A03 SOW 11-13-24.pdf

DRAFT

STATEMENT OF WORK

Defense Finance and Accounting Service, Cleveland (DFAS-CL) Contract For Destruction of Tapes & Hard Drives

November 12, 2024

1. Background: The purpose of this requirement is to provide the Defense Finance and Accounting Service, Bratenahl, OH, with on-site destruction services for 400 Tapes, 4200 Hard Drives, and 3043 destroyed drives. The contractor shall ensure the confidential on-site destruction of sensitive materials to protect the customer from identity theft. The destruction shall consist of both degaussing and shredding of the media in accordance with all the following relevant standards and regulations:

• The Privacy Act of 1974

• The Gramm-Leach-Bliley Act of 1999

• The Data Protection Act of 1998

• DFAS Regulation 5200.1-R (Information Security)

• DFAS Regulation 5205.1 (Operations Security)

• NIST Special Publication 800-88,

2. Scope: The contractor shall provide all personnel, equipment, materials, supervision, and services required for the complete and secure destruction of tapes and hard drives at DFAS-CL.

3. Period of Performance: The service shall be performed within 30 days after contract award.

4. Place of Performance:

Destruction/shredding site:

DFAS Bratenahl- Main Location [TS1]

DFAS-CL

555 East 88th Bratenahl, Ohio 44108

5. Contracting Officer Representative (COR): A COR will be appointed by the Contracting Officer to provide technical direction and administration of the contract. The appointment shall be in writing and shall state the scope of authority and limitations. The COR has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. The COR is not authorized to change any terms or conditions of the contract. Upon contract award, a letter of designation will be issued to the COR and shared with the Contractor.

6. General Requirements: The Contractor shall provide confidential on-site destruction consisting of degaussing and shredding of 400 Tapes, 4200 Hard Drives, and 3043 destroyed drives, ensuring compliance and protection of sensitive information. The Contractor shall provide all on-site destruction services with observation from the Contracting Officer Representative (COR) or site designee. DFAS-CL personnel will have the material to be destroyed ready at the destruction/shredding site identified in paragraph 4.

6.1 On-Site Shredding:

The Contractor shall provide confidential on-site destruction consisting of degaussing and shredding of 400 Tapes, 4200 Hard Drives and 3042 destroyed drives, ensuring compliance and protection of sensitive information. DFAS-CL personnel will have the material to be shredded ready at the destruction/shredding site identified in paragraph 4.

6.2. On-Site Degaussing:

• The contractor shall use equipment approved by the National Security Agency (NSA) to degauss tapes and hard drives.

• The degaussing process shall render the data unrecoverable, meeting the applicable security requirements.

• A Certificate of Destruction shall be issued for each item degaussed, detailing the date and time of degaussing, method and equipment used, and the serial numbers of tapes and hard drives.

6.3 Equipment and Personnel:

• The Contractor shall provide all necessary equipment to perform on-site degaussing and shredding. All equipment must meet federal standards for data destruction.

• The Contractor’s personnel shall be trained and certified in handling and destroying sensitive information and media. Only appropriately cleared employees of the contractor shall shred/destroy material.

• Personnel must be security cleared and bonded.

• Vehicles used for shredding by the contractor shall have watertight bodies which do not permit loss of paper/material. Open-box trucks, with or without canvas cover, shall not be used. Collection vehicles will be operated in accordance with activity rules and regulations while in the activity area and will be kept closed when moving or when not actually engaged in shredding paper/material. All vehicular equipment must be maintained in good repair and in a safe and clean condition. The contractor’s name must be painted or otherwise displayed prominently on each contractor owned vehicle. The contractor will have sufficient equipment for backup of regularly assigned vehicles to insure completion of contract requirements in the event of break downs or other equipment problems. Vehicles used for shredding and transporting material to the disposal site must have locking capability and are required to be locked.

7. Reporting and Certification: Upon completion of services, the Contractor shall provide a detailed report no later than 24 hours after destruction, including:

• A Certificate of Destruction for each tape and hard drive.

• The certificate must include the contract number, invoice number, price per pound, total price and company name.

• Details of the degaussing and shredding process used.

• Serial numbers of destroyed media.

• Date, time and location of destruction.

• Number of pounds shredded and disposed of.

• The certificate must be signed by the Contractor and COR.

8. Contractor Facility Requirements: The contractor will adhere to the following facility restrictions:

• DFAS Bratenahl 555 East 88th Bratenahl, Ohio 44108 address does not require security clearance to deliver/work on the premises.

• A CAC badge will not be required as the contractor will not need to enter the building.

• The contractor shall inform designated DFAS contact with information pertaining to the vehicle/driver.

• The Contractor shall meet all Government security requirements and agreeable to site inspections for vehicles.

9. Security Requirements-Uncleared Escorted Contractors:

Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• The following items must be submitted to the DFAS Personnel Security Office for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI).

2. OF306, Declaration for Federal Employment

3. A request from the Contracting Officer Representative (COR), in writing, for “Escorted

Access Only”

4. A set of fingerprints, unless any of the following apply.

a. The person has been fingerprinted for the Defense Counterintelligence and Security Agency (DCSA) within the past 30 days.

b. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

c. The person has a background investigation currently being adjudicated by the DCSA Adjudication and Vetting Services (DCSA AVS) or another AVS.

d. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

e. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

f. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

• Once the results of the fingerprints are received, and the results are negative for a criminal record, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

• In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S. Government/DFAS personnel or assets. If it is determined that the record is not disqualifying, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

• Contractor personnel with current, pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

• DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite. Contractors will not have or need direct system access.

10. Schedule: All work shall be performed during normal operating hours. Normal operating hours at DFAS-CL are 8:00AM – 4:30PM EST.

10.1 Federal Holidays: No work shall be performed on Federal Holidays. A full list of Federal Holidays can be viewed at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

10.2 Inclement Weather, Emergency, Unscheduled Closure or Early Release: Contractors are not required to report to an assignment if the federal government is closed due to inclement weather, emergency or in the event of an unscheduled closure. No charges shall be assessed for closures. Delay and closure information will be announced on the radio and TV stations in addition the Contractor POC may call the number for Center wide information at 1-877-277-3983, Option 8 for updates.

11. Invoicing: The Certificate of Destruction is to accompany the invoice. Payment will be made in accordance with the Prompt Payment Act. Invoices shall be submitted IAW with the solicitations Wide Area Workflow (WAWF) clause 252.232-7003. The COR will review the document and if it is correct, accept it electronically and forward it for payment.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/