3c - Statement of Work.pdf

PR #: 61200PR260045361

STATEMENT OF WORK

LAST UPDATED: 08/17/2026 PAGE 1/4

STATEMENT OF WORK (SOW) FOR

U.S. COAST GUARD TRAINING CENTER PETALUMA

Shredding Service

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG) Training Center (TRACEN) Petaluma, located at 599 Tomales Road, Petaluma, CA 94952, operates a comprehensive training facility supporting approximately 225 permanent personnel and up to 200 students daily. To ensure strict compliance with federal privacy, information security, and records management regulations, TRACEN Petaluma requires secure, professional document destruction services.

These services are critical for the disposal of documents containing Personally Identifiable Information (PII), Controlled Unclassified Information (CUI), Privacy Act information, and other sensitive materials. TRACEN Petaluma currently requires twenty-three (23) secure locking shred bins located across various administrative, medical, training, and operational facilities on the installation.

1.2 SCOPE:

The Contractor must provide all labor, supervision, materials, equipment, transportation, secure locking shred containers, and related services necessary to perform secure document destruction services at TRACEN Petaluma.

The Contractor must perform twelve (12) scheduled service visits annually (monthly service) during the contract period of performance. All shred bins shall remain the property of the Contractor and shall be maintained in good working condition throughout the period of performance. Replacement of damaged, defective, or unserviceable bins shall be provided at no additional cost to the Government. The Contractor shall supply, install, and maintain exactly twenty-three (23) secure locking shred bins of the sizes and locations specified in Section 2.1.1.

1.3 OBJECTIVE:

The objective of this contract is to ensure the secure, certified destruction of sensitive documents and materials that cannot be disposed of through standard waste streams. The Contractor must provide a reliable, documented, and fully compliant secure shredding cycle to safeguard TRACEN Petaluma's information security posture.

1.4 REFERENCE DOCUMENTS:

The Contractor shall perform all work in strict accordance with federal standards, including but not limited to:

• The Privacy Act of 1974 (5 U.S.C. § 552a)

• Federal Records Management Requirements (44 U.S.C. Chapters 29, 31, and 33)

• Department of Homeland Security (DHS) Privacy and Security Policies

• Coast Guard Information Security Policies (COMDTINST M5500.13 series)

• National Institute of Standards and Technology (NIST) Special Publication 800-88

Revision 1, Guidelines for Media Sanitization

• All other applicable federal, state, and local environmental and safety regulations

LAST UPDATED: 08/17/2026 PAGE 2/4

2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor must perform monthly secure document destruction services at TRACEN Petaluma during normal operating hours, providing a minimum of twelve (12) scheduled service visits annually.

2.1 SERVICE LOCATIONS AND EEQUIPMENT

The Contractor shall supply, place, and maintain twenty-three (23) secure locking shred bins at the locations and capacities detailed below:

Building Facility Location Quantity 165 Supply Office Office Area 1 160 Facilities Engineering Work

Order Section Office Area 1

150 Facilities Engineering Engineering Side of CSC 1 543 Customer Service Center CSC 1 543 Juliet Nichols Building Room 341 1 543 Juliet Nichols Building Room 387 1 543 Juliet Nichols Building 2nd Floor Main Classroom 1 543 Juliet Nichols Building First Floor Entrance 1 543 Juliet Nichols Building Course Writers Office, 4th Floor 1 134 Club Office Office Area 1 225 Ralph Nix Clinic Front Desk 1 225 Ralph Nix Clinic Interior Area Past Double Doors 1 130 Mace Hall Entrance Area 1 130 Mace Hall Room 132 1 Hub Library Library Area 1 230 Security Building Lobby 1 544 Bauer Building Second Floor Outside Elevator 1 544 Bauer Building Room 210 1 544 Bauer Building Room 320 1 544 Bauer Building Room 360 1 125 H Complex First Floor Hallway 1 500 Calhoun Building Main Entrance 1 140 Command Building First Floor 1

2.2 CERTIFICATES OF DESTRUCTION

The Contractor must generate and provide an official, legally compliant Certificate of Destruction after each scheduled service visit. All Certificates of Destruction must:

• Identify the date of service, locations serviced, and quantities processed.

• Be delivered electronically to the Government Technical Representative within five (5) business days following the completion of each service.

2.3 PERFORMANCE STANDARDS

The Contractor must strictly adhere to the following standards:

• Maintain all secure shred bins in clean, fully functional, and safely locking condition.

• Replace any damaged, broken, or unserviceable bins at no additional cost to the

Government within 48 hours of notification.

• Maintain a secure, unbroken chain of custody for all materials from the point of collection until final destruction.

LAST UPDATED: 08/17/2026 PAGE 3/4

• Utilize industry-standard, high-security shredding mechanisms to ensure that all processed materials are rendered completely unreadable, unrecoverable, and incapable of reconstruction.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The contractor must provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Government’s Technical Representative prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 EMPLOYEE IDENTIFICATION

3.3.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.4 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.5 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor Access to classified information is not currently required under this SOW.

LAST UPDATED: 08/17/2026 PAGE 4/4

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period: September 15, 2026 – September 14, 2027 Option Period One: September 15, 2027 – September 14, 2028 Option Period Two: September 15, 2028 – September 14, 2029 Option Period Three: September 15, 2029 – September 14, 2030 Option Period Four: September 15, 2030 – September 14, 2031

4.1 PLACE OF PERFORMANCE

The primary place of performance will be a combination of the Contractor’s facilities and the United States Coast Guard at 599 Tomales Road Petaluma, CA 94952

4.4 HOURS OF OPERATION

The Contractors employees shall perform all work between the hours of 0800 and 1600 EST, Monday through Friday (except Federal holidays). However, there may be occasions when contractors employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel must not be required for this requirement.

4.6 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW

REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 2.2 CERTIFICATES OF

DESTRUCTION

5 business days after pickup

Government Technical Rep