Repositories of Rural Development=s Official Records and Courier Service

Statement Of Work (SOW)

# C.1 Background:

# 

# The Support Services Division of Rural Development, USDA, is contracting for 

# services to maintain its central file rooms. The central file rooms supports the Rural Housing Service, Rural Business-Cooperative Service, and the Water and 

# Environmental Programs of the Rural Utilities Service within Rural Development. An average of 200 paper documents is processed each week. The primary work site will be in Rural Development\'s central file room and in the sub-basement.

# 

# C.2 General Requirements

The contractor shall provide personnel with the experience and expertise
in

> maintaining a central file system of records. Services provided under
> this contract deal with organizing, filing, retrieving and the
> disposition of records in a pre-existing file system in accordance
> with the Rural Development Instruction 2033-C (RD 2033-C). Services
> provided under this contract may also include moving boxes of records
> and retrieving files and records from storage cages located in the
> sub-basement and assisting customers with biannual record
> dispositions, rotation and subsequent shipment of records offsite for
> storage. Additionally, this contract requires two (2) daily courier
> pickups/deliverables.

**C.3 Work Hours/Days**

> Central File Unit (CFU) shall be maintained during the hours of 8:00
> a.m. B 12 noon and 12:30 p.m. - 4:30 p.m. Mondays through Fridays
> except on Federal holidays.
>
> CFU office coverage must also be maintained when responding to
> requests for files that are located in other offices and/or during
> courier service runs.

**C.4 Period of Performance**

> The period of performance of this contract shall be from the date of
> award through one year, with four (4) one year options.

**C.5 Federal Holidays**

New Year\'s Day, Martin Luther King, Jr. Day, President\'s Day, Memorial
Day,

Independence Day, Labor Day, Columbus Day, Veterans\' Day, Thanksgiving
Day

and Christmas Day.

**C.6 Government Facility**

The Government will provide adequate working space (including heat,
light,

ventilation, electric current, and outlets) telephone, and a desktop
computer for

the use of the Contractor. Subject to security regulations, the
Government will

provide the contractor access to the building where the work is to be
performed.

**C.7 Definitions**

[RD 2033-C:]{.underline} Instruction which prescribes the policies and
methods for the

management of Rural Development, formerly Farmers Home Administration

(FmHA), National Office Records (Available upon request).

[Record classification:]{.underline} All incoming records need to be
classified for filing by

the document originator. Classification is determined using the RD
2033-C.

[Tickler System:]{.underline} A file system containing all requests from
customer(s) for

records they need. This system will be used to follow up with customers
every 30 days ensuring all checked out records are returned in a timely
manner.

[Disposition:]{.underline} Disposition will consist of either putting in
trash receptacles and/or

shredding documents and/or boxing documents to be sent to the Federal
Records

Center.

[Central File Unit:]{.underline} The Central File Unit (CFU) is Rural
Development=s Official

Records Repository and is located in room 0054 of USDA=s South Bldg.,
1400

Independence Ave., SW, Washington, DC.

> [Sub-Basement:]{.underline} The sub-basement is another of Rural
> Development=s
>
> repositories and is located at the 7^th^ wing, sub-basement of USDA=s
> South
>
> Bldg., 1400 Independence Ave., SW, Washington, DC.

**C.8 Scope of Work**

The Contractor shall perform the following duties**:**

**C.9 Security**

Maintain a secure environment within the CFU/Sub-basement at all times.
The Government will provide keys for the cages, file cabinets and the
computer desk.

**C.10 Key Control**

C.10.a. Establish and implement a key control plan for ensuring that all
keys issued to the Contractor by the Government are controlled and
accounted for, and are not

lost, misplaced, or used by unauthorized personnel. No keys issued to
the

Contractor by the Government shall be duplicated.

C.10.b. Report the loss of any key in writing to the COTR within one (1)
hour of

occurrence or at the beginning of the next scheduled workday, whichever
occurs

first.

C.10.c. Prohibit the use of keys issued to the Contractor by any person
other than the

Contractor=s employees.

C.10.d. Provide a copy of any new master key(s) to the Government
immediately. All

locks and keys for that system shall be replaced by the Contractor, and
the total

cost shall be borne by the Contractor. If a standard key is lost, the
lock for that

room shall be replaced by the Government and the total cost deducted
from the

Contractor=s monthly payment.

**C.11** **Cabinet Control**

C.11.a. All cabinets within the CFU will be locked at the close of
business (COB)

each day.

C.11.b. Keys for the cabinets will remain in the CFU locked within the
assigned

workstation.

C.11.c. The key control plan will be followed at all times and will be
enforced

to the fullest extent.

**C.12** **Central File Unit (CFU)**

C.12.a. Filing Records

C.12.a.1 Open all incoming filing and check for classification code.

> C.12.a.2. Time/Date stamp

a\. Stamp all incoming filing that is coded in the lower left hand
corner on

the backside of the last page of each record (not page) to be filed.

b\. Send back to originator any incoming filing (with a date stamped
cover

sheet) that is not coded.

> C.12.a.3. Log 100% of all documents received into automated system
> (database) on a daily basis.
>
> C.12.a.4. File all classified records in pre-existing or new folders
> in alpha & numeric order in accordance with RD 2033-C.

a\. make label(s) for all new folders created

b\. make new folders when existing folder(s) become overstuffed and add

sequence number.

> C.12.a.5. Each fiscal year new annual folders need to be made for
> files maintained

within the CFU with the exception of the 4A and 4B files.

> **C.13 Retrieving**
>
> C.13.a Receive request(s) from customer and/or COTR
>
> C.13.a.1. Search and retrieve documents

a\. Sign out cards will be filled out and placed in a Atemporary@ red
folder,

which will be a placeholder for the record checked out.

b\. Customers receiving records will sign checkout form.

c\. Records retrieved from CFU will be either sent to customer through

inter-office mail or held for a period of 3 days for customer to
pick-up.

> C.13.a.2. A tickler file system will be maintained to ensure all
> records are returned in a timely manner.

a\. Review tickler file every 30 days and call customers holding records
exceeding checkout timeframe.

> **C.14 Disposition**
>
> Shred and/or dispose of official records in accordance with RD
> Instruction
>
> 2033-C and/or COTR.
>
> **C.15 Sub-Basement**
>
> C.15.a. Filing of Records

C.15.a.1. Obtaining records to file

a\. Schedule pick-up with customer within 2 B 3 business days of

notification from COTR.

C.15.a.2. File all records maintaining 100% accuracy.

a\. All records to be filed within 2 weeks of pickup from customer.

b\. Move records in current file location(s) as needed to make room for

incoming records.

**C.16 Retrieving**

a\. Receive request(s) from customer and/or COTR

> b\. Search, retrieve and deliver record to customer.
>
> **C.17 Disposition**

3.  Shred and/or dispose of official records in accordance with RD

    Instruction 2033-C and/or COTR.

**C.18 Courier Service**

C.18.a Courier service shall require two (2) daily courier
pickups/deliveries at

11:00 a.m. and 3:00 p.m., Mondays through Fridays (except Federal

holidays). Courier service shall transport official mail between the

USDA Whitten Building, the USDA South Building and the Reporters

Building

C.18.a.1. Courier deliveries shall be within 1 hour of pickup (see above
pickup

times)

C.18.a.2. Courier Performance shall be 100% professional and customer
service

oriented attitude at all times.

**C.19 Reports**

C.19.a File Room(s) monthly reports shall contain all of the following
daily

information. If an area has no quantity to report than enter zero (0).

C.19.a.1. CFU

i\. No. of documents received, date-stamped and logged

ii\. No. of documents filed

iii\. No. of requests for documents

iv\. No. of documents retrieved

v\. Tickler status: No. of documents checked out

vi\. No. pulled for disposal

vii\. No. shredded

C.19.a.2. Sub-Basement

i\. No. of documents received/filed

ii\. No. of documents retrieved/delivered

iii\. No. pulled for disposal

iv\. No. boxed for Federal Records Center (FRC)

C.19.a.3. Courier Service monthly reports shall contain all of the
following daily

information. If an area has no quantity to report than enter zero (0).

a\. No. of Pickups

i\. Whitten Bldg.

ii\. Reporters Bldg.

iii\. USDA South Bldg.

b\. No. of Deliveries

i\. Whitten Bldg.

ii\. Reporters Bldg.

iii\. USDA South Bldg.

**C.20 Deliverables**

**Deliverables Number of Copies Due Date**

Key Control Plan 1 Submit with

Proposal

File Room Report 1 5th business

working day of

each month

Courier Service Report 1 5th business

working day of

each month