Foia and Information Access Staffing Support Services

U.S. DEPARTMENT OF STATE

FOIA & INFORMATION ACCESS PROGRAM SUPPORT SERVICES

SOURCES SOUGHT NOTICE

STATEMENT OF WORK

General:

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) Certified ANC/NHO/Tribally Owned Entity to provide a range of project management and staff support for IPS programs[ including:the Freedom of Information Act (FOIA)/Privacy Act; appeals, litigation, and special document production; the declassification programs established by Executive Order 13526.

BACKGROUND

The Office of Information Programs and Services (A/GIS/IPS or IPS) 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. IPS 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.

IPS 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. IPS 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.

IPS 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.

1. TASK ORDER PURPOSE:

Provide expert support to IPS 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.

1. SCOPE:

Provide project management and staff support for IPS programs[1] including: the Freedom of Information Act (FOIA)/Privacy Act; 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.

REQUIREMENTS:

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.

1. The contractor shall provide one (1) Project Manager to perform a variety of duties. Specifically, the task functions are as set forth below:
2. Duties

• Assist with work plans and procedures to meet both interim and final goals of IPS 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 work force 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/GIS/IPS COR and will be responsible for overall contract performance from the contractor's side.

1. 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.

1. 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.

1. The contractor shall provide two (2) GS-15: Senior Management Consultants that possess the following education and experience to perform the following duties:
2. 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 (Freedom of Information Act (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 IPS and the Department.
• In support of the Director/IPS, 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 Deputy Assistant Secretary of A/GIS and/or the IPS 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 Deputy Assistant Secretary of A/GIS and/or the IPS Director, and the Litigation Division Chief with reviewing documents prepared by the legal staff and other agencies to by providing clear interpretation to ensure court deadlines are met by legal staff but only when approved by senior staff.

1. 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.

1. 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.

1. The contractor shall provide up to five (5) Senior Information Access and Management Professionals at the GS-14 level equivalent to perform the following duties:
2. 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, the Privacy Act, and other information access laws and regulations.

1. 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).

1. 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.

Team Lead

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.

1. 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.
2. Perform Boolean search functions, and other actions in record repositories for the handling of requests by RC staff, as needed.
3. Ensure the completeness and accuracy of work from contract team members (aka team members) before it is presented to the Branch Chief and/or their delegate for sign-off in a timely manner.
4. 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.
5. Regularly meets with team members to cover topics of interest and troubleshoot through issues- only escalating unprecedented and/or tough matters with proposed solutions to the Branch Chief and/or their delegate.
6. Initiates 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.
7. Draft formal/informal communications that are generally free from errors/conform to Style Guide, and transmit correspondence to recipients electronically, and by mail.
8. Generates data about newly received requests initiated by team members and convenes 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.
9. Provides 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.
10. Orients newer contract team members to office procedures and serves as the main point of contact in helping them onboard/offboard, as needed.
11. Properly handles and stores classified documents, as needed.
12. Performs special projects and assignments per the direction of RL management.

Qualifications are as follows.

• Strong written and verbal communication skills and organizational skills
• Must be available to work on site for a designated number of days per the division's telework policy. There may be a probationary period before teleworking can commence.
• 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.
• • 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.
• Secure and maintain a secret clearance level.

1. The contractor shall provide up to 15 Information Access and Management Professionals at the GS-13 level equivalent that possess the following education and experience to perform the following duties:
2. Duties:

• Perform quality control reviews of information being redacted and released through IPS 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 public, courts, Congress, Department employees, other federal agencies, and any other requester community.
• Provide mentoring and coaching to other contract employees above inconsistent redactions or use of exemptions/reasons to withhold information.
• Provide recommendations on classification, declassification and/or release of information to team leads and branch chiefs in each division is which s/he is working.

1. 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).

1. 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.

1. The contractor shall provide up to 30 Junior 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 IPS program areas: the Freedom of Information Act (FOIA)/Privacy Act; appeals, litigation, and special document production.

1. Duties:

• Perform FOIA, Privacy Act and other information access case management and reviews.
• 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 the release of which could cause foreseeable harm to national security or other interests or violate statutory requirements.
• Conduct primary review of responsive records related to a FOIA/PA request by making the appropriate redaction and release determination.
• 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 correspondence directed to requesters, internal points of contact, other federal government agencies, and foreign governments.
• Apply expertise in foreign policy and national security issues, as well as knowledge of the functioning and organization and 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 numbers, including division chiefs, branch chiefs, team leaders, analysts and Department contacts to help ensure that the overall effort promotes the best interests of IPS 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, 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 on the case management and redaction software system utilized by the Department.

1. 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).

1. Experience:

For GS 12 Equivalent 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 Equialent 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 Equivalent Positions

• Two (2) years or more of experience in performing the duties listed above for the Junior Information Access and Management Professionals.

1. The contractor shall provide up to five Management Analyst Professionals at the GS-12, GS-11, or GS-09 level equivalent that possess the following education and experience to perform the following duties:
2. Duties:

• Ensuring Department of State compliance with Executive Order 13526 and the Atomic Energy Act.
• Providing data entry, correspondence, and administrative support to maintain accurate lists of Department Original Classification Authorities and IPS or related Department declassification/FOIA personnel with SCI or Q access.
• Coordinating required designations, briefings, or training for such personnel with relevant sources.
• Assisting the preparation of SCI or Q access requests for IPS and related declassification or FOIA personnel.
• Assisting in the collection of data and preparation of reports related to Executive Order 13526 and Atomic Energy compliance.
• Conduct security classification review as need.

1. Education:

For GS 12 Equivalent 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 Equivalent 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 09 Equivalent 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.

1. Experience:

For GS 12 Equivalent Positions

• Minimum of two (2) years' experience conducting declassification review. Prior experience conducting quality control review of declassification or FOIA review preferred.

For GS 11 Equivalent Positions

• Minimum of one (1) year experience conducting declassification review or FOIA review of classified records.

For GS 09 Equivalent Positions

• Prior experience handling classified information. Prior experience in declassification review or FOIA review of classified records preferred.

1. The contractor shall provide up to five (5) Mandatory Declassification Professionals at the GS-12, GS-11, or GS-09 level equivalent that possess the following education and experience to perform the following duties:
2. 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.

1. Education:

For GS 12 Equivalent 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 Equivalent 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 09 Equivalent 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.

1. Experience:

For GS 12 Equivalent Positions

• Minimum of three years' experience conducting declassification review. Prior experience conducting quality control review of declassification or FOIA review preferred.

For GS 11 Equivalent Positions

• Minimum of two years of experience conducting declassification review or FOIA review of classified records.

For GS 09 Equivalent Positions

• Prior experience handling classified information. Prior experience in declassification review or FOIA review of classified records preferred.

1. Additional Requirements:

• Eligibility for Q Clearance for two employees
• Eligibility for Top Secret/SCI clearance for two employees

1. The contractor shall provide up to 25 Declassification Professionals at the GS-12, GS-11, or GS-09 level equivalent that possess the following education and

experience to perform the following duties:

1. 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.
• Assisting 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.

1. 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.

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.

1. 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.

For GS 09 Positions

• Prior experience handling classified information. Prior experience in declassification review or FOIA review of classified records preferred.

1. 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

1. The contractor shall provide up to 13 Library Professionals at the GS-12 and GS-13 (incumbent) level equivalents to perform electronic records searches in support of FOIA and other requests. The Library Professionals possess the following education and experience requirements and perform the following duties:
2. Duties:

• Analyze perfected FOIA requests and develop comprehensive search strategies to meet the standards of a reasonable and adequate search. Strategies identify the major concepts in each request, along with appropriate related terms. Related terms account for Department-specific terminology that matches the intent of the requestor as well as differences in language used in varying modes of communication, encompassing formal language used in official correspondence as well as informal terms used in in emails and other informal communication channels.
• Communicate detailed search strategies to case processors case managers so that they can be shared with Bureaus, offices, and posts tasked for each request to ensure that search strategies are consistent in terms of quality and thoroughness.
• Identify all relevant repositories of State Department records that may contain relevant documents.
• Deploy advanced knowledge of Boolean operators and online search skills to conduct thorough searches in all relevant repositories identified as responsive for each request.
• Review search results and eliminate all documents that are irrelevant or otherwise non-responsive to the original request.
• Create thorough documentation of the search strategy and sources searched that includes a written analysis of the request, the detailed search strategy developed as a result of that analysis, the sources searched, and the results of each search conducted.
• Maintain direct communication with case managers and inform them of leads to additional Bureaus, offices, and posts that should be searched.
• Conduct additional searches as necessary in cases where other Bureaus, offices, and posts identify additional relevant search terms likely to identify responsive material.
• Use in-depth knowledge of the principles of information organization and retrieval to provide advice on the development of online tools and repositories used to manage official Department of State records.
• Contribute to the construction of appropriate metadata schema to thoroughly describe those records and identify the most appropriate system requirements and database fields to support precise search and retrieval.

1. Education:

• Master's degree in library and information science or related degree from an accredited college or university

1. Experience:

• Demonstrated experience in conducting complex online searches.
• Minimum of 5 years' experience working as a professional research or reference librarian.
• Demonstrated experience in the areas of foreign policy, diplomacy, foreign aid, or national security.
• Evidence of strong and effective oral, written, and interpersonal communication skills.
• Demonstrated ability to work as a collaborative team.
• Ability to manage multiple priorities and meet deadlines.
• Ability to provide training on developing effective search strategies.

1. The contractor shall provide up to four (4) Junior Information Research Professionals at the GS-09 equivalent to perform box searches for retired files in response to FOIA requests. The Junior Information Research Professionals shall possess the following education and experience requirements and perform the following duties:
2. Duties:

• Consult FOIA Xpress and other tracking mechanisms used to manage box searches to identify responsive retired files.
• Evaluate request letter and all documentation for each FOIA case to ensure a thorough understanding of the request and the documents sought.
• Conduct a manual search of all retired files to identify those documents that are responsive to the FOIA case.
• Separate unclassified material from classified material to ensure proper processing of all responsive documents.
• Provide thorough explanation within FOIA Xpress to describe the search process and document the results of the search, to include either no records located or the number of responsive documents.
• Scan responsive documents into FOIA Xpress for review by case analyst.
• Annotate case record in FOIA Xpress to report status of scanned documents and close Request for Documents tasker to search team per established SOP.

1. 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).

1. Experience:

• Demonstrated experience conducting research to identify responsive documents.
• 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.
• Demonstrated ability to work as a collaborative team.
• Demonstrated ability working with and managing physical records.
• Demonstrated ability working with scanning equipment.

1. The contractor shall provide Administrative Assistants at the GS-11, GS-12 or GS-13 equivalents that possess the following education and experience requirements and perform the following duties:
2. 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 IPS Offices.
• Greet and escort visitors to and from IPS Offices ascertain business of visitors, ensure visitors have a need and appropriate time to visit suite, announce visitors to office staff.
• Maintain the IPS Office Division Chief's calendar daily and update it as needed. Arrange and schedule appointments/meetings for the IPS Division Chief and other designated individuals and responsible for printing and assembling of the Division Chief's physical appointment book.
• Retrieve all mail, newspapers, and packages from the IPS and other designated mailrooms and distribute accordingly and receive deliveries.
• Manage the 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 Office Director.
• 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 change(s) 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.
• Works with the Deputy Administrative Secretary (DAS) and his staff to follow-up on Taskers assigned to various offices within the A Bureau. Responsible for ensuring that all correspondence is forwarded to the DAS on time.
• A Tasker database is maintained to allow for information to be pulled and edited at different times to be incorporate into executive correspondence.
• 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/GIS in HST, SA-13, and SA-15.
• 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/GIS organization.
• Provide human resources and administrative support services for the A/GIS 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/GIS employees.
• Submit routine requests for combination lock changes for A/GIS office suites and safes.
• Submit service requests to the Administrative Executive Office (A/EX) and/or DS for problems regarding access to the A/GIS 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.
• Submit office suite open/close authority requests to DS for A/GIS employees.
• Submit requests to DS for HST building access or termination of access for new or departing A/GIS employees, respectively.
• Distribute quarterly reminders to A/GIS 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/GIS office suites, replacing them with new logs on the 1st of every month.

1. Education:

For GS 13 Positions:

• A college degree from an accredited college or university

For GS 12 and GS-11 Positions:

• High school education or equivalent. A college degree is preferred but not required.

1. 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 a 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.

For GS 11 Positions:

• Three (3) years of demonstrated experience as an office professional with a proficiency in using MS Office (Excel, Word, and Power Point)
• Two (2) 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.

Junior Level Administrative Assistants GS-7/8 equivalent:

Following standard operating procedures, the incumbents of the junior level positions will be distributed within the division and assigned relevant duties from the following list.

1. 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.
2. Retrieve all IPS mail, newspapers, and packages from the DOS mailroom, photocopy and scan documents and distribute accordingly via email or in-person delivery to appropriate office and receive deliveries.
3. 1. This will also require uploading documents into corporate databases, like FOIAXpress and designated SharePoint sites (e.g., incoming information access requests).
4. 1. Specific tasks to accomplish this include, but are not limited to removing staples, paper clips or other devices used to hold documents together; unfolding, smoothing out edges, taping tears or otherwise repairing, to the extent possible damaged documents; placing documents in scanning order; using an on-site computer monitor and scanner to input information used to generate database headers; accessing documents for online print quality and contrast.
5. Initiate incoming requests for records in a timely manner.
6. Accurate data entry for accepting newly submitted requests for records.
7. Maintain an accurate and complete administrative record of the actions taken throughout their handling of requests.
8. Initiate newly received requests for records with decentralized offices (e.g., Bureau of Consular Affairs, Office of Inspector General), which may involve preparing communications that are generally free from errors/conform to Style Guide, and transmitting correspondence to recipients electronically, and by mail.
9. Initiate certain actions that require initiation on both the high-and low-side of the Department's secured network.
10. Time & Attendance duties, as the official timekeeper for RL division government direct hires, up to 50 of staff.
11. Answer telephones and record messages.
12. Greet and escort visitors to and from RL ascertain business of visitors, ensure visitors have a need and appropriate time to visit suite, announce visitors to office staff.
13. Maintain division calendars and update it as needed.
14. Arrange and schedule appointments/meetings and be responsible for compiling meeting minutes, printing and assembling handouts for participants, as needed.
15. Manage the office files and arrange for the retirement/destruction of such files as needed.
16. 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.
17. Type correspondence/reports/presentations/charts as directed by management.
18. Gather and submit requests for office supplies and receive and maintain all office supplies.
19. Submit service requests for repair/replacement of office equipment.
20. Properly handle and store classified material.
21. Coordinate with the Department's Information Technology (IT) helpdesks to assist with resolving IT issues.

Qualifications are as follows.

• Strong written and verbal communication skills and organizational skills
• Must be available to work on site for no fewer than three (3) days per week. There may be a probationary period before teleworking can commence.
• Two (2) years or more FOIA experience preferred. Must be familiar with database operations and word processing systems. Familiarity with FOIAXpress is preferred.
• Must have research skills in the use of the internet, email, databases, and the use of computer software, especially the Microsoft Office Suite.
• Secure and maintain a secret clearance level.

25 Year Declassification Professionals

Library Professionals

Up to 13

GS-1410-12

Top Secret

Library

80%

Junior Information Research Professionals

Up to 4

GS-9

Top Secret

Library

0%

Administrative Assistants

GS-12/13

1. 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.

Status Reports

The Contractor shall provide a monthly report addressing activities, observations, and recommendations. The written report shall address the activities and findings of the prior month. This report shall cover all tasks initiated under this task order. This report shall be supplied to the COR and will be due by the 10th of each month. The report shall include but not be limited to:

• A summary of all work/activities performed/undertaken during the preview month.
• Anticipated work for the next month
• Suggested improvement with approved/pending/rejected status; and
• Summary of problems or issues along with proposed solutions.

1. The contractor shall provide a quarterly report pursuant to the requirements listed in the quality assurance plan.
2. KEY PERSONNEL

The Contractor shall assign to this contract the following key personnel:

LABOR CATEGORY

Project Manager

Senior Information Access and Management Professionals

Library Professionals

1. 1. The Contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this contract those key personnel whose resumes were submitted with the proposal necessary to fulfill the requirements of the contract. No substitution shall be made without prior notification and concurrence of the COR. During the first forty-five (45) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.
   2. Prior to any personnel reassignment, removal, or resignation, the Contractor shall provide written notification at least ten (10) calendar days in advance to the COR and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact of the proposed change on the program and schedule. No replacement of key personnel shall be made by the Contractor without the written consent of the COR. Personnel shall not be reassigned elsewhere within twelve (12) months of initial date of assignment to this task order.
   3. Resumes shall be provided to the COR for approval for any key personnel replacements. The resumes shall demonstrate that the qualification of the prospective replacement personnel is equal to or better than the qualifications of the personnel being replaced.
   4. The Government will evaluate the ability of the Contractor to identify and maintain a pool of qualified people.
2. PLACE OF PERFORMANCE:

Tasks set forth in this task order shall be performed, for the most part, in Department of State facilities located at the Harry S. Truman Building, SA-13, and the National Declassification Center.

The addresses of the primary places of performance are:

U.S. Department of State

Office of Information Programs and Services (A/GIS/IPS)

1. 2201 C Street, NW (HST) Washington, DC 200520
2. 7002I Newington Road (SA-13) Lorton, VA 22079
3. The National Declassification Center: 8601 Adelphi Road, College Park, MD 20740
4. U.S. Department of State: 2009 Dyess Avenue, Charleston, SC 29405

Alternate locations may be requested.

1. PERIOD OF PERFORMANCE: TBD

The Contractor shall perform the services set forth in this task order eight (8) hours per day between the hours of 7:15 a.m. and 6:00 p.m. with forty-five (45) minutes for unpaid lunch, Monday through Friday, excluding Government holidays.

SOURCES SOUGHT INSTRUCTIONS

Instructions:

1. All qualified 8(a) Certified (small business firms) ANC/NHO/Tribally Owned Entities with the capability to provide services as outlined in the Statement of Work.

2. The qualified firms holde shall present other applicable information that will benefit the acquisition of the (Ex. Capability Statements)

3. Cost or price information is not solicited and will not be reviewed.

4. All interested 8(a) Certified (small business firms) ANC/NHO/Tribally Owned Entities shall provide their current NAICS code, and Socio-Economic Business Size (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).

Interested firms shall submit an electronic copy of their submission via email to Crystal Brooks at brookscc@state.gov. The due date and time for submission of responses is 2:00 PM Eastern Standard Time (EST) [Aug 1, 2024].

No phone calls related to this Sources Sought will be accepted. All correspondence shall be via email.

Firms responding to this Sources Sought shall be registered in the System for Award Management under NAICS code

All responses must include the following information:

1. Company name.
2. Company address.
3. Company business size (Respond: Small or Other Than Small ).
4. Unique Entity Identifier.
5. Point-of-contact name, telephone number, and email address.