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					      STATEMENT OF WORK FOR


RECORDS AND INFORMATION MANAGEMENT


       SUPPORT FOR REGION 3
A.        PERIOD OF PERFORMANCE..................... Error! Bookmark not defined.3
B.        TASK ORDER KEY PERSONNEL.............................................. 3
C.        BACKGROUND INFORMATION................................................ 3
     1.     Legal Authority..................................................... 3
     2.     Regulatory Authority................................................ 3
     3.     Background Documents................................................ 3
D.        PURPOSE AND SCOPE..................................................... 4
E.        TASK 1: HAZARDOUS SITE CLEANUP DIVISION RECORDS MANAGEMENT SUPPORT.... 5
F.        TASK 2: RECORDS MANAGEMENT PRODUCTS AND SERVICES...................... 5
G.        TASK 3: FILE ORGANIZATION, STORAGE, RETRIEVAL, AND DESTRUCTION........ 6
H.        TASK 4: DAILY OPERATIONS OF THE SUPERFUND RECORD CENTERS.............. 7
I.        TASK 5: TRAINING, CONFERENCES, AND PRESENTATIONS...................... 7
J.        TASK 6: ADMINISTRATIVE RECORDS........................................ 8
     1.     Subtask 6.1 - QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)............ 10
     2.     Subtask 6.2 – TRAINING AND TRAINING MATERIALS...................... 10
K.        TASK 7: PROVIDE SUPPORT FOR COST DOCUMENTATION PACKAGE PROCESSING
          AND FILING........................................................... 11
L.        TASK 8: OIL POLLUTION RESPONSE AND PREVENTION FILES.................. 11
M.        TASK 9: SUPERFUND DOCUMENT MANAGEMENT SYSTEM (SDMS).................. 12
N.        TASK 10: INFORMATIONAL AND RECORDS MANAGEMENT DATABASES AND PROTOCOLS 14
O.        TASK 11: PROTECTION OF CONFIDENTIAL, SENSITIVE, AND OFF-SITE
          CONSEQUENCE ANALYSIS (OCA) INFORMATION............................... 15
P.        TASK 12: REPORTING REQUIREMENTS...................................... 16
Q.        TASK 13: PUBLIC ACCESS SYSTEMS....................................... 16




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A.   PERIOD OF PERFORMANCE

                           Start Date         End Date
     Base Period:          TO Award           12 months   after   TO award
     Option Period    1:   Option Exercise    12 months   after   Option Exercise
     Option Period    2:   Option Exercise    12 months   after   Option Exercise
     Option Period    3:   Option Exercise    12 months   after   Option Exercise
     Option Period    4:   Option Exercise    12 months   after   Option Exercise


B.   TASK ORDER KEY PERSONNEL

           Task Order Contracting Officer Representative (TOCOR):            TBD
           Address:    TBD
           Phone:      TBD
           Fax:        TBD
           Email:      TBD

           Alternate TOCOR (ATOCOR):         TBD
           Address:    TBD
           Phone:      TBD
           Fax:        TBD
           Email:      TBD

C.   BACKGROUND INFORMATION

     1.    Legal Authority

           a.    Comprehensive Environmental Response, Compensation, and
                 Liability Act of 1980 (CERCLA), as amended by the Superfund
                 Amendments and Reauthorization Act of 1986 (SARA)
           b.    National Oil and Hazardous Substances Pollution Contingency
                 Plan, 55 Fed. Reg. 8859(March 8, 1990)
           c.    44 U.S.C. Chapter 31, Records Management by Federal
                 Agencies
           d.    44 U.S.C. Chapter 33, Disposal of Records
           e.    18 U.S.C. Chapter 101 Records and Reports
           f.    Paperwork Reduction Act of 1995b.

     2.    Regulatory Authority:

           a.    OMB Circular A-130, Management of Federal Information
                 Resources
           b.    36 C.F.R. Chapter XII, Subchapter B

     3.    Background Documents:

           a.    US EPA Documents

                 i.        OSWER Directive #9833.3A-1 dated December 3, 1990 -
                           Final Guidance on Administrative Records for
                           Selecting CERCLA Response Actions
                 ii.       Region III File Structures
                 iii.      Selecting Documents for Superfund Site Administrative
                           Records in Region III

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                  iv.   Administrative Record Procedures
                  v.    Directive 2100, Information Resources Management
                        Manual: Chapter 10, Records Management
                  vi.   Directive 2160, Records Management Manual
                  vii. Agency Records Disposition Schedules
                  viii. EPA Region III Superfund Record Center User Manual
                  ix.   National Archives and Records Administration
                        Documents
                  x.    Checklist for Evaluating Recordkeeping Practices in
                        Your Office
                  xi.   Disposition of Federal Records
                  xii. Managing Audiovisual Records
                  xiii. Managing Cartographic and Architectural Records
                  xiv. Managing Electronic Records
                  xv.   Records Management in EPA


D.   PURPOSE AND SCOPE:

      The Contractor shall provide comprehensive records management services
for Region 3. These services shall be consistent with Environmental
Protection Agency (EPA), National Archives and Records Administration (NARA),
regulatory, and legislative requirements and shall provide acceptable
documentation standards to met legal sufficiency requirements. Support the
continued operation and maintenance of the CERCLA records management
activities. These activities include the CERCLA records center, SDMS,
Electronic Content Management System (ECMS), CERCLA ARs, Brownfields, Oil
pollution response and prevention files and support services associated with
the preparation, duplication, maintenance, and retrieval of cost recovery
documentation and litigation support. The activities described herein are
those conducted on a daily basis to ensure the integrity and completeness of
EPA’s records management program.

      Under this assignment, the Contractor shall support the continued
operation and maintenance of the CERCLA File System, CERCLA Administrative
Records, and any support and tracking systems utilized therein. Contractor
support of the file system includes, but is not limited to:

           maintaining the CERCLA File System on a daily basis;
           maintaining the LAN-based data tracking systems;
           monitoring and updating the training and procedure materials;
           training regional staff on the CERCLA File System, ECMS, SDMS,
            and indexing; and
           scanning documents into SDMS.

     Contractor support of the ARs includes, but is not limited to:

           creating new and updating existing ARs;
           updating WasteLAN/CERCLIS with AR information;
           conducting quality assurance/quality control (QA/QC) reviews of
            ARs and the AR index binders in the Region III public reading
            room and site information repositories;
           maintaining this information in CERCLIS database;
           pdating AR information materials;
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           working with SDMS and regional staff to make these records
            available via CD-ROM or the Internet;
           maintaining the guidance document compendium
           updating the AR training materials; and
           training regional staff.

      The Contractor shall also work closely with the EPA Task Order
Contracting Officer Representative (TOCOR) to ensure that the project is
managed and performed effectively.

E.   TASK 1:      HAZARDOUS SITE CLEANUP DIVISION RECORDS MANAGEMENT SUPPORT

     The Contractor shall:

           provide adequate and proper documentation which shall certify and
            verify the Contractor’s operational response to meet legislative
            and legal sufficiency requirements; and
           provide records management guidance and operational support
            services for the implementation of Region 3's Hazardous Site
            Cleanup Division’s Records Management Policies, Directives, and
            guidance that are consistent with EPA, NARA, regulatory,
            legislative, and operational requirements.

     DELIVERABLES:

      1.1 - Adequate and appropriate documentation to verify legal
sufficiency operations are being met shall be kept in the Superfund Record
Centers in a public reference location. This deliverable shall include all
currently effective records management policies, directives, regulations,
acts, guides, schedules, record center specific procedural and quality
assurance manuals, training plans, and materials, and monthly activity
reports.

     ACCEPTANCE CRITERIA:

      1.1 Written acceptance of reports, procedures, and processes by TOCOR
and ATOCOR.

F.   TASK 2:      RECORDS MANAGEMENT PRODUCTS AND SERVICES

      The Contractor shall develop, maintain, and update all records
management products that relate to Region 3's Hazardous Site Cleanup Division
Records Management Program. These include operational procedures and
standards and Division or Program coordination and support.

     DELIVERABLES:

      2.1 Adequate and appropriate documentation of the Hazardous Site
Cleanup Division Records Management Program shall be kept in the Superfund
Records Centers in a public reference location. This deliverable shall
include all currently effective Record Center operations, procedures and
quality assurance manuals, training plans, and training materials, request
forms, reference materials (relating to record access, organization or other
information as necessary) and monthly activity reports.

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     ACCEPTANCE CRITERIA:

      2.1 Written acceptance of reports, procedures, and processes by TOCOR
and ATOCOR.

G.   TASK 3:      FILE ORGANIZATION, STORAGE, RETRIEVAL, AND DESTRUCTION

      On a daily basis, the Contractor shall operate and maintain the CERCLA
records center. As part of daily maintenance activities, the Contractor
shall perform duties, including:

           checking files in and out;and
           stamping and entering all new documents and files into the system
            according to the file structure and system requirements.

      The Contractor shall perform the following daily activities in the
records center, at a minimum:

           Integrate new records center materials into existing site files.
            This process may include reviewing the materials to determine
            placement in the appropriate file section; generally, this
            determination is made by EPA staff. The Contractor then shall
            process each site file. Processing includes stamping documents,
            organizing documents in reverse chronological order, and placing
            them in the correct site file subsection folder. If documents
            received by the records center are not associated with an
            existing site, the CONTRACTOR shall create a new site file
            according to the established structure;
           Develop and maintain procedures for transferring site files to
            the Federal Records Center (FRC) according to retention schedules
            and executing the transfers;
           Track and record all files handled by the records center. This
            tracking may include use of the existing file tracking system
            (FTS), modifications to this system, or development and/or
            implementation of a new system, as directed by the EPA CR;
           Provide data entry support into WasteLAN and other EPA systems as
            directed by EPA including but not limited to enforcement data and
            PRP response information;
           Meet regularly, at least weekly, with the EPA TOCOR to evaluate
            project status and progress and discuss new tasks and project
            direction. Provide summary information to the TOCOR as part of
            these meetings or as requested;
           Manage additional file types and provide data entry support per
            the request of the EPA TOCOR, including but not limited to
            support of the Brownfields program; and
           Manage and maintain EPA Region 3 public access systems including
            ARWeb and Superfund Documents on the Web. Activities include
            updating the site with documents as required, modifying the
            systems per the request of the EPA TOCOR, performing quality
            assurance, troubleshooting and repairing technical issues as
            needed and providing trainings at the request of the EPA TOCOR.

     DELIVERABLES:


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      3.1 Provide accurate site/program file organization, storage, tracking
log, an electronic docket (or record index) for each site, state or project,
and retrieval.

     ACCEPTANCE CRITERIA:

      3.1 The Contractor shall provide documentation which supports Regional
quality control measurements that indicate an overall performance rating of
95% approval from the customers.

H.   TASK 4:      DAILY OPERATIONS OF THE SUPERFUND RECORD CENTERS

      The Contractor shall manage the day-to-day operations of the Superfund
Record Center. The Contractor shall retrieve records and information from on-
site and off-site locations.

     DELIVERABLES:

      4.1 The Contractor shall monitor and maintain appropriate security for
the Record Centers holdings and immediately report any destruction, loss,
excessive disorder, or removal of checked records to the TOCOR/ATOCOR as soon
as possible.

     ACCEPTANCE CRITERIA:

     4.1 The Contractor shall:

            operate the Superfund Record Center from 8:00 a.m. until 5:00
             p.m. daily;
            provide daily staffing, operation, and maintenance of these areas
             through compliance with Regional standards, operating procedures,
             directives, and guidance;
            ensure that service to the programs and public is courteous,
             timely, and complete;
            maintain the record centers in a neat and orderly manner; and
            perform this task so that customer complaints are fewer than 5%
             of the total customers serviced in a given six month period.

     4.2 The Contractor shall:

            provide adequate, timely, and appropriate levels of service for
             retrieval of records and information from on-site and off-site
             locations that are consistent with Regional standards; and
            perform this task so that customer complaints are fewer than 5%
             of the total customers serviced in a given six month period.

I.   TASK 5:      TRAINING, CONFERENCES, AND PRESENTATIONS

      The Contractor shall train EPA staff and Contractors in Federal Records
Management requirements, conduct training classes, and provide documentation
of compliance with such standards as required by statutes, legislation, and
Regional requirements. These training sessions may include, but are not
limited to, the following topics: electronic records management; EPA and
Regional records; Superfund Records Management requirements; Superfund site

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file structures; orientation tours of record centers; reviews of new Records
Management products; ECMS and Records Management coordination between
Regional Program areas.

      The Contractor shall attend EPA Records Management Training Conferences
and special records management conferences as determined by the TOCOR and/or
ATOCOR. At the request of the TOCOR and/or ATOCOR, the Contractor shall make
presentations on Region 3 activities, products, and procedures at conferences
and seminars. The Contractor shall prepare summaries of the conferences or
seminars with recommendations about any new directions or guidance provided
at the conference.

     DELIVERABLES:

      5.1 The Contractor shall provide at least two orientations per year of
the Superfund records management system. The orientations shall include tours
of the Superfund record center and provide records management training
consistent with EPA, regional and programmatic records requirements,
policies, and procedures.

     5.2 Attendance at conferences and seminars

     5.3 Presentations at conferences and seminars

     ACCEPTANCE CRITERIA:

      5.1 Contractor personnel shall demonstrate good knowledge of the
Divisional record keeping system, requirements, policies, and procedures and
be proficient in the performance of established procedures and tasks.

      5.2 The Contractor will provide the TOCOR and/or ATOCOR with a summary
for each conference or seminar within 10 working days of returning from the
conference or seminar. The TOCOR and/or ATOCOR will review and approve the
report.

      5.3 Before the presentation, the Contractor shall provide the TOCOR
and/or ATOCOR with a presentation outline and all handouts. The TOCOR and/or
ATOCOR will review and approve the presentation.

J.   TASK 6:      ADMINISTRATIVE RECORDS

      The Contractor shall follow the steps outlined below to compile and
update all ARs, including the following: remedial, removal, enforcement
removal, cost recovery, unilateral order, access, remedial action, consent
decree, lien, restart, and de minimis. However, not every step in the process
will occur for every file. Furthermore, the order of the process steps may
change upon the request of the EPA TOCOR.

      1.    Collect site-specific documents for possible inclusion into each
AR from the EPA CR, remedial project manager (RPM), removal coordinator,
enforcement removal coordinator, or other appropriate EPA contact.

      2.    Review and organize documents according to the AR structure and
index documents in the file. The index shall list each document separately
and indicate title and/or subject, author, and date. The index shall be

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organized in chronological order to correspond with the order of the actual
AR.

      3.    Provide the EPA TOCOR or designated contact with a draft index
for comment. If requested, provide original AR documents to accompany the
index. If changes are received, the Contractor shall incorporate them into
the index.

      4.    Paginate the original documents included in the AR with
paginators supplied by EPA. Each section of the AR shall be paginated
separately with a unique number to facilitate future additions to the file.
The Contractor then shall add the page numbers to the index. The index shall
be stamped draft until the time the AR can be considered complete (i.e., upon
inclusion of the record of decision).

      5.    Arrange for duplication of at least two copies of the AR.
Additional copies of the file may be made if a request has been received from
the EPA contact at the beginning of the compilation process. The number of
copies may be determined by the number of site information repositories.

      6.     Place the AR in labeled three-ring binders. Each section of the
AR shall be divided into distinct and separated binders or will be marked
using divider pages with labeled tabs. EPA will provide the necessary AR
binders and divider page supplies. The Contractor shall place a copy of the
AR Organization Sheet, the AR index, and the AR Fact Sheet at the beginning
of the file.

      7.    Deliver one copy of the completed AR to the EPA public reading
room. Prepare additional copies of the AR for mailing to the site
information repositories by Federal Express as needed or requested by the
document repository. Place a copy of the index in the AR index binder located
in the AR public reading room. Provide the EPA contact with a copy of the
completed index. Make an electronic copy of the index available to EPA staff
through the AR Tracking System on the LAN, WasteLAN, or the Internet, as
directed by the EPA CR.

      8.    Manage AR’s on the AR Tracking System on the LAN and on ARWeb
including but not limited to uploading documents indexed and scanned in SDMS
into ARWeb as the primary public repository, updating ARs on ARWeb as needed
and performing required quality assurance/quality control procedures.

      9.    Reorganize the original documents used in creating the AR into
the order in which they were received. The Contractor shall return the
organized documents to the appropriate EPA contact.

      10.   Update the AR and corresponding indexes on an as-requested basis.
The Contractor shall place all updated documents at the end of the
appropriate section(s) in the existing AR. The Contractor shall conduct all
activities mentioned above that are necessary to update the AR.

      11.   Update WasteLAN/CERCLIS with new and updated ARs and site
repository information to support overall EPA tracking of AR accomplishments.
Additionally, the Contractor shall use WasteLAN/CERCLIS to track all planned
upcoming site events that may necessitate a new or updated AR.


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      12.   The Contractor shall maintain and update the AR Fact Sheet, AR
Organization Sheet and other AR reference materials. If requested, the
Contractor shall develop and maintain reference materials for each type of
AR. Any changes to existing or newly developed AR reference material will be
reviewed and approved by the EPA TOCOR and appropriate EPA staff. When
finalized, the information materials shall be placed at the beginning of the
respective AR.

      12.   Meet regularly with the EPA TOCOR to evaluate project status and
progress and discuss new tasks and project direction. Provide summary
information to the TOCOR as part of these meetings or as requested.

     1.       Subtask 6.1 - QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

      The Contractor shall conduct a QA/QC review of all ARs in the public
reading room. The QA/QC review will consist of the following:

             check that an updated index is included in the file; add if
              necessary; comparing the index against the documents in the file;
              add documents if any are missing; reorder documents if necessary;
              re-label the binders; and ensure that necessary AR reference
              materials are included;
             review the AR index binders on an as needed basis to ensure that
              all current indexes are included and in the correct order. The
              CONTRACTOR shall take additional corrective measures as
              necessary;
             conduct a monthly or as-needed QA/QC review of those ARs viewed
              by more members of the public and EPA staff to ensure the
              integrity of the files;
             identify and take corrective action measures necessary to keep
              the files in order and updated, as directed by the EPA TOCOR;
          


      At the request of the EPA TOCOR, the Contractor may travel to each site
repository once a year. During these visits, the Contractor shall review the
AR located at the repository to ensure its completeness. If any documents are
missing from the AR, the Contractor shall inform EPA and take appropriate
steps to ensure that the AR is complete. If problems with the record have
been noted on previous site visits, the Contractor may be required to visit a
repository more than once a year. The decision to make these additional
visits will be made by the EPA TOCOR. Not every repository will be visited
annually. If no problems were found with the condition of the AR in the
previous year, then a visit may not be warranted. The scheduling of a trip
will be based on the previous year=s visit and on discussion with the EPA
TOCOR. Additionally, trips may be scheduled at any time during the year
based on public input and on EPA needs. Every effort will be made to
coordinate site repository visits with AR updates to ensure cost-effective
delivery of file additions.

     2.       Subtask 6.2 – TRAINING AND TRAINING MATERIALS:

      The Contractor shall update, as necessary, the remedial AR training
package. This package includes overhead slides, a participant handout, a
training exercise, a handout on the organization of an AR, the AR checklist
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for Region III, a compilation checklist of important documents, and current
AR guidance.

      As requested by the EPA TOCOR, the Contractor shall design and deliver
a training package for other types of AR. Each package shall be designed to
accommodate the special needs of each file type and will be based on
discussion with relevant EPA staff.

      The Contractor shall also offer formal training to EPA Region III staff
in the remedial AR compilation process. Training shall include procedures for
AR preparation and definitions of responsibilities of the AR Coordinator,
RPMs, Regional Counsel, Community Involvement Coordinator, and the
Contractor. One-on-one informal training also will be provided as requested.

     DELIVERABLES:

     6.1 Compile and update administrative records.

     6.2   Perform monthly QA/QC reviews and prepare a corrective action
           plan documenting the steps taken to update the ARs.

     ACCEPTANCE CRITERIA:

     6.1   The TOCOR and/or ATOCOR establishes administrative record
           priorities and schedules in a monthly planning report. The
           Contractor meets the administrative record schedules.

     6.2   All corrective actions are taken within 15 days of QA/QC review

K.   TASK 7:        PROVIDE SUPPORT FOR COST DOCUMENTATION PACKAGE PROCESSING
                    AND FILING

      The Contractor shall provide support to the Superfund program for
litigation and cost documentation package processing and filing.

     DELIVERABLE:

      7.1 The Contractor shall duplicate, perform quality assurance/quality
control, redact, index, file and maintain the litigation and cost
documentation package.

     ACCEPTANCE CRITERIA:

      7.1 Litigation and cost documentation package processing shall be
completed within ten (10) working days of receipt of the material. During
period of peak workloads, the TOCOR and/or ATOCOR may establish priorities
and revise, on a temporary basis, the ten-day turnaround time for lower
priorities.

L.   TASK 8:        OIL POLLUTION RESPONSE AND PREVENTION FILES

      The Contractor shall organize, integrate and maintain the Oil Pollution
Response and Prevention Files in the CERCLA records center. These files
include five technical areas: oil removal action, spill prevention control
and counter-measure, spill case, oil removal enforcement, and facility

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response plan files. Managing the Oil Pollution Response and Prevention Files
is comprised of the tasks described below:

      1.    Modify the file structure to facilitate organization and
maintenance of the site files. Provide daily operation and maintenance of
the file system, including organizing all documents according to the file
structure, entering all new files and updates into the data tracking system,
stamping documents, and managing the file circulation process.

      2.    Maintain an organized filing system. This system shall provide
immediate access to site information by indicating the current status of each
file.

      3.       Train oil removal staff on the use of the filing and tracking
system.

         4.    Provide additional file support services as requested by the EPA
TOCOR.

      5.    Meet regularly with the EPA TOCOR to evaluate project status and
progress and discuss new tasks and project direction. Provide summary
information to the TOCOR as part of these meetings or as requested.

         DELIVERABLES:

      8.1 The Contractor shall organize, integrate and maintain the Oil
Pollution Response and Prevention Files in the CERCLA records center.

ACCEPTANCE CRITERIA:

      8.1 Meet regularly with the EPA TOCOR to evaluate project status and
progress and discuss new tasks and project direction. Provide summary
information to the TOCOR as part of these meetings or as requested. The
Contractor shall provide documentation which supports Regional quality
control measurements that indicate an overall performance rating of 95%
approval from the customers.

M.       TASK 9:     SUPERFUND DOCUMENT MANAGEMENT SYSTEM (SDMS)

      The Contractor shall provide complete systems management and
maintenance for the Superfund Document Management System (SDMS). The
Contractor shall develop, document, and implement a procedural system for the
day-to-day maintenance of the SDMS. SDMS is a system used for storing,
retrieving, compiling, transmitting, and managing documents in electronic
form. As part of the daily operation of SDMS, the Contractor shall perform
the tasks outlined below:

      1.    Prepare documents for integration into SDMS by performing a
quality assurance review of the site file to eliminate any existing
duplicates. This review also will help to determine if documents in the site
file are present in the AR.

      2.    Index required fields in SDMS for each document in accordance
with SDMS Workgroup indexing standards and additional Region III
requirements.

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      3.    Prepare documents for scanning by removing staples, paperclips,
bindings, etc. Identify oversize or unscannable documents for special
handling.

      4.    Scan documents into SDMS, adjusting contrast and paper size
settings as needed. Perform a quality assurance review of scanned images to
ensure each image is clear and properly oriented.

      5.    Perform all necessary quality assurance and quality control
reviews for SDMS to insure the quality standards set by EPA for scanning and
indexing are met. These activities include quality assurance reviews for
indexing metadata against developed standards and QA of scanned documents for
accuracy and readability.

      6.    Provide technical support for SDMS. Technical support shall
consist of the following: installing and additional hardware equipment or
software purchased for the system; coordinating with Region III LAN
administrators to ensure continued performance of the system, working with
the Enterprise Technical Services Division (ETSD) in Research Triangle Park
to resolve bugs in the code and develop enhancements to SDMS; and providing
data quality assurance support. Additionally, as directed by the EPA TOCOR,
the Contractor shall perform analyses on new releases of SDMS and/or related
electronic document management applications.

      7.    Provide user support. This includes establishing accounts,
conducting refresher training, and troubleshooting problems.


      8.    Attend SDMS conference calls. At these meetings the Contractor
shall, if so instructed by the EPA TOCOR, participate actively to the extent
required. Attendance on these conference calls will strengthen Region III's
SDMS activities by facilitating communication between Region III, EPA
Headquarters, and other EPA regional representatives.

      9.    Attend and participate in the national SDMS workgroup meetings or
other such meetings as requested by the EPA TOCOR.

      10.   Develop SDMS training materials and provide training. The
Contractor shall develop training materials for SDMS to help both EPA and
records center staff index, scan, and retrieve documents. Additionally, the
Contractor shall train EPA staff in use of SDMS.

      11.   Meet regularly with the EPA TOCOR to evaluate project status and
progress and discuss new tasks and project direction. Provide summary
information to the CR as part of these meetings or as requested.

      12.   Transfer images and index material to other electronic media
consisting of, but not limited to, CD-ROM and Internet, to facilitate
distribution of information from SDMS.

     DELIVERABLE:

     9.1 The Contractor shall:


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           index and scan documents into SDMS and perform quality
            assurance/quality control;
           retire imaged paper documents to the Federal Record Center;
           manage and maintain SDMS database for data search, retrieval,
            indexing, and reporting;
           revise records management policies and procedures incorporating
            SDMS;
           provide specialized SDMS training for both EPA and Record Center
            staff at the direction of the TOCOR and or ATOCOR;
           prepare a user’s manual(s) for EPA and/or Record Center staff;
            and
           compile document image collections and download the images from
            SDMS onto CDROM and the Internet.

     ACCEPTANCE CRITERIA:

      9.1 The Contractor will be evaluated according to indexing searches and
retrievals and reporting from SDMS. Accuracy will be measured based upon the
ability to effectively retrieve documents sought using indexed searches and
reports. Revised records management policy and procedures will be reviewed by
EPA staff for consistency with SDMS protocols.

N.   TASK 10:     INFORMATIONAL AND RECORDS MANAGEMENT DATABASES AND
                  PROTOCOLS

      The Contractor shall create, develop, maintain, and support
informational and records management databases and protocols that are
directed by the TOCOR and/or ATOCOR. These databases and protocols will focus
on records and information found within Region 3 that are not currently a
part of any other Region 3 information system. The Contractor shall develop
the databases and protocols. The Contractor shall provide comprehensive data
searches using divisional, key word, boolean logic criteria, and/or other
criteria needed to locate and manage records and/or other information. The
Contractor shall design reports that meet the information needs that are
outlined by the TOCOR and/or ATOCOR. The Contractor shall maintain the
databases and protocols.

     DELIVERABLES:

      10.1 Creation, development, maintenance and support of information and
records management databases and protocols

     10.2 Database searches

     ACCEPTANCE CRITERIA:

      10.1 The Contractor shall create, develop, maintain, and support
information and records management databases and protocols for Region 3
information and/or records that are not a part of any other Region 3
information system. The Contractor will demonstrate knowledge and skills to
successfully create, develop, maintain, and support the databases and
protocols. The Contractor shall institute quality control measures to ensure
that the data entered into any such electronic records system does not
contain any greater error than two percent.

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      10.2 The Contractor will demonstrate knowledge and skills to
successfully perform database searches.

O.   TASK 11:    PROTECTION OF CONFIDENTIAL, SENSITIVE, AND OFF-SITE
                 CONSEQUENCE ANALYSIS (OCA) INFORMATION

      The Contractor shall operate the records centers in such a way as to
prevent access to confidential, sensitive, and OCA information.

           Confidential data includes Confidential Business Information
            (CBI) and Privacy Act Information. CBI includes trade secrets,
            proprietary, commercial, financial, and other information that is
            afforded protection from disclosure under certain circumstances
            as described in the Trade Secrets Act, Federal Acquisition
            Regulation, and Office of Management and Budget Circular A-130.
            Privacy Act information applies to records about individuals.

           Sensitive data includes enforcement-sensitive information and EPA
            internal sensitive information. Enforcement-sensitive information
            includes privileged information that, if disclosed, would result
            in disruption to the legal process, or would reveal enforcement
            techniques. EPA internal-sensitive information includes
            information used within the Agency that, if not afforded
            protection from disclosure, could result in unfair contracting
            practices, or may adversely affect Agency personnel or property.

           OCA information for which the Agency is accountable is defined by
            CSSISSFRRA.

      The Contractor shall be trained by appropriate enforcement sources that
are statute specific for CBI materials.   The Contractor shall attend Privacy
Act training, enforcement sensitive training, and EPA internal sensitive
training. The Contractor will not be held responsible for adhering to the EPA
guidance about confidential and sensitive information in the event of an EPA
physical plant problem. The Contractor shall not be held responsible for the
following:

           determining the degree of sensitivity of unorganized files;
           misclassifying documents by EPA personnel;
           EPA personnels’ misfiling of documents by commingling sensitive
            and confidential documents;
           reviewing of the documents by outside authorized public; and
           checking out documents to authorized EPA personnel.

     DELIVERABLES:

     11.1 Secured confidential information

     11.2 Secured sensitive information

     11.3 Secured OCA information

     11.4 CBI training, Privacy Act training, enforcement sensitive

                                                                              15
training, EPA internal sensitive training attendance by Contractors

     ACCEPTANCE CRITERIA:

      11.1 The secured confidential information will be accepted when it is
stored in accordance with EPA guidance.

      11.2 The secured sensitive information will be accepted when
documentation exists which ensures that the information is protected, granted
access through, and is preserved according to statutory and regulatory
requirements.

      11.3 The OCA information will be accepted when documentation exists
which ensures that the information is protected, granted access through, and
is preserved according to statutory and regulatory requirements.

      11.4 CBI, privacy, enforcement sensitive, and EPA internal sensitive
training will be accepted when EPA provides training that will be attended by
the Contractors.

P.   TASK 12:     REPORTING REQUIREMENTS

      The Contractor shall prepare a monthly report to the TOCOR on or before
the tenth working day of the month.

      The Contractor shall submit monthly a site specific charge report for
Superfund to the TOCOR on or before the 10th working day of the month.

     DELIVERABLES:

      12.1 The monthly report is due by the 10th day of each month
delineating the tasks performed, volumes processed, any new records
management schedules or requirements, or other necessary information.

      12.2 The monthly site specific charge report for Superfund is due by
the 10th day of each month delineating the site name and Superfund Site
Identification Number (SSIC) of number of hours spent and the Contractor cost
for all time spent on a specific Superfund administrative record that exceeds
a half hour for each occurrence.

     ACCEPTANCE CRITERIA:

     12.1 Written approval of TOCOR and/or ATOCOR.

Q.   TASK 13:     PUBLIC ACCESS SYSTEMS

      The Contractor shall be responsible for maintaining the Administrative
Records Public Access System (ARWeb) and Superfund Documents on the Web
(SFDocs). The Administrative Records Public Access System is a web base
system on-line repository for all of the ARs maintained by EPA Region 3 and
Superfund Documents on the Web five year reviews and close out reports. The
systems shall be regularly updated with additions to the AR as well as with
associated index information to provide the most current AR information to
the public and other interested parties. The following elements are required
to maintain, troubleshoot, develop and test support these systems:

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           software for source code management;
           application development environment, which includes a development
            server, documentum software, oracle database server license,
            documentum content server license and a database server to house
            the oracle database software;
           the Administrative Records Public Access System; and
           Superfund Documents on the Web which includes, but is not limited
            to the activities listed below:

               i.       Update AR images portable document format (PDF)
                        capability and integrate the images onto the
                        Internet;
               ii.      Recommend system enhancements to ensure the most
                        efficient means of access to the AR documents on the
                        Internet and SFDocs on the web;
               iii.     Support EPA staff and system users in troubleshooting
                        any problems encountered during system use and
                        maintenance;
               iv.      Update ARWeb and SFDW database to delete and edit
                        existing records;
               v.       Provide technical assistance to Records Center staff
                        working with ARWeb and SFDW;
               vi.      Maintain upload tools for both ARWeb and SDW; and
               vii.     Develop plan for migrating the ARWeb and SFDW test
                        environment from BAH space to EPA

     DELIVERABLES:

      13.1 Contractor personnel shall demonstrate good knowledge of the
Documentum database system, requirements, policies, and procedures and be
proficient in the performance of this task.

      13.2 The systems must be up and running continuously without any
significant amount of downtime.

     ACCEPTANCE CRITERIA:

      13.1 Meet regularly with the EPA TOCOR to evaluate project status and
progress and discuss project direction. Provide summary information to the
TOCOR as part of these meetings or as requested. The Contractor shall provide
documentation which supports Regional quality control measurements that
indicate an overall performance rating of 98% approval from the customers




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