ATT_02_DISP_GA_PWS_11302017FINAL.docx

ATTACHMENT 2 - PERFORMANCE WORK STATEMENT (PWS)

SECURE DOCUMENT DESTRUCTION AND RECYCLING SERVICES

1.0 BACKGROUND

The United States Code (44 U.S.C. §2907) provides for the establishment, operation and maintenance of records centers by the National Archives and Records Administration (NARA) for Federal agencies. NARA Records Centers are authorized to store records of Federal agencies that are properly covered by a NARA-approved records disposition schedule or the General Records Schedule. The records disposition schedule provides for either the accessioning of permanent records into the National Archives or destruction after a specified period of time or occurrence of an event. The sensitive confidential nature of many of the records requires that the destruction process be secure and thorough so as to ensure against public dissemination of any of the data in the records.

The NARA Records Centers have an ongoing need for the destruction of stored paper and cardboard that is no longer viable for record keeping purposes. The Records Centers require a smooth, continual process of shipping and destruction in order to create space for the new annual accessions that it receives from various agencies. In order to facilitate the process, the Government desires to create a no-cost contract for the shipping, storage, and destruction of the stored records while receiving revenue for part of the recycled paper value per the high Pulp and Paper Week (PPW) for the area nearest the NARA facility/facilities for mixed paper (as indicated in the solicitation and contract). This is intended as a no cost to the government revenue generating award; however, payment may be paid to vendor per ton per shipment for less than 20 ton load.

The nature of the material to be destroyed comes in two basic varieties: 1) Government-witnessed material (that which must be destroyed in the presence of a Government official via a one-step process in order to ensure maximum protection from disclosure); and 2) Contractor-witnessed material (requires a certified document verifying that the destruction of the material was witnessed by the Contractor’s management staff). These classifications, as briefly noted above, require different procedures for shipping, storage, and destruction. It is imperative that the requisite safeguards are followed.

2.0 SCOPE OF WORK

The Contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide off-site commercial document destruction services for the Records Centers located below:

Location: FRC Ellenwood, GA

Address #1: Name: TDB National Archives and Records Administration FRC Ellenwood 4712 Southpark Blvd Ellenwood, GA 30294

The Records Centers require destruction of Federal Records and the Contractor is to remove accumulations of Federal Records that are ready for destruction. The Records Centers may have record groups varying in quality and quantity. The Contractor shall take all appropriate measures to prevent the unauthorized disclosure of protected information. Every Contractor employee must be aware of the information that must be protected and the methods that will be used in its destruction. NARA shall have the right to send its officers and employees and customers, including the Internal Revenue Service, and/or any other Federal agency whose records are being processed, to inspect the offices and plants of work under this contract prior to award and at any time during the performance of the work under this agreement. On the basis of such inspection, specific remedial measures may be required in cases where the Contractor is found to be non-compliant with contract safeguards.

All IRS data and records, including Federal Taxpayer Information (FTI) which is categorized as Controlled Unclassified Information (CUI), are sensitive and confidential. These documents must be safeguarded so as to prevent the occurrence of any unauthorized disclosures and/or inspections of the data and records.

3.0 SECURE DOCUMENT DESTRUCTION AND RECYCLE SERVICES

3.1. Pickup and Transportation of Recyclable Materials:

3.1.1. Annual Estimate of Volume and Weight [Average weight – 35 pounds per box]. The material is mixed paper with Personally Identifiable Information (PII). The age of the paper may date from the 1940s to the present day.

3.1.1.1. IRS records:

3.1.1.2. Contractor Witness Material:

3.1.1.3. Government Witness Disposal:

NOTE: In the event the estimated amount of Government Witness Disposal is zero, the contractor must be able to accommodate Government Witness Disposal if the need occurs at any time during the term of the contract.

3.1.1.4. Special disposal projects generating large amounts of material will be coordinated with the contractor.

3.1.2. Palletizing of Recyclable Paper. The Records Centers will palletize, shrink-wrap and/or band, and load the wastepaper as follows:

3.1.2.1. Wastepaper will be palletized in the original boxes or deposited in special containers/cardboard type boxes. Cardboard may be used on top of the top level to cover the open ends of boxes. The average weight of a box of records is calculated at (35) pounds per box.

3.1.2.2. Boxes of disposable records will be secured to contractor-provided pallets by NARA personnel using plastic shrink-wrap and/or non-metal banding. Pallets will be delivered within 72 hours of request placed by the government. Pallets will be provided in quantities sufficient to provide at least one (1) week of continuous palletizing without re-supply, normally 75 – 100 pallets. Pallets must be in good repair and capable of supporting a full load of records.

3.1.2.3. NARA personnel will load full pallets inside contractor furnished trailers to full visible capacity with an electric forklift or pallet-jack. NARA personnel will secure pallets and boxes to prevent boxes from opening and spilling.

3.1.3. Transportation of Recyclable Paper. The Contractor shall secure all recyclable materials in such a manner so as to prevent it from dropping off the conveyance while being transported. All trailers will be enclosed with metal sides, sealed, and secured to maintain control and security of the materials until destruction. Two load lock bars are required for all loads to avoid spillage. Drivers must have cell phones or other mobile telecommunications device.

3.1.3.1. The Contractor shall provide empty tractor-trailer trucks at the Records Center facilities, on dates agreed upon between the Records Centers and the Contractor, for the removal of wastepaper. The Records Centers shall provide a minimum 48 hours advance notice to schedule. The Contractor shall wait for the truck to be loaded (approximately 1 hour or less) and promptly remove it once loading is complete. The peak time of year is November through June. The Contractor will provide the COR with a trailer number and the name of the driver before the truck arrives at the Records Center. No minimum number of trailers per week is guaranteed. The Contractor may inspect the location in order to identify specific limitations and requirements of dock and storage space. A typical load will consist of 22 pallets on 48 foot trailers or 24 pallets on 53 foot trailers. The Contractor shall ensure that no single load exceeds state imposed gross weight limits including pallets even if a load must contain fewer than 22 or 24 pallets respectively. Less than load destruction requirements may occur occasionally. Pallets will be delivered with 72 hours advance notice.

3.1.3.2. NARA Secure Document Disposal Wastepaper will be the only material on each trailer load. The contractor may mix loads of paper from one NARA location with loads of paper from another NARA location. However loads may not be commingled with loads from other firms or agencies. Wastepaper may only be transported on enclosed trailers with metal sides. The NARA location will furnish a single use cable seal for the truck for each load. The single use cable seal used to secure the trailer doors will be engraved with a serial number, which will be used to “seal” the load. The single use cable seal will be removed by cutting it with cable cutters prior to processing at the disposal site. The cut seal will be returned to the NARA location with the verification of destruction paperwork. Trailers will also be secured with a lock, which NARA will provide. Locks will be returned to NARA when at least 5 but no more than 10 have been accumulated by the contractor.

3.1.3.3. A “no cost to the Government” bill of lading or manifest will be provided to the driver authorizing the transportation of the material. The driver will accept the load by signing the “manifest” including the date and time of departure. The manifest will include the following information:

3.1.3.3.1. Point of origin

3.1.3.3.2. Contents

3.1.3.3.3. Date loaded

3.1.3.3.4. Number of pallets

3.1.3.3.5. Trailer number

3.1.3.3.6. Seal Number

3.1.3.3.7. Any remarks, and

3.1.3.3.8. Signature of Records Center employee affixing lock and seal and Contractor driver signature

3.1.3.4. The truck will proceed directly on a dedicated run, without change of driver, from the Records Centers to the Contractor’s plant. The Contractor will promptly inform the designated Records Center officials should a delay of any nature occur in the delivery of the material to the plant. The cable lock seal will not be removed until the destruction facility is ready to process the material. If the trailer cannot be unloaded immediately, or if the destruction process is delayed or interrupted, the trailer will be kept locked, sealed, and in a secure area on the plant grounds. If the materials to be destroyed have been unloaded from the trailer and are to be stored within the Contractor’s facility, the Contractor shall ensure the security of the documents.

3.1.3.5. Some of the trucks may contain wastepaper that requires a NARA employee on disposal site to witness the disposal process. The Contractor or subcontractor will provide accommodations for this additional step. The NARA witness will be responsible for verifying the seal and lock have not been tampered with, and will watch the destruction of the government-witnessed contents of the trailer.

3.1.3.6. The Contractor shall leave the Records Centers’ docks in a clean and orderly condition and shall be liable and reimburse NARA for any damage to Government property caused by removal operations of the Contractor or his agents due to carelessness or neglect.

3.2. Contractor Equipment. The Contractor will provide enclosed trailers (48 foot or 53 foot) with metal sides which have two load-lock bars for the pick-up and removal of wastepaper. Specific containers and other equipment will be coordinated with the approval of the COR. The Contractor is also responsible for unloading wastepaper at the destruction facility. All Contractor equipment shall be properly maintained by the Contractor so as to minimize mechanical problems and breakdowns. The Government shall not be held responsible for damage to the Contractor’s equipment.

3.2.1. Contractor Vehicles

3.2.1.1. All Contractor vehicles utilized in the performance of this contract shall be insured (at least to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor drivers shall possess a valid State Commercial Driver’s License and have a clean driving record. The Contractor or his/her employees shall not use personal vehicles for transportation of materials under this contract.

3.2.1.2. The Contractor shall ensure that all Contractor vehicles utilized under this contract are kept in proper working condition. Contractor vehicles shall be locked and properly secured while at the Government sites or Contractor site(s). Vehicles used in the performance of the contract shall not be left unattended while transporting recyclable materials under this contract.

3.3. Requirements for Destruction of Federal Records received from the Records Centers

3.3.1. Witnessed Disposal: All disposal of Federal records received from the Records Centers must be handled as either government—or Contractor—witnessed disposal.

3.3.1.1. Contractor Witnessed Disposal: If agencies have authorized the use of Contractors to witness disposal of its records, the Contractor shall provide a signed Certificate of Destruction after the records are destroyed (See Attachment 1). (See Certificate of Destruction paragraph 3.3.3.2.2)

3.3.1.2. Government Witnessed Disposal: If NARA clients, e.g. Federal Agencies, require that a government employee witness the disposal of its records, a government employee shall be on-site to witness the disposal of the records. Trailers may not be opened without a government witness present and records must be destroyed while the government witness is present. Destruction of all records on an individual trailer shall occur at the same Contractor Secure Document Destruction facility unless otherwise authorized by NARA. The government employee witness and contractor will sign a Certificate of Receipt and Destruction form, Attachment 1, after the records are destroyed. The Government and the Contractor should receive a copy of this form.

3.3.2. Destruction of Paper: The Contractor may employ a multi-phased destruction process where the initial shred particle size differs from the standard described within NIST SP 800-88 R1 but where the end result of the process would render the material to be unreadable, indecipherable, and irrecoverable; the initial shred particle size must shred to 5/16” or smaller, or may be pulped to the point where the material is unreadable, indecipherable, and irrecoverable. The Contractor shall provide adequate protection for all material throughout the destruction process and must ensure that only authorized and vetted employees are given access to any interim storage locations. (NOTE: The material may contain an amount of contaminants beyond the normal level for mixed paper-staples, paper clips, metal.)

3.3.2.1 End product specifications/requirements: In accordance with 32 CFR Part 2002, Controlled Unclassified Information (CUI), the Contractor shall destroy all media to the standards described in the National Institute of Standards and Technology’s Special Publication 800-88, Revision 1, Guidelines for Media Sanitization (NIST SP 800-88 R1). For hard copy material (paper) the Contractor shall use cross cut shredders which produce particles that are 1 mm x 5 mm (0.04 in. x 0.2 in.) in size (or smaller), or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 in. (2.4 mm) security screen.

3.3.3. Requirements for Destruction of Controlled Unclassified Information: The following procedures and policies are in place at the Records Center to ensure compliance with CUI policy:

3.3.3.1. Trucks carrying Controlled Unclassified Information are to be locked and sealed at all times until actual destruction takes place. All NARA staff, Contractors, and volunteers are required to undergo disclosure safeguards awareness training during orientation and annually thereafter.

3.3.3.2. In addition, the following guidelines from NIST 800-88, Rev 1, must be followed when destroying Federal tax information:

3.3.3.2.1. Shredding precautions: Contractor and Government observers shall ensure that material still in readable form after going through the shred process is re-shredded and that designated shred areas are cleared of CUI materials.

3.3.3.2.2. Certificate of Destruction: The Contractor shall provide a Certificate of Destruction for all recyclable materials after the destruction of each trailer load. This certificate should be delivered to the Records Centers within one week after pickup. The Certificate of Destruction at Attachment 1 shall be used and filled out completely.

3.3.4. Contractor Secure Destruction Facility: Contractor agrees to provide a Secure Document Destruction facility capable of handling forecast volumes of destruction material for the Records Centers. Contractor will utilize existing Secure Document Destruction facility or set up a new Secure Document Destruction facility where these capabilities do not currently exist.

3.3.4.1. All recyclable materials shall be removed from the NARA premises and transported to a NARA approved Contractor Secure Destruction Facility for shredding and destruction. Prior to beginning performance under the contract, each Contractor and subcontractor facility designated as a destruction site will be inspected and approved in writing by the NARA Contracting Officer or a designated representative thereof. Each Contractor Secure Destruction facility shall meet the National Association for Information Destruction (NAID) AAA standards for facility access as a minimum, as well as meet all requirements of the contract.

3.3.4.2. Upon arrival of the IRS security waste at the Contractor facility, and until completion of destruction, the security waste material must be maintained in a secured holding area, which will prevent any disclosure or unauthorized access. Videotapes or other digital recordings of the destruction process and Contractor facilities shall be created for all lots (loads) of NARA recyclable materials. These recordings shall be kept for ninety (90) days and made available to the NARA Security / Disclosure Representative upon request. (See IRS clause 1052.224-9002, Disclosure of Information – Inspection).

3.4. Compliance with regulations

3.4.1. The Contractor shall ensure that all Federal records are handled in accordance with FAR 52.245-2, Government Property (Fixed-Price Contracts).

3.4.2. The Contractor shall comply with all Federal, State, and local laws and regulations pertaining to the transport, processing, and sale of recyclable materials. Prior to contract start date, the Contractor shall obtain any and all necessary permits, registrations, and licenses for recycling for the jurisdiction in which services are to be performed.

3.4.3. Publicity: The Contractor must understand that publicity about the hauling and reuse of sensitive records might increase the possibility of loss due to disclosure. Therefore, the Contractor shall obtain prior written approval from the CO before releasing any publicity about such activity.

4.0 CONTRACTOR PERSONNEL

4.1. Point of Contact: NARA requires the Contractor provide an individual to act as the primary point of contact. This person must understand the requirements of this effort and be available to handle various logistical and management concerns. This position is considered key personnel in accordance with NARA terms and conditions outlined for this effort.

The key personnel small meet the following minimum requirements: Five (5) years experience in industry. Two (2) years as project supervisor handling sensitive (controlled) document destruction.

4.2. Personnel Identification and Security Requirements

4.2.1. All Contractor employees shall be required to carry Contractor issued photo identification cards containing, as a minimum, the following information:

4.2.1.1. Contractor’s Company Name

4.2.1.2. Employee’s Name

4.2.1.3. Date of Issuance

4.2.1.4. Expiration Date

4.2.2. The photo identification cards shall be carried by the Contractor employees at all times during performance under the contract at the Government site.

4.2.3 Employee access is controlled to authorized areas.

4.3. Mandatory Training for Contractor Staff

4.3.1. Contractor must comply with Section 6103 of the Internal Revenue Code (IRC) (26 CFR, §301.6103(n)-1(d)). This regulation requires agencies receiving taxpayer data to provide safeguards to the satisfaction of the IRS in three areas: 1) protecting the confidentiality of taxpayer data; 2) providing measures to prevent unauthorized inspection or disclosure; and, 3) restricting use to the purpose for which it was intended.

4.3.2. Contractor shall conduct annual disclosure/safeguards training. All Contractor staff, laborers and subcontractors working in the Secure Document Destruction Facility shall receive orientation training regarding disclosure/safeguards requirements and agree to comply with safeguard requirements, prior to actual pickup by Contractor of IRS boxes or records. Thereafter, Contractor staff and laborers and subcontractors will continue to receive annual disclosure/safeguards training. Training shall include the presentation of IRS Disclosure Awareness Training (Pub. 4711) video available online at http://www.irsvideos.gov/Governments/Safeguards/SafeguardsSecurityAwarenessTraining, as well as a general but clear discussion of IRC 6103 (26 CFR §301.6103) and the penalties under law for any unauthorized disclosure or inspection. At the completion of training, all participants shall have signed the “Acknowledgement of Privileged Nature of Records” form (PWS Attachment 5). The signed form (original) will be placed in the employee’s personnel file. The Contractor shall provide copies of the signed forms to the COR.

4.3.3. As new Contractor staff and workers join the Contractor Document Destruction staff, disclosure/safeguards awareness training will occur upon the beginning of their service. From that point forward, they should participate in the next annual disclosure/safeguards awareness training program at the facility.

4.3.4. Contractor will ensure that NARA provided training materials are adapted to meet any special or unique training requirements of Contractor staff or workers. The training requirements also apply to subcontractors, their officers and employees.

4.4. Employee Disclosure Safeguards: Prior to beginning performance under this contract, the Contractor shall notify its employees and any subcontractors in writing of the Civil and Criminal sanctions with regard to unauthorized Disclosure and inspection of Federal tax returns and return information. Prior to beginning performance under this contract, the Contractor shall obtain signed certifications from each employee that the employee understands and accepts the terms and conditions as related to the civil and criminal sanctions related to unauthorized Disclosure. An original signed Acknowledgement of Privileged Nature of Records form (Atch 5) shall be placed in each employee’s personnel folder. The Contractor shall provide copies of the employee Acknowledgement form to the COR.

5.0 SALE OF RECYCLABLE MATERIAL

All materials shall be destroyed and baled in accordance with the Sections 2.0 and 3.0 above. All recyclable material shall be presented to recyclers in a manner suitable for recycling and then it shall be recycled in accordance with accepted industry standards. As such, the Contractor must bear the burden of financial loss for paper that is rendered not fit for recycling while in its possession.

5.1. Restriction on Use of Recycled Paper: The accumulations of Secure Document Disposal Wastepaper removed under contract contain sensitive or confidential information which is covered by the Privacy Act of 1974 (Public Law 93-579) 5 U.S.C. §552a(l)(1) and §552a(m). Contractor is responsible for ensuring that this material be shredded prior to Recycling.

5.1.1. Recyclable paper destroyed under this contract shall be used or sold as recyclable paper only. The Contractor shall not use, allow access to, or offer for resale any papers, documents, file record material or any other form of records as files, records, or for the information contained therein.

5.2. Notification is given regarding the unauthorized disclosure of Controlled Unclassified Information.. Further disclosure of such Controlled Unclassified Information, by any means, for a purpose or to an extent unauthorized herein, shall subject the offender to criminal sanctions imposed by 18 U.S.C. §641. That section provides, in pertinent part, that whoever knowingly converts to his use or the use of another, or without authority, sells, conveys, or disposes of any record of the United States or whoever received the same with the intent to convert it to his use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a fine of up to $10,000 or imprisonment of up to 10 years, or both.

5.3. Additionally, it is incumbent upon the Contractor to be aware of the penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. §552a. Specifically 5 U.S.C. 552a(I)(1), which is made applicable to the contractor by 5 U.S.C. §552 a(m), provides that a contractor who by virtue of his employment or official position has possession of, or access to, agency records which contain individually identifiable information the disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.

5.4. Additional References the Contractor must adhere to:

5.4.1. 26 CFR §7213, Unauthorized Disclosure of Information

5.4.2. 26 CFR §7431, Civil Damages for Unauthorized Disclosure of Returns and Return Information

5.4.3. NARA 1464, Destruction of Federal Records in the Custody of NARA Records Centers

5.4.4. NARA 1464 Supplement, Disposal Procedures for Temporary Records

6.0 CONTRACTOR QUALITY CONTROL

The Contractor shall develop and maintain quality control programs to ensure destruction and recycling services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify and prevent the occurrence of defective services. The Contractor shall develop quality control procedures to remediate any processes where acceptable quality levels are not met. Contractor will comply with the specification requirements for destruction of IRS data and records.

6.1. Performance and Inspection. According to the Inspection of Services clause (Inspection of Services-Fixed Price found in FAR 52.246-4), the Government will evaluate the Contractor’s performance under this contract. The COR will perform surveillance on those tasks listed in Attachment 4, Performance Requirements Summary (PRS), and will record all surveillance observations.

6.2 NARA reserves the right to inspect the Contractor’s facilities prior to the award of the contract and during the term of the contract. This inspection may include its receiving, storage, disposal, and shipping areas. The QASP will be used as the basis for inspections.

7.0 DELIVERABLES

All documents shall be submitted electronically in Contractor format.

7.1. Monthly Reports: The Contractor shall provide NARA with detailed monthly accounts of a) the volume of paper processed and recycled measured in pounds / tons; b) tare weight deductions and c) the total value of that paper based on a composite price defined in accordance with high Pulp & Paper Week (PPW) for price at the area nearest the facility/facilities or the area specifically named in the contract, for the date of pick up of the load. Each monthly report shall be provided to the CO and the COR. These reports shall be provided within 30 days of the end of the month reported. Reports shall contain data for the prior month, and shall include the relevant weigh tickets and certificates of destruction.

7.1.1. The Contractor shall weigh each load of wastepaper on the day of pick-up. The Contractor shall arrange for and pay all expenses of weighing on certified scales or other scales acceptable to the COR. Copies of weigh tickets (or equivalent) that show the weight of paper in each trailer will be included in the monthly reports. A copy of each relevant COD shall be included with the report.

7.2. Payment to the Records Center. The Contractor will submit a payment by the 30th day of each month for all activity during the prior month, in accordance with the Receipt of Recycling Revenues clause based on the percentage of the high Pulp and Paper Week for mixed paper at the time of receipt of the paper by the contractor (date of pick up).

8.0 GOVERNMENT FURNISHED PROPERTY

See Attachment 2, Volume of Disposal at Records Center(s), for the estimated annual volumes for the Records Center(s). Estimated weights of the recyclable materials are based on the best available Government information at the time of issuance of the solicitation. The Government does not guarantee these estimated weights to be factual. NARA agrees to provide Contractor with quarterly updates of forecasts of disposal, upon request. The Government will retain title to the paper until the paper is transferred to a buyer.

9.0 CONTRACTOR FURNISHED PROPERTY AND EQUIPMENT

The Contractor must provide all equipment and supplies, not furnished by the Government, required to perform in accordance with the requirements of this PWS.

10.0 PERIOD OF PERFORMANCE/CONTRACT TYPE

10.1. Period of Performance: The period of performance is for a base period of twelve (12) months and four (4) option periods of twelve (12) months each.

10.2. Contract Type: This is a no-cost, revenue-generating, fixed-price contract.

ATTACHMENTS:

1. Certificate of Destruction

2. Volume Tables

3. QASP

4. Performance Requirements Summary

5. Acknowledgement Form

6. Wage Determination

REGULATIONS CITED IN THIS PWS:

1. 44 U.S.C. §2907 (2015)

2. National Institute for Standards and Technology (NIST) Special Publication 800-88 Rev 1

3. NAID/AAA standards

4. IRS clause 1052.224-9002, Disclosure of Information – Inspection

5. FAR 52.245-2 Government Property (Fixed-Price Contracts)

6. Internal Revenue Code (IRC) Section 6103 26 CFR §301.6103(n)-1(d) (2015)

7. IRS Publication 4711, IRS Disclosure Awareness Training (video)

8. Privacy Act of 1974 (Public Law 93-579) (5 U.S.C. §552a(l)(1) and §552a(m) (2015)

9. 18 USC §641 (2015)

10. IRC Section 7213, Unauthorized Disclosure of Information 26 U.S.C. §7213 (2015)

11. IRC Section 7431, Civil Damage for Unauthorized Disclosure of Returns and Return Information 26 U.S.C. §7431 (2015)

12. NARA 1464 Destruction of Federal Records in the Custody of NARA Records Centers

13. NARA 1464 Supplement, Disposal Procedures for Temporary Records

14. FAR 52.212-4 Addenda, Inspection of Services-Fixed Price

ATTACHMENT 1

CERTIFICATE OF RECEIPT AND DESTRUCTION

To be completed by records center employees:

Ship to Address:

Driver’s Name:

Locked and Sealed by: ______________________________________

Witnessed Type of Record

To be completed by Contractor:

To be completed by person witnessing the destruction:

(Signature)

Attach and return cable seal

ATTACHMENT 2

VOLUME OF DISPOSAL AT AFO-AT ELLENWOOD, GA

TABLE 1:

BASE PERIOD SUBTOTAL

OPTION PERIOD 1 SUBTOTAL

OPTION PERIOD 2 SUBTOTAL

OPTION PERIOD 3 SUBTOTAL

OPTION PERIOD 4 SUBTOTAL

TOTAL BASE PLUS 4 OPTIONS

Note: Volumes are by cubic feet unless otherwise noted. For purposes of this contract, one cubic foot equals 35 lbs. Estimated weights of recyclable materials are based on the best available Government information at the time of issuance of this solicitation. The Government does not guarantee these estimated weights to be factual.

As the table above is an estimate it is acknowledged the dates do not exactly correspond to the contract periods. However, this is sufficient for estimating purposes.

Table 2. Net paper weight per shipment for the months of July, August, September 2017. Actual historical shipment weights.

ATTACHMENT 3

QUALITY ASSURANCE SURVEILLANCE PLAN

3.1 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Quality Assurance Evaluator / Contracting Officer’s Representative (COR) an effective and systematic surveillance method for each listed service on the Performance Requirements Summary (PRS) in this contract. The QASP describes a systematic method to evaluate the services the Contractor is required to furnish.

Any non-conformance with contract requirements is a “defect.” A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject PWS paragraph(s). Examples of defects that will be recorded include, but are not limited to:

a. Failure to perform a required task;

b. Failure to take corrective action to prevent reoccurrence of less than satisfactory performance; or

c. Performance of less than satisfactory work (quality work consists of completing the work in accordance with the appropriate PWS specifications, NARA requirements, manufacturer’s recommendations, or best industry practices).

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The Government will follow the guidance in FAR 52.246-4, Inspection of Services –Fixed Price when performance is other than satisfactory.

Good management and use of an adequate quality control (QC) plan will allow the Contractor to operate within specified performance requirements. The COR shall be objective, fair, and consistent in evaluating Contractor performance against contract requirements and standards. The main emphasis is on quality performance.

3.2 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis or 100% as specified in the PRS in conjunction with the Performance Work Statement.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the CO including any proposed contract deductions.

3.3 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are 100% surveillance or periodic surveillance. Customer complaints will not solely be used to judge actual performance but will be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further or future surveillance.

3.4 INFORM CONTRACT SITE-SUPERVISOR:

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Site-Supervisor of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance. Performance issues should also be an item of discussion during the weekly Contract Site-Supervisor / COR program status meetings.

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the COR for review and approval. The COR will sign and forward the CDR to the Contractor PM for the Contractor’s response and comments. The Contractor will have 7 calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward the Contracting Officer any CDR requiring further action (contract interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the Contracting Officer recommended actions with supporting rationale.

3.5 REVISIONS TO QASP: Revisions to this surveillance plan are the responsibility of NARA, the COR, and the Contracting Officer.

RFQ No.:88310318Q00015

ATTACHMENT 4

PERFORMANCE REQUIREMENTS SUMMARY

4.1 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any contract requirement from the PRS does limit the rights or remedies of the Government under any other provisions of the contract.

4.2 METHOD OF SURVEILLANCE.

The PRS provides the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

4.3 GOVERNMENT QUALITY ASSURANCE.

The Quality Assurance Surveillance Plan, Attachment 3, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Contractor, and the Contracting Officer will communicate to ensure satisfactory performance of contract requirements.

PERFORMANCE REQUIREMENTS SUMMARY

100% check of Monthly reports submitted

PWS 4.2.1. All Contractor employees shall be required to carry Contractor issued photo identification cards containing, as a minimum, the following information:

4.2.1.1. Contractor’s Company Name

4.2.1.2. Employee’s Name

4.2.1.3. Date of Issuance

4.2.1.4. Expiration Date

PWS 4.2.2. The photo identification cards shall be carried by the Contractor employees at all times during performance under the contract at the Government site.

PWS 4.2.3 Employee access is controlled to authorized areas.

(RS-4) Pick up and Transportation---PWS 3.1

PWS 3.1. Pickup and Transportation of Recyclable Materials:

3.1.2.2. Pallets will be delivered within 72 hours of request placed by the government. Pallets will be provided in quantities sufficient to provide at least one (1) week of continuous palletizing without re-supply, normally 75 – 100 pallets. Pallets must be in good repair and capable of supporting a full load of records.

PWS 3.1.3. Transportation of Recyclable Paper. The Contractor shall secure all recyclable materials in such a manner so as to prevent it from dropping off the conveyance while being transported. All trailers will be enclosed with metal sides, sealed, and secured to maintain control and security of the materials until destruction. Two load lock bars are required for all loads to avoid spillage. Drivers must have cell phones or other mobile telecommunications device.

PWS 3.1.3.1. The Contractor shall provide empty tractor-trailer trucks at the Records Center facilities, on dates agreed upon between the Records Centers and the Contractor, for the removal of wastepaper. The Contractor shall wait for the truck to be loaded (approximately 1 hour or less) and promptly remove it once loading is complete. The Contractor will provide the COR with a trailer number and the name of the driver before the truck arrives at the Records Center.

PWS 3.1.3.2. NARA Secure Document Disposal Wastepaper will be the only material on each trailer load. The contractor may mix loads of paper from one NARA location with loads of paper from another NARA location. However loads may not be commingled with loads from other firms or agencies. Wastepaper may only be transported on enclosed trailers with metal sides. The NARA location will furnish a single use cable seal for the truck for each load. The single use cable seal used to secure the trailer doors will be engraved with a serial number, which will be used to “seal” the load. The single use cable seal will be removed by cutting it with cable cutters prior to processing at the disposal site. The cut seal will be returned to the NARA location with the verification of destruction paperwork. Trailers will also be secured with a lock, which NARA will provide. Locks will be returned to NARA when at least 5 but no more than 10 have been accumulated by the contractor.

3.1.3.3. A “no cost to the Government” bill of lading or manifest will be provided to the driver authorizing the transportation of the material. The driver will accept the load by signing the “manifest” including the date and time of departure. The manifest will include the following information:

3.1.3.3.1. Point of origin

3.1.3.3.2. Contents

3.1.3.3.3. Date loaded

3.1.3.3.4. Number of pallets

3.1.3.3.5. Trailer number

3.1.3.3.6. Seal Number

3.1.3.3.7. Any remarks, and

3.1.3.3.8. Signature of Records Center employee affixing lock and seal and Contractor driver signature PWS 3.1.3.4. The truck will proceed directly on a dedicated run, without change of driver, from the Records Centers to the Contractor’s plant. The Contractor will promptly inform the designated Records Center officials should a delay of any nature occur in the delivery of the material to the plant. The cable lock seal will not be removed until the destruction facility is ready to process the material. If the trailer cannot be unloaded immediately, or if the destruction process is delayed or interrupted, the trailer will be kept locked, sealed, and in a secure area on the plant grounds. If the materials to be destroyed have been unloaded from the trailer and are to be stored within the Contractor’s facility, the Contractor shall ensure the security of the documents.

(RS-5) Contractor Vehicles PWS 3.2.1.

PWS 3.2.1. Contractor Vehicles PWS 3.2.1.1. All Contractor vehicles utilized in the performance of this contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor drivers shall possess a valid State Commercial Driver’s License and have a clean driving record. The Contractor or his/her employees shall not use personal vehicles for transportation of materials under this contract.

PWS 3.2.1.2. The Contractor shall ensure that all Contractor vehicles utilized under this contract are kept in proper working condition. Contractor vehicles shall be locked and properly secured while at the Government sites or Contractor site(s). Vehicles used in the performance of the contract shall not be left unattended while transporting recyclable materials under this contract.

(RS-6) Witnessed Disposal---PWS 3.3

PWS 3.3.1. Witnessed Disposal: All disposal of Federal records received from the Records Centers must be handled as either government—or Contractor—witnessed disposal.

PWS 3.3.1.1. Contractor Witnessed Disposal: If agencies have authorized the use of Contractors to witness disposal of its records, the Contractor shall provide a signed Certificate of Destruction after the records are destroyed (See Attachment 1). (See Certificate of Destruction paragraph 3.3.3.2.2) PWS 3.3.1.2. Government Witnessed Disposal: If NARA clients, e.g. Federal Agencies, require that a government employee witness the disposal of its records, a government employee shall be on-site to witness the disposal of the records. Trailers may not be opened without a government witness present and records must be destroyed while the government witness is present. Destruction of all records on an individual trailer shall occur at the same Contractor Secure Document Destruction facility unless otherwise authorized by NARA. The government employee witness and contractor will sign a Certificate of Receipt and Destruction form, Attachment 1, after the records are destroyed. The Government and the Contractor should receive a copy of this form.

(RS-7) Contractor Secure Destruction Facility ----

PWS 3.3.4

PWS 3.3.4. Contractor Secure Destruction Facility: Contractor agrees to provide a Secure Document Destruction facility capable of handling forecast volumes of destruction material for the Records Centers. Contractor will utilize existing Secure Document Destruction facility or set up a new Secure Document Destruction facility where these capabilities do not currently exist.

PWS 3.3.4.1. All recyclable materials shall be removed from the NARA premises and transported to a NARA approved Contractor Secure Destruction Facility for shredding and destruction. Prior to beginning performance under the contract, each Contractor and subcontractor facility designated as a destruction site will be inspected and approved in writing by the NARA Contracting Officer or a designated representative thereof. Each Contractor Secure Destruction facility shall meet the National Association for Information Destruction (NAID) AAA standards for facility access as a minimum, as well as meet all requirements of the contract.

PWS 3.3.4.2. Upon arrival of the IRS security waste at the Contractor facility, and until completion of destruction, the security waste material must be maintained in a secured holding area, which will prevent any disclosure or unauthorized access. Videotapes or other digital recordings of the destruction process and Contractor facilities shall be created for all lots (loads) of NARA recyclable materials. These recordings shall be kept for ninety (90) days and made available to the NARA Security / Disclosure Representative upon request. (See IRS clause 1052.224-9002, Disclosure of Information – Inspection).

PWS 3.3.2.1 End product specifications/requirements: In accordance with 32 CFR Part 2002, Controlled Unclassified Information (CUI), the Contractor shall destroy all media to the standards described in the National Institute of Standards and Technology’s Special Publication 800-88, Revision 1, Guidelines for Media Sanitization (NIST SP 800-88 R1). For hard copy material (paper) the Contractor shall use cross cut shredders which produce particles that are 1 mm x 5 mm (0.04 in. x 0.2 in.) in size (or smaller), or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 in. (2.4 mm) security screen.