FOIA Information Access & Program Support Services

STATEMENT OF WORK INFORMATION ACCESS PROGRAM SUPPORT SERVICES BUREAU OF ADMINISTRATION OFFICE OF SHARED KNOWLEDGE SERVICES (A/SKS) DEPARTMENT OF STATE 08/13/2025 SCOPE This is a Sources Sought Notice Only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought Notice is issued for information and planning purposes only as part of U.S. Department of State (DOS) market research and does not constitute a solicitation. This requirement is covered under NAICS code: 541611 Administrative Management and General Management Consulting Services. The purpose of this notice is to obtain information regarding the availability and capability of qualified 8(a) Small Business Firms to provide the below services that meets the DOS requirements (small businesses; HUBZone small businesses; service-disabled veteran-owned small businesses; small businesses; veteran owned small businesses; woman owned small businesses; and small disadvantaged businesses). BACKGROUND The Office of Shared Knowledge Services (A/SKS or SKS) at the U.S. Department of State (DOS) is responsible for the Department of State's information access and management programs including the Freedom of Information Act (FOIA), Privacy Act (PA), classification and declassification programs established by or because of Executive Order (E.O.) 13526, congressional document production, and other special document production efforts. SKS processes FOIA and Privacy Act cases that are the subject of litigation against the Department or appeals of denial of access to information under the FOIA, PA, and E.O. 13526. SKS performs systematic, comprehensive, and complex searches for information based on the entire range of document production and research requests including those that are the subject of litigation against the Department or under appeal. SKS analyzes the content of the request to determine which information resource, i.e., corporate database, bureau, office, overseas post, etc., maintains the requested records, and initiates and coordinates necessary research and retrieval of the records. SKS administers the Department's statutory responsibilities in providing public access to information under the FOIA, Privacy Act, and E.O. 13526. It coordinates with regional and functional bureaus within the Department of State - as well as other federal agencies, the private sector, and foreign governments - to respond to public requests for records maintained within the Department as well as records maintained at U.S. diplomatic posts and missions worldwide. REQUIREMENT: Provide expert support to SKS to ensure the Department of State's compliance with the FOIA, Privacy Act, Federal Records Act, Executive Order 13526, provisions of the Electronic Freedom of Information Act, Atomic Energy Act, and other information access programs. SCOPE: Provide project management and staff support for SKS programs[1] including: the Freedom of Information Act (FOIA)/Privacy Act (PA); appeals, litigation, and special document production; the declassification programs established by Executive Order 13526 including mandatory declassification reviews (MDRs) and 25-year review programs; and congressional document production (according to Department-specific policies and procedures). The Contractor shall ensure that all personnel under this contract/task order possess the skills, training, and expertise needed to perform the required tasks. Any training, consulting, etc. (except specific to the DOS) necessary to ensure that the requirements under this contract/task order are met shall be the responsibility of the Contractor. The Government may provide on-the-job training to contract employees in business applications specific to the DOS. The contractor shall provide one (1) Project Manager to perform a variety of duties. Specifically, the task functions are as set forth below: Duties Assist with work plans and procedures to meet both interim and final goals of SKS with respect to document reviews. Maintain data integrity of all transactions, including both in electronic and paper information access record keeping systems, through quality assurance audits and surveys. Maintain financial controls within the contract to ensure the project is completed within budget requirements. Implement quality control policies and procedures to ensure output meets customer specifications. Manage the contractor's personnel on multiple tasks within this project. Analyze in an effective and timely manner issues or problems, whether technical, operational or human affecting progress toward the goals and objectives of the project and implement appropriate solutions. Manage a unique, diverse workforce to optimize individual skills and experience on the contractor's side. Responsible for monitoring and reviewing contractor personnel time and attendance assigned to the contract to ensure adequate coverage from the contractor's side. Serve as the authorized point of contact with A/SKS COR and will be responsible for overall contract performance from the contractor's side. Education Bachelor's degree from an accredited college or university. Master's degree from an accredited college or university, highly desirable. Project Management Professional (PMP) certification, desirable. Experience Demonstrated experience and ability to develop and implement project work plans, schedules, and procedures for complex projects with firm budget and time constraints. Demonstrated experience and ability to establish priorities, manage resources and resolve problems. Demonstrated experience applying quality control standards. Demonstrated ability to communicate orally and in writing with all levels of management with a diverse workforce, and with customers. A minimum of eight (8) years of specialized management experience in one or more of the following areas: records management and records storage systems; automated information access and retrieval systems; full-text search systems; information protection; or case processing procedures, including appeal and FOIA litigation activities. The contractor shall provide one (1) GS-15: Senior Management Consultant that possesses the following education and experience to perform the following duties: Duties Provide expert level advice and guidance on implementing statutory and policy directives in favor of disclosure while protecting, under one or more of the nine FOIA exemptions and/or Privacy Act exemptions, information the release of which could cause foreseeable harm to national security or other interests or violate statutory requirements. Apply substantive expertise in foreign policy, intelligence, and national security issues, as well as knowledge of the functioning and organization of the Department of State and its overseas posts and missions in the application of the FOIA, Privacy Act, current Executive Orders, and other information programs. Function as part of a senior-level team to respond to high priority, time sensitive FOIA requests and FOIA litigation. Effectively communicate with senior Department personnel and interagency points of contact on sensitive FOIA and litigation issues. Collaborate with other staff members, including division chiefs, branch chiefs, team leaders, analysts and Department contacts to help ensure that the overall FOIA program effort promotes the best interests of SKS and the Department. Draft and review declarations and Vaughn indices for pending FOIA and Privacy Act litigation. Provide expert and authoritative interpretation of rules and regulations relating to the application of the FOIA and Privacy Act program. Assist the A/SKS Deputy Assistant Secretary (DAS) and/or the Information Access Programs (IAP) Office Director with information technology security activities requiring access both to SCI documents and facilities. Assist other staff members with training and helping to simplify their understanding of the work procedures. Assist the A/SKS Deputy Assistant Secretary and/or the IAP Director, and the Litigation Office Director with reviewing documents prepared by the legal staff and other agencies by providing clear interpretation to ensure court deadlines are met by legal staff but only when approved by senior staff. Education A bachelor's degree in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law, or related field of study and/or a Juris Doctor degree. Experience Seven (7) more years of experience working in and/or demonstrating expertise in foreign affairs or national security, highly preferred. Applicant must possess demonstrated knowledge of E.O. 13526, the FOIA, the Privacy Act, or other information access programs. The contractor shall provide up to two (2) Senior Information Access and Management Professionals at the GS-14 level equivalent to perform the following duties: Duties Coordinate review work and special projects, including liaison with interagency counterparts. Coordinate with Department employees and designated interagency points of contact to arrange periodic briefings on the proper identification of other agency information equities of potential concern under E.O. 13526. Assist the Project Manager and staff in the preparation of reports, studies, and special project proposals. Supervise teams of contract employees at the GS-12 and GS-13 level equivalent ensuring that all productivity, documentation, and quality standards are met. Assist the Project Manager and staff in identifying on-the-job training needs, opportunities for improvement, and potential changes in Department declassification policy reflecting decreased sensitivity over time and the progress of publicly available historical research. Provide advice and recommendations to management regarding the interpretation and application of the Federal Records Act, E.O. 13526 Classified National Security Information, Freedom of Information Act, Privacy Act, and other information access laws and regulations. Education Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study, and/or a Juris Doctor degree (with experience working in and/or demonstrated expertise in foreign affairs or national security highly preferred). Experience Must have 5 years or more of demonstrated experience in performing the duties listed under the Senior Information Access and Management Professionals section at the GS-14 level. The contractor shall provide up to six (6) Information Access and Management Professionals at the GS-13 level equivalent that possess the following education and experience to perform the following duties: Duties: Perform quality control reviews of information being redacted and released through SKS information access programs. Ensure consistent application of redactions on documents (i.e., ensuring the same information is redacted on documents where identical language is located such as in email chains), ensure appropriate application of FOIA exemptions and/or declassification/classification markings, as well as following any Department-specific guidance on the release of information to the ublic, courts, Congress, Department employees, other federal agencies, and any other requester community. Provide mentoring and coaching to other contract employees regarding inconsistent redactions or use of exemptions/reasons to withhold information. Provide recommendations on classification, declassification and/or release of information to team leads and office directors in their respective work areas/offices. Education Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study, and/or a Juris Doctor degree (with experience working in and/or demonstrated expertise in foreign affairs or national security highly preferred). Experience Demonstrated experience in the areas of foreign policy, diplomacy, foreign aid, or national security highly preferred. Demonstrated knowledge of E.O. 13526, the FOIA, the Privacy Act, and other information access programs. Experience working on FOIA appeals and/or FOIA litigation cases highly desirable including work on declarations, Vaughn indices, and preparing documents for FOIA litigation filings. Team Lead GS-13 equivalent: Responsible for functions regarding receiving and the initial processing of information access requests for Departmental records made under the FOIA, PA, and other access laws. Following standard operating procedures, the incumbent of the team lead position is responsible for the following. Must consistently communicate effectively in a professional manner in writing and verbally to both internal and external stakeholders; aiming to represent the division and branch well. Perform Boolean search functions, and other actions in record repositories for the handling of requests by the FOIA intake staff, as needed. Ensure the completeness and accuracy of work from contract team members (aka team members) before it is presented to the Office Director and/or their delegate for sign-off in a timely manner. Perform quality control reviews for contractor team members work products (RFDs/letters/Scoping out Requests/Sound Admin Records), which includes ensuring that all feedback is properly addressed. Regularly meet with team members to cover topics of interest and troubleshoot issues, only escalating unprecedented and/or complicated matters with proposed solutions to the Office Director and/or their delegate. Initiate no more than 30 new requests per week for more complicated requests (e.g., a requester submitted multiple requests and should be asked to have them combined), or high-profile requests that are identified by management and require additional coordination. Draft formal/informal communications that are generally free from errors/conform to Style Guide, and transmit correspondence to recipients electronically, and by mail. Generate data about newly received requests initiated by team members and convene regular reviews with staff to identify processing strategies, or flag requests that are not fully perfected, or ripe for scoping negotiations before too much work gets underway with moving the requests to the next phase of processing. Provide knowledge and support to contract team members, including helping to facilitate requester communications and/or fielding inquiries from stakeholders, like program representatives, subject matter experts, and requesters about the handling of cases initiated by contract team members. Orient newer contract team members to office procedures and serve as the main point of contact in helping them onboard/offboard, as needed. Properly handle and store classified documents, as needed. Perform special projects and assignments per the direction of management. Qualifications are as follows: Strong written and verbal communication skills and organizational skills Must be available to work onsite. Must have seven (7) years or more of specialized experience, defined as the following. Reviewing records for releasability pursuant to the aforementioned legal authorities. Examples of this could include, but are not limited to interpreting and applying laws, regulations, legal decisions, policies, procedures, and directives pertaining to the protection and release of FOIA and PA information; AND Coordinating and tracking FOIA/PA requests to ensure that the responses are accurate, legally sufficient, and timely; AND Explaining the redaction of sensitive issues such as national security, personal privacy, deliberative communications, commercial and financial information. Examples of this could include, but is not limited to evaluating varied records to determine the application of the FOIA and PA, and performing relevant case law analysis; AND Communicating orally and in writing with employees, leadership, other organizations and/or the public regarding FOIA/PA issues, preferably also delivering formal training around the implementation of information access laws; AND Applying redactions to records pursuant to the aforementioned legal authorities. Examples of this would include using Adobe, FOIA Express or a similar redaction tool to excise information from records and annotate the appropriate exemptions code near the redacted material. The contractor shall provide up to twenty-nine (29) Information Access and Management Professionals at the GS-12, GS-11, or GS-09 level equivalent that possess the following education and experience to perform the following duties: These professionals will be working in four SKS program areas: the Freedom of Information Act (FOIA)/Privacy Act; appeals, litigation, and special document production. Duties: Perform FOIA, Privacy Act and other information access case management and reviews, using case management systems in accordance with applicable statutory and regulatory requirements. Implement statutory and policy directives in favor of disclosure while protecting, under one or more of the nine FOIA exemptions and/or Privacy Act exemptions, information which could cause foreseeable harm to national security or other interests or violate statutory requirements, if released. Conduct primary reviews of responsive records related to FOIA/PA requests by making the appropriate redactions and release determinations, including those for Law Enforcement Sensitive (LES) materials when applicable. Effectively communicate with Department personnel, external points of contact, and the public at large regarding clarification of requests that will facilitate the production and processing of responsive material. Generate and manage correspondence directed to requesters, internal points of contact, other federal government agencies, and foreign governments related to casework. Apply expertise in foreign policy and national security issues, as well as knowledge of the functioning and organization of the Department of State and its overseas posts and missions in the application of the FOIA, Privacy Act, current Executive Orders, and other information programs. Diligently and accurately review and process cases in a timely fashion, recognizing the great volume of complex and sensitive records subject to review. On average, review approximately 1,000 pages per month. Respond to high priority, time sensitive requests from other government agencies. Collaborate with other staff members, including managing directors, office directors, team leaders, analysts, and Department contacts to help ensure that the overall effort promotes the best interests of SKS and the Department. Develop and maintain proficiency in the use of guidance and reference material, both substantive and procedural. As part of a team effort, ensure that all paperwork and entries into the case tracking system are accurate and complete, and conform to the quality standards of the Department. Attend regularly scheduled meetings to resolve operational problems and to establish/modify reviewer procedures. Possess extensive knowledge of Microsoft Office and maintain computer literacy and proficiency in the case management and redaction software system utilized by the Department. Education: For GS 12 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study, and/or a Juris Doctor degree (with experience working in and/or demonstrated expertise in foreign affairs or national security highly preferred). For GS 11 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study, and/or a Juris Doctor degree (with experience working in and/or demonstrated expertise in foreign affairs or national security highly preferred). For GS 09 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study, and/or a Juris Doctor degree (with experience working in and/or demonstrated expertise in foreign affairs or national security highly preferred). Experience: For GS 12 Positions Four (4) years or more of experience in performing the duties listed above for the Junior Information Access and Management Professionals For GS 11 Positions Three (3) years or more of experience in performing the duties listed above for the Junior Information Access and Management Professionals For GS 09 Positions Two (2) years or more of experience in performing the duties listed above for the Junior Information Access and Management Professionals. The contractor shall provide up to three (3) Mandatory Declassification Professionals at the GS-12 or GS-11 level equivalent that possess the following education and experience to perform the following duties: Duties: Annually complete at least 2000 Mandatory Declassification Review requests using approved guidance and established procedures, while recommending changes to guidance and procedures as necessary, to comply with the letter and spirit of E.O. 13526 and related directives. This work may include discretionary special projects processed as Mandatory Declassification Review requests. Use software tools to redact sensitive information as required. Requests and special projects include an initial review of each document, redacting or referring sensitive information under Executive Order 13526, the Freedom of Information Act, Privacy Act, Atomic Energy Act, and other authorities, and a separate quality control review sufficient to ensure the accuracy of primary review work. Coordinate and/or assist government personnel in coordinating with other offices, agencies, or governments as required to ensure compliance with all relevant statutes, international agreements, and executive orders. Electronically record review results. Reviewer performance is tracked using approved management controls. Upon review completion, records shall be suitable for public release in electronic and/or hard copy format. Education: For GS 12 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study. For GS 11 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study. Experience: For GS 12 Positions Minimum of three years experience conducting declassification review. Prior experience conducting quality control review of declassification or FOIA review preferred. For GS 11 Positions Minimum of two years of experience conducting declassification review or FOIA review of classified records. Additional Requirements: Eligibility for Q Clearance for two employees Eligibility for Top Secret/SCI clearance for two employees The contractor shall provide up to two (2) Declassification Professionals at the GS-12 or GS-11 level equivalent that possess the following education and experience to perform the following duties: Duties: Annually complete primary declassification review of up to 7 million pages of records in paper or electronic formats and 2 million pages of referred records in paper or electronic formats using approved guidance and established procedures, while recommending changes to guidance and procedures as necessary to comply with the letter and spirit of E.O. 13526, the Atomic Energy Act, and related directives, Maintain a minimum production rate of at least 1 page reviewed per reviewer minute worked on an annual basis. Primary review includes an initial review of each document and a separate quality control review sufficient to ensure the accuracy of primary review work. Review results are recorded using a Standard Form 715 or its electronic counterpart and are separately entered into a database tracking review results and reviewer performance. Upon review completion, records shall be ready for retirement to the National Archives National Declassification Center. Assist in the preparation of annual declassification review plans, the prioritization of records box orders to and movement of boxes within the Department's Records Services Center. This involves analysis of records descriptions against established criteria, data entry, and the physical movement of record boxes weighing up to 40lbs. Education: For GS 12 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study. For GS 11 Positions Bachelor's degree from an accredited college or university in the areas of Political Science, Foreign Affairs, International Affairs/Relations, History, Law or related fields of study. Experience: For GS 12 Positions Minimum of three (3) years experience conducting declassification review. Prior experience conducting quality control review of declassification or FOIA review preferred. For GS 11 Positions Minimum of two (2) year experience conducting declassification review or FOIA review of classified records. Additional Requirements: Eligibility for Q Clearance and subsequent successful completion of Historical Records Restricted Data Reviewer certification by Department of Energy Eligibility for Top Secret/SCI clearance The contractor shall provide up to four (4) Administrative Assistants at the GS-12 or GS-13 equivalents that possess the following education and experience requirements and perform the following duties: Duties: Record and submit the time and attendance in the Department's T&A database (TATEL). Effectively communicate verbally and in writing. The contractor shall provide up to four (4) Administrative Assistants at the GS-12 or GS-13 equivalents that possess the following education and experience requirements and perform the following duties: Duties: Record and submit the time and attendance in the Department's T&A database (TATEL) for approximately 220 government employees. Effectively communicate verbally and in writing. Use advanced features in different software applications such as MS Word MS Excel, and MS PowerPoint to create and edit reports, spreadsheets, presentations, and/or perform simple math calculations. Answer telephones and record messages for the SKS Offices. Greet and escort visitors to and from SKS Offices - ascertain business of visitors, ensure visitors have a need and appropriate time to visit suite, announce visitors to office staff. Maintain SKS DAS and SKS/IAP Office Directors calendars daily and update them as needed. Arrange and schedule appointments/meetings for the DAS and Office Directors and other designated individuals, and print and assemble physical appointment books, as needed. Retrieve all mail, newspapers, and packages from the SKS and other designated mailrooms and distribute accordingly and receive deliveries. Manage the SKS and IAP Front Office files and arrange for the retirement of such files as needed. Photocopy and scan documents and/or prepare meeting materials as directed by the DAS and Office Directors. Type correspondence/reports/presentations/charts as instructed by senior management. Prepare Reimbursement Claim forms and Performance Evaluation Reports as requested. Maintain the Organizational Chart and Telephone Directory and update as needed to reflect any changes in the organization. Submit requests for office supplies and receive and maintain all office supplies. Submit service requests for repair/replacement of office equipment. Properly handle and store classified material. Coordinate with the Department's Information Technology (IT) Helpdesk to assist with resolving IT issues. Work with the SKS DAS and his staff to follow-up on Taskers assigned to various offices within the A Bureau, and ensure that all correspondence is forwarded to the DAS on time. Ensure that the A Tasker database is maintained to allow for information to be pulled and edited at different times to be incorporated into executive correspondence. Ensure all communication is conducted professionally with all members within the A Bureau to obtain successful results and clarity. Assist with management of space occupied by A/SKS in HST. Assist with short-term and long-term space planning to include hoteling/desk-sharing and preparation, coordination, and oversight of office moves and/or space renovations for the A/SKS organization. Provide human resources and administrative support services for the A/SKS organization. Draft security memoranda and provide advice and guidance to all levels of management on a full range of security issues, including training for protecting information, property, or material from unauthorized disclosure, misuse, theft, or other loss. Develop and maintain an effective working relationship with all levels of management within the DOS, especially the Bureau of Diplomatic Security (DS) to ensure that all changes/updates to DOS security regulations are conveyed to A/SKS employees. Submit routine requests to the appropriate A/SKS Unit Security Officers for combination lock changes for A/SKS office suites and safes. Submit service requests to the appropriate A/SKS personnel and/or DS for problems regarding access to the A/SKS office suites. Continually update and maintain emergency evacuation procedures and/or shelter in place procedures, especially as they relate to the proper storage of classified material. Distribute quarterly reminders to A/SKS employees on best security practices in accordance with policies established by the Bureau of Diplomatic Security. Assist with monitoring and maintaining the daily open/close logs for A/SKS office suites, replacing them with new logs on the 1st of every month. Education: For GS 13 Positions: A college degree from an accredited college or university For GS 12 Positions: High school education or equivalent. A college degree is preferred but not required. Experience: For GS 13 Positions: Five (5) or more years experience as an office professional in addition to the above requirements. For GS 12 Positions: Four (4) years of experience as an office professional with proficiency in using MS Office (Excel, Word, and Power Point) Three (3) years or more of demonstrated customer service experience required. Flexible and able to work in a stressful environment while maintaining a positive attitude in the office. ADDITIONAL CONTRACTOR REQUIREMENTS The COR shall be notified in writing of any proposed substitutions at least fourteen (14) calendar days in advance of the proposed substitution. Such notification shall include an explanation of the circumstances necessitating the substitution. The Contractor shall conduct business in accordance with the Code of Federal Regulations Title 5, Vol. 3 Employee Code of Conduct. The Contractor shall not employ persons on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security, and/or general wellbeing or operational mission of the installation and its population. The Contractor shall comply with the requirements set forth in this SOW, DOS, and OIG regulations concerning conduct of employees as referenced herein. Some Orders may require an Order level Quality Control Plan that must be submitted to the COR/CO at time of Order proposal. The Contractor shall not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest. KEY PERSONNEL The Contractor shall assign to this contract the following key personnel: LABOR CATEGORY Project Manager Senior In...