ATT_07_DISP_GA_QUOTEFORM_11302017FINAL.docx

RFQ No.:88310318Q00005

ATTACHMENT 7

VENDOR QUOTE SUBMISSION FORM

The Vendor shall read and follow the instructions in Attachment 7 to complete all three Volumes (I, II and III) and provide supporting documentation in satisfaction of the quote submission requirements. Quotations furnished are not offers. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation nor to contract for supplies or services.

VOLUME 1 - TECHNICAL QUOTATION

Technical Understanding and Approach For each paragraph below the Vendor shall respond with it “certification response” or provide detailed narrative describing the approach (steps, supplies and services) to fulfill the requirement. The Vendor shall attach additional pages if necessary to provide a complete explanation of the information needed for any paragraph.

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.

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

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 locatoins. (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.

Explain process to be used to ensure compliance with this requirement. Describe below how this will be accomplished:

The site where destruction will be done is ______________(fill in)miles from the NARA Facility.

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

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).

Describe facility to be used to ensure compliance with requirement 3.3.4. Contractor Secure Destruction Facility:

Explain procedures for complying with: 3.3.4.2. 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).

Provide explanation to show that Contractor Secure Destruction facility meets the National Association for Information Destruction (N.A.I.D.) AAA standards for security as a minimum.

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.

4.1. 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.

Quality Control Plan is attached:

Vendor Response Select: YES NO

Any Exceptions to Requirements Above must be Explained Below:

If vendor is taking exception to any requirements explain below. (Cite paragraph number)

Certification

Vendor Response

Provide your company’s DUNS number:

VOLUME 2 - RELEVANT PAST PERFORMANCE

Relevant Past Performance Information. The Vendor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work.

Relevant Past Performance. The Vendor shall submit no more than three references for relevant past performance during the last five years. The quotation must describe the Vendor’s recent and relevant corporate performance on contracts/task orders related to the description of services. Relevant contracts/task orders are those contracts/task orders that are of similar scope, magnitude, nature, and work. The Vendor’s relevant past performance information must include a detailed description of the work performed and comparability to the quoted effort. The Vendor shall demonstrate how contract/task order work is comparable to quoted effort.

I certify I have submitted (Attachment 10) PPQs to at least 3 references :

Vendor Response Select: YES NO

And list below three firms for which you have provided work similar to this:

1. Firm name:

Description of work (including period, dollar value of contract and security requirements ):

2. Firm name:

Description of work (including period, dollar value of contract and security requirements ):

3. Firm name:

Description of work (including period, dollar value of contract and security requirements ):