Records Management Operational Support Services

US Department of State, Office of Global Information Services, and Information Programs (A/GIS/IPS) Statement of Work 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 code561611- Administrative Management and General Management Consulting Services. The purpose of this notice is to obtain information regarding the availability and capability of qualified Small Business GSA Federal Supply Schedule Holders to provide the below services that meets the DOS requirements (small businesses; HUBZone small businesses; service-disabled veteran owned small businesses; 8(a) small businesses; veteran owned small businesses; woman owned small businesses; and small disadvantaged businesses). BACKGROUND The U.S. Department of State (DOS), Bureau of Administration, Office of Global Information Services, Office of Information Programs and Services (A/GIS/IPS), is responsible for the Department's Federal Records Program, including but not limited to, the Records Service Center (RSC) and the Department's eRecords archive system, which holds more than 20 million electronic records. The RSC provides comprehensive records disposition support to include records retirement from both domestic offices and overseas posts, analog records accessioning to Federal Records Centers (FRCs), and permanent records transfers to the National Archives and Records Administration (NARA). Additionally, the RSC coordinates with the Department's eRecords system to ingest and maintain electronic records. In response to NARA directives M-19-21 and M-23-07, the A/GIS/IPS goal is to meet the mandate to transition to electronic storage and cease all hard-copy accessioning to NARA by June 30, 2024. The M-19-21 and M-23-07 directives requires all Federal agencies to: Ensure that all Federal records are created, retained, and managed in electronic formats with appropriate metadata. Consistent with records management laws and regulations, develop plans to close agency-operated storage facilities for paper and other analog records, and transfer those records to Federal Records Centers operated by NARA or commercial storage facilities. In response to M-19-21 and M-23-07, the Department will transition the RSC to a holding and processing facility necessitating an overall adjustment in posture from a records storage facility to a records processing center. The RSC will provide services including, but not limited to, the following: data analytics, hard-copy record intake, electronic records ingestion, records management compliance, records disposition, analog records digitization, FOIA case analysis and box searches, training, database development, fleet management, and facilities management. This transition will begin immediately and coincide with NARA's June 2024 M-23-07 deadline. The current RSC is located at State Annex (SA)-13 in Newington, Virginia. This Center is the fulcrum for the coordination, retirement, retrieval, distribution, storage, review, disposition, destruction, digitization, and transfer of the Department's records in accordance with the DOS records management program and with oversight by the A/GIS/IPS. Its functions are critical to the on-going operations throughout the Department, including FOIA case analysis, declassification and review actions of the Systematic Review Program (SRP), and the preservation of the history of the Foreign Relations of the United States (FRUS). The RSC services the hard-copy and electronic retired records needs for all Department bureaus, offices, and annexes located throughout the Washington, DC, metropolitan area and all overseas posts. RSC staff liaises with FRCs across the United States to manage the disposition of the Department's records assets. Its statutory responsibilities are found within the Federal Records Act of 1950 (Public Law 90-620). The current facility at SA-13 consists of approximately 50,000 square feet of ground floor storage and operational/administrative support space and second floor operational/administrative support space. The records holding and processing portion of the facility is approximately 19,700 square feet with a capability to store more than 25,000 cubic feet of record containers. Most boxed records are stacked on shelves in rows five shelves high. The standard records storage box measures one cubic foot and, when fully loaded, weighs approximately 25-30 pounds. Within the facility, there is a vault area for the storage of 1,500 cubic feet of Top Secret and/or Sensitive Compartmented Information (SCI) records and a 1,500-square-foot staging area for the receipt, shipment, and sorting of records. Additionally, this area stores approximately 45,000 microfilm reels and approximately 28,000 microfiche sheets pending digitization and/or disposition. In preparation for future requirements, DOS is planning a possible move of the RSC facility to a yet to be determined location, with the tentative time frame of 2026 or sooner. There will be an optional requirement for the contractor to provide program transition and movement support to the new facility. Support may include record asset inventory, staging, transportation, and shelving[BCC1] [CB2] [DJ3] as well as the packing, staging, and transportation of office supplies and tools. The Department will provide the contractor with official preparation guidance prior to the move. To support modernization and to meet NARA guidelines, the Department has already begun transitioning the records program to an electronic environment, and the RSC encourages offices and bureaus to adopt electronic retirement as their primary means of records transmittal if feasible. SCOPE The RSC coordinates receipt of both the physical retirement and the migration of electronic retired records into the Department's electronic repository, eRecords. Upon receipt of the finalized hard-copy Records Retirement Transmittal form (DS-693), the RSC works with the originating office, validates that the information on the transmittal form is correct, resolves discrepancies, and ensures that all metadata is uploaded properly into the Department's web-based Retired Records Inventory Management System (RIMS). Archives Technicians on the logistics team coordinate the pickup/delivery of material and courier records from Department offices to the RSC. On average, the RSC logistics staff perform 20 trips monthly to retrieve or deliver approximately 200 boxes among the Harry S Truman building, Department annexes, and the RSC. Roughly 300 boxes are transported monthly between Washington National Record Center (WNRC) and the RSC. The RSC submits records for retirement to Federal Records Centers (FRCs) and transfer to NARA at an estimated rate of 450 boxes monthly. The RSC staff prepares FRC transmittals and requests within the Archives and Records Centers Information System (ARCIS) for approximately 55 accessions monthly. The RSC provides on demand digitization[RD4] of analog records (including but not limited to paper, microfilm, microfiche, film and photos) up to the TS/SCI level to Bureaus/Posts/Offices across the Department of State. Archives technicians coordinate the pickup/delivery of material and courier records from Department offices to the RSC or to an offsite location for digitization. They digitize analog records in accordance with standards in the federal regulations for digitizing permanent and temporary federal records (36 CFR 1236, Subpart E and Subpart D). Archives technicians coordinate and verify the ingestion of digitized records into the Department's electronic repository, eRecords, and coordinate the destruction of analog records in accordance with records disposition schedules. The RSC staff also provides the following support: Receives and stores approximately 30 new retirements every month, averaging 100 boxes from the overseas Posts and State annexes. Reviews eligible records for transfer to NARA, ensuring that all documentation is complete and accurate prior to generation of required transfer paperwork. The RSC creates legal transfer request drafts within NARA's Electronic Records Archives (ERA). Receives and responds to approximately 80 help-desk requests (calls/emails) per month from customers needing records retirement or retrieval assistance. Provides escort services for visitors to the center totaling approximately 20 hours per month. Monitors analog and digital records retirement compliance. A/GIS/IPS is responsible for ensuring the Department's compliance with the FOIA and Privacy Acts (FOIA/PA) as well as other information access programs. Specifically, A/GIS/IPS processes FOIA/PA requests for information throughout their full processing life cycle'from receipt of the request to final response to the requester, and through appeal and litigation if necessary. The FOIA/PA program processes requests as mandated in E.O. 13256 and the OPEN Government Act of 2007. In support of the FOIA program, the RSC performs research to identify requested records, retrieves the records, and provides them to the requesting office. Delivery of records is via courier of hard-copy records or upload of scanned files onto the Open Net or Class Net systems. TASKS AND FUNCTIONS Project Management RSC Project management includes the following: Management of all contract activities and contract performance. Submission of all contract deliverables. Communication with the Contracting Officer's Representative (COR). Management and subject matter expertise to facilitate continuous Business Process Improvement (BPI). Contract staffing and onboarding functions (briefing, badging, VAR). Provide direct supervision of contractors at the RSC facility, management and collaboration with the Government to meet all security and safety requirements[BCC5] [DJ6] . Will report to the Government as an emergency contact representative for the RSC contractor staff, facility, and records assets, coordinating all necessary communication and emergency response efforts[BCC7] [DJ8] in accordance with Government regulations. Operations Management Management of the operations of the RSC includes the following: Responsible for the day-to-day supervision and management of contractor staff at RSC facility operations, tasks, functions, and personnel, to include records disposition compliance actions, hard-copy records processing, electronic records processing, digitization, and facility[BCC9] [DJ10] /fleet management services. Provides data analytics support on records holdings for annual moves, direct offers, records retirements, and disposition services. Provides analyses and input for use by the Department for records program strategic goals, program objectives, and budget development. Provides Quality Assurance and Quality Control (QA/QC) for all RSC processes and procedures, reviewing annually for relevance and update. Assists in preparation of contract deliverables. Is knowledgeable of the Foreign Affairs Manual (FAM) and ensures that all RSC processes meet compliance requirements. Records Management In support of the A/GIS/IPS Agency Records Officer, the contractor shall meet all daily, quarterly, and annual records processing and compliance tasks, as well as develop and implement effective solutions and recommendations to assist with Department-wide compliance requirements to facilitate the efficient life cycle management of Department of State records and information (5 FAM 400). Records Disposition Compliance: All Department Bureaus and Posts are required to retire records in accordance with agency records schedules, both in hard-copy and electronic mediums. The contractor shall provide annual, quarterly, and ad hoc notifications and support, to include all necessary training, processes and procedures, documentation, and disposition instructions to assigned Bureau and Post records staff to assist with Department-wide compliance requirements. Activities include: Performs data analysis of records retirements to the RSC and the eRecords Archive from Bureaus and Posts to ascertain unit compliance. Provides Bureaus and Posts guidance on best practices and records program requirements, and quarterly assessments of organizational records management compliance. Maintains compiled compliance data in the Records Compliance Tracking System module in the Retired Records Inventory Management System (RIMS) and liaises with Posts quarterly on previous or forecasted changes. Provides recommendations on compliance process improvement. Hard-copy Records Processing: In compliance with M-19-21 and M-23-07, the Department is transitioning from managing records in hard-copy/analog format; however, the need to process hard-copy records for disposition still exists and must be maintained in support of Bureaus and Posts. Activities include: Records Retirements Services Provides guidance and instructions to Bureaus, overseas Posts, and retiring officials on the proper procedures for preparing the DS-693 Records Retirement Transmittal form and navigating the MyData system. Upon receipt of DS-693s, assigns lot numbers and coordinates with Archives Technicians for physical retrieval of records. Assists in the revision of the DS-693s when necessary. Verifies and assigns correct disposition authority numbers, as necessary, on DS-693s. Advises offices/bureaus of any disputes concerning the disposition authority numbers listed on the DS-693 within 1-2 business days. Obtains concurrence with any changes/corrections with the originating office/bureau. Files completed Form DS-693s electronically in RIMS database. Updates the RIMS database on a continuous basis and adds DS-693s to RIMS after verification of accuracy of completed data, immediately upon receipt. Assigns box locations and places recently arrived retired records on shelving units in their box location within two weeks of arrival. When necessary, re-boxes retired records from Post to ensure that the records are located in the proper Archival boxes. All domestic retirements shall conform to boxing requirements before acceptance. Digitizes SF-135s and transfer requests/SF-258s and/or adds metadata to the RIMS database. Retrieves and delivers retired records from the RSC for bureaus within the Department within 3-5 business days for routine requests and 1-2 business days for urgent requests. Emergency requests are processed the same day, if possible. Retrieves and delivers retired records from the WNRC for bureaus within the Department within 3-7 business days for routine requests and 1-3 business days for urgent requests. Emergency requests are processed the same day, if possible. Records Retrieval and Delivery Services Responds to search requests for retired boxes at the RSC and the WNRC within 1-5 business days depending on the urgency of the request. Responds to requests for specific documents, no more than approximately 20 single-sided pages by locating, retrieving, scanning, emailing, and/or faxing to requester for same-day service. Responds to requests for boxes of records for declassification review from the SRP within 3-7 business days and coordinates regarding shipments. Refiles returned folders of records to appropriate lot and box immediately after receipt. Ensures adequate tracking and location of retrieved records, including requesting office symbol, requested date, individual requesting the records, individual who removed records from RSC box location, and delivered date. Returns retrieved retired records boxes to appropriate box location within RSC within 1-2 business days of receipt at RSC. Returns boxes to the WNRC according to a routine schedule. Keeps an accurate log of retrieval requests processed on a daily basis. Delivers bulk retirement boxes to requesting offices/bureaus, up to 50 empty boxes (flats) at one time. Creates a daily schedule to coordinate the delivery of retired boxes of records to and from the Department and Annexes. Document Maintenance and Upkeep Services Tracks missing and renumbered lots and boxes. Ensures the integrity of the boxes/files is maintained. Assists with the resolution of after-hours emergencies as required. Document Destruction Services Coordinates document destruction, utilizing list of approved lot numbers from A/GIS/IPS, with OPR/GSM destruction personnel. VIII. Electronic Records Processing: Department personnel utilize the Self-Service Portal to submit electronic records for disposition and management; however, there is still a requirement to aid Bureaus and Posts. The contractor shall provide the following services as needed: Provides guidance and instructions to Bureaus, overseas Posts, and retiring officials on the proper procedures for preparing the DS-693 Records Retirement Transmittal form or retiring electronic records through automated means. Upon receipt of DS-693s assigns lot number and box locations. Assists in the revision of the DS-693s. Verifies and assigns correct disposition authority numbers on DS-693s. Advises offices/bureaus of any disputes concerning the disposition authority numbers listed on the DS-693 within 1-2 business days. Obtains the originating office/bureau's concurrence with any changes/corrections. Prepares staging environment for electronic records. Files completed Form DS-693s in retrievable filing system. Updates RIMS continuously and adds DS-693s to RIMS, after verification of data accuracy, immediately upon receipt. Assists with, and when required performs, electronic records ingestion into the eRecords repository. Makes necessary adjustments to ingested content's properties. IX. Customer Service The contractor shall develop, implement, and maintain dedicated processes and procedures structured to ensure exceptional customer service. The contractor shall set customer service standards in response to common requests and inquiries for services from the RSC contract staff. The contractor will take the lead in applying this feedback to support continued business process improvement, evaluating and changing processes, procedures, tools, and techniques. A customer service survey program will be maintained to measure customer service performance and a report of findings submitted on a monthly basis as a section of the Monthly Status Report (MSR). X. Training Support Services The contractor will provide training support to DOS personnel relevant to the functions of the Department's records program and the RSC's processes. This training may include in-person training in the National Capital Region (NCR) as well as remote online training encompassing the[CB11] [DJ12] NCR and both the Continental United States and outside the Continental United States. location outside of the US)Additionally, the contractor will be required to use various training mediums, such as online content and videos. The contractor will provide multiple training sessions that include, but are not limited to, the following: Records schedules and the types of records that Bureaus and overseas posts are responsible for managing. Hard-copy records retirement and transfer, to include physical box preparation, organization, and shipping. Using MyData in the records retirement process. Electronic records retirement via eRecords. Using RIMS on the web, especially RIMS search functionality in support of FOIA and other mandated programs. XI. Records Disposition Services The contractor shall facilitate and promote the efficient and systematic disposition of DOS Records at the RSC in accordance with Federal and DOS governances, considering updated M-19-21 and M-23-07 directive requirements and timelines. All major disposition functions will be measured, reported, and continually assessed. Specific actions include: Preparing boxes and completing the records transfer requests within the ARCIS for transfer to the WNRC or FRCs according to the records schedules and disposition. Preparing boxes and corresponding paperwork for the direct offer and annual move of permanent hard-copy records to NARA, pursuant to the Bureau of Administration's functional bureau strategy; and completing the records transfer requests to transfer records to the National Archives via ERA. Coordinating the transfer of DOS medical and personnel records containing PHI/PII to St. Louis FRC. Developing action memoranda recommending the destruction of eligible temporary records. Upon written concurrence from the bureau or office of origin, destroys temporary State records in accordance with established dispositions schedules, unless the records are - frozen due to an existing litigation. Maintains records of the Notice of Intent to Destroy Records and associated paperwork. Re-boxing and shipping - Frozen records to WNRC in a timely manner. Updating the RIMS to reflect the transfer with the Accession Numbers or destruction of records. XII. Facility Support and Security The contractor shall manage the day-to-day RSC operations and perform administrative logistic functions, including creating/maintaining holdings inventories, records tracking, and reporting. Administrative responsibilities consist of personnel and facility security compliance, government vehicle[CB13] [DJ14] [BCC15] [BCC16] use and upkeep, property control and accountability, supply procedures (general supplies, boxes, office supplies, etc.), facility access control, and security escorts. The RSC staff will have the responsibility for opening and closing the facility, inclusive of arming/disarming the security alarm system. Arming codes are disseminated to approved staff and are to be protected from accidental or purposeful disclosure to unapproved staff. The contractor will provide assistance to the government by conducting general facility management responsibilities along with the government to ensure that the RSC is professional in organization and appearance; fire and safety standards are known and complied with; and facility checks are conducted to ensure that records are maintained in a safe, secure, and protective environment (temperature and humidity controls). The contractor will ensure that all facility support requirements are identified, standards are established, and performance is measured, quality-controlled, and reported. XIII. Fleet Management and Support The contractor shall operate/oversee government vehicles and perform limited vehicle upkeep actions as determined by the Government Services Administration (GSA), to include: Keeping all vehicles clean and free of litter. Obtaining yearly preventative maintenance for all vehicles. Monthly reporting of mileage to GSA point of contact. Using a GSA-issued gas card. Reporting immediately vehicle damage or mechanical issues. All vehicle maintenance will be conducted by a specified and approved automotive vendor, pre-approved by the GSA point of contact, and the contractor will be responsible for all fleet vehicle reporting and record-keeping. In addition to daily transport and courier services within the National Capital Region, the contractor will perform transportation services to Charleston, South Carolina, on an ad hoc basis supporting the movement of record assets to meet the requirements of the FOIA and SRP programs. Transport services to Charleston, South Carolina, will take place no more than once per month and will be pre-scheduled. Other ad hoc transport and courier support may be required by the Government. XIV. Continuity of Operations Program (COOP) Support On Day One, the contractor shall provide a COOP facility to support the RSC during events such as a natural disaster, major water main break, pandemic flu, terrorist attack, or other events. This facility must have the capability of holding classified records in a Diplomatic Security (DS) or DCSA-approved Top Secret facility as well as SCI documents in a DS- or DIA-approved SCIF. Additionally, the contractor will be prepared to receive, store, and provide access to identified mission-essential Vital Records. The facility must be able to store 100 boxes of Top-Secret records and up to 10,000 pages of SCI documentation for up to 90 days. With minimal delay, the contractor must also provide continuity of operations support for essential RSC core services at this facility. The contractor's COOP facility must provide workspace, office furniture, telephones, and internet access for ten (10) personnel for up to 30 days. Support will include providing input to COOP planning as needed and performing training exercises with RSC staff to ensure they know the plan, processes, and procedures in the case of an emergency impacting the facility or government record assets. The contractor shall provide COOP vehicle fleet support. The contractor will ensure that essential RSC logistical operations and asset movement are continued with minimal delay under all conditions that pose a reduction of RSC core services. Vehicles utilized by the contractor must[CB17] [DJ18] meet the basic protection requirements of Federal Agency classified records. XV. Business Process Improvement Support The contractor may be requested to provide a BPI Consultant to identify processes and procedures for process improvement of all RSC operations, including facility management, records disposition, classified and unclassified records digitization, logistical operations, and all functions in support of A/GIS/IPS programs (such as FOIA or SRP). These services may be periodically[CB19] required and will require the contractor to submit a price proposal to support a contract modification. XVI. On Demand Digitization Service for Bureaus and Posts The contractor shall scale operations (with prior government approval) to perform the on-demand digitization of temporary and permanent analog records (including but not limited to paper, microfilm, microfiche, film and photos) up to the TS/SCI level in accordance with A/GIS/IPS mission and goals, the Paperwork Reduction Act (PRA), 36 CFR 1236, Subpart E and Subpart D, and specifications and timeline to meet NARA M-23-07 directive on electronic record requirements. Staffing for on-demand digitization is not inclusive of the breakdown below. The Government may request price proposals for additional record support and data processing projects on an ad hoc basis to include hard-copy record digitization up to Top Secret/SCI, microfilm digitization, database and web development, data entry, records destruction, and asset transport. The contractor shall perform the following tasks associated with every digitization project. Appraisal of the records to determine - temporary or - permanent retention. Assess the volume, sensitivity, and potential special requirements associated with the job. Provide project plan to include: a records description, the identification of the applicable records disposition schedules, the media type of records included in the project, timeframe for completion, cost, required location (RSC or contractor facility) and delivery of records, staffing, quality control, and restoration of any records damaged by digitization equipment. Present project plan/proposal to requesting DoS component and A/GIS/IPS leadership to ensure an understanding of the timeframe, requirements, and receive government approval and funding for the project. Prepare documents to be scanned by organizing in logical sequence or as instructed by requester, removing binders, paper clips, staples, etc. Create a file structure and naming convention plan that maintains document relational information. Conduct scanning in accordance with NARA regulations for digitizing temporary records and permanent records (36 CFR 1236, Subpart E or Subpart D), using equipment accredited for sensitivity and/or classification level. Monitor digitized records for corruption or alteration. Apply metadata to electronic files and maintain a metadata recordkeeping system in accordance with NARA regulations for digitizing temporary records and permanent records (36 CFR 1236, Subpart E or Subpart D) Conduct quality management and/or verification in accordance with NARA regulations for digitizing temporary records and permanent records (36 CFR 1236, Subpart E or Subpart D). Perform corrective measures if scans do not meet applicable standards. Prepare permanent digitized files for ingestion into eRecords. Dispose analog records after successful ingestion of digitized records and associated metadata into eRecords in accordance with the appropriate records disposition schedule and with government approval. XVII. On Demand Digitization for the Freedom of Information Act (FOIA) Case Files The contractor shall provide scan-on-demand services in support of FOIA/Privacy Act requests and will put in place operating procedures for the timely digitization and delivery of up to 100 pages of material classified up to the Secret level in a given day. Records will be scanned to standard letter and legal-size document formats and may include photographs; require color, greyscale, or black and white scanning; be scanned in single-sided or duplex format; and will be compliant with NARA standards and M-23-07 directive requirements. Documents with a classification exceeding Secret will require review by FOIA/PA personnel on-site at the RSC or physical delivery of hard-copy material to FOIA/PA office location. XVIII. Database Development and Administration The contractor shall provide the following information technology support: RIMS: All contractor staff shall have access to the RIMS database, and the contractor shall be responsible for maintaining the system and entering all applicable metadata when retiring, receiving, delivering, accessioning, transferring, and destroying documents. Additional comments regarding document status will be supplemented as needed in specialized fields. DS-693 forms and corresponding manifests will be represented for all lot numbers electronically and will be uploaded to the database immediately upon receipt and review by the RSC. RIMS system report functionality will be used for generating deliverables and data representation. The contractor will provide ongoing database design and implementation guidance on program requirements and recommendations for improvement. The RSC staff will perform general technical troubleshooting, providing findings to Departmental IT points-of-contact for update. System functionality will be monitored. SRP Module: Contractor will support database design and implementation as well as database turning and performance monitoring of the SRP Module database until it is moved to the web and managed by DOS IT. Contractor will provide general technical troubleshooting and provide cons. When required, the contractor will provide on-call support to ensure that the SRP program database is functional and accessible. XIX. Systematic Review Program (SRP) Support Services The contractor shall provide the following support to SRP: Analyzes annual records review list or lists to ensure that targeted records require declassification review. Orders requested record accessions from WNRC and/or other FRCs and transports the containers/boxes to the RSC. Facilitates access to the record containers/boxes in the RSC. Arranges and performs the transport and/or disposition of these accessions. Provides information technology services in support of SRP's tracking database/module. XX. Freedom of Information Act (FOIA) Program Support Services The contractor shall provide the following support to the FOIA program: Analyze spreadsheets and databases that currently track pending box searches of FOIA cases that are not currently tracked in FOIAXPress. Develop a plan to migrate that data into FOIAXpress to determine accurate backlog of pending box searches, and implement that plan once approved by the...