2026 PWS Shredding Services (Final).pdf

Shredding Service

Performance Work Statement (PWS) Shredding Service for 48th Medical Group, RAF Lakenheath

08 JAN 2026

1 DESCRIPTION OF SERVICES

1.1 BACKGROUND

48 MDG has the overall responsibility for the proper destruction of documents that are no longer in use and contain the personal identifiable information (PII) and protected health information (PHI) of their patients and employees. This information is protected under the Health Insurance Portability and Accountability Act (HIPAA). These services include support for:

1.1.1 48 MDG campus: buildings 611, 916, 922, 923, 926, 930, 932, 935, 944, 944a, and 955.

1.2 SCOPE

The Contractor shall provide all personnel, supplies, equipment, supervision, transportation, and other items necessary to perform on-site document shredding services for the 48 MDG medical campus at Royal Air Force (RAF) Lakenheath as defined in this Performance Work Statement (PWS). The contractor shall perform to the standards in this contract.

1.3 SPECIFIC SUPPORT SERVICES

1.3.1 The Contractor shall provide forty-eight (48) 240 liter lockable paper collection bins, destruction equipment and personnel to properly collect and shred all paper materials (paper, staples, paperclips, laminated paper, adhesive paper, adhesive stickers, cardstock, cardstock folders, cardboard, plastic page protectors, x-ray film, CD’s, DVD’s, floppy disk, and plastic ID badges) containing PII and PHI every other week between the hours of 8.00AM and 4.00PM. Contractor shall provide the Government Point of Contact (POC) a set of keys for the bins. The 48 MDG will be allowed to place a single small (1.5 inches by 2 inches) green sticker on each bin that states only unclassified material can be placed in the shredding bin. Upon completion of destruction (every other week), the Contractor shall provide the Government POC or 48 MDG HIPAA Security Officer a certificate of destruction.

1.3.2 The Contractor shall provide secure, mobile on-site destruction of all materials. Contractor shall not leave any bins unsecured during their tenure at any one of the pick-up locations or at the mobile destruction vehicle.

1.3.3 Contractor shall provide cross cut shredding process in compliance with the European standard for shredding, BS EN 15713 Secure Destruction of Confidential Material Codes of Practice.

1.3.4 Contractor employees, upon arrival at the 48 MDG Medical Campus, shall notify the Government POC or HIPAA Security Officer that they have arrived and then begin shredding. After collecting, shredding, and returning all bins to their original locations, the Contractor shall provide a certificate of destruction to the HIPAA Security Officer.

1.3.5 No materials shall be allowed off the premises until destruction is completed. All destroyed documents shall be removed by the Contractor after destruction is complete.

1.3.6 The Contractor shall provide on-site document destruction at the following locations at RAF Lakenheath 48 MDG campus: buildings 611, 916, 922, 923, 926, 930, 932, 935, 944, 944a, and 955.

1.3.7 There shall be no available space or work areas on the premises for additional equipment to be added other than the lockable collection bins. Destruction equipment shall be mobile, self-contained and not require any electrical hookups.

1.3.8 The Government POC, HIPAA Security Officer, or representative will periodically visually inspect and ensure the Contractor’s employees are handling and destroying documents on-site, to include ensuring document containers are empty and not left unsecured.

1.3.9 If a collection bin’s locking mechanism becomes unserviceable, the Contractor shall replace the bin upon their next visit to the 48 MDG Medical Campus, at no additional cost to the Government.

1.3.10 The Contractor shall provide a Certificate of Destruction upon completion of on-site destruction to the Government POC or HIPAA Security Officer. The document shall include at a minimum the following information: date, service location, contractor employee’s name and signature, truck number or registration number, time arrived, time departed, and the Government POC or HIPAA Security Officer’s name and signature.

1.3.11 The Contractor shall directly coordinate any necessary changes to the pick-up/destruction schedule with the Government POC between the hours of 8:00am - 4:00pm, Monday through Friday.

1.3.12 Destruction services are not required on United States federal holidays or during the closure of RAF Lakenheath and/or 48 MDG medical campus for emergency situations. The Government POC shall provide the contractor a list of known days the 48 MDG Medical Campus will be closed for the year so that the Government POC and Contractor can de-conflict any Wednesday closures and move the service date for those specific weeks to another day of the week.

1.3.13 The Contractor shall be responsible for all required information and credentials needed to gain unescorted access to the installation. This can be obtained by contacting the Installation Pass and Registration Office at 01638-52-1852 and the 48 MDG Unit Security Manager at 01638-52-8332.

1.3.14 The Contractor shall be ISO9001 certified, ensure personnel servicing the Medical Campus are BS7858 Security Screened and that the destruction is in accordance with the DATA PROTECTION ACT of 2018 and the European standard for shredding BS EN 15713 (Secure Destruction of Confidential Material Codes Of Practice).

1.4 CERTIFICATE OF DESTRUCTION

The Contractor shall prepare and submit to the Government POC or HIPAA Security Officer only the original signed Certificate of Destruction (COD) for each pick up for each site within three working days of each scheduled pick-up. The Contractor shall maintain proper records concerning each pick-up, each Certificate of Destruction issued. The Certificate of Destruction shall, at a minimum, contain the following:

Destruction Certification Document Number

Destruction Certification Date (Pick-up/Delivery Date)

Pick-up/Delivery Location

Time arrived & time departed

Contractor employee’s name and signature

Government POC or HIPAA Security Officer’s name and signature

Truck number or registration number

Amount of shredded waste (# of containers picked up and number of kilograms of shredded paper)

Any other information as determined necessary by the Government POC or HIPAA Security Officer

1.5 DELIVERABLES

Lay out each deliverable in table format.

DATA

Item Number

PWS Paragraph Title Delivery Date/Description

A001 1.4 Original signed Certificate of Destruction

(COD)

Within 3 working days of each scheduled pick-up

A002 3.1.1 Base Pass Requirements Submit roster of all employees needing access to the installation within 5 days of issuance of award.

A003 3.1.2 Host Agency Check (HAC) Vetting Required documents shall be completed and returned to HAC manager/COR within 5 days of award.

A004 3.1.2 Host Agency Check (HAC) Vetting Contractor employees are required to complete MODLO Proforma Packet online within 5 calendar days of receipt.

A005 3.1.2.3 Base Pass Return All employee base passes must be returned within 3 calendar days of termination of employment or absence.

A006 1.3.4.1 Monthly Progress Report Monthly NLT 5th workday each month.

2 SERVICES SUMMARY

The Services Summary (SS) is provided as a toll for identifying major requirements of the contract, where they can be found in the PWS and the performance standard that must be attained. Here is an example:

Performance Requirement/Objective PWS Para Performance Threshold

Specific Support Services 1.3.1 The Contractor shall provide forty-eight (48) 240 liter lockable paper collection bins, destruction equipment and personnel to properly collect and shred all paper materials (paper, staples, paperclips, laminated paper, adhesive paper, adhesive stickers, cardstock, cardstock folders, cardboard, plastic page protectors, x-ray film, CD’s, DVD’s, floppy disk, and plastic ID badges)

Specific Support Services 1.3.1 The contractor shall provide shedding services every other week on Wednesday between the hours of 8.00AM and 4.00PM.

Specific Support Services 1.3.2 The Contractor shall provide secure, mobile on-site destruction of all materials

Specific Support Services 1.3.2 Contractor shall not leave any bins unsecured during their tenure at any one of the pick-up locations or at the mobile destruction vehicle.

Specific Support Services 1.3.3 Contractor shall provide cross cut shredding process in compliance with the European standard for shredding, BS EN 15713 Secure Destruction of Confidential Material Codes of Practice.

Specific Support Services 1.3.4 After collecting, shredding, and returning all bins to their original locations, the Contractor shall provide a certificate of destruction to the HIPAA Security Officer.

Specific Support Services 1.3.5 No materials shall be allowed off the premises until destruction is completed. All destroyed documents shall be removed by the Contractor after destruction is complete.

Specific Support Services 1.3.7 Destruction equipment shall be mobile, self-contained and not require any electrical hookups.

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government shall not be responsible for supplying the contractor with any equipment or services to perform requirements. Contractor shall provide all labor, materials, and equipment necessary to perform services as outlined throughout this contract.

3.1 SECURITY DOCUMENTATION

The details of any and all security documentation maintained and developed under this contract will become and remain the property of the government. The Contractor shall be responsible for all required information and credentials needed to gain unescorted access to the installation. This can be obtained by contacting the Installation Pass and Registration Office at 01638-52-1852 and the 48 MDG Unit Security Manager at 01638-52-8332.

BASE ACCESS

3.1.1 Base Pass Requirements

The contractor is required to submit a roster of all employees who will require access to the installation within 5 days of issuance of an agreement/award. The roster will include the full name, current address, date of birth of all contract personnel that will require access. Additionally, individuals must submit their Foreign Identification Number (FIN) passport number or two other documents (i.e. driver’s license and national insurance number) with corresponding issue and expiration dates. Please note that unescorted base passes take an estimated 90 calendars days to process.

3.1.2 Host Agency Check (HAC) Vetting

All local national contractor employees must undergo Host Agency Check (HAC) vetting prior to access to RAF installations. All employee information shall be relayed to the requiring activities’ HAC manager for processing. Required documents will be distributed with agreement/award and shall be completed and returned to the HAC Manager/COR assigned (located in the transmittal document) within five (5) days.

Documents include but are not limited to NAC Cover Sheet; AF Form 2583, Request for Personnel Security Action; USAFE IMT 19, Residency Check for Employment with the United States Air Forces in Europe;

Basic Check Verification Record (BCVR); and Ministry of Defense Liaison Office (MODLO) Proforma Packet for Security Clearance. If MODLO Proforma Packet is required (for foreign nationals), contractor personnel will receive an online application link via the personal email address provided. Contractor employees are required to complete online application for background check within five (5) calendar days of receipt. If contractor employees do not receive the email within seven (7) days, they shall notify the HAC manager. During processing of background check, Defense Vetting Agency (DVA) may contact the employee via email, phone or post to request further information. DVA may take up to eight (8) weeks to process so employees are responsible to be proactive in checking personal emails (to include junk mail).

Approved security clearance is valid for five (5) years. The Government will not accept any employee with a federal conviction (or host nation equivalent) in their background check. Contractor employees that are U.S. citizens will complete all required documents except MODLO Proforma Packet. Security clearance will be processed with requiring activity’s Security Manager.

3.1.2.1 Paperwork.

All paperwork is approved by the HAC manager, then forwarded to the 48th Security Forces Squadron (SFS) for processing. The HAC manager will receive an email confirmation when 48 SFS submits the documents to MODLO. At that time, the employee may receive a “Red Top” escorted temporary installation pass. Upon completion of MODLO checks, the employee may receive a “Green Top” unescorted installation pass.

3.1.2.2 Escort Privileges

Project Superintendent and Portfolio Manager, at a minimum, shall obtain escort privileges to escort subcontractors required to access project sites. The Contractor shall be responsible for all required information and credentials needed to gain unescorted access to the installation. This can be obtained by contacting the Installation Pass and Registration Office at 01638-52-1852 and the 48 MDG Unit Security Manager at 01638-52-8332.

3.1.2.3 Base Passes Return.

The contractor is ultimately responsible to return all employee base passes to the CO, COR, or HAC manager if employees are terminated or no longer employed for this agreement. If base pass cannot be returned, the Contractor must report the First and Last Name, Date of Birth, and the reason they are no longer employed to the CO, COR, or HAC manager within three (3) calendar days of termination or absence of leave.

4 GENERAL INFORMATION

4.1 CONTRACTOR KNOWLEDGE

4.2 PERIOD OF PERFORMANCE

Base Year Option Year 1 Option Year 2 Option Year 3 Option Year 4 Award 25 April 2026 25 April 2027 25 April 2028 25 April 2029 25 April 2030 24 April 2027 24 April 2028 24 April 2029 24 April 2030 24 April 2031

4.3 PLACE OF PERFORMANCE

48 MDG campus: buildings 611, 916, 922, 923, 926, 930, 932, 935, 944, 944a, and 955.

4.4 HOURS OF WORK

Every other week between the hours of 8.00AM and 4.00PM

4.4.1 Continuity of Operations.

The contractor shall ensure continuity of operations during periods of personnel turnover and long-term absences. Long-term absences are considered those longer than two weeks duration.

4.4.2 Normal Base Hours.

Base hours of operation are 07:30 – 16:30. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the government.

4.4.3 Holidays.

4.4.3.1 U.S. Federal Holidays.

U.S. Federal holidays. The contractor will not be required to work the following United States federal holidays, New Years’ Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

4.4.3.2 U.K. Bank Holidays.

U.K. Bank holidays. The contractor will not be required to work the following UK bank holidays, New Year’s Day, Good Friday, Easter Monday, Early May bank holiday, Spring bank holiday, Summer bank holiday, Christmas Day, Boxing Day. If a bank holiday is on a weekend, a ‘substitute’ weekday becomes a bank holiday, normally the following Monday.

4.5 SECURITY REQUIREMENTS

4.5.1 Subcontractor Credentials.

Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United Kingdom. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

4.5.2 Badges.

The contractor is required to provide identification badges for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by contractor and government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area.

4.5.3 Privacy Act.

Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

4.5.4 Controlled Unclassified Information (CUI) Program

All contracts must adhere to DAFI 16-1403 Controlled Unclassified Information (CUI) Program. The CUI program requires the safeguarding measures and mandatory training requirements included in the contract, through coordination with the Contracting Officer Representative (or designee) and personnel identified to support the unit’s CUI program

4.6 QUALITY ASSURANCE

4.6.1 Government Quality Assurance

Government Quality Assurance. According to the applicable Federal Acquisition Regulation, Inspection of Services clause and the Quality Assurance Surveillance Plan; the Government will evaluate the contractor’s performance under this contract. Any action taken by the COR, as a result of surveillance, will be according to the terms of this contract.

4.6.2 Contractor Quality Control.

The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

4.7 PHYSICAL SECURITY

The contractor shall safeguard all government owned equipment and materials in the contractor’s possession or used in the day-to-day performance of the contract.

4.8 CONTRACTOR-FURNISHED ITEMS AND SERVICES

Except for those items specifically stated in paragraph 3 as government-furnished, the contractor shall furnish everything needed to perform this contract.

4.9 ENVIRONMENTAL, HEALTH, AND SAFETY

Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local UK laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.10 ENERGY CONSERVATION

The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

5 SAFETY BRIEF

Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

Appendices

Appendix A, Shred Plan

Section Bldg Room Bin Qty E&T 611 1 1

BMED 916 BMET Office 1

TOPA (Tricare) 922 101 2 1 In Front 1 in Back

RMO 922 140 1

Facilities 922 115 1 Systems 922 240 1 Office 922 230 1

CSS 922 305 1

Quality Assurance 922 220 1

Readiness 922 306 1 Mail Room 922 309 1

Bio 922 131 1 Mental Health 922 353 (hallway) 1 End of Hallway

FAP/ADAPT 922 202 (hallway) 1 Reception office

Anatomical Pathology 923 1

Family Medicine 926 29 1

Logistics 930 Open Office 4

TOPA (CAMO) 932 151 1

TOPA (Records) 932 117 1

Nut Med 932 129 1 Pediatrics 932 99 1

Immunizations 932 126 1 Internal Med 932 377 1 Reception

In Patient Paharmacy 932 438 1

MSU 932 483 1

Ortho 932 320A 1

Sugrical 932 301 1

ENT 932 419 1

OR 932 213 1

Operational Med 932 Flight Med area 1 Back Hallway Physical Therapy 932 109 1 Reception

Optometry 932 496 1 Reception

Pharmacy 935 1061 1 Radiology 935 1052 1

Lab 935 1069 1 possibly two Radiology 935 1032 (outside room) 1 Ob/Gyn 935 2047 1 Ob/Gyn 935 2037 1 Storage

MCU 932 2101 1

Records and Reception 944 123 1 Dental Conf Room 944A A147 1

Dental Waiting area 944A sitting area 1

EDIS 955 110 1

Public Health 955 Breakroom 1