Statement of Work Shredding_RFI.docx

Dallas Field Office (FDA) Shredding Services Department of Homeland Security (DHS) Immigration and Customs Enforcement (ICE) Enforcement and Removal Operations (ERO)

DESCRIPTION OF SERVICES

1.1 The contractor shall furnish the labor, equipment, material, transportation, removal of shred bins to provide a once-a-month shredding for the Department of Homeland Security, Immigration & Customs Enforcement, Enforcement and Removal Operations, Dallas and its sub-offices at the following locations listed below.

1603 S 101 E Avenue, Tulsa, OK 74128

1220 Sovereign Row, Oklahoma City, OK 73108

1209 Sunflower Ln, Alvarado, TX 76009- (PDC)

8101 N. Stemmons FWY Dallas, TX 75247

(a) Schedule: Regularly scheduled collection will take place once a month, unless the agency notifies the vendor to reschedule. Agency will expect pick up of bins every month on either Tuesday, Wednesday, or Thursday during the second week of the month at the following times:

1603 S 101 E Avenue, Tulsa, OK 74128: 7:00 am – 3:00 pm 1220 Sovereign Row, Oklahoma City, OK 73108 7:00 am – 3:00 pm 1209 Sunflower Ln, Alvarado, TX 76009- (PDC) 7:00 am – 3:00 pm 8101 N. Stemmons FWY Dallas, TX 75247 7:00 am – 3:00 pm

(b) Sensitive Documents: The Contractor shall provide collection services for sensitive documents and materials while maintaining confidentiality until on‐site shredding and destruction of sensitive material is accomplished to protect customers from identity theft in accordance with federal laws and regulation. Materials to be shredded or destroyed may include papers, staples, plastics, or similar material. The paper or materials must be completely destroyed/shredded as to be both unreadable and beyond reconstruction.

(c) Certificate of Destruction: A signed report for shredding/destruction must be issued upon completion of each job. The certificate will be submitted to the local POC and indicate the date of shredding or destruction, number of bins shredded and disposed and signed by the individuals verifying proper destruction. The certificate of destruction must include the contract number, invoice number, price per pound or price for collection, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction must be included when submitting the invoice.

(d) The Contractor will provide on‐site shredding and destruction services to handle a variety of unclassified material. The disposal will be in accordance with all applicable local, Federal Laws and regulations. All fees associated with disposal will be paid by the Contractor. Only the contractor will shred/destroy material. The individuals accomplishing this task must have a full understanding of their responsibilities.

(e) In accordance with Security and Privacy Act Requirements, all work performed relative to the tasks identified in the SOW are unclassified or carry a Privacy Act Classification. The Contractor will meet all Government security requirements and be agreeable to site inspections. After the paper/material has been shredded/destroyed and disposed of by the Contractor as specified herein, there are no further restrictions on the material. All persons, their vehicles and other property entering, leaving and while within the confines of Government property/installation will be subject to searches and inspections.

(f) Security containers/bins will be at least 96 [Gal] in volume.

(h) A designated government representative will have access to the secure containers/bins, that is by having the lock combination or a key (or other method agreed upon)

(i) Collection vehicles will be operated in accordance with safety rules and regulations while in the activity. The Contractor must meet all Government security requirements and be agreeable to site inspections.

(j) Collection/Shredding will be performed as scheduled during periods of inclement weather unless specific approval to delay collections is requested by the Contractor and approved by the COR. Such approval will normally be granted only in cases of particularly severe weather, natural disasters or national emergencies, such severe storms or earthquakes, etc. When approval to reschedule collections is granted, the Contractor will accomplish all missed collections within 24 hours or soon as possible from regular schedule date after the severe weather, disaster or emergency has terminated, at no additional cost to the Government. Contractors are not to remove bins that appear to be only half full.

1.2 Hours of Operation: The contractor is responsible for conducting the required service during the last second week of every month during the specified times and days except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

None

3. PERIOD OF PERFORMANCE

The period of performance will be a twelve-month base period with four twelve-month option periods.

4. SECURITY REQUIREMENTS AND FIRE PROTECTION

4.1 Security: To promote security and safety, all contractors desiring access must adhere to installation entry requirements.

4.2 Security Requirements: The contractor shall be responsible for the security of his supplies, equipment, and vehicles. All contractor personnel and vehicles shall be subject to search and seizure upon entering, while on, and leaving the installation of Government Facilities.

4.3 Physical Security: Contractor shall be responsible for safeguarding all government furnished property.

4.4 Contractor Personnel: Contractor shall identify to Contracting Officer (CO), a point of contact who has full authority to act on behalf of contractor on all operational aspects of the contract.

5. Other Requirements:

5.1 Special Qualifications: Contractor personnel shall wear company approved uniforms or as determined by company representative and possess proper identification licenses/tags /badges as required. Contractor vehicles shall have the company name/logo prominently displayed whenever possible. All vehicles operated by the contractor shall be in good operating condition and meet all Local, State and Federal Safety, licensing and operating requirements.

5.2 Holidays:

The contractor is not required to perform services on the legal holidays observed by ICE and identified below. Any legal holiday falling on a weekend may be observed on Friday prior or the Monday following at the Agency’s discretion. Some holidays may include more than one day. For those subsequent days, courier services will not be required.

New Year’s Day Martin Luther King, Jr. Day Presidents’ Day Memorial Day Juneteenth National Independence Day Independence Day Columbus Day Labor Day Veterans Day Thanksgiving (but not the day after) Christmas Day

5.3 Furloughs/Government Shutdown:

The proposed contract will be “Firm Fixed Price.” This will require the contractor to provide the stated services on days where government offices may be closed to the public due to a government furlough/shutdown situation. During such times, the government will have essential personnel at each pickup and delivery location so that the pickup and delivery of file bins can continue.

5.4 Billing/Invoicing:

The vendor will invoice monthly in arrears. Invoices will be submitted through IPP. Billing instructions will be included in the award document.

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