Tech Library PWS DRAFT.pdf

PERFORMANCE WORK STATEMENT (PWS)

Technical Library Services

Air Force Research Laboratory Phillips Research Site Kirtland AFB, New Mexico

7 April 2022

1. SCOPE AND BACKGROUND

1.1. Scope. The Contractor shall provide all personnel, supervision, program management, and services necessary to perform a wide range of technical library support services to the Phillips Research Site (PRS), its operating locations, and its partners, Air Force Research Laboratory (AFRL), Kirtland Air Force Base (KAFB), New Mexico, as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

Contractor tasks include task and project and process management, administration, collection development and maintenance support, reference, secondary research, circulation, interlibrary loan, outreach, customer services, education support, video, archiving, and cataloging.

1.2. Background. The vision of the Phillips Research Site (PRS) Technical Library includes continued and sustained provision of ever-improving services to its customers, taking continuous advantage of technology innovations and advances in the library profession while optimizing value to the customer and to the taxpayer. The goal of the library is to operate and maintain a state-of-the-art technical library offering information services that promote cutting edge research, facilitating access to materials and information tools, and fostering an innovative and modern information community. The PRS technical library is a repository, manager, and provider of scientific and technical information for PRS. The technical library maintains a system of Internet and Intranet links to full text technical reports, abstracts, citations, bibliographic, and various commercial databases, electronic journals, and reference materials. Information of various media types is imported. This information is indexed, archived, and prepared for desktop retrieval by the end-user. The information is made available to Air Force Research Laboratory and other users via the PRS network. Access to any information other than that which is approved for public release shall be controlled and protected in accordance with current policies.

2. REFERENCE DOCUMENTS. Reference guidance consists of DoD, Air Force, AFRL, and other documents associated with requirement definition. The Contractor shall use the most current version, as supplemented, during the contract period of performance. PWS reference materials are listed in Appendix 2.

3. PERFORMANCE REQUIREMENTS:

3.1. CONTRACTOR MANAGEMENT.

3.1.1. Management. The Contractor shall provide the necessary management and personnel required to perform the services defined in this PWS. The Contractor shall have a Single Point of Contact for the overall management of this contract.

3.1.2. Contract Management and Control. The Contractor shall provide the planning, coordination, technical direction, and surveillance of the activities necessary to assure work performance and resources to accomplish all work effort under the contract. The Contractor shall be responsible for maintaining communication with the Contracting Officer (CO) and Contracting Officer’s Representative (COR), and to immediately notify BOTH the CO and the COR of any problems that would prevent timely performance of work effort under this contract. Providing notification to the Program Manager (PM) and/or the COR is NOT considered notifying the CO.

3.1.3. Management and Oversight. The Contractor shall establish, implement, and maintain technical management and oversight of all work performed under this PWS.

3.1.4. Plans and Reports. The Contractor shall provide the overall management effort required to integrate operational and programmatic functions necessary to perform all work effort under this PWS.

3.1.5. Quality Control Plan (QCP). The Contractor shall develop, maintain, enforce, and document a QCP. The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this PWS.

The QCP shall be revised or modified as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained. The QCP shall be sufficiently detailed to provide the Contractor’s methodology for identifying and recruiting qualified personnel. The QCP shall provide the Contractor’s methodology for resolving problems identified by the Government during reviews conducted in accordance with Paragraph 5.0 of this PWS (“Service Summary”). The QCP shall provide the Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. At a minimum, the Contractor’s QCP shall address the four specific areas of Quality Management Approach, Quality Assurance, Quality Control and Quality Standards and Staffing Vacancy Filling to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Service Summary Table 5.1.

3.1.5.1. Quality Management Approach. In this section of the QCP, the Contractor shall describe the overall approach for managing contract quality. The Contractor shall discuss overall philosophy and describe how employees are integrated into the quality management process. The Contractor shall be responsible for self-inspection in accordance with

CDRL 0003.

3.1.5.2. Quality Assurance. In this section of the QCP, the Contractor shall focus and describe processes being used to manage and deliver services and deliverables. The Contractor shall discuss organizational charts, communication lines, decision making authorities, roles and responsibilities, procedures and other criteria that may be employed when determining if and when to elevate a performance issue.

3.1.5.3. Quality Control and Quality Standards. The Contractor shall perform quality control activities continually throughout the life of the contract. The Contractor shall verify deliverables and services performed are in accordance with this contract and the Service Summary Table 5.1.

3.1.5.4. Staffing Vacancy Filling. In this section of the QCP, the Contractor shall describe the overall availability of a human resource pool and provide a plan to obtain qualified personnel who can readily fill vacancies within 30 calendar days of a position vacancy. The Contractor shall describe the strategy to expedite hiring and relocation to fill vacancies, to include company policies, if any, putting priority on filling vacancies.

3.1.5.5. Billing for Vacant Positions. The contractor shall not bill for positions that are vacant over 30 calendar days.

3.1.6. Contractor Full-Time Equivalent Reporting. The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force Research Laboratory (AFRL) via a secure data collection site. The Contractor is required to completely fill in all required data fields at https://sam.gov/content/entity-reporting. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

Contractors should direct questions to the SAM.gov help desk. Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. Data for Air Force service requirements must be input at the SAM.gov link. User manuals for Government personnel and contractors are available at the SAM.gov link at https://sam.gov/content/entity-reporting.

3.1.7. On-Site Contractor Program Management. The on-site Contractor Program Management shall be responsible for the performance of the work. The on-site Contractor Program Management is considered a Key Personnel position and shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract and shall have full control and authority to assign, prioritize, schedule, accomplish, and track all work performed. The Contractor shall provide management for all listed functions identified in this contract and ensure each function is performed in accordance with all applicable Federal, State, and local laws, DoD, Air Force, and base regulations, instructions, and requirements. The on-site Contractor Program Management shall manage the total Contractor work effort associated with operation, customer service, and all other services required herein to assure satisfactory and timely completion of these services. This on-site Contractor Program Management function includes the full range of management duties such as planning, organizing, leading and controlling efforts with information and library projects, human resources, quality control, and other major contractor management functions.

3.1.8. Copyright. The Contractor shall comply with the Copyright Act of 1976 as amended and be held liable for their employee’s violations of the Copyright Act.

3.2. ADMINISTRATION.

3.2.1. Program Management Plan (PMP). The Contractor shall prepare and submit the PMP in accordance with CDRL 0001.

(Deliverable PMP CDRL 0001)

3.2.2. Monthly Status Report (MSR). The Contractor shall prepare and submit the MSR in accordance with CDRL 0002.

(Deliverable MSR CDRL 0002)

3.2.3. Program Management Review (PMR). The Contractor shall attend and support on-site PMR meetings held by the Government and Contractor management to discuss https://sam.gov/content/entity-reporting contract status. PMR meetings will be held at least once annually, but not more than once quarterly. The COR will notify the Contractor in writing at least five working days in advance of each PMR, indicating the place, time, and call-in number for off-site management personnel. Contractor personnel shall be prepared to discuss the status of their areas of responsibility.

3.3. User Services.

3.3.1. Collection Development & Maintenance. The Contractor shall implement the Technical Library Collection Development Plan created by the Government Technical Librarian for collection development in the course of contract performance. The Contractor shall regularly evaluate the collection for content applicability and currency to the PRS mission. The Contractor shall maintain the technical library collection including re-shelving items, shifting material on the shelves to optimize space and accessibility, keep material in proper location on shelves, and assist customers in locating material.

The Contractor shall be responsible for relocation of library materials and consolidation of one collection with other collections or portions thereof as necessary. The Contractor shall ensure all materials except periodicals are identified on spine label with a call number, a unique barcode, and property stamp with library name. Reference materials shall be identified as such. Periodicals shall be identified as government property.

Barcodes shall match Integrated Library System (ILS) item record. Mark out, cancel, or otherwise remove all property markings and barcodes from withdrawn materials before turning into Logistics Material Control Authority (LCMA). The Contractor shall maintain shelves in a neat and orderly appearance. Shelve periodical/newspaper by title/chronological order. Daily reshelf all materials left out of place in the technical library such as on tables, desks, and study carrels and record in-house usage in ILS.

Conduct inventory of one fourth of collection each year so that entire collection is inventoried each four years. Reconcile inventory differences annually.

3.3.1.1 Acquisitions, Purchasing and Contract Maintenance. The contractor shall acquire information resources and information access for the technical library collection in response to the collection development plan and customer requests. Collection materials shall include, but not limited to, electronic databases, books, serials, technical reports, specifications/standards, indexes and electronic journals. The technical library requires coordinating supporting services such as software licenses and electronic journal and other subscriptions to be put into place and maintained. The contractor shall notify COR and PM when purchase orders require renewal and then renew the subscription upon COR approval. Notify the COR and PM of any issues or problems with services by third-party vendors, and communicate with vendors to solve access or availability issues. Prior to expiration of existing license agreements, propose source and cost and provide the coverage upon approval by the COR or PM. The contractor shall perform timely follow-up of these actions to ensure compliance with terms and conditions, timely coverage of services and deliveries, and ensure appropriate invoice processing is completed. The current status of the supporting services and acquisitions shall be made available to the COR upon request.

3.3.1.2 Acquisitions via Reimbursable “Other Direct Costs” (ODC) Contract Line Item (CLIN). The above acquisitions will be funded by the government via reimbursement on the “Other Direct Costs” (ODC) contract line item of the contract. These are listed on Appendix 5, “Technical Library Subscription Maintenance Listing.” Acquisitions listed on Appendix 5 are subject to change by the government via contract modification. The Appendix 5 acquisitions are those that the contractor shall manage and acquire. Acquisitions managed by the contractor shall be renewed as approved by the COR so no lapse in these services occurs. The contractor shall ensure that the licenses, publisher’s agreement or support agreements lists the AFRL-Phillips Research Site as the primary user. The government will reimburse for those acquisitions via the ODC contract line item by contractor’s submission of costs and documentation of best value purchase on an invoice. The contractor shall add to Appendix 5 the estimated costs for the items listed and provide the updated listing to the COR as requested. The COR or PM’s written approval is required prior to the contractor submitting any government purchase requests or prior to any expenditure of contractor “Other Direct Costs” (ODC) under the ODC reimbursable contract line item, with the exception of book purchases under $150.00 (total cost).

3.3.1.3 Acquisition of library books under ODC Contract Line Item. Books purchased for the collection with a total cost of $150.00 (or less per book) may be purchased at the discretion of the Library Manager following the guidelines in the Collection Development Policy; total monthly expenditures for books may not exceed $500.00 without the prior written approval of the COR or PM. Receipts for all purchased books shall be submitted with the contractor’s monthly invoice.

Books exceeding the cost of the $150.00 limit will require written approval by the COR or PM prior to being purchased as an ODC reimbursable contract line item.

The total monthly amount of book expenditures shall be noted each month on the Monthly Status Report (CDRL 0002).

3.3.1.5 Acquisitions Records. The contractor shall retain a file copy of all purchase requests. The local contractor project manager will maintain copies of all maintenance contracts on-site (including all purchase requisition documentation and a copy of the contract or purchase order) and shall make the files available to the COR upon request. It is required that the file copies shall be maintained electronically, with COR access available.

3.3.1.6 Subscription and Online Renewals. The contractor shall ensure that print and electronic subscriptions and online services are renewed without a lapse. The contractor shall track usage of online materials and make changes to the subscription lists based upon usage, adding or deleting subscriptions as required by the COR or as indicated by usage with COR approval. COR or PM approval of the final subscription list is required prior to any renewal of the subscriptions. The contractor shall keep current spreadsheets showing title, timeframe of subscription, and costs of all electronic publications and subscriptions, by category (paper and electronic) and including invoice and receipt tracking information. The contractor shall review, verify and maintain licensing and subscription agreements for products, software and electronic journals and links through the web page and shall amend license agreements as necessary. Collaborate with on-site federal librarian, other AFRL sites and the AFRL Library Council to maintain accurate journal holdings and AFRL Library

Council acquisition initiatives. The subscription list shall be available to the COR upon request.

3.3.2. Reference/Information Services. The Contractor shall provide reference services from a professional librarian at the level of mediation requested by the customer, ranging from fully mediated to “do-it-yourself,” using a variety of relevant resources to include print, non-print, or electronic formats that meet the scientific, technical or managerial informational requirements of customers. This includes conducting reference interviews and assisting library customers with the use of microfilm/microfiche and management and retrieval of microfilm and microfiche information. The Contractor shall respond to requests for current, specific or comprehensive information dealing with the areas of air and space vehicle electronics, electro-optics, flight dynamics, human engineering, space weather, geophysics, materials and advanced manufacturing processes, directed energy, weapon systems, and technology transfer. The Contractor shall use commercial and government sources.

This service includes Document Delivery Service (DDS) and Interlibrary Loan (ILL).

3.3.3. In-Depth Reference. The Contractor shall provide in-depth reference services to include referral to other base and DoD programs, and active participation in consortia, networks, resource sharing and cooperative activities, and available regional or national DoD sponsored bibliographic databases. The Contractor shall provide resource materials or answer queries within customer's requested deadline.

3.3.4. Open Literature Searches. The Contractor shall conduct comprehensive literature searches using appropriate commercial databases and open literature sources and shall document the search results for the requesting customer. Literature searches shall be performed within 3 working days of the customer request.

3.3.4.1. Defense Technical Information Center (DTIC) Full Literature Search.

DTIC restricted literature searches will be initiated and the Contractor portion completed within 3 business days, after which the Contractor shall provide the search strategy and signed AFMC Form 14 to the government librarian for coordination and final disposition.

3.3.5. Circulation. During all customer service hours the information desk shall be manned and a library technician shall be available to provide customer assistance. The Contractor shall:

3.3.5.1. Register patrons; create, maintain, update, and revise borrower records.

Delete borrower records for persons identified on the monthly clearance list that are departing the base, separating from federal service, or when notified by the user or his organization.

3.3.5.2. Properly use the ILS to record borrowers’ Check-in and Checkout transactions of materials including items borrowed from the technical library’s collection and through Interlibrary Loan that shall be returned to lending institutions. Properly use the ILS to record the in-house use of the technical library’s collection.

3.3.5.3. Properly use the ILS to maintain a system for borrower hold or recall requests. Staff shall hold requested items for borrowers at the information desk for a minimum of three working days before returning them to the collection.

3.3.5.4. Properly use the ILS to discharge items and reshelf the items within one business day. Perform shelf reading of collection at least once per year.

3.3.5.5. Properly use the ILS to ensure the return of borrowed materials, including the placement of holds and recalls, by maintaining the notification system currently in place or instituting an improved notification procedure with COR approval. Run overdue reports to generate overdue notices that shall be sent to customers each month. When an additional overdue notice is generated for the same technical library material, the Contractor shall contact the customer to resolve the problem.

3.3.5.6. Perform periodic confirmation search for items reported missing.

Records for items missing for more than one year shall be removed from the ILS and shall be identified to the COR three times a year on 15 April, 15 August and 15 December, within 3 working days.

3.3.6. Customer Education and Support. The Contractor shall provide collections, services, and supplementary references to support training technical library customers on use of the technical library. These services shall include:

3.3.6.1. Customer Training. The Contractor shall provide formal and informal technical library instruction to users upon request, to include a demonstration of technical library electronic capabilities, an informational tour of supportive collections, study areas and equipment available for customer use, and availability of resources outside the technical library.

3.3.6.2. Customer Liaison/Outreach. The Contractor shall establish and maintain an efficient and highly visible customer liaison/outreach presence. The Contractor shall promote usage of the technical library and visit customer work sites as needed to pursue those goals. To promote good customer relations, the Contractor will strive to ensure that in each case there is a complete mutual understanding of each customer request, feedback required, and that the quality level desired and to be delivered are the same. The Contractor will keep customers advised of any interference problems or necessary changes in the work, preferably in advance, and will notify the customer within one working day of the status of their requests.

3.3.6.3. Newcomer Orientation. The Contractor shall prepare and present a technical library overview presentation for use in laboratory-wide publicized PRS newcomer orientations at the direction of the COR, refreshed on no more than a quarterly basis. These presentations may be recorded prior to the event. The Contractor shall conduct briefings, tours, and product and service demonstrations upon request.

3.3.7. Technical Services. The Contractor shall provide the following technical services to support technical library customers:

3.3.7.1. Document Delivery Service (DDS). The Contractor shall assist with DDS in support of AFRL PRS requirements regardless of format or source. The Contractor shall fill or initiate action to fill document requests within one working day of the customer placing the request with the technical library. The Contractor shall record and track order status for all document delivery requests including, at a minimum, customer name, organization and telephone number, date of customer request, date ordered, and date received. The Contractor shall maintain file copies of all DDS transactions and shall make the files available to the Government Technical Librarian and COR upon request. Contractor shall submit order request to Government Library staff for all DDS.

3.3.7.2. Interlibrary Loan (ILL). The Contractor shall participate fully in the Interlibrary Loan System as both a borrower and document supplier according to the National Interlibrary Loan Code. The Contractor shall maintain file copies of all ILL transactions and shall make the files available to the Government Technical Librarian and COR upon request. Contractor shall submit order request within one working day of customer’s request.

3.3.7.3. Receiving. The Contractor shall receive, account for, and process into the technical library collection all locally or centrally funded purchased materials and gift items selected for retention in the collection per the collection development policy. The Contractor shall check in, process, and shelve serials and loose-leaf publications within four working days of receipt. The Contractor shall locally maintain packing slips on file as receipt documentation for audit purposes.

3.3.7.4. Periodicals. The Contractor shall develop and implement a procedure for receiving periodicals. This procedure shall integrate the use of the Integrated Library System (ILS). The Contractor shall use the results of the ILS to identify and institute claims for missing or unfilled issues within time constraints required by subscription vendor or publisher.

3.3.7.5. Archiving. The Contractor shall assist the PRS Chief Historian in management of a wide range and volume of documents and ephemera in the PRS History Office. Archives to be accessioned, sorted, and digitized into a searchable finding aid. The Contractor shall:

3.3.7.5.1. Under guidance from the PRS Chief Historian, Contractor manages a large and complex science and technology archives, spanning AFRL and its predecessor organizations across six decades.

3.3.7.5.2. Perform professional archival functions by researching historical information to determine archival value of documents and appropriate filing location within the collection; catalogs documents by subject and prepares a local index for archived documents. Screens archives and examines unaccessioned existing documents to ascertain degree of deterioration and, where possible, disposal with PRS Chief Historian approval.

3.3.7.5.3. Make recommendations to the Government for a uniform system to classify, safeguard, and declassify historical records to comply with Presidential Executive Order 13526, or the most current version.

3.3.7.5.4. Perform complex research and reference service in response to requests for historical data and documents relating to the history of PRS and its predecessor organizations.

3.3.7.5.5. Provide technical archives reference and research assistance to program officials of other Government agencies, including the National Archives and Records Administration and the Air Force Research Agency relating to archival management and records disposition.

3.3.7.5.6. Utilize government-provided archival finding aid software and other computer databases for management of PRS archives. Streamlines tools to accomplish a quick and efficient procedure for locating and accessing all records retained for permanent retention in the PRS archives.

3.3.7.5.7. Scan and upload documents for end goal of total digitization of archives.

3.3.7.5.8. Assist PRS Chief Historian in preparing historical publications

3.3.7.5.9. Train personnel in the duties relating to information disclosure, including review, redaction and dissemination of archival records.

3.3.8. Cataloging. The Contractor shall perform automated and non-automated cataloging services and shall ensure current and accurate catalog records and metadata are inputted and maintained in the technical library’s automated card catalog the ILS and related systems. It is vital that the technical library’s electronic card catalog be kept current and accurate reflect the technical library collection. The Contractor shall ensure the cataloging of all materials is fully compliant with On Line Computer Library Center (OCLC) Level I, Machine Readable Cataloging (MARC), current Resource Description and Access (RDA) standards, and use Library of Congress Classification system. Catalog records shall be consistent with records in the automated card catalog the ILS. Cataloging shall be performed within 10 working days of receipt of new materials to the collection.

3.3.8.1. The Contractor shall create a bibliographic record in the technical library’s ILS for each title on order. Records shall be added to the collection according to the ILS system documentation. The Contractor shall create and attach to the bibliographic record an item record for each bar-coded item added to the collection according to ILS system documentation. The Contractor shall maintain the ILS database to accurately reflect current library holdings. The Contractor shall maintain the technical library’s OCLC account at full membership level.

3.3.9. Processing. The Contractor shall process non-serial technical library materials within two weeks of receipt and place materials on technical library shelves in call number/alphabetical order within four days of completion of processing. Process serial technical library materials within five business days of receipt and place materials on library shelves in call number order within two business days of processing. Include in processing, at a minimum, the following activities:

3.3.9.1. The Contractor shall attach a unique barcode to the top of the front cover of each cataloged item in conformance with the existing pattern. Barcodes shall be codabar standard and follow the technical library’s existing series for borrowers and items.

3.3.9.2. The Contractor shall ensure all technical library collection materials are identified as government property with the markings “PROPERTY OF USAF” “AF

RESEARCH LABORATORY LIBRARY.”

3.3.9.3. The Contractor shall ensure that the new materials are correctly added to the online catalog.

3.3.10. Shelving of Materials. The Contractor shall maintain technical library materials in appropriate locations on clearly labeled shelves, in a neat and orderly appearance, by collection type.

3.3.11. Repair or Removal of Materials in Collection. The Contractor shall assist in informing customers when materials have been selected (per the Technical Library Collection Development Plan) for removal from the technical library collection and make materials selected for removal available for customer review for a period of not less than 30 days. Materials identified by the customer to be retained shall be returned to the collection. The Contractor shall repair damaged library materials. If the item is beyond economical repair, the Contractor shall coordinate with Government library staff reorder, or designate them for removal from the collection according to the collection development plan.

3.3.12. The Contractor shall delete from the ILS and OCLC all bibliographic and item records of materials removed from the collection within five (5) business days of when the item is removed.

3.3.13. The Contractor shall furnish a DD Form 1348-1 to AFRL/LMCA at time of pickup for disposal of material removed from the library collection. The Contractor shall retain a receipted copy of the DD Form 1348-1. The Contractor shall be responsible for preparing the material for pickup according to AFRL/LMCA requirements.

3.4. Technical Library Systems Applications

3.4.1. This task includes providing technical library automated functions such as electronic card catalog, electronic search, document retrieval, document scanning, and electronic conversion of scanning document to digital files. As a repository, manager, and provider of scientific and technical information, the Technical Library is an Information/Knowledge Management Center for PRS. One of the main objectives of the Technical Library is to provide electronic information to the desktop in the most efficient and effective manner. To this end, the library provides Knowledge/Information Management and library applications integration, archival, and desktop delivery services. As required, the Contractor shall provide specific support to programs within the technical directorates and their technical programs. Customer technical support (“help desk”) function and the maintenance of the hardware platform and operating system for library systems will be provided by other applicable on-site Contractors. The library Contractor shall use the automated card catalog/integrated library system (ILS) and other library-specific software applications and inform the Government Librarian of any issues or problems. The Contractor shall create and download bibliographic records into appropriate databases.

3.4.2. Integrated Library System (ILS). The Contractor shall use the Integrated Library System (ILS) and applicable modules and report any issues to the Government Librarian.

3.4.3. Document Digital Conversion. The Contractor shall perform document scanning and conversion of documents to electronic media.

3.4.4. Equipment Maintenance. The Contractor shall be responsible for providing customer assistance and user-level problem resolution for the Technical Library systems applications. Basic hardware and operating system tasks for technical library systems are performed by another on-site Contractor. For user-operated equipment, the Contractor shall provide user assistance and operating instructions. The Technical Library Contractor shall provide input to the COR and Government Librarian regarding the Technical Library Home Page, and only upon approval, the Contractor shall contact the SharePoint administrator to post updates. The Contractor shall provide input to the

COR and Government Librarian regarding computer system and software requirements for the operation of the Technical Library in performance of this contract.

4. CONTRACTOR EMPLOYEES.

4.1. Staffing. The Contractor shall continuously maintain an adequate staff with suitable management and professional expertise to assure work is performed, scheduled, and completed in accordance with this PWS. Vacant Contractor positions shall not exempt the Contractor from providing full performance as required by this PWS.

4.2. At a minimum, all contract personnel shall

4.2.1. Have a working knowledge of computers, Microsoft Windows, and Microsoft Office software.

4.2.2. Provide prompt, courteous, and professional customer service,

4.2.3. Know and comply with all applicable Government regulations including safety and security,

4.2.4. In-process and out-process through and comply with all requirements of the Human Resource organizations of PRS.

4.2.5. Lifting/Moving. Contractor personnel in general are expected to be able to lift up to 40 pounds and move 70 pounds with assistance from another person or mechanical assistance such as a cart, or small lift.

4.2.6. Appearance. Contractor personnel shall present a clean, neat, and professional appearance, and be easily recognized as Contractor employees.

Attire shall not include advertisements or pictures.

4.2.7. The Contractor’s librarians, library technicians, and archivist shall perform their work onsite.

4.2.8. It is highly desirable that the Contractor’s librarians shall demonstrate the professional competencies contained in Competencies for Information Professionals of the 21st Century available at: http://www.sla.org/about-sla/competencies/, especially the second core competency “Information and Knowledge Systems and Technology.”

4.2.9. Key Personnel. Contractor personnel holding the position titles and having the qualifications listed below are considered essential to the work being performed under this contract:

Key Positions Minimum Qualifications

On-site Program Management (The person filling this position will also perform Librarian tasks)

- 3 years of experience post-graduate professional experience to include the performance and management of one or more major functional areas of librarianship;

12 months supervisory experience; AND

- Master’s Degree in Library Science

Reference, Research, Cataloging - 1 year experience in scientific and technical reference work including online databases, On-Line Computer Library Center (OCLC) systems, search and retrieval, bibliographic instruction, and all aspects of bibliographic http://www.sla.org/about-control of a technical library collection with emphasis on digital competencies; AND

- Master’s Degree in Library Science

Archivist - 1 year experience in archival science, or in a directly related field of work such as history that involved the collection, appraisal, analysis, or synthesis of information having historical or archival value. Specialized experience must demonstrate the following:

technical work in accessioning, arranging, describing, preserving, using, and disposing of archives, obsolete records, and related material kept in the archives;

AND

- Bachelor’s degree in Archival Science;

OR

- Bachelor's degree with a major that includes 18 semester hours in archival science, history and/or in political science or government AND an additional 12 semester hours in one or any combination of the following: archival science, history, American civilization, economics, political science, public administration, or government; OR

- Combination of education and experience with at least 30 semester hours that included courses as shown above, plus appropriate experience or additional education

The Contractor agrees to assign to this contract those key personnel listed in the chart above.

The Contractor agrees that during the contract performance period no personnel substitutions will be permitted unless such substitutions are necessitated by an individual’s sudden illness, death, or termination of employment. In any of these events, contractor shall promptly notify the Contracting Officer. All proposed substitutions must be submitted in writing, at least fifteen

(15) days (thirty (30) days if a security clearance is to be obtained) in advance of the proposed substitutions to the Contracting Officer. All requests for approval of substitutions under this contract must provide a detailed explanation of the circumstances necessitating the proposed substitutions. They must contain a complete resume for the proposed substitute or addition, and any other information requested by the Contracting Officer (CO) or needed by him or her to approve or disapprove the proposed substitution. All substitutions proposed during the duration of this contract must have the qualifications of the person being replaced. The CO or his or her authorized representative will evaluate such requests and promptly notify the contractor of his or her approval or disapproval thereof in writing. If the CO determines that suitable and timely replacement of key personnel who have been reassigned, terminated, or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the service order, the contract may be terminated by the CO for cause or for the convenience of the Government, as appropriate. In addition, if the Contractor is found at fault for the condition, the CO may elect to equitably decrease the contract price to compensate the Government for any resultant delay, loss or damage.

5. SERVICE SUMMARY (SS): The Contracting Officer Representatives (COR) shall conduct, document, track, and analyze Contractor performance a minimum of once per quarter via periodic surveillance. The surveillance results shall be maintained and utilized to prepare an annual CPARS assessment. Assessment results, including the Contractor’s input, will be used to evaluate the Contractor’s overall compliance with the contract terms and conditions. CORs will use Table 5.1 as a guide.

TABLE 5.1

SERVICE SUMMARY (SS)

SS Item Performance Objective

PWS

Para

Performance Threshold Method of Assessment

SS-1

Quality

Contractor provides responsive, high-quality team performance, accurate reports, customer interaction, and feedback.

All Contractor shall have no more than 1 incident of failure to perform IAW PWS standards per surveillance period. All customer complaints shall be substantiated by the COR and the PCO.

Periodic Surveillance and customer complaint

SS-2

Schedule

Contractor is responsive to Government requirements, ensures PWS compliant performance, provides prompt identification and resolution of problems, effectively communicates concerns with the COR, and meets the delivery schedule, including deliveries stated in the Contract Data Requirements List (CDRL).

All Contractor shall have no more than 1 incident of failure to perform IAW PWS standards, and no more than one late document per month.

All customer complaints shall be substantiated by the COR and the PCO.

Periodic Surveillance and customer complaint

SS-3

Management

Contractor effectively manages all resources to include personnel, to ensure contract performance.

All Contractor shall have no more than 1 incident of failure to perform IAW PWS standards per surveillance period.

Periodic Surveillance

SS-4

Regulatory Compliance

Contractor maintains compliance with all applicable regulations.

All Contractor shall have zero incidences of failure to perform IAW PWS standards per surveillance period.

Periodic Surveillance

SS-5

Security

Contractor complies with the DD Form 254, the PWS, and all applicable security regulations.

All Contractor compliance is mandatory; no failures to meet security requirements are acceptable. Each security violation must be resolved to the government's satisfaction within 3 working days.

Periodic Surveillance and customer complaint

SS-6

The Contractor shall be in compliance with the Combating Trafficking In Persons

(CTIP)

clause and all applicable laws.

FAR Clause 52.222-

All 100% Compliance is mandatory, no failures to meet CTIP requirements are acceptable. Each CTIP violation must be resolved immediately. Violations shall be reported to DoD Combat Trafficking in Persons (CTIP) Program Management Office (PMO) Office of the Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense Human Resources Activity (DHRA) http://ctip.defense.gov

COR Periodic surveillance and customer complaint. COR shall convey observed noncompliance to the PCO immediately.

6. GENERAL INFORMATION:

6.1. Base Support: Base support may be provided by the Government to the Contractor in accordance with this PWS.

6.1.1. The Contractor will require use of base support on a rent-free, non-interference basis to include Government-controlled working space, material, equipment, services (including automatic data processing), or other support (excluding use of the Defense Switched Network (DSN)) which the Government determines can be made available at, or through, any Air Force installation where this contract shall be performed.

6.1.2. Unless otherwise stipulated in the contract schedule, the Contractor will use base support on a no-charge-for-use basis and the value shall be a part of the Government's contract consideration.

http://ctip.defense.gov/

6.1.3. The Contractor will immediately report inadequacies to the COR, defective base support, or non-availability of support stipulated by the contract schedule, together with a recommended plan for obtaining the required support.

6.1.4. Following are installations where base support will be provided: Kirtland Air Force Base (AFB), New Mexico

6.1.5. The base support to be furnished under this contract is computer network, telephones, and office space. Because of the nature and location(s) of the work performed, the value of such support is undeterminable. The Contractor is not authorized to incur any costs resulting from nonsupport prior to Contracting Officer direction.

6.2. Facilities/Office. The Government will provide facilities in Building 570, Room 1225, and Technical Library. The Government will provide office space, cubicle, or work area (hereinafter referred to as “office”.) Office space, office supplies, computer equipment, telephone, computer graphic equipment (such as a scanner), and reproduction facilities will be provided.

6.3. Equipment.

6.3.1. Automated Data Processing Equipment (ADPE) Equipment and Software. The Government will provide a computer for each position identified.

Each computer will have the basic necessary software required to perform the duties ascribed to the requirement (such as Microsoft Office). Additional equipment may be provided, as the Government determines to be appropriate.

6.3.2. Communication Equipment. Each office provided by the Government will have a telephone. Each computer will be linked to local servers and/or to the Air Force Network.

6.3.3. Furniture. Each office provided by the Government will have a desk and chair. Additional furniture (such as bookcases, credenzas, etc.) will be provided upon determination of need by the Government.

6.3.4. Custodial Service. The Contractor will receive the same level of custodial support from the Kirtland AFB host wing as would Government employees.

Contractor employees shall keep their work areas neat and clean and empty their personal trash bin into a Government designated trash and/or recycling receptacle.

6.3.5. Base Telephone Service. The Government will request base telephone service for the Contractor to include common user instruments. Telephone service provided will include access to local off base service, Defense Switched Network (DSN) and Federal Telecommunication System (FTS) as needed. All service will be provided for official use only in performance of the contract.

Commercial service as needed by the Contractor for company business will not be provided.

6.3.6. Property Control. Computers and peripheral equipment will not be signed over to the Contractor as Government Furnished Equipment. Instead, the Government will provide equipment on hand receipts (AF IMT 1297) which will be used to track the assignment of such equipment, and location and condition will be verified through periodic audits. The Contractor’s signature on a hand receipt shall indicate the Contractor’s acceptance of responsibility for the proper use and care of such equipment. This may include financial responsibility for lost or stolen equipment if Contractor negligence is established.

6.3.7. Management of Hardware and Software. Where directly related to the performance of the effort, the Contractor shall maintain and operate computer hardware and software.

6.3.8. Movement of Government Property. The Contractor shall not move Government property or Government provided property without prior written approval of the COR.

6.4. Transition.

During the phase-in and phase-out periods interruptions or delays shall be minimized to provide maximum cooperation between successor and incumbent, while also insuring that no work receives inadequate attention during phase-in/phase-out. The contractor shall plan for the transfer of work control, delineating the method for processing and assigning tasks, during phase-in/phase-out.

6.4.1 Phase-In. As a successor, the Technical Library Services contractor shall insure a smooth transition with the incumbent contractor during the phase-in period. Phase-in is not required if the successor contractor subcontracts to the incumbent. The contractor shall develop plans for assumption of awarded contract. The contractor must provide an orderly transition of work acceptance and accomplishment such that any impact to a program is minimized.

6.4.2 Phase-Out. The Technical Library incumbent shall ensure a smooth transition with the successor during the Technical Library contract phase-out period, prior to completion of contractual performance. The incumbent contractor shall aid the successor in the development of plans, procedures and methods for the assumption of all on-going work. The contractor must provide an orderly transition of work acceptance and accomplishment, such that full control by the successor is achieved by the end of the new contract phase-in period.

6.5. Summary of Deliverables.

6.5.1. Program Management Plan (CDRL 0001)

6.5.2. Monthly Status Report (CDRL 0002)

6.5.3. Quality Control Plan (CDRL 0003)

6.6. Hours of Work

6.6.1. Duty Hours. The Contractor shall normally perform work under this contract during the following hours: 0700 through 1600, Monday through Friday; all Contractor staff work schedules shall be arranged within these times. Customer service hours are 0730 through 1600. In addition, the Contractor shall ensure functional areas of research, reference, cataloging, technical services, collection development, and circulation, are manned and operated during customer service hours.

6.6.2. Recognized Holidays/Closures. The library will be closed on Federal holidays:

New Year’s Day, Birthday of Martin Luther King, Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The holiday will be observed on the government-designated day. If the President issues an executive order or other decree closing federal offices for a given day, the Contractor shall not be required to work on that day. The Contractor shall not be required to work when the

Base Commander orders an evacuation or base closure due to weather or other adverse conditions.

7. SECURITY REQUIREMENTS

7.1. Security Clearances. The Contractor shall comply with all security requirements in accordance with DD Form 254, DoD Contractor Security Classification Specification.

7.1.1. Possession of Security Clearance. All personnel shall possess the required DoD security clearance corresponding to contract requirements.

Depending on the sensitivity of the position, proposed personnel may be granted a waiver by the Government in an initial security assessment indicates they meet the criteria necessary to obtain the requisite clearance. Interim security clearances are authorized if approved by the COR.

7.1.2. Classified Visits. Process classified visits via the Joint Personnel Adjudication System (JPAS) for tasks within the DoD. Classified visits outside of the DoD require Visit Authorization Letters in accordance with the National Industrial Security Program Operating Manual.

7.1.3. Employee List.