Statement_Of_Work_(SOW) Digitization 7.31.24_FINAL.pdf

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Records and Information Management

Southeastern Power Administration

STATEMENT OF WORK (SOW)

Digitization of Physical Records

July 2024

Version 1

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Document Overview

Southeastern Power Administration (SEPA) is looking to proceed with physical scanning and transformation of existing documents in its Agency. This project will focus on creating digital records from existing physical content dating back many years and retaining it at SEPA as an electronic document going forward. The purpose of this engagement is to comply with National

Archives and Records Administration (NARA) mandates for records management as an organization.

Points of contact is Aimee St. Clair, Records and Information Management Specialist, 1166

Athens Tech Drive, Elberton, GA 30635, Office: (706) 213-3813, Email:

aimee.stclair@sepa.doe.gov or Chris Wilk, Chief Information Officer, 1166 Athen Tech Drive, Elberton, GA 30635, Office: (706) 213- 3821, Email: christopher.wilk@sepa.doe.gov mailto:aimee.stclair@sepa.doe.gov mailto:christopher.wilk@sepa.doe.gov

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Table of Contents

Document Overview 2

Task Order Title 5

1. Introduction 5

2. Current Environment 6

2.1. Business Objectives 6

2.2. Technical Objectives 7

2.3. Southeastern Power Administration Objectives 7

2.4. Vendor Objectives 7

2.5. Management & Administrative Objectives 7

2.6. Catagorization Objectives 9

2.7. Project Change Requests 12

3. Specific Requirements 15

4. Task Description 16

4.1. Task 1- Shipping Boxes 16

4.2. Task 2-Digitization Utilizing Robotics 17

4.3. Task 3- Categorization of Digitized Records 18

4.4. Task 4- Quality Control of Digitized Records 18

4.5. Task 5- Shredding of Temporary Documents 19

5. Project Timelines 20

5.1. Key Deliverables, Milestones and Schedule 20

5.2. Government Furnished Equipment/Information (GFE/GFI) 20

5.3. Other Pertinent Information/Special Considerations 20

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6. Constraints 20

7. Quality Control of Digitized Documents 21

8. Personnel Security Clearances 21

9. Non-Disclosure Agreements (NDAs) 21

10. Data 21

11. Confidentiality, Security, and Privacy 21

12. Evaluation Criteria 21

13. Period of Performance 23

14. Place of Performance 23

15. Safety 23

16. Submission Timeline 24

17. Points of Contact 24

Table of Tables

Table 1: Summary of Requirements 14

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Task Order Title

Digitization of SEPA’s long-term temporary and permanent records from a physical content to digitized content following Federal regulations and law.

1. Introduction

This Statement of Work (SOW) issued by Southeastern Power Administration describes the goals expected to be achieved with regard to executing the transition of physical records into digitized content. SEPA Policy 243.1A

SEPA must fully manage Federal records in electronic format as much as possible in accordance with prescribed laws, regulations, directives, and processes to ensure adequate and proper documentation of SEPA's organizations, missions, functions, policies, and decisions. (44 U.S.C., Chapters 21, 29, 31, 33, and 35; 36 CFR Chapter XII Subchapter B, Records Management; and other National Archives and Records Administration (NARA) requirements and bulletins, as applicable.)

Background

The Federal Records Act of 1950, as amended, which is codified in Chapters 21, 29, 31, and 33 of Title 44 of the United States Code (U.S.C.), states the Head of each Federal agency shall establish and maintain an active, continuing program for the economical and efficient management of the records of the agency. It also requires the “Head of each Federal agency make and preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency and designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the agency’s activities.” The Paperwork

Reduction Act, codified in Chapter 35 of Title 44 of the U.S.C., makes records management a part of a broader program of Federal information resources management. In addition, the

National Archives and Records Administration (NARA) has broad authority, under Title 36 of the

Code of Federal Regulations (CFR), to set standards for the management of records, evaluate agency programs, preserve permanently valuable records, and approve the destruction of https://uscode.house.gov/browse/prelim@title44/chapter21&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title44/chapter39&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title44/chapter39&edition=prelim https://www.ecfr.gov/current/title-36/chapter-XII https://www.ecfr.gov/current/title-36/chapter-XII

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temporary records. The General Services Administration's (GSA) regulations are located in Title

41 of the CFR.

The National Archives and Records Administration (NARA) first released the Universal Electronic

Records Management (ERM) Requirements in August 2017. NARA released Version 2 in April

2020. These requirements identify high level business needs for managing electronic records and come from existing NARA regulations, policy, and guidance. NARA now has a draft Version

3 which incorporates recent regulatory changes.

2. Current Environment

SEPA currently has physical records dating back to the 1940’s that were never scheduled on a

NARA approved file schedule thus requiring storage only. SEPA has created a new file schedule to address these records. This file schedule is currently under review with NARA with an anticipated approval date by September 2024.

Therefore, a physical inventory has been completed of the physical records that will need to be digitized and categorized allowing SEPA to properly transfer permanent records to NARA.

Objectives

The objective of this SOW is to provide the requirements necessary to digitize physical records into a mandated and acceptable format for transferring permanent copies to NARA.

2.1. Business Objectives

Digitization and correctly categorizing records according to SEPAs approved file schedule, along with tagging data for easier retrieval options in the future is essential. By digitizing records SEPA will enhance the employee experience while working with records, produce quicker turnaround times for searches by utilizing the metadata to sort through thousands of documents and cut costs exponentially overall.

https://uscode.house.gov/view.xhtml?path=/prelim@title41&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title41&edition=prelim

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2.2. Technical Objectives

Document’s will be scanned and saved in PDF format compatible with NARAs digital formats. AI may be leveraged to enhance categorization, tagging, and metadata assignment. Media will be converted using NARAs approved digital formats.

2.3. SEPA Objectives

SEPA will provide the Vendor with a 2024 Records Inventory template for project understanding. This inventory list provides file codes, record titles, original location, type, format, and disposition details. Vendor will utilize this document to teach their platform to categorize records during the scanning process and in concert with the manifest level information to ensure a secure chain of custody, retention, and destruction of SEPA related information during the project.

2.4. Vendor Objectives

To scan and digitize approximately 500,000 pages and/or visual media according to NARAs digitization rules which is found in 36 CFR 1236 Subpart D, Regulations on Digitizing

Temporary Records and 36 CFR 1236 Subpart E, Regulations for Digitizing Permanent

Records. NARA has put out guidance on digitizing records under General Records Schedule

4.5.

Records must be an acceptable digital quality for transfer by SEPA to NARA as noted in the

CFR

2.5. Management & Administrative Objectives

SEPA is responsible for the following, which are conditions precedent to the Vendor’s effective delivery of the services described in this Statement of Work.

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The following is a list of assumptions and clauses that SEPA must prepare, have available and work with the Vendor’s technical resources to successfully deliver the project. SEPA will:

• SEPA must designate a Contracting Officer’s Representative (COR). The COR will be responsible for signing off deliverables, scheduling resources, meetings, and acting as the main contact point for this project.

• The COR may be changed any time providing reasonable notice is given to the

Vendor.

• Provide the Vendor personnel with onsite or remote access resources to provide support defining or obtaining configurations, setup parameters, relevant data and coordinating services at SEPAs site, including access to security and technical support resources if required.

• Advise the Vendor in advance of any security/access policies and procedures that must be followed.

• Ensure the project will start and proceed as agreed upon. Any changes to confirmed dates may result in re-scheduling at the Vendors earliest convenience.

• Agrees to work expeditiously with the Vendor’s technical resources to ensure that this project is started within a 30-day period after contract award. Final project schedule to be determined as part of project kickoff discussions between SEPA and the Vendor.

The Vendor is responsible for the following:

• Assign sufficient resources to carry out the tasks as defined in the Statement of

Work.

• Vendor agrees to work expeditiously with the end customer technical resources to ensure that this project is started within a 30-day period after receiving the contract award.

• Advise SEPA of any problems or issues that may impact completion of the project as early as possible.

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2.6. Categorization Objectives

Example of Box Numbering format planned for the project manifest controls:

Boxes will be labeled by series number and number of boxes in that series. Ex: 9.13-013, box

1 or 13. There will be a SEPA box log inside the box that corresponds to an electronic inventory that corresponds. The items on the log will not necessarily be in a matching order/sequence within the box or on the log.

Documents are separated and bound in various ways (paper clips, binder clips, rubber bands, or staples). No 3-Ring binders are expected. Any coiled notebooks will already have their coil removed.

Indexing, Assembly, Naming, Hierarchy, and Permissions:

The digitization services implement a default assembly, naming and hierarchy strategy that is used when exporting and configuring documents in a compatible platform. The standard strategy creates a digital twin using details from physical content. The Vendor will utilize the

Box Number and Folder Tab ID information for intake.

Assembly:

The assembly of documents into files is based on all content in a folder being output as a single PDF or single documents as a single file. If staples or fasteners are found, they will be removed and all content in a folder will be processed together as a single PDF for assembly purposes.

• Each fastener will represent a grouping of pages to become a multipage PDF.

• All sequential loose pages will be grouped into the same PDF if found as part of a folder.

• In the case of a folder with no stapled sheets within, all pages within the folder will be assembled as a single PDF.

• Documents that may need review or decisions will be placed into the exception queue for input processing by SEPA.

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• Documents that are not contained in folders will be grouped based on fasteners and numbered sequentially. Examples include:

o Unknown or Loose documents o Slides o Negatives o Pictures o Film

Naming:

A top-level hierarchy is typically named from ingestion details of content. In this case, Vendor will utilize the Box Number information to help determine the hierarchy. This final hierarchy can be determined in conversation with SEPA as part of the project.

Folder naming requirements:

In this case, the folder level of the platform used will be extracted from the document(s) or folder(s). Unknown content that is of a separate type will be sent to a review queue in the platform. This unknown content will utilize the digital twin using details from physical content as needed for upload purposes into the platform.

Record Naming Requirements

Naming convention structure:

File Name Example:

• “SEPA + Box Number_Record Title_FC File Code_Incrementer.PDF” or

• “SEPA _SEPA_History_FC 9.1-013_001.PDF” for PDF output

Folder Taxonomy Example:

• Box Number \ Folder \ SEPA + Box Number_Record Title_FC Fill

Code_Incrementer.PDF

• or

• 9.1.-013 SEPA History \ SEPA 19_SEPA_History_FC 9.1-013_001.PDF

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• 9.1.-013 SEPA History \ SEPA 19_SEPA_History_FC 9.1-013_002.PDF

Approach:

• Final naming is based on the Box Number, Record Number and data found on the document or Folder.

• Incremental numbers will be added to document names to indicate each individual document as part of a box where multiple documents are found for the same record title. Additional incrementors will be used if duplicate information is found as part of the output. This will avoid duplicate file names.

• Underscores should be added between each of the data elements and special characters removed.

• Folder structure in the platform will be defined based on the document or folder processed and utilization of the data as shown above.

Hierarchy:

The platform’s Taxonomy View feature will also allow administrators to configure a different hierarchy using this information. The initial taxonomy work queue for SEPA document exceptions will be set up by the Vendor for production.

Permissions:

The Vendor will configure the permission structure for the platform based on discussions held with SEPA around access requirements.

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2.7. Change Requests

Project Change Request:

If either party discovers information that would change the scope of the project, as defined in this Scope of Work, written notice must be given to the COR and introduced for approval. The COR will identify revised tasks along with an adjusted price associated with the required change, if applicable. Price, schedule and other terms shall be reasonable and consistent with the terms of the contract, Both parties will review the proposed change and will a} approve, b} reject, or c} approve for further investigation. The COR will notify the CO of the change and submit a modification requisition to the CO. Once approved the CO will prepare a Standard

Form 30 to be signed by both parties.

Project Change Control:

Changes to the Scope of Work can only be made by designated members of SEPA or the

Vendor given written notice. The requested change must be described and reasons for the change stated. The COR will indicate effects of the Change in terms of cost, deadlines, etc., on the Standard Form 30.

Scope

The Vendor shall utilize technology specifically designed for high-speed, high-volume document scanning and digitization, ensuring accuracy, delicate handling, consistency, and efficiency, with an output image quality up to 500+ color. Technology shall be capable of handling fragile documents with minimal risk of damage, as well as assigning appropriate tagging and metadata.

The solution may leverage artificial intelligence (AI) and machine learning (ML) algorithms to automatically classify, extract and index information from digitized documents, reducing manual intervention and enhancing accuracy.

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The Vendor must have past performance in handling Controlled Unclassified Information (CUI) for Federal agencies. The vendor must also adhere to stringent industry security standards, NIST 800-171 Revision 3.

The Vendor must demonstrate compliance with NARA’s updated regulations on digitizing permanent records (published May 4th, 2023) and adhere to the required technical specifications for image quality, resolution, color mode, and file formats.

The Vendor must offer a comprehensive suite of services, including document preparation, fastener removal, digital twin creation, and human-in-the-loop validation to ensure the highest level of accuracy.

The solution must be capable of processing a wide variety of document types, including modern textual documents, maps, blueprints, schematics, drawings, bound volumes, and photographic prints (negatives as well), as well as handling folded sheets, booklets, documents in sleeves.

The Vendor must provide a complete turnkey solution, including packing, palletizing, shipping, and returning certain materials to the agency, as specified in the Statement of Work (SOW).

The vendor must have a dedicated team of professionals with experience and specialized experience in document digitization, management, and intelligent document processing (IDP), as well as a proven track record of success with Federal agencies and large-scale digitization projects.

The Vendor must be recognized NARA on NARAs preferred vendor list to conduct digitization of federal records. NARA and GSA partnered to incorporate the Universal ERM Requirements into

SIN 51210ERM Electronic Records Management Solutions. Contractors under the ERM SIN are required to self-certify which Elements they meet and must include the self-certification on their GSA MAS Contract Price List “text file,” which is published on eLibrary.

Table 1 outlines the scope of services across the service offerings, delivery models, and pricing options for the digitization solution.

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Table 1: Summary of Requirements

Requirement

Description

Specification

Image Resolution in DPI 500 DPI

Single Sided or Duplex Duplex

Color / Gray Scale /

B&W

Color

Output Image File

Format

PDF

OCR

Yes

Custom Attributes Vendor will utilize a deep digital twin methodology, which includes relating manifest/box/folder-level information to processed content

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SEPA Digital Twin Data Model:

SEPA documents will have full OCR applied to the digital PDFs. Digital PDFs and attribute metadata output will be added to a secure the platform production environment. These PDFs will be classified based on the Inventory List, which can also be used to normalize data if needed. Enrichment of key data attributes will occur from the information supplied on the

Inventory list and physical content locations such as the folder tab. This content will aid in retrieving content in SEPA’s downstream system, with contextual search via OCR and data enrichment. The export of digital PDF/CSVs will be made available to SEPA via Vendor’s SFTP.

Handwriting will need to be assessed on an as needed basis.

Data attributes (examples only) for enrichment from SEPA manifest and physical content:

1. Document or Folder ID (Also used for naming if needed)

2. Box Number

3. File Code (Expected on Inventory List)

4. Record Title / Name (Expected on Inventory List / Folder Tab)

3. Specific Requirements

Project Warranty:

A 1-year project warranty is provided by the Vendor after the hand off of deliverables or production launch of the solution or work identified in this Statement of Work. The following provides a guideline of what is and not covered under this period:

● If an issue occurs within the project warranty period, for example, a missing identified and documented deliverable or a defect of the Vendor developed software program or solution, Vendor will complete the missing item or fix the defect at no extra cost to the customer.

● The project warranty does not provide for any new features or changes to the deployed solution after initial hand-off of deliverables identified in this Statement of Work.

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● Anything that is considered a change from the original scope or deliverables outlined in the

Statement of Work will fall under the “Change Request” section of this Statement of Work and will be covered under this project warranty period.

● Project warranty is to be considered or classified as regular service support.

● Regular service support is technical support whereby services are rendered in an attempt to help SEPA solve specific problems with a product but does NOT provide for training, customization, or other similar services.

● Regular technical support may be delivered over the telephone or online by e-mail and/or live support software via common remote web session tools (like TEAMS, WEBEX, and Zoom).

● Regular product support for the main application(s) utilized in this project will continue to be available for the duration of an active support contract between the application Vendor and

SEPA.

Digital Content Disposition

• The Vendor will plan to maintain all documents and associated data for 1-year in conjunction with the service warranty. Vendor will be required to provide attestation that SEPA data has been purged from all vendor owned or operated systems.

4. Task Description

Each task below represents the activities necessary to fulfill the SOW.

4.1 Task 1 – Shipping of Boxes

• Physical content expected to be shipped from SEPA, 1166 Athens Tech Drive, Elberton, Georgia with a shipper provided by the Vendor. All content will be physical and in records boxes (1.3 cubic feet or approximately 2500 pages each box). The Vendor will have the Shipper palletize and shrink wrap boxes at SEPA in order to maintain a chain of custody and cut shipping costs.

• The Vendor will ship back to SEPA all permanent boxes once digitized palletized and shrink wrapped to maintain a chain of custody and cut shipping costs.

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4.2 Task 2 – Digitization Utilizing Robotics

Scope of volume is assumed at 500,000 images for backfile scanning. This is estimated to be 230 boxes. Final quantities to be determined by SEPA for Load 1.

● Documents provided consists of:

○ Records from File Plan Type 1.0 - 14.0 and miscellaneous types as found. Load

1 will specify which types are sent for processing. As an example, File Plan Type

9.0 is specific to SEPA and may be expected to be a larger percentage of initial content.

○ Non-CUI / Non-PII documents expected as a security level for processing

● The Vendor expects a box listing of documents and folders of record types contained in the boxes to accompany shipments for chain of custody and recognition of content type for processing

● Content in Boxes: Vendor is expecting full or partially full banker's box that will be sent for processing.

● Documents are organized in folders and individually in boxes. Documents may be separated by paper clips, binder clips, rubber bands, or staples within a folder for processing (most have been removed prior to shipping). No large binders are expected. Coils are expected to be removed from any bound document sent to the Vendor, however there might be some to keep items together). Any staples or binders found in a folder of content will be removed. All content in a folder will be output as a single PDF. A new folder or document will denote the start of the next PDF being output.

○ Assumption: Level of effort of preparation is based on all documents being organized by box/folder and individually separated by binder/clip/staple within the folder. Loose content in a folder will also be bundled together, and a folder will be output-scanned as a single PDF using a digital twin approach.

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○ Permanent processed content will be placed back into folders and boxes for return to a SEPA nominated location upon request, but no later than three months after content is digitized.

○ Non-Permanent processed content will be rubber banded and placed back in boxes for retention and shredding once the Vendor has been given the permission based upon SEPA having received an approved file schedule from

NARA (currently in process and expected final approval is September 2024).

4.3 Task 3 – Categorization of Digitized Documents

● Box Naming: Extracted from the provided manifest or document/folder label.

● Folder Naming: Extracted from the Folder or from the manifest information if no data is found on the folder.

● All PDFs shall be in searchable format.

● Content shall be available for download by SEPA via SFTP with PDF/CSV master data files.

PDF / CSVExport:

As part of the project, export PDF+CSV control file payloads will occur to a The

Vendor-hosted SFTP environment. SEPA will be able to login and download these payloads securely. The output of content will be separated by Box level in the SFTP. Each set of content will be a batch of PDFs with one CSV control file per batch. This is an example of CSV output that The Vendor would provide to

SEPA. SEPA will use the PDF/CSV output to ingest the data into SharePoint with an existing process. The Vendor expects SEPA to work collaboratively to ensure automated controls are available for transport of data to the final ingestion point. Downloaded files will already have metadata tagged as part of the AI and

Machine Learning process to prevent SEPA from having to manually tag digitized content in SharePoint.

4.4 Task 4 – Quality Control of Digitized Documents

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Image Resolution Quality:

• The Vendor will process all documents at 500 DPI

• No digital native documents are expected

• Automated image clean-up–crop, rotate, deskew and despeckle will be utilized.

Blank pages will NOT be removed if found, this rule includes blanks on the back side of a sheet.

PDF Resolution Quality:

• The Vendor typically will process all documents at 300 DPI once QA is completed on the PDF. Must meet NARAs standards.

Document Sizes:

• 2” x 4”

• 3” x 5”

• 5” x 7”

• 8 ½” x 11” Letter (Minimum size)

• 8 ½” x 14” Legal

• 9“x 12”

• 10” x 14”

• 11” x 17”

• Maps of larger sizes

• Some oversized maps are included and odd sized documents and media included

Assumptions:

• Aged paper going back to 1900’s could be involved with long term content and is very fragile. Various types of paper will be in the Records.

4.5 Task 5 – Shredding Temporary Documents

• Shredding is expected for content classified as non-permanent/Temporary based on written approval from SEPA.

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5. Project Timelines

5.1 Key Deliverables, Milestones and Schedule

The initial Load 1 project is planned to ship in TBD. Approximately six months for digitizing, quality control of content, and shredding of temporary documents. Permanent documents will be shipped back after first level quality control is completed, by TBD. This will be a fluid timeline based on NARA approving SEPAs file schedule.

5.2 Government Furnished Equipment/Information (GFE/GFI)

• No government supplied equipment included within this project.

5.3 Other Pertinent Information/Special Considerations

• Contractor Travel – included within initial award.

• Shipping of Boxes to and From SEPA and the Vendor – included within initial award.

• Storage of Boxes – While waiting in que for digitization, to be shredded, and to be shipped back to SEPA. Included within initial award with no other charges no matter the cause for longer storage.

6. Constraints

• Out of Scope Elements

• Training of Additional Employees.

• Internal Communication & Training for End Users.

• Advanced Services or Customization not specified in this SOW. If Additional Services are identified during this Implementation, they will be scoped and considered as a Change

Request or delivered in a separate SOW.

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7. Quality Control of Digitized Documents

The Vendor must implement a stringent Quality Control process of digitized documents ensuring they meet or exceed NARAs standards as published in the CFR.

8. Personnel Security Clearances

The Vendor must ensure all employees maintain at least a Public Trust background check to ensure integrity of CUI information. This will be provided by the Vendor and is not an additional cost to SEPA.

9. Non-Disclosure Agreements (NDAs)

Vendor personnel handling SEPA records are subject to non-disclosure agreements.

10. Data

All records and associated data will be (and remain) the property of the government.

11. Confidentiality, Security, and Privacy

The Vendor must abide by all federal regulations regarding confidentiality, security, and the privacy act.

12. Evaluation Criteria

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The criteria that will be used to evaluate the proposals are as following:

• Price: Firm-fixed price

• Quality of the Technical Approach: Technical capability of the Technical Approach offered to meet the Government requirement; the approach must include a logical sequence of tasks that you will perform to accomplish the requirements. Identify and describe the specific techniques and steps that will be applied during the accomplishment of all tasks of this project.

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• Past performance: Prior Experience: Recently performed similar and relevant work

(i.e. size, scope and complexity). Technical and past performance, when combined, are approximately equal to cost or price.

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Weighted criteria will be used to evaluate:

• Prior experience with similar projects o Past performance as recorded in https://www.cpars.gov/ o Considerations include:

Accuracy of reports on past contracts.

Degree of technical complexity in past digitizing projects

Adhere to schedules and meeting milestone dates.

Method for identifying and solving problems.

Key personnel performance examples from previous contracts.

o Technically acceptable offers will be ranked on:

Quality of scanned documents

Accuracy of NARA approved formatting

Timeline to complete o Documentation of results the vendors approach to meeting milestones.

o How the vendor determines acceptable performance and the level of quality.

• Qualifications of the personnel performing the work.

o Experience and skills of the key personnel.

o Individually held security clearances.

o Description of how the proposed key personnel have the ability to perform the work of the contract.

https://www.cpars.gov/

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A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

13. Period of Performance

The Period of Performance will be from [TBD]

14. Place of Performance

Scanning and digitization activities will be conducted at the Vendors facility which will maintain a secure storage area for SEPA records the entire time the Vendor has assumed custody of the records.

Shredding of the temporary records after digitization will be conducted by a federally certified company that meets the federal governments regulations for secure and confidential shredding at the vendors location maintaining a chain of command of records.

15. Safety

The Contractor shall comply with Department of Energy (DOE) Safety and Security Orders and

Directives, including, but not limited to, the safety requirements defined in all applicable

Federal, State and local laws, regulations and ordinances. When questionable the most stringent shall apply.

Contractor personnel shall comply with all applicable provisions of the State Labor and

Industries Safety and Health Regulations, U.S. Department of Labor, Occupational Safety and

Health Administration (OSHA) Standards 29 CFR 1910 and 29 and 29 CFR 1926, Environmental

Protection Agency (EPA) Title 40 CFR 170 (Worker Protection Standard) and other applicable

Federal, State, and location regulation.

Job-Related Injuries/Illnesses: Job-related injuries to Contractor employees shall be reported to the COR.

Contractor personnel shall comply with all applicable provisions of the State Labor and

Industries Safety

16. Submission Timeline:

• Submission Deadline: 5pm Eastern Daylight Time on August 30, 2024

• Expected Decision Date: September 18, 2024

• Vendor start date: within 30 days of award

• Please submit all proposals to the CO at:

o juvonna.mattox.doe.gov via email or o 1166 Athens Tech Rd Elberton, GA 30635 via mail

• Check-In Meetings: To be scheduled at project start, monthly and at project completion. Meetings may be conducted using Microsoft Teams, WebEx or equivalent remote technologies.

• Vendor close-out date: NLT 12 months from Vendor Start Date

17. Points of Contact

Contracting Officer (CO)

Name: Juvonna Mattox

Address: 1166 Athens Tech Drive, Elberton, Georgia 30635

Email: juvonna.mattox@sepa.doe.gov; Phone Number: 706-213-3808

Contracting Officer’s Representative (COR)

Name: Aimee St. Clair

Address: 1166 Athens Tech Drive, Elberton, Georgia 30635

Email: aimee.stclair@sepa.doe.gov; Phone Number: 706-213-3813

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mailto:aimee.stclair@sepa.doe.gov