SOW_Scanning_project_AL.docx

Project: Scanning and Indexing of Personnel Files Statement of Work

Table of Contents

Project Requirements & Assumptions

· Read the entire solicitation document prior to preparation of your offer.

· All information provided by the Contractor shall be current concise, specific, and complete, and shall demonstrate a thorough understanding of the requirements communicated within this SOW.

· Any omission or substantial deficiencies will result in rejection of the offer.

For the purposes of this SOW, the following terms will have the definitions ascribed to them here.

· Image - The digital rendering of a single side of a single piece of scanned paper. A duplex (double-sided) piece of paper would produce two images.

· Page - A single piece of paper, regardless of physical dimensions.

· Document - One or more pages which together comprise a single logical unit. Examples of different logical definitions would be an “Employment Application” on a duplex page, or a Stapled group of pages comprising a “New Hire Pack”, or the entire contents of file folder of paper comprising an “HR File”.

· File (1) - An electronic version of a record, like a PDF, JPEG or TIFF. This definition is typically used in reference to deliverable output, but could also be input.

· File (2) - A collection of information representing one logical record. Typically used in reference to one or more file folders, or documents pertaining to a single individual or matter.

· Folder Tab -- The label portion of a physical file folder.

· Section Divider (or Indexed Divider Tab) -- A physical partition within a File used to indicate logical breaks of separation, where the label portion is usually on a protruding tab.

· Population - A collection of source media sharing common attributes and/or processing requirements. Examples of possible population types would be “Personnel records”, “Unit History records”, “Financial Records”, “Maintenance Records”.

Population Name: ALARNG Records

Scan16mm Roll Film - 300dpi, B&W (5k-1M)

9,624,900

**Subject to validation

Imaging Specifications & Assumptions

Imaging of source media will be performed at a secure processing center.

Index capture from images will be performed at the vendor processing centers in accordance with The Alabama National Guard’s requirements.

Final conversion processing of images and index data must performed in a secure production environment.

Imaging Grade

Document preparation is expected to be medium prep, as defined in the Imaging Grade addendum.

Image quality checking is defined as Standard QC, as defined in Imaging Grade addendum.

Document reassembly is defined as Light Reassembly, as defined in the Imaging Grade addendum.

Document Security Requirements Personnel Security: The contractor must insure that all employees involved in the processing of these documents have passed background checks and drug testing. All contractor employees involved in the processing of these documents must sign non-disclosure and confidentiality agreements.

Secured Area: All work performed (scanning/duplicating/copying, binding, and packing, etc.) must be accomplished in a secured area within the contractor’s facility that the general public is unable to access or view any documents being processed. The facility must have keypad and/or ID Badge locking mechanism on all doors leading to and from the production area. All retained copies/furnished materials (SBU data) shall be located in a locked or secured area during non-duty hours.

The contractor shall take all appropriate action and measures to minimize exposure of the furnished materials to a minimum number of employees. The Contractor will be required to account for all furnished originals and manufactured copies. Unless otherwise indicated, all extra copies (in any format), waste, spoilage sheets, and so forth are to be destroyed beyond recognition and reconstruction. All electronic files and data shall be completely purged from all data storage components of the contractor's computer facility.

Facility must be monitored with 24/7/365 Video Surveillance which is monitored by a dedicated corporate security team.

The Contractor must be Safe Harbor compliant and be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures.

Safe Custody: The Contractor has the responsibility to insure that all copy materials constantly remain in safe custody from the time they are picked-up until the time they are returned.

Safe custody insures the legal documents remain in the original cartons until they arrive at the contractor's secure area within the contractor’s production facility. The legal document cartons and litigation copy cartons must always remain in view of authorized personnel. No unauthorized personnel are to handle the cartons.

In the event of a required pick up, the Contractor must use a Contractor Owned Vehicles for the pick-up and delivery of GFM (Government Furnished Materials), no third party carriers will be allowed in order to ensure the integrity of the chain of custody. The Contractor’s vehicle used to transport cartons must be locked at all times unless loading and unloading cartons. If there is to be more than one trip to load or unload cartons, the Contractor must have another authorized person guarding the cartons in the vehicle.

The Contractor must provide a procedure for the safeguarding of all documents a Chain of Custody form must be signed by the Agency POC (Point of Contact) to insure the secure hand off of these documents into the Contractor’s care. The procedure should set forth all precautions that will be taken to insure integrity of documents.

‘Chain of Custody’ form is required to be signed by contractor upon receipt of materials to be copied.

Contractor Manpower Reporting (CMR): The Contractor shall report ALL contractor labor hours (Including subcontractor labor hours) required for performance of services provided under this contract for Army collection site. The contractor is required to completely fill in all required data fields using the following web ad-dress: http://www.ecmra.mil/ Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at http://www.ecmra.mil/ Unit Identification Code (UIC) for the Requiring Activity: W8ASAA Issuing Office DoDAAC: W912JA AT Level I training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area.

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 10 calendar 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 2 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil Access and general protection/security policy and procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area.

The contractor and all associated sub-contractors 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.

The 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.

For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

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 (TSDB) (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.

iWATCH Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). 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. This training shall be completed within 10 calendar days of contract award and within 7 calendar days of new employees commencing performance with the results reported to the COR NLT 2 calendar days after contract award.

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); (2) any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

Document Indexing Requirements & Assumptions Personnel Files

File Level Indexing

Note: Additional File types may be processed that would require different indexing names, for example, maintenance records. File level indexing fields would be limited to four (4).

Data & Image File Format Specifications

Technical specifications detailing the delivery format and naming conventions will be documented under separate cover for review, validation and authorization by Client prior to commencement of production processing.

DVD VOLUME and 2TB Solid State Hard Drive (USB 3.0) Batch001

BOX001

INDEX DATA.csv

Index Format: Last Name_First Name_Middle Initial_SSAN (or Military ID#).pdf

Example: Malph_Ralph_L_555-66-7777.pdf

Images will be delivered as multipage PDF/A Data and images will be formatted for Adobe Viewer.

Deliverables

Project Schedule

Inventory Control

The Alabama National Guard will prepare, catalog and box documents for shipment.

Transportation of files to/from the secured vendor facility will be either by The Alabama National Guard or by the vendor, as coordinated for each batch. Transportation of files will be priced as a separate line item.

File Access Requests

The vendor will provide file access services for the duration of this project. Requests will be initiated via email to the Project Manager. Requests will contain identifiable information for physical file retrieval. The file will be retrieved, scanned and returned via email as a PDF attachment within twenty-four (24) hours from the time of request. The vendor will provide one (1) request per week.

*This does not include quality assurance samples. ALARNG reserves the right to request quality assurance samples at a time schedule agreed upon by both parties.

1720 Congressman WL Dickinson Drive Montgomery, AL 36109

CPT Valisa L. Hadley, Admin Service OIC Chief, Personnel Special Programs Division, DCSPER (334) 405-6580 valisa.l.hadley.mil@mail.mil

Gaddis, Jacqueline E., Records Manager

(334) 213-7574 jacqueline.e.gaddis.nfg@mail.mil

Pricing Table

CorePricing for Vendor Evaluation

7,832,500

10,000

1,600,000

9,624,900

Estimated Total

Note: Quantities above are estimates for evaluation purposes. Vendor to bill for actual volumes within specified budget.

Index quantity is based on an estimated 6 images per document.

Additional Service Offerings

This is a fee for service engagement.

Additional file types may be processed in the future. Field indexing would be limited to (4) four.

Processing/Imaging/Quality Control/Reassembly Imaging Grade Addendum

· Grade A – Autofeed: Autofeed is defined as photocopies made from originals that will automatically feed through a photocopy machine and shall include but not be limited to large rubber-banded sections or loose documents. (Approximately 3,000 IPH)

· Grade B - Light Intervention: Light Intervention is defined as copies made from originals that are bound without tabs; large clipped sections without staples; large rubber-banded sections without staples; and two (2) sided originals. (Approximately 1,800 IPH)

· Grade C - Medium Intervention: Medium Intervention is defined as copies made from originals that have staples, clips, binding with tabs, or require handling to organize by file folder. (Approximately 1,000 IPH)

· Grade D - Heavy Intervention: Heavy Intervention is defined as copies made from originals that require extensive handling and shall include but not be limited to documents with five (5) or fewer pages per staple, and/or mixed paper sizes that require more handling and organizing. “Heavy Intervention” shall also include projects marked “copy tagged pages only” that consist of individual pages, folders or clipped/stapled sections. (Approximately 750 IPH)

· Grade E – GlassWork: Glass Work is defined as copies made from originals that can only be photocopied manually on the photocopier glass, and shall include but not be limited to receipts, half-pages, envelopes, onion skin or thermal facsimile paper, originals other than 8 1/2” x 11” or 8 1/2” x 14”, checks, permanently bound books, two (2) sided GBC, computer forms that cannot pin feed, and extremely poor quality originals that require extensive handling and analysis on a page-by-page basis. (Approximately 500 IPH)

· Grade EE- Heavy Glass Work: Heavy Glass Work is defined as copies made from originals that require eighty percent (80%) or more glasswork, such as multiple stapled documents that require extreme reorganization and hand time on a page-by-page basis. (Approximately 200 IPH)

Quality Control

· Standard QC: All images are reviewed by the scanning specialist, not as a separate process.

· Sample QC: All images are reviewed during the scanning process. Additional page checking of images to original will be performed through a defined sampling per box.

· Full Page to Page QC: All images are reviewed during the scanning process. Each image is also reviewed against its original page for page for quality by a QC Specialist.

Reassembly

· No Reassembly: All documents will remain loose. No removal of barcode and document coding sheets necessary.

· Light Reassembly: Re-Assembly includes putting pages into folders without any staples or clips or any other type of barrier. The vendor will not remove barcode and/or document coding sheets.

· Heavy Reassembly: Re-Assemble documents as original. All staples, clips or other barriers replaced as original. The vendor will not remove barcode and/or document coding sheets.