ATT_07_DISP_QUOTEFORM_SB_SEA_05272020_NHLTS.docx

RFQ No.:88310320Q00075 Page 17 of 17

SECURE DOCUMENT DESTRUCTION – FEDERAL RECORDS CENTERS SAN BRUNO AND SEATTLE

ATTACHMENT 7

VENDOR QUOTE SUBMISSION FORM

The Vendor shall read and follow the instructions in Enclosure 6 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. Secure Paper or Printed Media Description

3.1.1 Annual Estimate of Volume and Weight [Average weight – 30 pounds per box]. See PWS Attachment 2. The material is mixed 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.

3.1.1.1 Vacant

3.1.1.2 Contractor Witnessed Material.

3.1.1.3 Government Witnessed Disposal.

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

3.1.2 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.

3.1.2.1 Paper Quality. The secure paper or printed media is described as “mixed paper." However, NARA does not guarantee the quality of the paper.

3.2 NARA Provided Transportation to Contractor Primary Processing Facility Requirements.

3.2.1 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.

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

3.2.2.1 NARA will plan to limit deliveries to the following:

3.2.2.1.1 Contractor normal operating hours.

3.2.2.1.2 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 Quote Submission Form).

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

3.2.2.2 NARA will provide a NARA shipping POC to coordinate will transportation with the Contractor which will include the notifications as follows:

3.2.2.2.1 When delivery is planned.

3.2.2.2.2 When the truck is actually booked.

3.2.2.2.3 Carrier name.

3.2.2.2.4 Origin of the load (which NARA site).

3.2.2.2.5 List of all loads scheduled for each day.

3.2.2.2.6 Minimum 48 hour notice of arrival of trailer loads.

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

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

3.2.3.1 Visually inspect the load for signs of tampering or unauthorized entry and report to the NARA COR any discrepancies.

3.2.3.2 Remove the cable seal by cutting.

3.2.3.3 Remove the padlock.

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

3.3.3 Transportation of Secure Paper or Printed Media. The Contractor shall secure all secure paper or printed media in such a manner so as 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 para 2.8 and 2.9)

3.3.4 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 hours 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 in order 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.

3.3.5. 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 to the originating shipping location as listed on the BOL.

3.3.6. NARA will provide Attachment 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:

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

3.1.3.3.9 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 sealed at all times. 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.

3.3.7 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 lay-overs 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.

3.3.8 Mishaps or delays. If delay or a mishap occurs or the trailer lock and seal needs 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 para 3.3.6. above).

3.3.9 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.

3.3.10 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.

If vendor will not be transporting (circle): N/A

3.4 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 para 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 so as to minimize mechanical problems and breakdowns. (NAID para 2.6) The Government is not responsible for damage to the Contractor’s equipment.

3.4.1 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.

3.4.1.1 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 para 2.8.3).

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

3.4.2. Contractor Vehicles

3.4.2.1 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.

3.4.2.2 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® para 2.7)

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

3.5.2 Destruction of Secure Paper or Printed Media

3.5.2.1 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.

3.5.2.1.1 Multi-Phased Destruction. The Contractor may employ a multi-phased destruction process where the initial shred particle size is larger than the requirement in para 3.5.2.1. However, only when the material meets the standard in para 3.5.2.1 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 3.5.2.1.

3.5.2.2 Metal. The material may contain an amount of contaminants beyond the normal level for mixed paper – including staples, paper clips, and metal fasteners.

3.5.2.3 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 4, paragraph 1B to determine disposition of electronic media. The Contractor shall double-wrap all electronic media found.

Describe destruction process in sufficient detail to verify Contractor compliance with the above.

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

3.5.3.1 Trucks carrying Controlled Unclassified Information (CUI) are to be locked and sealed at all times 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.

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

3.5.3.2.1 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. Contractors shall ensure that designated shred areas are cleared of CUI materials.

3.5.3.2.2 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 3.5.2.1) of each trailer load. The Contractor shall use and completely fill out the CERTIFICATE OF RECEIPT AND DESTRUCTION at Attachment 1.

3.5.4 Contractor Secure Destruction Facility: Contractor agrees to provide a Secure Document Destruction facility capable of handling forecast volumes of destruction material for the Records 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.

3.5.4.1 The Contractor shall ensure the following:

3.5.4.1.1 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® para 2.5)

3.5.4.1.2 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.

3.5.4.1.3 CUI media shall be secured while awaiting destruction. (NAID® para 2.11)

3.5.4.1.4 Shall only use a single location for primary processing.

3.5.4.2 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.

3.5.4.3 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® para 3.7)

3.5.4.4 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.

3.5.4.4.1 The Contractor shall provide for security systems, including security cameras to be inspected weekly and ensure they are operating as intended. (NAID® para 2.17)

3.5.4.4.2 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.”

Initial Processing When Using 2 Step Destruction. Vendor Response Select

1) Yes / No – “3.5.4.1.4 Shall only use a single location for primary processing.”

2) Site where initial processing will be done is:

Name of Mill:_______________________________________ Address:____________________________________________

3.6 Compliance with regulations

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

3.6.2 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.

3.6.3 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.

3.7 Operating policies and procures.

3.7.1 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® para 2.1a) NARA requires the contractor to have written policies and procedures and requires the Contractor to communicate requirements to its employees.

3.7.2 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 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® para 2.1b)

3.7.3 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® para 2.1c)

3.7.3.1 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. (per OMB M-17-12 and Enclosure 4 NARA Terms and Conditions para 6. SECURITY OF INFORMATION AND PROTECTION OF CONTROLLED UNCLASSIFIED INFORMATION, INCLUDING PERSONALLY IDENTIFIABLE INFORMATION (APRIL 2017)).

3.7.4 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® para 2.1d)

3.7.5 Baling of shredded secure paper or printed media is allowed as long as it is protected within a controlled environment that prevents access by unauthorized individuals. (NAID® para 2.13)

3.7.6 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® para 2.12)

3.7.7 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® para 2.14)

3.7.8 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® para 2.1e)

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® para 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 on line at https://naidonline.org.

Attached Copy of Certification.

“I am NAID certified and a copy of my Certification is attached:”

Vendor Response Select:

YES NO

3.8 Requirements Applicable when Contractors Utilize Subcontractors – Mills. These requirements in para 3.8 (and sub paragraphs) are the reduced requirements allowable only when the material is reduced to the standards in PWS para 3.5.2.1.1 in a Multi-phased Destruction.

3.8.1 Certificate of Destruction. The Contractor shall complete the Certificate of Destruction only after final destruction (material conforms to PWS para 3.5.2) is completed by the Subcontractor.

3.8.2 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.

3.8.3 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.

3.8.4 Final Destruction. The primary Contractor shall only use a single may use no more than two (2) Subcontractor locations for final destruction. The contract shall contain the address of the Subcontractor location(s). NARA will inspect the Subcontractor location(s) and must approve in writing any change to the location(s). The Contractor shall ensure that final destruction only occurs within the continental U.S.

3.8.5 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.

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

3.8.7 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 para 3.5.4.1 and 3.5.4.3. also apply to the Subcontractor.

3.8.8 Subcontractor-Mill location employees. Only after the material has been reduced to the standards in para 3.5.2.1 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 para 2.8.2).

Certification will perform above tasks without exception.

“…shall no more than two (2) Subcontractor locations for final destruction.”

Subcontractor:

Mill Name:______________________________________(fill in) Address Location:________________________________(fill in) Mill Name:______________________________________(fill in) Address Location:________________________________(fill in)

Vendor Response Select: YES NO NA

If vendor will not be using Subcontracted Mill (circle) N/A and leave address blank

3.9 Requirements Applicable When Contractors Utilize Subcontractors –Transportation. These requirements in para 3.9 (and sub paragraphs) are the reduced requirements allowable only when the material is reduced to the standards in PWS para 3.5.2.1.1 in a Multi-phased Destruction.

3.9.1 The prime Contractor may use multiple Subcontractors for transportation.

3.9.2 Monitor employees for Substance Abuse. Subcontractors shall monitor employees for Substance Abuse (NAID® para 1.3). The requirements of PWS para 4.2.4 apply to transportation subcontractors.

3.9.3 Drivers Licenses. Subcontractors shall ensure driver possess valid and current drivers licenses (NAID® para 1.5). The requirements of PWS para 3.4.2.1 apply to the transportation subcontractors.

3.9.4 Transportation of Secure Paper or Printed Media. Subcontractors shall provide for secure Transportation of Secure Paper or Printed Media. The requirement of PWS para 3.3.3 apply to the transportation subcontractors.

3.9.5 Dedicated Loads. Subcontractors shall ensure NARA secure paper or printed media shall be the only material on each trailer load. The requirements of PWS para 3.3.5 apply to the transportation subcontractors.

3.9.6 Report Mishaps or Delays. Contractor shall immediately report to NARA all Subcontractor mishaps or delays. The requirement of PWS para 3.3.8 apply to the transportation subcontractors.

3.9.7 Truck proceeds directly to the disposal site. Subcontractors shall ensure the truck proceeds directly to the disposal site. The requirement of PWS para 3.3.7 apply to the transportation subcontractor.

3.9.8 Contractor Equipment. Subcontractors shall ensure sufficient Contractor Equipment. The requirements of PWS para 3.4 apply to the transportation subcontractor.

3.9.9 Intermodal. Subcontractors are prohibited from moving secure paper or printed media by rail or intermodal transport. The requirements of PWS para 3.4.2.3 apply to the transportation subcontractor.

Certification will perform above tasks without exception.

Vendor Response Select: YES NO

If vendor will not be using Subcontracted Transportation (circle): N/A

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 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® para 2.2)

· Contractor’s Company Name

· Employee’s Name

4.2.2 The Contractor shall ensure all employees (including drivers) have in their possession at all times 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® para 1.2 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® para 2.3).

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 of Privileged Nature of Records” form (PWS Attachment 5). 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.

4.3.4 Contractor shall ensure that NARA-provided training materials are adapted to meet any special or unique training requirements of Contractor “access employees”.

4.4 Employee Disclosure Safeguards: Prior to beginning performance under this contract, the Contractor shall notify its employees 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 “access employee” (see 2.8.1 above), that the employee understands and accepts the terms and conditions as related to the civil and criminal sanctions related to unauthorized Disclosure. Contractor shall have in place with Subcontractors agreement which requires non-disclosure agreements for the subcontractor employees. The Contractor shall maintain signed Acknowledgement of Privileged Nature of Records form (PWS Attachment 5) for each “access employee”. If requested, the Contractor shall provide copies of the employee acknowledgement form to the COR.

6.0 CONTRACTOR QUALITY CONTROL

6.1 The Contractor shall develop and maintain a Quality Control program to ensure destruction and recycling services are performed in accordance with the applicable NAID AAA® standards and this PWS (NAID® para 3.7 and 3.8). 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.

6.1.1 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 Contracting Officer Representative (COR) will perform surveillance on those tasks listed in Attachment 4, Performance Requirements Summary (PRS), and will record 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 NARA inspection with be based on the Quality Assurance Surveillance Plan (QASP) PWS Attachment 3.

YES NO

7.0 DELIVERABLES

7.1 Certificates of Destruction (COD), Weight Tickets, Seals & Locks. The Contractor shall return the cut cable seal, NARA provided lock and key, weight tickets and a copy of the Certificate of Destruction to the originating shipping location as listed on the BOL.

7.2 Monthly Reports: The Contractor shall provide each monthly report to the CO and the COR within 30 days of the end of the month reported. The Contractor shall prepare and submit all monthly report documents electronically and in the Contractor developed format. See detail description in Enclosure 4 para 1. Monthly report will include:

· Weight Tickets. The Contractor shall include copies of weigh tickets (or equivalent) that show the weight of paper in each trailer.

· Along with a copy of each relevant Certificates of Destruction.

7.3 Payment to NARA. The Contractor shall submit a payment by the 30th day of each month for all activity during the prior month to the COR.

Any Exceptions to Requirements Above must be Explained Below:

If vendor is taking exception to any requirements explain below. If Contractor is currently not in compliance with a given requirement, vendor may explain how it will comply and when. (Please cite paragraph number for each explanation).

Contractor Requirements For NARA Transportation Delivery. List and Explain Below:

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

3.2.2.1 NARA will plan to limit deliveries to the following:

3.2.2.1.1 Contractor normal operating hours.

3.2.2.1.2 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 Quote Submission Form).

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

3.2.2.2 NARA will provide a NARA shipping POC to coordinate will transportation with the Contractor which will include the notifications as follows:

3.2.2.2.1 When delivery is planned.

3.2.2.2.2 When the truck is actually booked.

3.2.2.2.3 Carrier name.

3.2.2.2.4 Origin of the load (which NARA site).

3.2.2.2.5 List of all loads scheduled for each day.

Contractor list any other specific requirements related to trailer delivery:

The maximum number of trailers to be delivered to the Contractor’s location in a day is____________(contractor fill in).

Certification

Vendor Response

Is your company considered a small business?

List for which NAICS codes:___________________________________

Select: YES NO

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. Failure to provide this information may result in rejection of the quote and no further consideration.

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 ):

Rev 02212020