period of almost 50 years, scientists at the Southeast Fisheries Science Center (SEFSC) conduct multi-disciplinary research programs to provide management information to support national and regional programs of National Marine Fisheries Service (NMFS); and to respond to the needs of Regional Fishery Management Councils, Interstate and International Fishery Commission, Fishery Development Foundations, government agencies, and the general public. In support of the scientific research at the center, research was conducted in different ecosystems and documented with pictures, films and photographs as well as significant events.

At this time, there is not an access point for these materials and some have deteriorated or lost due to hurricane damage.

The Southeast Fisheries Science Center (SEFSC) Library, as the archiving memory of the institution, has the responsibility to collect maintain and provide access to the above reference materials gathered during the multiple research activities such as expeditions, fishes visual census, tagging, gear development, mammals strandings, turtles nesting, fishing tournaments, and center open houses.

The visual materials are located at SEFSC Library and will not be removed from the Library.

They consist of approximately 5000 black and white photographs of various sizes. There are about 7,000 35 mm color slides and negatives. In addition, the library has access to approximately 250 videos, primarily in VHS format, of various running lengths.

From these resources, materials shall be selected that best describe the work, programs, history and goals of the SEFSC. These materials shall be cleaned, indexed, and converted to an archival quality format (TIFF in the case of the photographs) that shall be displayed and searched by the public on the SEFSC website. Access to the scanned materials on the SEFSC website shall be provided using an in house application to be developed by the IT Department at SEFSC. After a quality control process and loading of the scanned collection, the original materials shall be backed up and stored at the SEFSC facility.

Documentation of the Photo Library shall require bibliographic searches, e-mail inquiries, phone and personal inquiries and internet search to assure historical and scientific accuracy.

This is an ongoing project. As long as the staff of SEFSC keeps publishing its research as journal articles or other documents it will never be finished. While the staff is functioning photographs will be taken to document their activities. The databases must be kept current and complete including the latest publications and functions. It must also be retrospective including as many past publications and “doings” as possible.

II. Scope of Work

The SEFSC requires one (1) part-time (20 hours per week, 960 hours per period of performance) contractor to perform the requirements outlined in the statement of work. The contractor shall select, document, clean, scan, and index the historical collections of SEFSC consisting of photographs, slides and videos to create a Photo Library available to the public through the SEFSC website and update and maintain previous historical collections already accessible online.

III. Tasks

● Task 1 Select visual materials that best describe the history, programs and goals of SEFSC from a Library collection that consists of approximately 500 black and white photographs of various sizes; about 7,000 35 mm color slides and negatives; and approximately 250 videos, primarily in VHS format of various running lengths between 10 minutes and 2.5hours.

● Task 2 Create a workflow for each kind of visual material providing a standard methodology to:

a. Scan the materials in archival quality digital format, TIFF in the case of the photographs using the SEFSC Library’s Scanner Cannon DR7080C and CapturePerfect or the Plustec OpticFilm Scanner and SilverFast 8 software.

b. Create a searchable reference database and metadata of historical and scientific accuracy in ProCite.

● Task 3 The contractor shall work with the SEFSC IT Department staff to develop an online application that will allow the visual materials to be searched and viewed on the SEFSC Website.

● Task 4 The contractor shall load the metadata with scanned materials to the database and test the application for the SEFSC Photo Library on the SEFSC Website.

● Task 5 The contractor shall deliver the Photo Library final product: the searchable SEFSC Photo Library.

● Task 6

The contractor shall update and maintain the existing historical collections of the SEFSC Library already online:

SEFSC Technical Memorandum (NMFS-SEFSC Tech Memo series) Contract Reports/Grants for Cooperative Research Program (CRP) reports Coastal Resources Division - CRD (1984-1989) Marine Fisheries Initiative (MARFIN)/Saltonstall-Kennedy Miami Laboratory Series - MIA (1989-1997/98) Protected Resources and Biodiversity Division (2006/07-present) http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=TM&description=SEFSC%20Technical%20Memorandum http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=CR&description=Contract%20Reports http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=CR&description=Contract%20Reports http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=CRD&description=Coastal%20Resources%20Division%20-%20CRD%20%20%281984-1989%29 http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=MF&description=Marine%20Fisheries%20Initiative%20%28MARFIN%29/Saltonstall-Kennedy.

http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=MIA&description=Miami%20Laboratory%20Series%20-%20MIA%20%20%281989-1997/98%29 http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=PRB&description=Protected%20Resources%20and%20Biodiversity%20Division%20%282006/07-%20%29

Protected Resource Division - PRD (1997/98-2006/07) Sustainable Fisheries Division - SFD (1999-present) NMFS Technical Reports SEFSC Cruise Reports SEFSC Peer-Review Publications Visit SEFSC Publications Page at: http://www.sefsc.noaa.gov/publications

IV. Period of Performance

Base year September 6, 2021 – September 5, 2022 Option Year I September 6, 2022 – September 5, 2023 Option Year II September 6, 2023 – September 5, 2024 Option Year III September 6, 2024 – September 5, 2025 Option Year IV September 6, 2025 – September 5, 2026

V. Hours of Operation

The Contractor is responsible for conducting business, Monday thru Friday during normal business hours except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

VI. Place of Performance

The contract will be performed at the SEFSC Miami facility 75 Virginia Beach Drive, Miami, FL 33149.

VII. Deliverable Schedule

Deliverable Description Quantity/Media Completion Due Date

1 Records shall be uploaded to the SEFSC Website

Documents uploaded directly into Publications Databases Photographs held on Library “Z” Drive ongoing

2 The contractor shall arrange for storage uploaded to the SEFSC Library network driver disk

Scanning rate of slides and photographs about 80/mo. Backup files of indexing and scans of documents saved to Library “Z” Drive ongoing

3 Work with the SEFSC IT Department staff to develop an online application that will allow the visual materials to be searched and viewed on the SEFSC Website.

As applicable ongoing http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=PRD&description=Protected%20Resource%20Division%20-%20PRD%20%20%281997/98-2006/07%29 http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=SFD&description=Sustainable%20Fisheries%20Division%20-%20SFD%20%20%281999-%20%20%20%29 http://www.sefsc.noaa.gov/P_QryLDS/QueryDocuments.jsp?series_code=TR&description=NMFS%20Technical%20Reports http://www.sefsc.noaa.gov/ldscruises/index.jsp

4 Load the metadata with scanned materials to the database and test the application for the SEFSC Photo Library on the SEFSC Website.

As applicable As soon as possible

5 Deliver the Photo Library final product: the searchable SEFSC Photo Library.

As applicable ongoing

6 Update and maintain the existing historical collections of the SEFSC Library already online

Peer Review Database increases in size 85-125 records/yr ;. Technical Memoranda about 20/yr; other divisional documents 10-15/yr ongoing

Services Contractor will work primarily: X On-Site ☐ Off-Site Services Contractor requires access to NOAA facilities:

X Required ☐ Not Required

Services Contractor requires a PIV or CAC: X Required ☐ Not Required Services Contractor requires a NOAA email address:

X Required ☐ Not Required

Services Contractor requires use of DOC-Owned IT equipment (laptop or desktop computer)

X Required ☐ Not Required

Services Contractor requires non-Government IT equipment to connect to a DOC network:

☐ Required X Not Required

Services Contractor requires access to non-public DOC/NOAA data:

☐ Required X Not Required

Services Contractor will be provided on-site office space with incidental Government Property (desk, chair, phone, and other similar equipment that remains onsite, per FAR 45.000 (5)

X Provided ☐ Not Provided

For Services Contractors doing laboratory work, the government will provide typical lab supplies and equipment for use:

☐ Provided X Not Provided

Description of other access or equipment requirements not already addressed above:

VIII. Security Requirements

This project is considered low risk, and Contractor staff must be suited for public trust classification. Background investigations are required for all contractor staff proposed for this project, and must be completed prior to beginning work.

IX. Travel and Training:

a. Training: Contractors are required to complete all NOAA mandated training such as IT security training. Professional Development is NOT a Reimbursable cost.

b. Travel: Travel is not expected under this statement of work

X. Special Requirements

a. Confidentiality and Data Privacy

This contract may require that services contractors have access to Privacy Information.

Service contractors are responsible for maintaining confidentiality of all subjects and materials and may be required to sign and adhere to a Non-disclosure Agreement

(NDA).

b. Intellectual Property Rights

All deliverables are the property of the U.S. Government. All documents, analyses, files (digital or other), reports, notes and photos are to be used only by Contractor personnel assigned to this purchase order. Documents, files and other data are to be stored exclusively on Government owned equipment and at no point should be saved or archived on personal drives or devices. Copies are not to be disseminated to anyone outside of the NMFS or to any other contractor personnel without explicit release from the Government.

c. IT Security

The contractor will require access to Federal Buildings, DOC Systems and includes an IT component. The contractor must meet the Department of Commerce IT Security Program Policy and Minimum Implementation Standards and also adhere to NOAA and NMFS security policies. Information can be found https://sites.google.com/a/noaa.gov/ocio-itso/home/department-of-commerce-policies.

d. Section 508 Compliance

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L. 105-220 under Title IV (Rehabilitation Act Amendments of 1998), all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

XI. Inclusion of Clause 52.217-8 https://sites.google.com/a/noaa.gov/ocio-itso/home/department-of-commerce-policies http://www.access-board.gov/ http://www.access-board.gov/ http://www.section508.gov/

Inclusion of FAR clause 52.217-8, Option to Extend Services, in the solicitation and resultant contract is for use by the Government as outlined at FAR 37.111, Extension of Services.

XII. Required Knowledge and Experience:

This project involves archiving both documents and photographs of the history of the SEFSC from its formation in the 1950s, therefore the contractor is required to have a working knowledge of the NMFS SEFSC Institution, its history and its personnel.

Interpretation of the documents and photographs demand an extensive background in marine biology. The key personnel shall have 10 years of experience and at least a Master's degree in Marine Science, as well as a knowledge of the SEFSC research projects. Naturally such professional informational scientist skills such as indexing and archiving materials are necessary.

The library scanning and support services contractor qualifications must be evident in the proposed resume(s). Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without acknowledgement from the Contracting Officer.

XIII. Evaluation Factors:

The Government will issue an order resulting from this request for quotation to the responsible offeror whose quotation results in the best value to the Government, considering both price and non-price factors. The following factors will be used to evaluate quotations:

Technical Evaluation Factors:

Factor 1--TECHNICAL APPROACH. The quotation will be evaluated on how the offeror intends to organize, staff and manage the contract and the means that will be used to accomplish the contract requirements. The degree to which the quotation demonstrates an understanding of the requirements will be evaluated, as well as the offeror's planned management of consultants and subcontractors, if applicable Data for the existing Publications Databases are collected in ProCite. Slides are scanned with a Plustek OpticFilm 8200i using SilverFast 8 Professional Scanner Software. Working knowledge of these is necessary as well as the structure of the current Publications Databases on the SEFSC website.

Factor 2 -KEY PERSONNEL. The education, experience, and accomplishments of key personnel will be evaluated to determine the degree to which they possess the qualifications to perform their proposed duties under the contract. Since the databases are historical and archival, a knowledge of the history and personnel of SEFSC from its beginning to the present is important. Correct indexing of the slides and publications requires a higher degree in marine biology as well as information science. Familiarity with the above hardware and software as well as experience using and maintaining the existing Publications Databases mentioned in Task 6 is necessary.

Factor 3--PAST PERFORMANCE. The offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, effective management of subcontractors, cost management, level of communication between the contracting parties, proactive management and customer satisfaction.

● Offeror shall provide at least three (1) past performance references. Provide name, address, phone number, and description of the project.

If a quoter has no relevant past performance, the quoter must affirmatively state that it possesses no relevant past performance history. Offerors who fail to either provide past performance information or affirmatively state that they have none, may be considered as non-compliant to the solicitation.

Factor 4 - COST/PRICE. The proposed prices/costs will be evaluated. The cost evaluation will determine whether the proposed costs are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed costs must be entirely compatible with the technical approach.

XIV. Project Lead: Information provided upon award.

XV. Contractor's invoice.

The Contractor shall prepare and submit invoices to MB.Invoices@noaa.gov. If the invoice does not comply with these requirements, the designated billing office will return it within 7 days after receipt with the reasons why it is not a proper invoice. Invoices shall not be submitted until all work is complete and the government has made acceptance.

Any invoices submitted prior to this will be returned to the vendor as unacceptable. The Government will take into account untimely notification when computing any interest penalty owed the Contractor. Terms are Net 30. Please do not seek payment information until the 30 days have passed from acceptance. NOAA does make every attempt to make prompt payments.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Contract number or other authorization for supplies delivered or services performed (including order number and line item number).

mailto:MB.Invoices@noaa.gov

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading

(vi) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(vii) Any other information or documentation required by the contract (e.g., evidence of shipment, Bill of Lading (BOL) invoice showing exact charges if freight exceeds $100. The government will only pay exact costs for freight when the charge exceeds $100, must be supported by airway or BOL invoice).