SOO_DR4339PR_DRC_Secure_Document_Bins.pdf

SOO – Secured Document Bins Page 1 of 3

Statement of Objective

DR-4339-PR

Disaster Recovery Centers (DRC) Secured Document Bins

1. General Information: This is a non-personal service to provide Secure Document Bins and Shredding Services for FEMA’s DRCs located around Puerto Rico in response to DR-4339-PR. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 Description of Services/Introduction: This Statement of Objective (SOO) describes the requirement’s objective to provide secure document bins and weekly shredding services to DRCs located around Puerto Rico.

1.2 Objectives: To establish a contract with local contractor(s) to deliver, and provide Bins with weekly shredding services to various DRCs in support of DR-4339-PR disaster operations.

1.3 Scope: The contractor shall provide up to 48 64-gallon secured document bins and shredding services in support of the various DRCs located around Puerto Rico. Services will include delivery, on site shredding, relocation, repair, and removal of contractor provided bins.

1.4 General Information:

1.4.1 Hours of Operation: Contractor shall pick up, drop off and provide shredding services during 8:00AM through 5:00PM local time.

1.4.2 Type of Contract: The Government intends to award a Fixed Priced contract.

1.4.3 Period of Performance: The Period of Performance (POP) is anticipated to be for a Base Period of 90 days, with an Option Period for an additional 90 days.

2. Definitions:

2.1 Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.2 Contracting Officer (CO). This is a person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The CO is the only individual legally authorized to bind the government.

2.4 Subcontractor. This is one that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

3. Contractor Furnished Items and Responsibilities:

3.1 General: The contractor shall provide all equipment, supplies, tools, materials, repair parts, labor, transportation, and management oversight to perform the requirements under this contract.

SOO – Secured Document Bins Page 2 of 3

3.2 Vehicles: Contractor vehicles shall be registered, in accordance with all current applicable Federal, State, and Local laws, ordinances and regulations. All vehicle operators shall possess valid state driver’s licenses to be allowed on the site.

3.3 Secured Document Bin Specifications: 64 Gallon heavy duty 2-wheeled secured document bin with a molded-in axle and attached lockable lid with one set of keys per DRC location.

4. Specific Task:

4.1 Basic Services: The servicing schedules will be coordinated by the Technical Point of Contact (POC) identified within the Purchase Order as required. The contractor shall service each Bin at each location no less than once (1) a week. Services will include:

a. Drop off of bins at DRC location(s) as coordinated by FEMA’s Technical POC.

b. Shredding of Bin Contents once a week in accordance to pre-agreed upon schedule.

c. Providing a FEMA a “Certificate of Destruction” of Bin contents.

d. Maintain bins in a serviceable manner.

e. Pick up of bins at DRC location(s) as coordinated with FEMA’s Technical POC.

The Government has the right to request additional servicing of bins if one or all of the units on site become full prior to next scheduled servicing. The contractor will have 24 hours to be on site and service a requested unit(s) after being notified by FEMA’s Technical POC.

4.2 Preventive Maintenance Checks and Services (PMCS) of Equipment: The contractor shall perform preventive maintenance checks ensure the units are mobile and store materials are secure. The Government may conduct inspections of the contractor’s equipment at any time to ensure compliance with this requirement.

4.3 Initial Delivery and Relocation: Initial delivery and relocation of bins will be coordinated between the CO and/or the identified Technical POC. The contractor may be required to perform relocations of previously placed bins to additional delivery points during the daily performance of the contract.

Direction given by anyone other than the CO or identified Technical POC are to be directed back to the Government contracting office for approval before execution.

4.4 Placement of Bins: FEMA will be responsible for movement of Bins within the DRC locations.

4.5 Removal of Bins Stations: Upon completion of specified POP the contractor shall remove the bins from the location within 72 hours. The 72 hour period is not chargeable usage time to the Government. If the Government determines that the bins need to be removed prior to the period of performance ending the contractor will only be paid for the time the equipment is leased.

4.8. Special Requirements:

4.8.2 Safety Standards: The contractor shall comply with Occupational Safety & Health Administration (OSHA). Each item of equipment or property furnished under this contract shall be in safe operational condition and shall comply with all Federal Safety Standards, the American National Standards, and all State Safety Regulations applicable to the equipment and or property.

4.8.3 Program Manager (PM): The contractor shall designate a PM for performance of all work under the contract. The PM shall be responsible for total contract management and coordination. The PM shall have full authority to act for the contractor during performance of work. The contractor shall provide, in

SOO – Secured Document Bins Page 3 of 3 writing, the name of the PM and telephone number to the CO. The PM must be available by telephone contact at all times.

4.8.4 FEMA location and impassable locations: When an unforeseen Federal Emergency Management Agency (FEMA) location closure occurs on a contractor’s regular scheduled day of service, the contractor will be notified by the CO or Technical POC as to whether the contractor will be required to continue performance of service for that day. When previously closed areas are reopened services shall resume.

5. Deliverables:

5.1 Reports: The contractor shall maintain detailed accurate records of the delivery of bins under this contract. These records shall be made available to the Government at any time requested for the duration of this contract.

5.2 Invoices: The contractor shall invoice the Government per month. Invoices will be submitted via e-mail to FEMA-Finance-Vendor-Payments@fema.dhs.gov Attn: Holly Brown. The contractor shall submit invoices no later than the 5th day of the month following the end of the billing month.

6. Place of Performance

6.1 Location: The secured document bins will be located at FEMA DRCs around Puerto Rico. The location of each DRC will be provided to the Contractor by the FEMA Technical POC.

7. Period of Performance

7.1 POP: The period of performance of the contract shall have a base of ninety (90) days with one option period of ninety 90 days.

mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov