Amendment 001-Secure Paper Destruction RFQ.pdf

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1 2

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment 001 6/3/2025

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

National Archives & Records Administration

Same as Block #6

8601 Adelphi Road - Room 3340

College Park, MD 20740

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State, and Zip Code) (x) 9A. AMENDMENT OF SOLICITATION NO.

X 88310325Q00035

9B. DATED (SEE ITEM 11)

5/31/2025

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [] is extended, [X] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __1__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Solicitation 88310325Q00035 for Secure Document Destruction Dayton + Multiple is hereby amended as follows:

1. See attached, RFQ Questions and Answers.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Contracting Officer 15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

BY Original Signed by (Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA FAR (48 CFR) 53.243

NARA – 88310325Q00035, Secure Document Destruction Dayton + Multiple Sites– Amendment 001

QUESTIONS AND ANSWERS

1. QUESTION: Is this a new procurement or a follow-on contract? Can you provide the latest contract number.

ANSWER: THIS IS A FOLLOW-ON CONTRACT. THE CURRENT PURCHASE

ORDER NUMBER IS 88310320P00019. THE CONTRACT TYPE IS A SELF

GENERATING INCOME CONTRACT.

RFQ CHANGE: NONE

2. RFQ CHANGE: IN THE CSS COVERSHEET, QUOTATION SUBMISSION INSTRUCTIONS,

CHANGE FROM “SELLERS.JENKINS@NARA.GOV” TO

SHARLENE.MCCUBBIN@NARA.GOV.

3. RFQ CHANGE: DELETE AND REPLACE RFQ ATTACHMENT 2, PERFORMANCE WORK

STATEMENT (PWS) (REFERENCE REVISED ATTACHMENT). REVISED NATIONAL

ASSOCIATION FOR INFORMATION DESTRUCTION (NAID) CERTIFICATION

REFERENCES TO VERSION 2017 IN THE FOLLOWING SECTIONS: 3.8 OPERATING

POLICIES AND PROCURES; 3.10 REQUIREMENTS APPLICABLE WHEN CONTRACTORS UTILIZE

SUBCONTRACTORS –TRANSPORTATION; 4.2 PERSONNEL IDENTIFICATION AND SECURITY

REQUIREMENTS; AND 6.0 CONTRACTOR QUALITY CONTROL.

4. RFQ CHANGE: DELETE AND REPLACE RFQ ENCLOSURE 3 TO PWS, PERFORMANCE

REQUIREMENTS SUMMARY (REFERENCE REISED ENCLOSURE). REVISED NATIONAL

ASSOCIATION FOR INFORMATION DESTRUCTION (NAID) CERTIFICATION

REFERENCES TO VERSION 2017 IN THE FOLLOWING SECTIONS: (RS-4) CONTRACTOR

SECURE DESTRUCTION FACILITY - PWS 3.6.4. AND (RS-7) SUBCONTRACTOR

TRANSPORTATION - PWS 3.10

5. RFQ CHANGE: IN RFQ ATTACHMENT 3, CONTRACT ADMINISTRATION, DELETE

PARAGRAPH III, ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE

PROCESSING PLATFORM (IPP) (JANUARY 2020).

6. RFQ CHANGE: RFQ CHANGE: IN RFQ ATTACHMENT 3, CONTRACT

ADMINISTRATION, DELETE PARAGRAPH IV, FINAL PAYMENT.

7. RFQ CHANGE: RFQ CHANGE: IN RFQ ATTACHMENT 3, CONTRACT

ADMINISTRATION, ADD PARAGRAPH III, PAYMENT/REPORT SUBMISSION

REQUIREMENTS.

ATTACHMENT 2

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

1.1 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 the destruction of temporary records after a specified period or occurrence of an event. The sensitive confidential nature of many of the records requires that the destruction process be secure and thorough to ensure against public dissemination of any of the data in the records.

1.2 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 to create space for the new annual accessions that are received from various agencies. 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's value, at the higher of the two quoted prices for "Sorted Office paper" in the Pulp and Paper Week (PPW) for the Chicago Region (as indicated in the solicitation and contract). This is intended as a no cost to the Government revenue generating award; however, the Government may pay the Contractor an established amount per ton per shipment for less than 20-ton load.

1.3 This PWS allows for a Contractor to provide the destruction services by any of these methods (shredding, pulping) provided the Contractor can fulfill the requirements of the PWS.

1.4 The nature of the material to be destroyed comes in two basic varieties: 1) Government-witnessed material (which must be destroyed in the presence of a Government official in order to ensure maximum protection from disclosure); and 2) Contractor-witnessed material (which requires that the Contractor provide a certified document to the Government, 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

2.1 The Contractor shall provide all labor, personnel, equipment, supplies, secured vehicles (as required), materials, supervision, and other related services necessary to provide off-site secure document destruction services for the Federal Records Center(s) located below:

2.1.1. Federal Record Centers (FRC) Serviced Under this Contract:

2.1.1.1 Dayton FRC, 3150 Springboro Road, Moraine, OH 45439

2.1.1.2 Kingsridge FRC, 8801 Kingsridge Drive, Miamisburg, OH 45458

2.1.1.3 Dayton FRC - Palletize Bldg., 200 Northpointe Dr, Fairfield, OH 45014

2.1.1.4 NPRC Military, 1 Archives Drive, Spanish Lake, MO 63138

2.1.1.5 NPRC Civilian, 1411 Boulder Boulevard, Valmeyer, IL 62295

2.1.1.6 Kansas City FRC (Subtropolis), 8600 NE Underground Dr., Pillar 300-G, Kansas City, MO 64161

2.1.1.7 Lee's Summit FRC, 200 Space Center Drive, Lee’s Summit, MO 64064

2.1.1.8 Lenexa FRC, 17501 W. 98th, Suites 3150 & 4748 Lenexa, KS 66219

2.1.1.9 Atlanta FRC, Atlanta, GA, 4712 Southpark Boulevard, Ellenwood, GA 30294

2.1.2. NARA FRC Hours of Operations for Scheduling Trailers at the Center:

2.1.2.1 Days and Hours trailers can be scheduled:

Days: Monday through Friday (except Federal Holidays)

Hours: 8:00 am to 1:30 PM

2.2 The Records Centers Program requires destruction of Federal Records and the Contractor to securely process and destroy Federal Records hereafter referred to as “secure paper or printed media” that are ready for destruction. The Records Centers may have paper or printed media varying in quality and quantity. The Contractor shall take all appropriate measures to prevent 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, 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. Because of such inspection, specific remedial measures may be required in cases where the Contractor is found to be non-compliant with contract safeguards.

2.3 All IRS data and records, including Federal Taxpayer Information (FTI) which is categorized as Controlled Unclassified Information (CUI), are sensitive and confidential. All data and records are sensitive and confidential. These documents must be safeguarded to prevent the occurrence of any unauthorized inspections and/or disclosures of the data and records. All secure paper or printed media to be destroyed under this contract are to be treated as CUI and must be safeguarded as such.

2.4 Estimated quantity. The disposal qualities in this contract are estimates only and may vary significantly due to various regulatory causes. Due to these unforeseen factors, quantities may vary by as much as 200-300% or more. No minimum quantity is guaranteed.

2.5 Transport of Secure Paper or Printed Media. Transportation to the Contractor’s primary processing location may be accomplished by the following methods:

2.5.1 Contractor Provided Transportation to Contractor Facility. This is Contractor provided transportation and shall conform with PWS paragraph 3.3 below.

2.5.2 NARA Transportation to Contractor Facility. This is NARA direct contracted transportation (NARA funded Bills of Lading (BOL)) and the material is delivered directly to the

Contractor processing facility. This is accomplished at no cost to the Contractor.

2.5.3 Transshipping between NARA FRCs. NARA may, based on agency need, transship secure paper or printed media from any other NARA FRC locations (see list of all FRCs PWS paragraph 2.1.1) to any site detailed in PWS paragraph 2.1 (at NARA expense) and the secure paper or printed media may subsequently be disposed under this contract using the transportation methods in PWS paragraph 2.5.1 or 2.5.2.

2.6 All contracted processing and destruction services shall be performed at Contractor or

Subcontractor owned facilities. Mobile destruction services are prohibited.

2.7 Applicability of National Association of Information Destruction (NAID® )

Requirements. NARA has adopted numerous best industry practices into this PWS for secure paper or printed media destruction and these are identified by paragraph citation throughout the

PWS. The paragraph citations are shown as follows in the PWS (NAID® paragraph X.X) where the “X.X” is the relevant numbered paragraph. An NAID AAA® certification certificate is not required; however, a current NAID AAA® Certificate for secure paper or printed media destruction is evidence of compliance with the indicated paragraph requirements. NAID AAA® certification definitions and procedures are available online at https://naidonline.org.

2.8 Definitions. The below listed definitions are quoted from the NAID® Certification Program and are the applicable definitions for the terms used throughout this work statement

2.8.1 ACCESS INDIVIDUALS – Individuals who have access to, or who can grant or authorize access to the Confidential Customer Media/(Confidential Government Information) to be destroyed at the Company’s location, including but not limited to 1) employees, 2) agents of

“Subcontractors” as defined herein, or 3) others providing any type of services to the applicant company that allows access to any area in which Confidential Customer Media/(Confidential

Government Information) is accessible. For NAID® Certification, Access Individuals also include officers, directors, owners, partners of the company or other individuals who have access to, can grant access to, or authorize access to the Confidential Customer Media/(Confidential https://naidonline.org/

Government Information) to be destroyed at the Applicant Company’s location. (NARA

Definition: For use in this PWS, within the NAID definition for Access Individuals NARA defines “access employees” as follows – Contractor Employees who have access to, or who can grant or authorize access to the Confidential Customer Media/(Confidential Government

Information) to be destroyed at the Company’s location but excludes employees of subcontractor companies (mills or transportation)).

2.8.2 ACCESS NON-EMPLOYEES – Access Individuals who are not employees. This subset of

Access Individuals is distinctly identified because of background screening requirements that apply to this category.

2.8.3 NON-ACCESS EMPLOYEES – Employees of the Company who are restricted from access to secure destruction areas and other areas where Confidential Customer

Media/(Confidential Government Information) is accessible or who have not been through or cannot be fully vetted for the NAID® Certification employee screening requirements. These employees must be accompanied, supervised, or always escorted by an Access Employee when in presence of Confidential Customer Media/(Confidential Government Information) to be destroyed. Also see Visitors.

2.8.4 PAPER OR PRINTED MEDIA – Information printed on paper or other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos.

2.8.5 SUBCONTRACTOR - Any entity the Company uses to provide services that are an integral part of the Company’s destruction service program and whose employees or agents have access to Confidential Customer Media/(Confidential Government Information) to be destroyed.

Examples include providers of temporary staffing, transportation, etc.

2.8.6 VISITORS - All individuals who may enter the secure destruction area/facility or enter an area/facility with Confidential Customer Media/(Confidential Government Information) for destruction and who are 1) not employed by the Company, 2) working as (or for) an independent contractor for the Company, 3) otherwise providing services for compensation to the Company, &/or 4) employees from another division or Company location who have not met all of the

NAID® Certification Employee Screening requirements and are not wearing a Photo ID badge, are considered Visitors. All Visitors must sign a Visitor log maintained by the Company, be provided a Visitor badge and be always escorted or under the supervision of an Access

Individual while in the secure destruction building or area with Confidential Customer

Media/(Confidential Government Information) for destruction. This includes, but is not limited to, current or prospective clients, service providers such as vending machine distributors, mechanics or technicians, or employees as noted above.

3.0 SECURE DOCUMENT DESTRUCTION AND RECYCLE SERVICES

3.1. Secure Paper or Printed Media Description

3.1.1 Annual Estimate of Volume and Weight [Average weight – 30 pounds per box]. The material is sorted office paper and categorized as Controlled Unclassified Information (CUI).

The age of the paper may date from the 1940s to the present day. Disposal falls into the following categories.

3.1.2 Contractor Witnessed Material.

3.1.3 Government Witnessed Disposal.

3.1.4 Special disposal projects generating large amounts of material will be coordinated with the

Contractor.

3.1.5 Secure paper or printed media will be palletized by NARA 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

(30) pounds per box.

3.1.6 Paper Quality. The secure paper or printed media is described as “sorted office paper."

However, NARA does not guarantee the quality of the paper.

3.2 NARA Provided Transportation to Contractor Primary Processing Facility

Requirements.

NARA’s intent is that this be a no cost to the Government contract. As some Contractor locations may be very far from the NARA FRC, transportation is provided by NARA funded and procured transportation directly to the Contractor’s disposal location. In these cases, NARA is responsible for security until the trailer enters the Contactor’s security perimeter at the

Contractor’s primary disposal facility. NARA will obtain clearance from the Contactor prior to shipping to the contractor’s facility. NARA will provide the Contractor the following:

3.2.1 NARA will plan to limit deliveries to the following:

3.2.1.1 Contractor normal operating hours.

3.2.1.2 Contractor shall be able to receive a minimum of two (2) trailers per day, but the minimum may increase based upon the Contractor’s ability to ingest trailers. The maximum number of trailers to be delivered to the Contractor’s location in a day is ____________

(contractor fill in on Attachment 7, Vendor Quotation Submission.

3.2.1.3 Obtain pre-clearance from Contractor’s logistics manager before dispatching load.

3.2.1.4 NARA will provide a NARA shipping POC to coordinate will transportation with the

Contractor which will include the notifications as follows:

3.2.1.5 When delivery is planned.

3.2.1.6 When the truck is booked.

3.2.1.7 Carrier name.

3.2.1.8 Origin of the load (which NARA site).

3.2.1.9 List of all loads scheduled for each day.

3.2.1.10 Minimum 48-hour notice of arrival of trailer loads.

3.2.1.11 Provide scanned and emailed copy of the BOL on departure from the NARA location.

3.2.1.12 The Contractor shall receive the material at its disposal location at the designated time and:

3.2.1.13 Visually inspect the load for signs of tampering or unauthorized entry and report to the

NARA COR any discrepancies.

3.2.1.14 Remove the cable seal by cutting.

3.2.1.15 Remove the padlock.

3.2.1.16 Return the seal and padlock to the shipping location as listed on the BOL.

3.3 Contractor Provided Transportation Requirements.

Contractor provided transportation from NARA FRC to Contractor primary processing facility and transportation from Contractor primary processing facility or when Contractor transports shredded material to a final destruction facility these requirements below apply:

3.3.1 Contractor provided transportation from NARA FRC/NRC/NPRC to Contractor primary processing facility.

3.3.1.1 Boxes of disposable records will be secured to Contractor-provided pallets by NARA personnel using plastic shrink-wrap and/or non-metal banding. The Contractor shall deliver pallets within 72 hours of a request placed by NARA. The Contractor shall provide pallets 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.

3.3.1.2 NARA personnel will load full pallets inside Contractor furnished trailers to full visible capacity (1200 cubic feet on average) with an electric forklift or pallet-jack. NARA personnel will secure pallets and boxes to prevent boxes from opening and spilling. Contract and

Subcontractor drivers shall speak and read English to facilitate communication between the driver and NARA dock staff as well as ensure that the driver can fill out and verify shipment documentation.

3.4 Transportation of Secure Paper or Printed Media.

The Contractor shall secure all secure paper or printed media in such a manner to prevent any material 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 shall have cell phones or other mobile telecommunications devices. (NAID paragraph 2.8 and 2.9)

3.4.1 The Contractor shall provide empty tractor-trailer trucks at the Records Center facility, on dates agreed upon between the Records Center and the Contractor, for the removal of secure paper or printed media. The Records Center will provide a minimum 48-hour advance notice to schedule Contractor trucks at the NARA facility. Orders for trucks placed after 12:00 noon

(local) shall be computed as placed the next business day. The Contractor shall provide the COR with a trailer number and the name of the driver before the truck arrives at the Records Center.

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. No minimum number of trailers per week is guaranteed. The Contractor may inspect the location to identify specific limitations and requirements of dock and storage space. A typical load will consist of 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 24 pallets. Less Than Load (LTL) destruction requirements may occur occasionally.

3.4.2. NARA secure paper or printed media shall be the only material on each trailer load. The

Contractor may mix loads of secure paper or printed media from one NARA location with loads of secure paper or printed media from another NARA location. However, loads shall not be commingled with loads from other firms or agencies. Secure paper or printed media shall 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 primary Contractor site. The cut seal will be returned to the NARA location with the verification of destruction paperwork. At origin NARA will also secure Contractor trailers with a lock, which NARA will provide. Contractor shall return cut cable seal, NARA provided lock and key, and a copy of the

Certificate of Destruction (Enclosure 1) to the originating shipping location as listed on the BOL.

3.4.3 NARA will provide Enclosure 1 Certificate Of Receipt And Destruction a “no cost to the

Government” bill of lading (BOL) or manifest to the driver authorizing the transportation of the material. This form will be used for both NARA funded transportation and contractor provided transportation. The driver shall accept the load by signing the manifest including the date and time of departure. The manifest shall include the following information:

Point of origin

Contents

Date loaded

Number of pallets

Trailer number

Seal Number

Any remarks, and

Signature of Records Center employee affixing lock and seal

Contractor driver signature

The form includes the following wording:

National Archives and Records Administration (NARA) Security Requirements. NARA shipments of Government secure paper or printed media require trailers to remain locked and always sealed. These locks and seals may only be removed by Government authorized personnel at the destination facility. Should a Transportation Services Provider be required to remove the NARA lock or seal, the National driver must contact NARA Security immediately:

Security Hotline 301-837-2900 24 hours-day 365 days a year. The driver must provide NARA

Security-

● The NARA BOL number

● Truck address and position

● Nature of the problem

● Drivers name

● Drivers phone number

● Approximate time of the occurrence

NARAs Transportation Department will contact the driver to obtain additional information regarding the lock and seal removal and to provide instructions on how to proceed with the shipment. Railroad use for this shipment is Not Authorized.

3.4.4 The truck shall proceed directly to the disposal site. NARA prohibits the use of interim

"collection" points. All shipments must be direct shipped from NARA to the primary Contractor facility and (when using Subcontractor mills) from the primary Contractor facility to the

Subcontractor facilities. If utilizing a Subcontractor for final destruction, the Contractor shall notify NARA how long an over-the-road trailer will take to travel between the primary

Contractor’s shredding facility and the Subcontractor’s pulping plant. Truck transfer must abide by all state and federal laws regarding speed or other road rules and requirements. It is understood that the travel between the Record Center facility and the destruction facility may require significant travel time. Short layovers in secure yards controlled by the Contractor or

Subcontractor-Transportation may be allowed to change drivers and/or tractors. In no instance shall the trailer be left unattended by either the driver or a yard manager. There shall be a direct hand-off of the trailer between drivers, but this contract recognizes that there may be a delay between the exchange and allows for limited (no more than 2 hours) between the drop and pick-up of the trailer within a secure yard. Per the BOL, the Contractor (or Subcontractor) shall promptly inform the designated Records Center officials should a delay of any nature occur in the delivery of the material to the destruction facility. The cable lock seal shall 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 shall 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 (or Subcontractor's) facility, the Contractor shall ensure the security of the secure paper or printed media.

3.4.5 Mishaps or delays. If delay or a mishap occurs or the trailer lock and seal need to be removed contact NARA Security as soon as possible, but no later than 24 hours, per the wording concerning notifications as detailed on the BOL (and explained in paragraph 3.4.3. above).

about:blank

3.4.6 Some of the trucks may contain secure paper or printed media that requires a NARA employee to witness the disposal process. The Contractor or Subcontractor-Mills 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.

3.4.7 The Contractor shall leave the Records Center’s 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 its agents due to carelessness or neglect.

3.5 Contractor Equipment. The Contractor shall provide enclosed 53-foot trailers with metal sides which have two load-lock bars for the pick-up and removal of secure paper or printed media. All vehicles used for transfer and/or destruction of media (whether intact or destroyed) will have lockable cabs and lockable, fully enclosed boxes. (NAID paragraph 2.8) Specific containers and other equipment will be coordinated with the approval of the COR. The

Contractor is also responsible for unloading secure paper or printed media at the destruction facility. All Contractor equipment shall be properly maintained by the Contractor to minimize mechanical problems and breakdowns. (NAID paragraph 2.6) The Government is not responsible for damage to the Contractor’s equipment.

3.5.1 NARA requires the trailer to the primary Contractor location to be secured and locked by

NARA staff using NARA provided locks and/or cable seals.

3.5.1.1 NARA staff will provide to the drivers’ keys to the trailer locks in case of an emergency or law enforcement action occurs and the driver must provide access to the trailer. However, due to the presence of the cable seals, the drivers do not have direct access to the load during shipment and are determined to be “non-access employees” (see definitions paragraph 2.8.3).

3.5.1.2 NARA also requires that the trailer load from NARA to the primary Contractor location shall only consist of NARA secure paper or printed media.

3.5.2. Contractor Vehicles

3.5.2.1 All Contractor and Subcontractor vehicles utilized in the performance of this contract shall be insured (at least to the minimum coverage required by the respective State) and shall have current state vehicle registration. All Contractor and Subcontractor drivers shall possess a valid and current Interstate or State Commercial Driver’s License. The Contractor and

Subcontractor shall not use personal vehicles for transportation of secure paper or printed media under this contract.

3.5.2.2 The Contractor and Subcontractor shall ensure that all Contractor and Subcontractor vehicles utilized under this contract are kept in proper working condition. Contractor and

Subcontractor vehicles shall be locked and properly secured while at the Government site(s) or

Contractor site(s). Vehicles used in the performance of the contract shall not be left unattended while transporting materials under this contract. (NAID® paragraph 2.7)

3.5.2.3 Contractors and Subcontractors are prohibited from moving secure paper or printed media by rail or intermodal transport.

3.6 Requirements for Destruction of secure paper or printed media received from the

Records Center.

3.6.1 Witnessed Disposal: All disposal of secure paper or printed media received from the

Records Centers must be handled as either Government—or Contractor—witnessed disposal.

3.6.1.1 Contractor Witnessed Disposal: For contractor witnessed disposal, the Contractor shall provide a signed Certificate of Destruction after the secure paper or printed media are destroyed, as shown in Enclosure 1. (See Certificate of Destruction paragraph 3.4.3)

3.6.1.2 Government Witnessed Disposal: If NARA require that a Government employee witness the disposal of its records, the disposal and witness will be coordinated with the Government.

The estimated amount of Government Witness Disposal is zero and would only exist if specifically requested by another Federal agency. However, the Contractor must be able to accommodate Government Witness Disposal if the need occurs during the term of the contract.

The Government recognizes the requirement to establish supplemental procedures between the

Contractor and the Government if this situation arises.

3.6.2 Destruction of Secure Paper or Printed Media

3.6.2.1 End product specifications/requirements. For hard copy material (paper or printed media), the Contractor shall use cross-cut shredders which produce particles of 1 mm x 5 mm

(0.04-inch x 0.2 inch) in size (or smaller), or the Contractor shall pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 inch (2.4 mm) security screen. If shredding deviates from the above specification, the material must be safeguarded in accordance with this PWS until it reaches the stage where it is rendered unreadable through additional means, such as burning or pulping. Only when these standards are met is the material deemed to be destroyed.

3.6.2.2 Multi-Phased Destruction. The Contractor may employ a multi-phased destruction process where the initial shred particle size is larger than the requirement in paragraph 3.6.2.1.

However, only when the material meets the standard in paragraph 3.6.2.1 is it deemed to be destroyed. Under multi-phase destruction, when paper or printed media is cross-cut shredded to

5/16 inch plus or minus 1/16-inch, certain security requirements are reduced. However, the

Contractor and Subcontractors shall still provide specified levels of security (throughout this

PWS) until the material is “destroyed” per 3.6.2.1.

3.6.2.3 Metal. The material may contain several contaminants beyond the normal level for sorted office paper – including staples, paper clips, and metal fasteners.

3.6.2.4 Electronic Media. It is not intended for the Contractor to destroy electronic media (tapes, hard drives, floppy discs, etc.) under this contract. Therefore, Contractors discovering any electronic media shall safeguard it in accordance with this PWS and contact the NARA

Government Contracting Officer Representative (COR) named in Attachment 3, paragraph II, a to determine disposition of electronic media. The Contractor shall double-wrap all electronic media found.

3.6.3 Requirements for Destruction Controlled Unclassified Information (CUI): The following procedures and policies are in place at the Records Center to ensure all document destruction follows Controlled Unclassified Information (CUI) policy:

3.6.3.1 Trucks carrying Controlled Unclassified Information (CUI) are to be locked and always sealed until actual destruction takes place. All “access employees” (see 2.8.1 above) are required to undergo disclosure safeguards awareness training during contract award orientation and annually thereafter.

3.6.3.2 In addition, the following guidelines from NIST 800-88, Rev 1 are incumbent upon

Contractors:

3.6.3.2.1 Shredding Precautions: When the Contractor uses shredding as the means to conform to the requirement for final destruction the Contractor shall ensure that material still in readable form after going through the shred process is re-shredded. Contractor shall ensure that designated shred areas are cleared of CUI materials.

3.6.3.2.2 Certificate of Destruction: The Contractor shall provide a Certificate of Destruction for all recyclable materials after the final destruction (secure paper or printed media conform with

PWS para 3.6.2.1) of each trailer load (the Contractor will need to verify with their subcontractor that material has been pulped before providing the Certificate of Destruction back to NARA).

The Contractor shall use and completely fill out the Certificate Of Receipt And Destruction at

Enclosure 1.

3.6.3.2.3 Contractor Secure Destruction Facility: Contractor agrees to provide a Secure

Document Destruction facility capable of handling forecast volumes of destruction material for the Records Center. The Contractor shall utilize an existing Secure Document Destruction facility or set up a new Secure Document Destruction facility where these capabilities do not currently exist.

3.6.4. The Contractor shall ensure the following:

• Baled material that is collected and/or stored at interim storage facilities (or at

Subcontractors locations) shall be protected within a controlled environment that prevents access by unauthorized individuals (NAID® paragraph 2.5)

• Accountability measures shall be in place to account for and track any baled CUI up to and until it is destroyed to the standards of the CUI Program.

• CUI media shall be secured while awaiting destruction. (NAID® paragraph 2.3)

• Shall only use a single location for primary processing.

3.6.5 Prior to the Contractor beginning performance under the contract, the NARA Contracting

Officer or designated representative will inspect and approve each Contractor facility and

Subcontractor facility designated in the contract.

3.6.6 The Contractor upon arrival of the secure paper or printed media at the Contractor facility, and until completion of destruction, shall maintain the secure paper or printed media in a secure holding area, which will prevent any disclosure or unauthorized access. The Contractor and

Subcontractor shall each have (3) three business days to process or destroy the secure paper or printed media. If vendor is unable to destroy material in (3) three days (normally this shall be a rare event due to equipment failure or maintenance) vendor shall notify NARA of delay and estimated time of repair and complete destruction within (3) three days of restoration of service.

This performance metric will be used by NARA in monitoring compliance with the contract.

(NAID® paragraph 3.7)

3.6.7 The Contractor shall provide for security video recordings of all facility access points, loading docks, and storage areas and shall retain video files for a minimum of 30 consecutive days in an organized, retrievable manner.

3.6.8 The Contractor shall provide for security systems, including security cameras to be inspected weekly and ensure they are operating as intended. (NAID® paragraph2.17)

3.6.9 In accordance with IRS clause 1052.224-9002, Disclosure of Information – Inspection “

The Internal Revenue Service shall have the right to send its officers and employees into the offices and plants of the Contractor and Subcontractors for inspection of the facilities and operations provided for the performance of any work under this contract.”

3.7 Compliance with regulations

3.7.1 The Contractor shall ensure that all secure paper or printed media are handled in accordance with FAR 52.245-1, Government Property.

3.7.2 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 all necessary permits, registrations, and licenses for recycling for the jurisdiction in which services are to be performed.

3.7.3 Publicity. The Contractor understands that publicity about the hauling and reuse of secure paper or printed media 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.

3.8 Operating policies and procures.

3.8.1 The Contractor shall maintain current written policies and procedures for drivers and destruction processing employees (these employees are “access employees” – reference 2.8.1 above who physically open boxes and touch the material to be destroyed). (NAID® paragraph

2.72.1a) NARA requires the contractor to have written policies and procedures and requires the

Contractor to communicate requirements to its employees.

3.8.2 The Contractor shall provide for, prior to gaining access to secure paper or printed media, all drivers and destruction processing employees shall sign an acknowledgement (Enclosure 4) indicating that they have received, read and understand the Company’s current written policies and operating procedures. The Contractor shall provide for a new acknowledgment to be signed by employees on an annual basis and kept on file. (NAID® paragraph 2.72.1b)

3.8.3 The Contractor shall have a written policy in place, stating that the Contractor shall notify any Customer of a potential release of, or unauthorized access to, that Customer’s Confidential

Customer Media that poses a threat to the security or confidentiality of that information within

60 days of the date of discovery of the data security breach incident. (NAID® paragraph

2.72.1c)

3.8.3.1 The Contractor shall report to NARA as soon as possible, but no later than 24 hours after a confirmed release or access of NARA information.

3.8.4 The Contractor shall have in place a written policy instructing and requiring employees to notify management of a potential release of, or unauthorized access to, Confidential Customer

Media that poses a threat to the security or confidentiality of the information. (NAID® paragraph

2.72.1d)

3.8.5 Baling of shredded secure paper or printed media is allowed if it is protected within a controlled environment that prevents access by unauthorized individuals. (NAID® paragraph

2.72.13)

3.8.6 The Contractor shall ensure that all visitors entering the secure destruction building, at a minimum, sign a log with their name, time in, affiliation, and time out. (NAID® paragraph

2.8612)

3.8.7 The Contractor shall have in place a third-party monitored alarm system and utilized when the secure destruction building, or Transfer Processing Station is unoccupied. (NAID® paragraph 2.714)

3.8.8 The Contractor shall have in place a written Incident Response Plan for responding to suspected or known security incidents. The Incident Response Plan shall include a post-incident business impact analysis and a process for documenting all incidents and their outcomes.

(NAID® paragraph 2.71e)

3.9 Requirements Applicable when Contractors Utilize Subcontractors – Mills. These

Subcontractor-Mill requirements in this paragraph (and sub paragraphs) are the reduced requirements allowable only when the material is reduced to the standards in PWS paragraph

3.6.2.2 in a Multi-phased Destruction. In a Multi-phased Destruction if the standards in PWS paragraph 3.6.2.2 are not met at the primary processing location then all requirements applicable to the primary location are also required of all subcontractors.

3.9.1 Certificate of Destruction. The Contractor shall complete the Certificate of Destruction only after final destruction (material conforms to PWS paragraph 3.6.3.2) is completed by the

Subcontractor.

3.9.2 Dedicated Loads. The Contractor shall ensure only NARA secure paper or printed media is the only material on each trailer load. The Contractor shall ensure no whole documents are transferred between primary Contractor location and the Subcontractor-Mill.

3.9.3 Lock and Seal. The NARA lock and seal are required on each truck load from receipt by the Contractor to the final destruction site. When a Contractor uses a Subcontractor for final destruction, it shall provide its own locks and seals from the primary Contractor site to the

Subcontractor final destruction site. Contractor locks and cables shall be equivalent to those

NARA provided.

3.9.4 Final Destruction. The primary Contractor shall only use a single Subcontractor location for final destruction. The contract shall contain the address of the Subcontractor location. NARA will inspect the Subcontractor location and must approve in writing any change to the location.

The Contractor shall ensure that final destruction only occurs within the continental U.S.

3.9.5 Log. The Contractor shall ensure that all visitors entering the Subcontractor’s secure destruction building, at a minimum, sign a log with their name, time in, affiliation, and time out.

3.9.6 On-Site Destruction. The Subcontractor shall perform final destruction on site and may not further subcontract out the final destruction.

3.9.7 Secure Holding Area. At the Subcontractor location material which is not immediately destroyed shall be in a secure area pending destruction. The standards in PWS paragraph 3.6.4 and 3.6.6 also apply to the Subcontractor.

3.9.8 Subcontractor-Mill location employees. Only after the material has been reduced to the standards in paragraph 3.6.2.1 and the material is transported to the Subcontractor-Mill in the secure location then the employees handling final destruction in the secure area are determined to be “non-access employees” (see definitions paragraph 2.8.2). The primary processing location

(subcontracted or not) employees are deemed “access individuals” IAW the definition in PWS paragraph 2.8.1 ACCESS INDIVIDUALS.”

3.10 Requirements Applicable When Contractors Utilize Subcontractors –Transportation.

These Subcontractor-Transportation requirements in paragraph 3.3 (and sub paragraphs) are the reduced requirements allowable only when the material is reduced to the standards in PWS paragraph 3.6.2.2 in a Multi-phased Destruction.

3.10.1 The prime Contractor may use multiple Subcontractors for transportation.

3.10.2 Monitor employees for Substance Abuse. Subcontractors shall monitor employees for

Substance Abuse (NAID® paragraph 2.71.3). The requirements of PWS paragraph 4.2.4 apply to transportation subcontractors.

3.10.3 Drivers Licenses. Subcontractors shall ensure driver possess valid and current drivers’ licenses (NAID® paragraph 2.71.5). The requirements of PWS paragraph 3.5.2.1 apply to the transportation subcontractors.

3.10.4 Transportation of Secure Paper or Printed Media. Subcontractors shall provide for secure Transportation of Secure Paper or Printed Media. The requirement of PWS paragraph 3.4 apply to the transportation subcontractors.

3.10.5 Dedicated Loads. Subcontractors shall ensure NARA secure paper or printed media shall be the only material on each trailer load. The requirements of PWS paragraph 3.9.2 apply to the transportation subcontractors.

3.10.6 Report Mishaps or Delays. Contractor shall immediately report to NARA all

Subcontractor mishaps or delays. The requirement of PWS paragraph 3.4.5 apply to the

3.10.7 Truck proceeds directly to the disposal site. Subcontractors shall ensure the truck proceeds directly to the disposal site. The requirement of PWS paragraph 3.4.4 apply to the

3.10.8 Contractor Equipment. Subcontractors shall ensure sufficient Contractor Equipment.

The requirements of PWS paragraph 3.5 apply to the transportation subcontractors.

3.10.9 Intermodal. Subcontractors are prohibited from moving secure paper or printed media by rail or intermodal transport. The requirements of PWS paragraph 3.5.2.3 apply to the transportation subcontractor.

4.0 CONTRACTOR PERSONNEL

4.1 Project Manager. NARA requires the Contractor provide an individual to act as the Project

Manager and serve as 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 (Project Manager/Contractor point of contact) shall meet the following minimum requirements: Five (5) years of 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 “access individuals” shall be required to carry Contractor issued photo identification cards containing, as a minimum, the following information (individuals/employees or visitors not read into the safe-guards, non-disclosure, and penalties can only have escorted access): (NAID® paragraph 2.72)

● Contractor’s Company Name

● Employee’s Name

4.2.2 The Contractor shall ensure all employees (including drivers) always have in their possession when on duty a government-issued photo identification.

4.2.3 The Contractor shall ensure employee access to authorized areas is controlled.

4.2.4 The Contractor shall have in place an anti-drug policy and employee drug use monitoring program. The Contractor shall monitor “access employees” for drugs/substance abuse.

4.2.5 The Contractor shall have a system for employee background checks. (see NAID® paragraph 2.71.2 and 1.4).

4.2.6 Contractor shall ensure that while at NARA’s locations, drivers and other employees of

Contractor shall wear a specific uniform (minimum of Company shirt) to improve recognition by

Customers. (NAID® paragraph 2.73).

4.3 Mandatory Training for Contractor Staff

4.3.1 The Contractor shall 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 “access employees” (reference 2.8.1 above) and Subcontractor employees 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 “access employees” 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 Information Disclosure Penalties And Nondisclosure

Agreement” (Enclosure 4). The signed form (original) shall be retained by the Contractor. If requested, the Contractor shall provide copies of the signed forms to the COR.

4.3.3 As new Contractor “access employees” (reference 2.8.1 above) join the Contractor, the

Contractor shall ensure that disclosure/safeguards awareness training occurs 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.

http://www.irsvideos.gov/Governments/Safeguards/SafeguardsSecurityAwarenessTraining

4.3.4…