sol_amendment_W911N2-17-R-0005-0003.pdf

LAURA BUEHLER

717-267-9617

LETTERKENNY CONTRACTING OFFICE - ACC

1 OVERCASH AVENUE CCAM-ALK BLDG 2S

CHAMBERSBURG PA 17201

W25G1Q625700NW

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Purpose of this amendment is to add questions and answ ers, and revise paragraphs inthe PWS, as per the Summary of Changes. Changes are show n in red for additions. Site visit attendance sheet is added. Closing date is changed to 10 Feb 17, 4:00 P.M.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 26

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 30-Jan-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W911N2-17-R-0005

X 9B. DATED (SEE ITEM 11)

14-Dec-2016

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

30-Jan-2017

CODE

LETTERKENNY ARMY DEPOT

LETTERKENNY CONTRACTING OFFICE - ACC

1 OVERCASH AVENUE, ATTN: CCAM-ALK, BLDG 2S

CHAMBERSBURG PA 17201-4150

W911N2 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE W911N2

FACILITY CODECODE

EMAIL:TEL:

W911N2-17-R-0005

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND ANSWERS

Q1. Are there any large format drawings? Anything wider than 11 x 17?

This requires different equipment.

Q1. Yes.

Q2. Can you give us a more accurate paper page count? For example, an inch is approximately 250 pages, each shelf is about 20 feet long. That makes 60,000 pages per shelf, 120,000 images if they pages are double sided.

A2. There are currently approx. 4352 plus hard-copy documents requiring scan/conversion with an average of 150 to 200 double-sided pages in our library.

Q3. Are most manuals double sided?

A3. Yes.

Q4. Would an accurate estimate be that only one third of the paper documents will be scanned due to duplications?

A4. No, closer to 2/3'rds.

Q5. What happens to the paper documents once they are digitized? Are they returned to the library?

A5. After reconstruction (i.e. put back together), they will be returned to the Library and made available for use.

Q6. Where do the digitized documents go? Are we to upload to an external hard drive or server? Who is responsible for uploading the content into CAMS?

A6. After digitizing and bookmarking, they will be proofed by LEAD personnel and they would be doing the uploading to the ETL server.

Q7. Also, what are the exact procedures for documents to be shredded? Who decides which documents are to be discarded?

A7. Refer to the PWS, paragraph 4.3. This paragraph addresses the type of cross cut shredder requirement for government shredding documents. The exact documents covering the shredding requirements are listed in the Proposal.

Q8. Are individuals or companies required to have clearances? Do subcontractors require clearances?

A8. Yes. Bldg. 370 Letterkenny is a secured facility.

Q9. Would subcontractors need to meet the ISO standards?

A9. Yes.

Q10. Are CDs included in the Scope of Work? Would the contractor just keep the original file type or need to convert to PDF?

A10. No CD's will be a part of this.

Q11. Can you be more specific regarding the naming conventions, metadata, and bookmarks?

A11. Naming conventions will be as close to the original document numbering convention as possible with minor tweaks to ensure no duplications (i.e. if there are multiple volumes). What is meant by METADATA?

Q12. Will the output always be PDF of digitized documents?

A12. Yes.

Q13. Will the documents need to be OCR'd?

A13. Please explain OCR'd.

Q14. Please clarify the percentage of work dedicated to microfiche/microfilm.

A14. Approx. 1/3 to 1/2

Q15. Please clarify in detail the specific requirements for shredding documents.

A15. Refer to the PWS, paragraph. 4.3. The Contractor shall furnish an office shredder capable of meeting all document/media destruction requirements as mandated by DoD regulations and considering the workload of the contract.

Contractor is responsible for following the DoD regulations.

Q16. Please clarify if a back end document management system is required or will the government be providing this?

A16.Government

Q17. Are digitized documents handed off the government? Or does the contractor have the responsibility to upload the files/images into the Document Management System (i.e. CAMS)?

A17. Hand off

Q18. What is the final format of the converted documents (final deliverable post conversion)? Text, tiff, PDF?

A18. PDF

Q19. Please clarify if the government will be providing direction to the contractor on which surplus/obsolete documents are to be removed and destroyed. If not, what process does the government want the contractor to adopt/follow for implementing removal and destruction of the obsolete documents?

A19. Obsolete documents to be destroyed will be handled by the government.

Obsolete (reference only) documents to be converted will be identified by the Government.

Q20. Please provide further clarification on the expected categorization, labeling and file naming conventions to be used (i.e. Metadata)

A20. Naming conventions will be as close to the original document numbering convention as possible with minor tweaks to ensure no duplications (i.e. if there are multiple volumes)

Q21. Will the government require converted microfiche/microfilm files to be combined (merged) and/or re-organized into their original volumes/file groups/books? Or will each converted microfiche/microfilm remain a standalone artifact post processing?

A21. Our microfiche cards can be 1 page or multiple pages on a single card. Once the cards have been converted the document will have to be put together, so to speak.

Q22. Could the government provide a form DD254 for the contractor to complete?

A22. Yes, hard-copy or fillable PDF can be provided in a later amendment.

Q23. Is there an incumbent?

A23. No

Q24. With regard to the ROM described on page 34 of the solicitation: the estimated magnitude is stated to be 150,305 pages plus. Is there an estimated range that the plus covers? For example, could there end up being an additional 50,000 pages?

A24. This number seems extremely low (example: 4352 - adv of 150 pgs per document is 652800)

Q25. Can you please describe the space that will be available to the scanning team?

A25. We believe there is enough space for 8 cubicles and scanning machines, total.

Q26. Are any of the documents able to be scanned off-site in a secured area with video camera access or does 100% need to be scanned on-site?

A26. All documents must be scanned on-site.

Q27. Are indexing requirements established?

A27. Please clarify the question.

Q28. Will documents be OCR'd?

A28. Please clarify the term OCR'd..

Q29. What platform will these electronic images be stored in?

A29. Primarially PDF

Q30. Are there documents that are oversized (larger than 12x18)?

A30. Yes

Q31. Are there books that cannot be unbound?

A31. Very few, these would be a rare exception, not the rule.

Q32. Is there dark data extraction?

A32. Please clarify the question and term.

Q33. Due to our location and our holiday schedule, we are unable to attend the site visit. Is there any way that a video conference would be available to further discuss some of these questions?

A33. No, our security requirements forbid it.

Q34. Solicitation requests contractor supplied equipment but there is a line Item for leased equipment as well as option to purchase. Please clarify.

A34. As per the PWS para 4.3, the contractor is responsible for providing all equipment to perform the work. Line item 0006 is to lease the equipment each month. Line item 0008 is the price to purchase the leased equipment at the end of each period of performance. Government reserves the right to determine whether they want to purchase the equipment at the end of each year.

Q35. Please define the process of extracting data from electronic media/CDs. Does the contractor need to procure additional equipment in support of data extraction.

A35. N/A. There will be no need to scan any CD’s as the information on them is already in a useable electronic format.

Q36. Page 43, section B, factor 2. Please clarify contractor shall submit proof of ISO 9001 and ISO 14001 certification rather than training.

A36. If contractor already has ISO 9001 and 14001 certification simply submit a copy of the certificate.

Q37. Page 26, 3.1 Facilities. Please clarify that all document conversion and scanning processes will be conducted within the 520 SF and 315 SF office space within Bldg 370 only.

A37. Yes. Scanning will only occur within the confines of LEAD Bldg 370.

Q38. Page 43, A. General Information. Please clarify the text font type and size for the proposed submission and also define the font type and size for graphics, images, tables, etc.

A38. According to AR 25-50, standard font size for US Army Technical Manuals is susposed to be Arial 12.

Q39. On page 34, can you define the page quantities of each publication type.

A39. Adverage page lengths are…DMWRs – 233-300 plus TM's.

Q40. Is there a need to convert any data to SGML or the task is simply to scan and OCR the pages?

A40. Please clarify what format SGML is.

Q41. The PWS skips paragraph 5.1.12. It jumps from 5.1.11 to 5.1.13.

A41. Typo.

Q42. Is secret clearance required or would LEAD sponsor a clearance to contractor?

A42. We will not sponsor clearances. And yes, a secret clearance is required.

Q43. What percentage of the documents are odd sized? (i.e., not 8.5 x 11 or 8.5 x 14)

A43. Approximately 1/3'rd

Q44. What is the indexing requirement? How many fields?

A44. Please clarify the question.

Q45. What is the accuracy requirement for the indexing? For the scanning?

A45. I think this needs expanded upon, the "accuracy" should be 100%, the converted document should be completely ledegable, readable and match the original.

Q46. Do you have a revised inventory of the work to be digitized by asset type?

A46. No, numbers are approximate.

Q47. Does removal of the existing paper mean shredding and is the contractor supposed to perform the shredding?

A47. I do not believe there was any talk of "removal" of any documents. While there may be a need to destroy (i.e. shred) some documents, IAW governments regulations, after conversion but that would be a part of the contract.

Under DAC supervision of course to maintain LEAD's positive control of documents.

Q48. It seems from the conversations at the site visit that the government does not want a library solution but only document conversion services.

Please confirm this and provide the revised pricing line items commensurate to the service?

A48. I wouldn't call it a library solution, no. I'd call it establishing a library, though, by converting these hardcopies into electronic copies, and all of the review of the electronic documents that goes into it.

Q49. Given the limited time between questions and answers and the due date, will the government extend the due date?

A49. Closing date is extended as needed to answer all questions, provide revised information.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 31-Jan-2017 04:00 PM to 10-Feb-2017 04:00 PM.

The following have been modified:

PWS

PERFORMANCE WORK STATEMENT (PWS)

FOR

Letterkenny Army Depot Electronic Technical Library

1.0 General:

1.1 Scope: The contractor shall provide all personnel, supervision, quality control and other items including non-personal services necessary to perform the document conversion services of the electronic technical library (ETL) as defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished. The contractor shall perform to the standards in this contract.

1.1.1 The electronic technical library shall include all the internal technical documents that LEAD uses in its operations as well as all the external reference documents required for the particular project.

1.2 Background: Letterkenny Army Depot (LEAD) is located in Chambersburg, Pennsylvania.

LEAD operates a maintenance and ammunition depot for the receipt, storage, issue, maintenance, and disposal of assigned commodities. LEAD utilizes numerous documents in the course of the conduct of operations. Documents are primarily in a .pdf format, hard copies and technical drawings. The current business practices entails the usage of paper documents system.

The Complex Assembly Manufacturing Solutions (CAMS) a newly fielded system is an electronic system that will track all the levels of operations at the depot. LEAD has transitioned to the use of CAMS which has generated a capabilities gap within the enterprise as it relates to in process workload. The electronic technical library will enable all parties in the shop to access the required documents to perform their function via CAMS hand held devises.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and two 12-month option years. The Period of Performance will be identified in the solicitation and contract.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QC program is the means by which it assures itself that its work complies with the requirements of the contract. The Quality Control Plan shall be due not later than 15 calendar days after the start of the order. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary After acceptance of the QC Plan, the contractor shall obtain the KO’s (KO) acceptance in writing of any proposed changes to its QC system.

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1

1.4.3.2 Martin Luther King, Jr.’s Birthday: Third Monday in January

1.4.3.3 President’s Day: Third Monday in February

1.4.3.4 Memorial Day: Last Monday in May

1.4.3.5 Independence Day: July 4

1.4.3.6 Labor Day: First Monday in September

1.4.3.7 Columbus Day: Second Monday in October

1.4.3.8 Veteran’s Day: November 11

1.4.3.9 Thanksgiving Day: Fourth Thursday in November

1.4.3.10 Christmas Day: December 25

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0600 – 1530 Monday through Thursday and 0600 – 1430 on Friday on the first week of the Federal pay period, and 0600 – 1530 Monday through Thursday the second week of the Federal pay period (totaling 80 hours over two weeks) following LEAD’s Standard Work Scheduled 5/4/9, which gives the second Friday of the pay period as a Regular Day Off (RDO), except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The 5/4/9 work schedule is subject to the Depot Commander’s policy. The contractor shall be required to adhere to the Government’s standard work schedule as Depot policy updates. Performance shall be at 1 Overcash Ave, Building number 370. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1. When an observed holiday falls on a Tuesday or Thursday, the Depot's regularly scheduled closure day moves to the corresponding Monday or Friday. If the holiday falls on Saturday, the preceding Friday will be observed. If the holiday falls on Sunday, the following Monday will be observed.

1.4.5 Security Requirements: Contractor and all associated sub-contractor’s employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also 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 shall comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes. Performance of work will require limited access to classified information or equipment. DD 254, DoD Contractor Security Classification Specification, is required.

1.4.5.1 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.5.2 Key Control: The contractor shall establish and implement methods of ensuring all keys/key cards issued by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QC Plan. 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 occurrences of lost or duplicated keys/key cards to the Contracting Officer’s Representative

(COR).

1.4.5.2.1 In the event keys, other than master keys, are lost or duplicated the contractor shall, upon direction by the KO, 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 the monthly payment due 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 monthly payment due the contractor.

1.4.5.2.2 The contactor shall prohibit the use of the Government issued keys/key cards 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 contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.5.2.3 Lock Combinations: The contractor shall establish and implement methods of ensuring 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. These procedures shall be included in the Contractor’s QC Plan.

1.4.5.3 AT Level 1 Awareness Training: All contractor employees, to included subcontractor employees, requiring access to Army Installations, facilities, and controlled access areas shall complete AT Level 1 awareness training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. 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 15 calendar days after completion of training. AT level 1 awareness training is available on the Letterkenny Army Depot homepage – www.lead.army.mil.

1.4.5.4 iWATCH Training: The contractor and all associated sub-contractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program. This local 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 or contracting officer. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training. iWATCH training is available on the Letterkenny Army Depot homepage – www.lead.army.mil.

1.4.5.5 Information Awareness: All contractor employees and associated sub-contractor employees with access to a government information system shall be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and shall successfully complete the DOD Information Assurance awareness training prior to access to the IS and then annually thereafter.

1.4.5.5.1 All contractor employees and associated sub-contractor employees shall complete the DoD Information Assurance awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions shall comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

1.4.5.5.2 Per DoD 8570.01-M , DFARS 252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.6 OPSEC Training: Per AR 530-1, Operations Security, new contractor employees and associated sub-contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. 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 15 calendar days after completion of training. Level 1 OPSEC training is available on the Letterkenny Army Depot homepage – www.lead.army.mil.

1.4.5.7 OPSEC SOP/Plan: The contractor shall develop an OPSEC Standing Operating Procedure (SOP)/Plan and provide it to the COR or the contracting officer within 90 calendar days of contract award, to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan will include the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor will ensure this individual becomes OPSEC Level II certified per

AR 530-1.

1.4.5.8 Classified Information: For Contracts That Require Handling or Access to Classified Information. Contractor 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); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

1.4.6 Conservation of Utilities: 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 after using the required amount.

1.4.7 Special Qualifications: Contractor Manager requires ability to use mathematical functions including percentages, ratios, and averages for routine reports, graphs, and matrix. Ability to prepare correspondence and reports. Ability and willingness to perform in critical deadline situations. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions. Ability to work in a high demand/volume work environment with changing priorities.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting 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 The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.4.10 Identification of Contractor Employees: All contact personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The contractor shall also ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed.

All contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

1.4.11 Contractor Travel is not applicable.

1.4.12 Data Rights The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the KO. 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.

1.4.13 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.14 Safety: The contractor shall abide by all safety policies and regulations in effect on Letterkenny Army Depot, reference LEAD Regulation 385-1, LEAD Safety and Occupational Health Program (copies available from the Contracting Office). The contractor shall be responsible for attaining and maintaining the proper safety equipment for industrial areas (to include but not limited to: steel-toe shoes/boots, eye protection and ear protection) as applicable and for all personnel who must enter or travel through industrial areas. The contractor shall familiarize themselves with LEAD’s safety requirements and shall attend LEAD safety meetings/briefs as requested.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. 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.

2.1.2 CONTRACTING OFFICER (KO). A person with 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.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement CFR Code of Federal Regulations COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan

AQL-Acceptable Quality Level. The maximum percent defective or the maximum number of defects considered as a satisfactory performance average. Decisions as to acceptability of performance shall be made by the Contracting Officer or his duly appointed representative. For purposes of this performance work statement (PWS) the AQL is 5%.

AMCOM- Aviation and Missile Command, Redstone, Alabama

AR - (Department of the) Army Regulation. A directive published by DA. AR’s provide policies and responsibilities which govern administrative procedures and ensure their compliance for all levels of the Army.

CDR- Contract Discrepancy Report. A formal, written documentation of Contractor nonconformance to standards or lack of performance of contracted work, prepared by COR.

CONTRACTING OFFICER-An individual who is currently designated in writing as a Contracting Officer with the authority to enter into and administer contracts and make determinations and findings for the Government.

COR-Contracting Officer’s Representative.

DLA-Defense Logistics Agency.

DMWR-Depot Maintenance Work Requirement. A Department of the Army publication used as a reference manual to perform depot level maintenance in disassembly, processing, and assembly of engines, and components.

EXPENDABLES-Materials or supplies that lose their identify when consumed in use, and are dropped from stock record accounts when issued or used.

ETL – Electronic Tech Data Library. Available through LEAD Intranet. Electronic versions of technical data.

FM-Field Manual. Outline military doctrine, tactics, and techniques. They include instructions and reference material on training and operations, maintenance, management, systems repair theory.

IETMs – Interactive Electronic Technical Manuals. Available through LEAD Intranet.

INVENTORY.

MWO-Modification Work Order. The only publications that authorize modification or alterations of Army equipment.

Mobile ETL – can be loaded to a laptop computer. Computer must be connected the LAN daily for updates.

NAVAIR-Naval Air Systems Command Technical Manual Requirements. Navy publications giving instructions for the processing of Navy material.

NLT-Not Later Than.

NONEXPENDABLES-Government property which is not consumed in use which retains its original identity during the period of use, such as machines, tool, and equipment. Reference AR- 710-2.

PAMPHLET-Permanent instructional informative publication, effective until superseded or rescinded. Examples of the echelon of published pamphlets are indicated: Department of the Army-DA Pam; U.S. Army Material Command-AMC PAM.

PERFORMANCE REQUIREMENTS SUMMARY (PRS) - A detailed outline of the Performance Work Statement which lists required services, the standards which must be met for satisfactory performance.

PERFORMANCE WORK STATEMENT (PWS)-A document that describes the essential and technical requirements for items, material, or services, including the standards used to determine whether the requirement have been met.

POSTING-An update to any number of publications within a technical library.

PUBLICATIONS- Regulatory and informative material (regulations, pamphlets, circulars, supplements, bulletins, messages.) issued by and agency of the Federal Government (DOD, Army, Navy, Air Force.) that are applicable to the processing of material through LEAD.

QUALITY ASSURANCE (QA) - Those actions taken by the Government to inspect goods and services to determine that they meet the requirements of the PWS.

QUALITY CONTROL (QC) PROGRAM- A program to ensure the quality and accuracy of tech data placed in the depot. The contractor’s system to control the equipment, systems, or services, to provide that requirements of the contract are met.

REGULATION-Permanent directive, effective until superseded or rescinded; regulations establish policy, assign missions and responsibilities, delegate authority, and implement public law.

RESCIND – To cancel a publication when its material becomes obsolete.

RESPONSE TIME-The time it takes from the receipt of an item to be posted to the time it is posted.

REVISION- A complete new edition of an existing publication.

SL-Supply Letters.

SOW-Statement of work.

SERVICE- An output or function specified in the PWS to be performed IAW prescribed standards and AQL’s.

STANDARD- An acknowledged measure of comparison; an acceptability criterion.

SUPPLEMENT (SUPPL) - An addition to a Government publication issued by a subordinate command containing instructions required to implement Army Regulation or policy.

Supplements are identified by proponent, number, and basic publication (for example, LEAD Suppl 1 to AR 25-30).

TECHNICAL Bulletin (TB)-A publication containing technical information pertaining to vehicles, equipment, and professional techniques. Priorities are urgent, limited urgent, and normal.

TECHNICAL DATA- Publications, messages, drawings, manual, and schematics, that are used for the maintenance and overhaul of aircraft and components at LEAD. Technical data may be a variety of formats or media, such as paper, CD-ROM or digital files.

TECHNICAL MANUAL (TM) - An Army manual providing detailed treatment of specific subjects considered necessary for the full accomplishment of required training. Technical manual is also used generically to refer to any maintenance manual.

TECHNICAL ORDER (TO) - An Air Force manual necessary for training or used to support maintenance actions.

TECHNICAL SUPPORT LIBRARY-Reference area containing Government technical publications pertaining to the material processed at LEAD.

UMD- Urgent Message Directive.

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the facilities, equipment, materials, and/or services listed below:

3.1 Facilities: The Government will furnish the necessary workspace permitting the contracting staff to accomplish the support outlined in this PWS. Included are desk space consisting of approximately 520 SF, telephones, computers and other items necessary to maintain an office environment. The office space is housed within LEAD Bldg 370 2nd floor. The office shall support approximately six desk top computer workstations.

Additional production and storage space of approximaely 315 SF is provided where the larger sized document processing equipment shall be housed within Bldg 370 Tech Library first floor.

3.2 Equipment: The Government shall provide the following equipment:

Dollies or hand trucks Scooters Personal Computer (PC) with a DVD ROM reader/writer and laser Standard Office Printer Standard Office Copier

3.3 Materials: The Government will furnish consumable supplies i.e. paper, printer ink, folders, toners developer, staples etc.

3.4 Services: The Government will furnish Information Technology (IT)/Management Network, optical imaging systems support i.e. desktop computer, intranet/internet, LAN/WAN. Software support providing the user needs in capturing data in typed print, handprint, barcode, electronic data and paper documents into electronic.

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract.

4.0 Contractor Furnished Property, Materials, Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Secret Facility Clearance: The contractor shall possess or be eligible to receive and maintain a SECRET facility clearance from the Defense Security Services. The contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industry Security Clearance Office.

4.3 Equipment: The Contactor shall furnish and maintain Digital Duplicating Equipment, Digital/Multifunctional copiers with the capabilities such as copying, printing, faxing, scanning to print/file, and/or facsimile with, post finishing solutions connected to individual and network workstations. Contractor shall furnish and maintain a DoD Level 6/P-7 cross cut shredder capable of meeting all document/media destruction requirements as mandated by DoD regulations and considering the workload of the contract. Entry width: 10 1/4 inches. Shred size:

1 mm x 4.7 mm particles.

5.0 Requirements:

5.1 The contractor shall perform: Document Conversion Services (DCS), processing document conversion involving state-of-the-art scanning of the original document's text and graphic image into digital data, transferred to a new media and formatted for use in a document imaging and storage system. Comprehensive DCS to be used to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, maintenance records, charts, engineering drawings, legal instruments, etc.) in whatever media they currently exist (e.g., paper, aperture cards, microfiche, microfilm, roll film, etc.) onto a new delivery/ storage media (e.g., CD-ROM disks, 4mm/8mm magnetic tape, magnetic storage disks, aperture cards, microfiche, microfilm, roll film, etc.) in any required format (e.g., raster images, ASCII text, SGML tagged for electronic distribution or publishing, PDF image files, etc.) required for use in a document imaging and storage system. Customized coding and indexing options are also available as part of the document conversion process.

5.1.2 Contractor shall use Publication Distribution Reports to remove the needed publications from storage areas and enter the Work Center title, Use Publication Distribution report for distribution of paper and electronic publications. Work Center stop number or library number on each publication for paper libraries. Electronic distribution shall be accomplished for electronic libraries.

5.1.3 Contractor shall transport paper publications to and from the LEAD Technical Library to the contractor workstation. Both are located within Bldg 370.

5.1.4 Contractor shall establish new binders when a new item is added to the library, or when there is no room (no free turning pages; binder wider at opening end than at binder end) in the existing binder for the documentation to go in the alphanumeric order, or an existing binder is damaged. Government will furnish the binder, post hole type, and white labels to the Contractor.

5.1.5 Contractor shall submit to the COR a requisition for a three month consumable supplies within one month of zero balance on hand.

5.1.6 Contractor shall place white labels along the back of the binders. Contractor shall clearly print in large (half inch minimum) handwriting on the white label the following information:

Contents (e.g., DMWRs, TBs, and PWSs) of binder, alphanumeric designator, number sequence of library binders and library number.

5.1.7 The Contractor shall establish and maintain a listing of technical data supplements;

AMCOM Engineering Directive (AED), Maintenance Engineering Orders (MEO), Technical Data Supplement (TDS), Urgent Message Directive (UMD), Technical Order Page Supplement (TOPS), and Manual Change Release (MCR) directly following the warning pages of each technical publication. The listing shall contain the numerical designator or the supplement, such as: AED; MEO; TDS.

5.1.8 Contractor shall perform posting and filing of Army technical data in accordance with DA Pam 25-40 unless specific minor changes are requested by the COR, upon request from Chief, Quality Assurance Division.

5.1.9 Posting changes DA Pam 25-40, states using pencil. The Contractor shall use red ink for paper manuals and red font for electronic manuals.

5.1.10 Contractor shall follow procedures outlined by the COR when Army, Air Force, and/or Navy technical data differ in content and procedure.

5.1.11 Contractor shall post publications in the appropriate alphanumeric order. Contractor personnel shall carefully read each document to ensure Engineering references to page are paragraph are properly annotated. Misinterpretation of an Engineering order can be detrimental to LEAD’s mission and the safety of personnel. Manuals shall have one location within the library. Technical data supplements may have various references and therefore are posted with various publications. Assure that the supplements are posted to the accurate manuals by date, page, and paragraph IAW DA Pam 25-40. Posted information with the technical data manuals shall be in red ink. Examples: the manuals that it has written on the front of it as a reference, and a UMD in front of DMWR’s that it references.

5.1.12. Reserved.

5.1.13 The Contractor shall verify the completion of the posting by writing in date, time, and signing of the receipt form. Contractor shall make available the signed form to the COR within one workday after completion of posting. Post new publications to ETL within 5 days of receipt.

5.1.14 The Contractor shall retain all removed obsolete and surplus technical data after the posting function has been completed and transport it back to the Tech Library. The obsolete and surplus material may be retained by Library permanently or temporarily for up to four working days when requested by the COR, upon request from Chief, Quality Assurance Division.

5.1.15 When requested by the COR, the Contractor shall dispose of the obsolete and surplus material within five workdays through the recycle system. The contractor shall dispose of materials in the secured recycling containers provided.

5.1.16 Monthly Production Report, the Contractor shall prepare and furnish the COR in writing, not later than five workdays after the end of the month, a production report count for the previous month by submitting a monthly production report. The report shall consist of those elements listed in Workload.

5.1.17 Contractor Exposure Hours Report shall be submitted not later than the fifth workday of each month, the Contractor shall prepare and submit a Contractor Exposure Hours Report showing the number of hours Contractor personnel worked during the previous month. The report shall be furnished to the COR electronically and by hard copy.

5.1.18 Records Processing Report. The Contractor shall prepare and furnish the COR in writing, not later than five workdays after the end of the month, a production report count for the number of records processed, number of boxes on hand, number of boxes moved to scanning contractor, and number of disposed of record.

5.1.19 Reserved.

5.1.20 Contractor shall receive customer request for Historical Records. Preform record searches in digital database or in hardcopy (paper).

5.1.21 Retrieve/copy records and notify customer. Retrieve record package for Freedom of Information Act request.

5.1.22 Maintain and electronic log of all on-going searches.

5.1.23 Pickup Work Center records twice weekly, ensuring document coversheets are used.

Provide empty record boxes to Work Center, as required.

5.1.24 Enter applicable record information in database, to support requirements. i.e. FIRs, WI etc.

5.1.25 Maintain inventory of record…