A23 RFQ Attach 1 - SOW.pdf

STATEMENT OF WORK

Defense Finance and Accounting Service (DFAS-IN)

Shredding Service PR# HQ0483515684

1. Introduction: The purpose of this requirement is to provide the Defense Finance and Accounting Service, Indianapolis, IN, with contractor services for onsite collection, shredding/destruction and disposal of sensitive Government papers/material. Vendors will also provide (QTY 90) 95-gallon shred bins (or equivalent).

Contractor to provide confidential on-site destruction of sensitive material to protect customer from identity theft, in accordance with the following laws 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)

2. Scope: The contractor shall provide all personnel, equipment (to include lockable collection bins which are left on site until collection), tools, materials, supervision, and other items and services necessary to perform all services identified herein from the following DFAS- IN.

3. Period of Performance: This service shall begin by March 14, 2025. Option years (4) could extend this contract to March 13, 2030.

4. Delivery/shredding site(s):

**DFAS Indianapolis- Main Location** DFAS-IN Force Protection 8899 East 56th Street Indianapolis, IN 46249 POC: Phillip Hirman, 317-212-1119 // Jeff Johnson 317-212-2733

DFAS-IN Warehouse- This location will not be regularly used; up to a few times per year.

3250 North Post Road, Suite 315, Building #3 Indianapolis, IN 46226

5. Material to be shredded or destroyed: Materials to be destroyed may include but not be limited to: diskettes, CD’s, photo impressions, computer tape, printouts, microfilm, carbon paper, carbon typewriter ribbons, notes, envelopes, work papers, or any other material containing names, addresses, SSN’s, credit information and any other confidential information.

Note: The Contracting Officer’s Representatives (COR) will act as the on-site point of contact for the Government. They will initiate requests and monitor performance. The COR or designee’s authority is limited to the technical issues and is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretations is the responsibly of the Contracting Officer. The COR or designee for each requirement will be identified on the individual award.

RFQ HQ0483515684 – Attachment 1 – Statement of Work

6. General Requirements: The following items are required by the vendor for DFAS Indianapolis’ shredding requirement:

6.1 The contractor shall pickup containers on a biweekly basis unless otherwise agreed upon between the contractor and DFAS.

6.2 Initial drop off of bins well as pickup (after contract completion) will be free of charge.

6.3. The contractor shall shred all DFAS-IN’s documents with supervision/observation of the COR or site designee on a biweekly basis on days agreed upon by the Government and contractor.

6.3.1 DFAS-IN will have up to 30 bins worth of material to shred per scheduled shredding date unless otherwise agreed upon with the vendor.

6.4 The contractor shall deliver 90 (ninety) 95-gallon or equivalent bins to DFAS-IN’s 8899 address to be used for the duration of this contract.

6.5 Shredding of DFAS’ documents on site must be done in reasonable amount of time.

6.6 The contractor will NOT be required to gather bins around the building.

6.6.1 DFAS-IN personnel will have the material to be shredded in vendor provided bins r eady at the dock.

a. Authorized Users. This agreement has been designated as a Defense Finance Accounting Service contract and ordering via this contract is decentralized. This agreement is open for ordering by all Defense Finance Accounting Services and Defense Military Pay Offices within the Department of Defense (DoD) Components.

b. Extent of Obligation. The Government is obligated only to the extent of the authorized contract actually made under this agreement and no guaranteed order amount is being made or implied.

6.8 Shredding: The contractor will provide cross-cut shredding to unreadable status for the convenient, safe and secure destruction of a variety of media which may include but not be limited to paper, photo impressions, printouts, floppy disk, compact disk, notes, envelops, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.

Shredding will produce residue partial sized not exceeding 5/16 inch in width or smaller strips of all paper grades (un-separated) for shredding.

Only appropriately cleared employees of the contractor will shred/destroy material. After specified destruction is accomplished, shredded material will be transported and properly disposed in accordance with all applicable local, state, and federal laws and regulations.

The contractor shall report the total amount of paper shredded by the number of boxes and bins on the monthly invoice.

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

7.1 DFAS Indianapolis 8899 E 56th Street address does not require security clearance to deliver/work on the premises.

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

7.3 The contractor shall inform the COR or other designated DFAS contact with information pertaining to the vehicle/driver for GSA approval at least one week prior to the pickup/shredding date.

7.4 This will be required initially and with every driver/truck change.

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

7.6 Federal holidays generally observed include:

New Year’s Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

7.7 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.

8. Certificate of Destruction: A signed certificate for shredding/destruction must be issued upon completion of each job. The certificate will be submitted to the COR and indicate the date of shredding/destruction, identify the material destroyed, method of destruction, number of pounds shredded and disposed and be signed by the individuals (contractor and Government) designated to destroy and witness the shredding. Destruction officials will be required to know, through their personal knowledge, that such material was shredded/destroyed. The certificate of destruction must include the contract number, invoice number, price per pound, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction is to accompany the invoice.

9. Transportation of Material: 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. Personnel must be security cleared and bonded. The Contracting Officers Representative (COR) or designee shall be authorized to observe the shredding and destruction process. The Contractor shall meet all Government security requirements and be agreeable to inspections.