USAHEC Dig PWS v2(rev) (2).docx

PERFORMANCE WORK STATEMENT (PWS)

(Includes associated Performance Requirements Summary (PRS))

Digitization of Archival Materials

PART 1

GENERAL INFORMATION

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide services to digitize the US Army Heritage and Education Center’s (USAHEC) physical collections.

1.2 Background: The USAHEC is the US Army’s largest historical archive and is currently engaged in a multi-year project to digitize the organization’s physical collections. This contract represents the final push in the USAHEC’s effort to digitize the remainder of its physical holdings.

1.3 Scope: The Contractor shall provide non-personal service(s). The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the PWS and associated contract documents, except for those items specified in Part 3 Government Property and Services. The Contractor shall perform to the standards and acceptable quality levels identified in this PWS and associated contract documents.

1.4 Objectives: The objective of this contract is to provide minimal processing of archival materials, metadata capture, and digitization of the physical collections.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): This acquisition is for commercial services and will be performed using FAR Part 12 procedures. The Contractor’s existing quality assurance system shall be utilized In Accordance With (IAW) FAR 12.208. The Contractor will submit their Quality Control Plan not later than ten (10) business days after contract award (Deliverable #1).

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any tasks or documentation (e.g., deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: Work shall not be performed on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

Independence Day

1.5.4 Operating Hours: The Government facility office hours are 0700 to 1700, Monday through Friday except U.S. Holidays identified in paragraph 1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the US Army Heritage and Education Center, 950 Soldier’s Drive, Carlisle, PA, 17013. All travel to and from Carlisle Barracks, Pennsylvania shall be at the expense of the Contractor. While the USAHEC’s collections are located at 950 Soldier’s Drive, that does not preclude bidders from proposing offsite alternatives in their bids.

1.5.5.1 Telework Capabilities: Due to the nature of the services requested, the physical processing and scanning of archival materials, the capability to telework will not be practicable in many instances. It is possible, if not preferrable, for Contractors engaged in inherently data related aspects to telework.

1.6 Clearance Requirements: The following information is provided on security clearance related matters.

1.6.1 Facility Clearance Program: Contracted vendors, specifically those Contractors performing services under 5.2.6 Safeguarding, under this contract must have Top Secret Facility Clearance at time of offer submission and must maintain the level of security required for the life of the contract. The security requirements are IAW with the DoD Contract Security Classification Specification (DD Form 254), which is currently accessible at the following link: http://www.dtic.mil/whs/directives/forms/eforms/dd0254.pdf

1.6.2 Personnel Security Clearance Requirements: Contractor personnel performing work under this contract must have an active / interim personnel security clearance at the Top Secret level in the Defense Information System for Security (DISS) at time of offer submission and must maintain the level of security required for the life of the contract. The security requirements are IAW the DoD Contract Security Classification Specification DD Form 254. The Contractor shall ensure that Contractor employees and subcontractor employees performing services under this contract shall comply with FAR 52.204‐2, Security Requirements. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires Contractors to comply with (1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22‐M); (2) any revisions to DOD 5220.22‐M, notice of which has been furnished to the Contractor.

1.6.3 Controlled Unclassified Information (CUI): DFARS provision 252.204-2019 and DFARS clause 252.204-7012 apply to this PWS, which require the Contractor to comply with NIST SP 800-171 (800-171). The Government will follow procedures outlined in DFARS 204.73 and verify vendors have an adequate 800-171 summary assessment score within the Supplier Performance Risk System (within PIEE). If the score doesn't show a medium- or high-level assessment with a score of 110 or better (as described in the 800-171 DoD Assessment Methodology"), DFARS clause 252.204-7020 shall apply, and the Government will obtain the vendor's "system security plan" and "plan of action" for 800-171 verification and assurance by Army security officials. See https://csrc.nist.gov/publications/search?keywords-lg=800-171&sortBy-lg=Number+ASC&viewMode-lg=brief&ipp-lg=all&status-lg=Final&series-lg=SP&topicsMatch-lg=ANY&controlsMatch-lg=ANY for the current revision of 800-171.

1.7 Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

The Contractor shall return installation passes and/or issued identification to the issuing IACS office when the contract is completed or when a Contractor employee no longer requires access. This includes when an individual is terminated or at the expiration of their employment or when the contract ends (whether due to expiration, termination, or cancellation).

1.7.1 Background Checks: Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

1.7.2 Common Access Cards (CAC): Reserved

1.7.2.1 For Contractors that do not require CAC but require access to a DoD facility or installation. Contractor and all associated sub‐Contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative); or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.8 Physical Security: The Contractor shall safeguard all Government equipment, information, and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured IAW the Army Physical Security Program (AR 190-13.)

1.8.1 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The Contractor shall immediately report suspicious activities to security personnel. Government-issued access badges shall not be worn outside designated facilities where visible to the general public.

1.8.2 Key (Card) Control: NOTE: All references to keys include key cards. The Contractor shall establish and implement methods of making sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the payment due to the Contractor. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

1.9 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.9.1 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.10 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.11 Key Personnel: The following personnel are considered key personnel by the Government: Contract Manager and Alternate Contract Manager. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an Alternate Contract Manager, who shall act for the Contractor when the Contract Manager is absent shall be provided in writing to the Contracting Officer Representative no later than five days before the kickoff meeting (Deliverable #2)The Contract Manager and Alternate Contract Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or Alternate Contract Manager shall be available during operating hours listed in PWS 1.5.4.

1.11.1 Key Personnel Qualifications: The Contractor must staff an Onsite Program Manager. This individual must have a Project Management Institute Project Management Professional (PMP), Prince2 or substantially equivalent industry certification. Ten years of demonstrable project or program management experience with projects valued over three (3) million USD will be accepted in lieu of the above-referenced certification. The program manager will also have three years of direct experience in museums, archives, or organizations that support or promote historical arts.

1.11.2 Additional Key Personnel Requirements: Certain experienced professional and/or technical personnel are essential for successful accomplishment of the work to be performed under this contract. These Key Personnel must be identified by name within the Contractor’s offer for their resumes (and any additional documents) to be evaluated during the source selection process.

1.11.2.1 The Contractor agrees that such personnel shall not be removed or replaced within the performance of this contract unless the following measures are taken:

(a) If one or more of the key personnel, for any reason, becomes or is expected to become unavailable for work under this contract for a continuous period exceeding 30 work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the Contractor shall, subject to the concurrence of the KO or COR, promptly replace personnel with personnel who possess equal or better qualifications as the original employee.

(b) All requests for approval of substitutions hereunder must be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request must contain a resume for the proposed substitute, and any other information requested by the KO or COR. The KO or COR must concur in writing with the change.

1.11.2.2. If the KO or COR 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 successful completion of the contract, the KO may terminate the contract for default or for the convenience of the Government, as appropriate, or make an equitable adjustment to the contract to compensate the Government for any resultant delay, loss or damage.

1.12 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties must identify themselves, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12.1 Contractor Identification Badges: Contractor personnel shall be easily identifiable through the display of badges IAW Contractor Identification.

1.14 Other Direct Costs (ODCs): Not applicable for commercial requirements.

1.15 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be averse to the interests of the Government or others. The Contractor and Contractor personnel shall not divulge, or release data or information developed, or obtained under performance of this PWS, except to authorized Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.17 Protection of Government and Contract Information: Per Public Use Notice of Limitations stated by Defense Media Activity and contained at www.dma.mil/Services/Visual-Information/References/Limitations/, the Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained from the Government through this contract on any hard copy or digital marketing tools to include its company website. Information shall not be used in a manner that could imply endorsement of an individual, for-profit business, non-profit organization, or any other non-Federal entity (including DoD Contractors), product, or service. This applies to both domestic and international users. Endorsement of a non-Federal entity, event, product, service, or enterprise may be neither stated nor implied.

1.18 Phase In /Phase Out Period: To minimize decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the sixty (60) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.21 Safety: The following provides information pertaining to Safety and Accident Prevention:

Contractor personnel involved in the retrieval and return of collections from the USAHEC archives will be trained in the operation of movable shelves and other safety considerations as it pertains the archives. The training will be provided by the USAHEC Safety Officer. Contractors involved in the usage of material handling equipment must operate within the standards in OSHA Part 1910 specifically 1910.244 for pallet jacks.

1.22 Reserved:

1.23 Required Training: The following provides information on training requirements.

1.23.1 Anti-Terrorism (AT) “Level I” Training: All Contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT “Level I” Awareness training within 30 days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within five (5) days after completion of training by all employees and subcontractor personnel (Deliverable #3). AT “Level I” Awareness training is available at the following website: http://jko.jten.mil. Contractor personnel shall complete refresher training every twelve (12) months.

1.23.2 iWATCH Training: The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 days after the contract is awarded or new employees commence contract performance, with the results reported to the COR within five (5) days after completion (Deliverable #4).

1.23.3 OPSEC Training: All Contractor employees, including subcontractors, shall complete OPSEC “Level I” training within 30 days of employment under this contract. Verification of the training shall be provided to the COR within five (5) days after completion of the training (Deliverable #5). OPSEC “Level I” training is available at http://www.cdse.edu/catalog/elearning/GS130.html. Contractor personnel must complete refresher training every 12 months. Verification of the training shall be provided to the COR within five (5) days after completion of the training.

1.23.4 Reserved:

1.23.5 Personnel Security Clearance Training: For all Contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), Contractor employees must receive annual TARP training by a CI agent or other trainer as specified in AR 381-12 2-4b within 30 days after contract start date. The Contractor shall submit proof of completion for each affected Contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within five (5) days after completion of training by all employees and subcontractor personnel (Deliverable #6).

1.23.6 Personally Identifiable Information (PII): Contractor employees, including subcontractors, performing services under this contract with access to PII and Government information shall complete “Identifying and Safeguarding PII” within 30 calendar days of employment. Contractor personnel shall complete refresher training every twelve (12) months from initial completion. The Contractor shall provide the COR a copy of the training certificates for its employees no later than five (5) days after completion (Deliverable #7). Training is available at http://iatraining.disa.mil/eta/piiv2/launchPage.html

1.23.7 OPSEC TRAINING. In accordance with Army Regulation 530-1, Operations Security, and per the Secretary of Defense Memorandum dated 20 July 2020, all “ON-SITE.”

Contractor employees shall complete the following training courses:

1.) OPSEC Awareness for Military Members, DoD Employees and Contractors [GS130.16] OR (Alternate) Army OPSEC Level 1 (Newcomers and Refresher) via ALMS at https://www.lms.army.mil 2.) Unauthorized Disclosure of Classified Information for DoD and Industry [IF130.16] 3.) Insider Threat Awareness Training [INT101.16] 4.) Introduction to Security Course [IF011.16] The SEC DEF training shall be completed within 30 calendar days of on-site Contractor employees reporting for duty. All Contractor employees shall complete annual OPSEC awareness training. The Contractor shall complete training within 5 days of commencement of work and shall submit certificates for each Contractor employee that will be working “ON-SITE” to the COR within 5 calendar days of completion of training.

This training is available at: https://www.cdse.edu/catalog/elearning/index.html.

1.23.8 Additional Training Requirements: Contractor shall accomplish any additional training that the Department of Defense, Department of the Army, local commanders may determine necessary for personnel working on military installations or working with military personnel (not to exceed 10 hours of instruction).

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

Automated Document Feeding (ADF) – is a feature which takes several pages and feeds the paper one page at a time into a scanner or copier, allowing the user to scan stacks of documents automatically.

Contracting Officer – means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified IAW this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line-item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

Contractor – means a supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contractor-acquired Property - means property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

Cyberduck- Cyberduck is an open-source client for FTP and SFTP, WebDAV, and cloud storage, available for macOS and Windows licensed under the GPL. Cyberduck is written in Java and C# using the Cocoa user interface framework on macOS and Windows Forms on Windows.

Day – means, unless otherwise specified, a calendar day.

Defective Service – means a service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable – means anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

EMu – EMu is a Collections Management System owned by Axiell.

Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes Contractor-acquired property if the Contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Property - means all property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

Hollinger Box - also known as a "document box" or "archives box," is a specially constructed cardboard box used in archives for preservation of documents and photographs.

Lossless - Lossless compression is a class of data compression that allows the original data to be perfectly reconstructed from the compressed data with no loss of information.

Metadata - data that provides information about other data, but not the content of the data, such as the text of a message or the image itself.

Onion Skin - very fine smooth translucent paper.

Original Arrangement - respect to the collection’s provenance and original order, to protect their context and to achieve physical or intellectual control over the materials.

Property Administrator - means an authorized representative of the Contracting Officer appointed IAW agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

Physical Collection – Physical collections are comprised of photographs, manuscripts, and other documents printed on a wide range of media to include vellum, onion skin paper, and modern paper stock. Other items that may be found in the collections include items include glass, negatives, tin types, daguerreotypes, and cyanotypes.

Physical Security – means that part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

Quality Assurance – (or Government contract quality assurance) means the various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Surveillance Plan (QASP) – means the key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal Government document.

Quality Control – means all necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Scanning – scanning is defined as the suage of traditional flatbed scanning, camera image capture, or the use of any modality that produces the desired quality levels without damage to the collections. As described in the section five (5), ADF is not considered an acceptable method of scanning.

Statement – means the specific results-based activities required to satisfy objectives. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however, they are not prescriptive in describing “how” the outcome is to be achieved. Each objective may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

Subcontractor – means one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

Vellum - fine parchment made originally from the skin of a calf.

Workday - The number of hours per day the Contractor provides services IAW the contract.

Work Week - Monday through Friday, unless otherwise specified.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3. Government Property and Services

3.1 Services: The Government will provide eight (8) hours of training per contract year on minimal archival processing, stabilization of the collections, and the proper retrieval and reshelving of collections.

3.2 Facilities: The Government will provide approximately 5000 square feet of floor space for the Contractor’s use. This space will be on the first floor of the USAHEC and is comprised of four separate spaces. The Contractor will have access to a loading dock, with adjustable ramp. Free parking is available on the premises. The USAHEC houses a gift shop with snack items, a café, and interior and exterior dining areas. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

3.3 Utilities: The Government will provide basic 120V AC power, lighting, climate control and water for the restrooms and water fountain. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves, light switches, etc. after using the required amount to accomplish tasks requiring the use of the utilities.

3.4 Reserved:

3.5 Materials: The Government will provide Standard Operating Procedures (SOPs), Local Instructions, and Policies. SOPs include the AHEC Processing Manual, chapters One through Three of which have direct applicability to this requirement.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Property and Services

4.1 General: The Contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the PWS and associated contract documents, except for those items specified in Part 3 Government Property and Services.

4.2 Secret Facility Clearance: The Contractor, specifically those Contractors performing services under 5.2.6 Safeguarding, shall possess and maintain a Top-Secret facility clearance from the Defense Security Service IAW DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM) and AR 380-49, Industrial Security Program. The Contractor’s employees, performing work in support of this contract shall have been granted a Top Secret from the Defense Industrial Security Clearance Office. The Facility Security Clearance must match the highest security clearance required for personnel. The DoD Contract Security Classification Specification (DD 254) is provided as an attachment in the basic contract. Only Contractors performing work under 5.2.6 Safeguarding are required to have a Top Secret clearance.

4.3 Materials: The Contractor shall provide all materials for the processing and stabilization of the collections. The materials included, but are not limited to, legal-sized Hollinger boxes; legal-size, acid-free folders; mylar; bar-code, acid-free interleaving; labels; nitrile gloves; pencils; and stabilizing foam for blocking.

Plastic pallet, shrink wrap and other items for safe transport of archival materials offsite.

All transportation and storage related costs.

All scanners and equipment used to convert the physical collections into digital collections.

All costs for transmission of scanned materials to Government cloud-based storage.

Office supplies & materials such as: office furniture, cellular and desktop telephones, paper, printer cartridges, and all other office supplies and materials needed in the performance of this contract.

Automated data processing equipment (ADPE) such as computers, copier, printer, fax machine, etc.; all ADPE connecting to the Government network shall be reviewed and approved by the Government prior to purchase by the Contractor.

The Contractor may request a letter of authorization from the Contracting Officer to utilize Government supply sources such as Government Services Administration (GSA), UNICOR, etc.”

PART 5

SPECIFIC TASKS

5. Specific Tasks

5.1 Basic Services: The Contractor shall provide services leading to the digitization of USAHEC’s physical, archival collections. Those services shall include the removal of collections from storage, minimal archival processing, basic metadata capture, scanning/digitization of those collections, and transmission of digitized materials to Government cloud-based storage.

A distinct, albeit linked, processing path will be required for the processing of classified holdings. All collections will need to be initially screened for the presence of sensitive (CUI and Classified) information. Further, processing will be required for classified documents.

USAHEC’s undigitized collections represent some 12,000 Linear Feet (LF) of material. Of those 12,000 LF, approximately eighty-five percent represent raw, unprocessed collections. For raw, unprocessed collections the material has been essentially placed inside a box after the initial intake. The bulk of the collection is at legal-size standard or smaller, collections do contain oversize items, to include maps that are five (5) feet by five (5) feet in size, scrap books, and other irregular items.

The collections are comprised of photographs, manuscripts, and other documents printed on a wide range of media to include vellum, onion skin paper, and modern paper stock. Other items that may be found in the collections include items include glass, negatives, tin types, daguerreotypes, and cyanotypes. The USAHEC anticipates ten percent of the processed items to not be scanned.

The Government requires 450,000 unique, scanned images to be produced during the contract year. Individual scans will be further processed into the derivative products described below.

5.2 Tasks. Tasks consist of the following:

5.2.1 Processing

5.2.1.1 Collection Retrieval: Contractor shall remove collections from archival storage based upon a Government approved list of collections slated for work. From the moment that collections are pulled for processing, these items are in the custody of the Contractor and the Contractor is solely responsible for the care and protection of these collections.

5.2.1.2 Unboxing & Foldering: The Contractor shall unbox materials, place unfoldered/improperly foldered items into approved folders and boxes and replace damaged boxes and folders as necessary. The Contractor will remove non-permanent fasters (e.g., staples and paper clips), place interleaving and mylar, foam stabilization and insert chamber paper. The Contractor shall wear nitrile gloves during the handling of all photographic materials. The above-referenced processes will minimally conform to the USAHEC Processing Manual, Chapters One (1) through Three (3) (TE-C).

5.2.1.3 Barcoding: The Contractor shall utilize Code 39/Alpha 39 style barcodes, using a unique one-up numbering scheme, to all boxes, folders and interleaving.

5.2.1.4 Sorting: The Contractor shall utilize a basic, Government-provided rubric (TE-D) to determine if a document is scannable or unscannable. Unscannable items will be foldered (5.2.1.2), bar coded (5.2.1.3), and marked in such a way that those items are not scanned later in the value chain.

5.2.1.5 Expansion/Contraction: If work performed under 5.2.1 necessitates a change in the way or manner the collection is housed, or the nature of the collection, the Contractor will coordinate the Government for the course of action and the naming conventions to be used.

5.2.2 Metadata Capture

5.2.2.1 Metadata Capture: The Contractor shall capture basic metadata at the box level and for each foldered item. This metadata will contain, minimally, 18 fields and conform to EAD3 1.1.1 standard. This metadata will be recorded in CSV file; field names and format are provided in the Technical Exhibit (TE-E). Metadata shall be free of misspellings and only include data relevant to the item being described.

5.2.3 Scanning

5.2.3.1 Scanning: The Contractor shall hand scan all items deemed scannable (5.2.1.4). Due to the historic(al) and fragile nature of many items Automatic Document Feeding (ADF) is prohibited, except when expressly authorized by the Government. The Contractor shall wear nitrile gloves during the handling of all photographic materials.

5.2.3.2 Digital Products: The Contractor shall render scans at 400 PPI for all items and at minimally FADGI 3-star quality rating for all scans. Scans will be output as lossless, TIFF files and PDF files. PDF files will be additionally formatted to include Optical Character Recognition (OCR) formatting. Therefore two (2) products will be developed from each scan, one (1) TIFF and one (1) OCR’ed PDF. The contractor will be responsible for the clean-up of scanned images, to include straightening skewed images and cropping.

5.2.3.3 Digital Delivery: The Contractor shall transmit all digital products to Government-owned cloud storage, currently AWS S3. From AWS S3 the Contractor shall move OCR’ed PDFs and CSV files to USAHEC Collection Management System (CMS). USAHEC CMS is currently based on EMu and file transfer to EMu is effected via Cyberduck. The Contractor is responsible for the conversion from the native format to EMu compliant format.

5.2.3.4: Validation: The Contractor shall ensure the complete, uncorrupted delivery of digital files to Government-owned cloud storage in 5.2.3.3. The Contractor will validate the collections scanned, and files transmitted by type.

5.2.4 Offsite Work

5.2.4.1 Facility: If the Contractor’s proposal includes the transport of USAHEC collections to an off-site facility for processing or scanning, the Contractor must maintain the environmental (humidity and temperature) controls as specified in AR 870-20, Chapter 5-1. Physical security, fire suppression and smoke detection, and HAZMAT controls will be in accordance with AR 870-20, Chapter 5-5. An integrated pest management (IPM) program will be in place that nominally complies with the USAHEC IPM (TE-F). A plan addressing the elements above will be submitted to the COR at the beginning of the contract, prior to the shipment of any collection materials offsite, and annually thereafter (Deliverable #8).

5.2.4.2 Transportation: The Contractor shall transport materials via plastic pallet and ensure that the contents of the pallet are secure. No other items may be placed upon these pallets. If the average length of transport to the offsite facility exceeds two (2) hours the cargo bay of the vehicle must be climate controlled to the same specifications in AR 870-20, 5-1. The Contractor will notify the Government when shipments of collections on, or offsite, will occur no less than two (2) business days prior to the shipment, notification will include a manifest of the shipment’s contents (Deliverable #9). Shipments will only occur on regular business days, not weekends or holidays.

5.2.5 Collection Return

5.2.5.2 Collection Return: The Contractor shall return all collections to their original location in the archives upon completion of all work described in this PWS. The Contractor shall ensure that collections are reshelved in the established hierarchical order of the collection. The Contractor will coordinate with the Government when changes in the extent to the collection from work performed under 5.2.1 results in an issue with reshelving. Collections will be reshelved under new collection hierarchies established in 5.2.1.5.

5.2.6 Safeguarding

5.2.6.1 CUI and Classified Screening: The Contractor shall sort archival material for controlled unclassified information (CUI), classified content, improperly declassified content, in accordance with EO 13526, EO 13556, DoDM 5200.01 Vol.3, DoDI 5200.48, and AR-380-5. Contractors providing support under this element will be required to obtain a Top-Secret Security clearance. Final regulatory requirements will be determined upon issuance of DD 254.

5.2.6.2 Classified Marking: For items that contain CUI the Contractor will remove the CUI markings.