Attachment 0002 - PWS_Draft_1.pdf

Performance Work Statement (PWS) Mobile Paper Shredding Services for Unclassified and Classified Documents

1.0 Introduction

The purpose of this Performance Work Statement (PWS) is to establish the requirements for a one-time on-site mobile paper shredding services to ensure the secure destruction of both unclassified and classified documents. The contractor shall provide on-site shredding services at designated locations, adhering to all applicable security protocols and regulatory standards.

2.0 Scope of Work

The contractor shall furnish all personnel, equipment, materials, and supervision necessary to perform on-site mobile shredding services. The services shall include, but are not limited to:

Secure collection and destruction of paper-based documents.

Adherence to security protocols for classified document disposal.

Compliance with environmental and disposal regulations.

Certification of document destruction upon completion.

Place of Performance will be at the 9th MSC Campus at Fort Shafter Flatts, Honolulu, Hawaii

96819.

Period of Performance: The Contractor shall provide on-site shredding services on the day specified by the Contracting Officer Representative (COR) between the hours of 0900 – 1600

HRS Hawaii Standard Time (HST). Date will be coordinated upon contract award.

The Contractor is responsible for being familiar with which days are State Holidays. Schedules can be revised by contacting the DPW office at 808-438-1600 within 72 hours’ notice.

3.0 Requirements

3.1 General Service Requirements

The contractor shall perform shredding services using an approved mobile shredding unit capable of handling classified and unclassified materials.

The contractor shall ensure all shredded material is disposed of in compliance with applicable regulations.

All shredded materials shall be rendered unreadable and irrecoverable.

The Contractor shall have equipment required to perform all aspects of the document retrieval and destruction.

All containers provided by the Contractor must be clearly marked for their intended use. The

DPW will be allowed to place additional non-permanent signage on containers at its discretion.

The Contractor will be required to supply the DPW with thirty-six (36) locking container bins to accommodate paper/records collection. Contractor will place container bins on the first floor per building for material collection.

3.2 Security Requirements

The contractor shall comply with all federal and organizational policies related to classified material disposal.

Personnel handling classified documents shall possess the appropriate security clearance.

Shredding of classified materials shall be conducted using equipment meeting NSA/CSS standards. A representative of the USG will be provided for the shredding of classified documents.

Confidentiality of all information is required. Therefore, the Contractor shall not inspect, view, peruse, copy, or examine any confidential material or documents whether designated for shredding or disposal or not. In addition, the Contractor shall not otherwise disclose, release or communicate any confidential information to any third person, individual, organization or entity not employed and approved by DPW. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of the contract upon receipt of written notice by the Contractor. The Contractor shall maintain confidentiality in accordance with best industry practices in compliance with federal and state laws, and in compliance with the National

Association for Information Destruction, Inc requirements for Contractor certification. The

Contractor's personnel designated to work with confidential records shall be required to sign a statement of confidentiality guaranteeing non-disclosure of information prior to performing any work described in this contract. The confidentiality statement shall be designed, implemented and maintained by the Contractor. If necessary, the statement of confidentiality shall be made available for viewing by DPW.

Containers must have either a top slot or side slot near the top designed to prevent theft of materials by reaching in. Containers must have a tamper evident locking system and be made of fire-resistant material. The Contractor will supply DPW-G4 representative with a key for all locking containers provided.

3.2.1 Invoicing Instructions

Contractor shall provide the following information on the invoice to the COR as follows:

Contractor Name and Address

Contract/Purchase Order Number

Contractor’s Remittance Address

Detailed description of shredding services provided, e.g. size and number of containers with itemized cost (for scheduled shredding), number of pounds shredded and cost per pound (for bulk service)

Location of where services were rendered.

3.3 Scheduling and Accessibility

The contractor shall provide flexibility in scheduling to accommodate urgent shredding needs.

The contractor shall ensure timely arrival and completion of shredding operations.

4.0 Performance Standards

The contractor shall ensure a 100% destruction rate of documents in compliance with governing regulations.

All services shall be executed with minimal disruption to client operations.

Certificates of destruction shall be provided for each shredding service.

5.0 Deliverables

Secure shredding of paper documents at client locations.

Documentation of each shredding service, including logs of materials destroyed.

Certificates of destruction issued upon completion.

6.0 Period of Performance

The contract period shall be established based on organizational needs, with options for renewal.

7.0 Special Considerations

Compliance with all federal, state, and local laws related to document destruction.

Adherence to environmental policies for disposal of shredded materials.

Use of cross-cut shredding methods for classified document disposal.

8.0 Additional Requirements

Contractor must provide barricades to protect the project site from pedestrians and other ongoing operations in the area. The Contractor must dispose of all site waste and materials in accordance with all applicable Federal, State, and local laws and regulations. The Contractor must coordinate with the Government to ensure the safety of the occupants and pedestrians of any equipment or vehicles in the area during the work. The Contractor must ensure all materials are stored in proper containers and labeled according to federal standards. Hours of operation will be between the hours of 9:00 AM to 4:00 PM, on the specified day, excluding Federal holidays.

9.0 Regulations

Contractor must always adhere to AR 25-400-2, The Army Records Information Management

System (ARIMS) regarding retention and disposition requirements. As a best practice, use a

“Privacy Act Cover Sheet” (DD Form 2923) as a cover when handling PII documents. For shredder residue size as a best practice, refer to NIST Special Publication 800-88.

Performance Requirements Summary

Performance Requirement

Standard Acceptable Quality Level

(AQL)

Method of Surveillance

Incentives/Disincentives

Secure Collection & Destruction

All documents must be destroyed in compliance with federal and organizational security protocols.

100% destruction rate of classified materials;

99.9% of unclassified materials must be rendered unreadable.

Direct observation, audit of destruction logs, periodic inspections.

Non-compliance may result in contract termination or penalties.

Compliance with

NSA/CSS

Standards for Classified Materials

Shredding equipment must meet

NSA/CSS

specifications for classified document disposal.

100% compliance with

NSA/CSS

standards.

Random audits, certification validation.

Failure to comply may result in immediate corrective actions or contract termination.

Scheduling & Timeliness

Services must be performed within the agreed-upon timeframe without disruption to client operations.

100% adherence to scheduled service times with a tolerance of ±15 minutes.

Review of service logs, client feedback.

Late arrivals exceeding tolerance may result in performance deductions.

Certification of Destruction

Certificates must be issued for each shredding service and accurately document materials destroyed.

100% of shredding services must be documented and certified.

Review of destruction logs and certificates.

Failure to provide certification may result in withheld payments until resolved.

Environmental & Disposal Compliance

Disposal of shredded materials must adhere to federal, state, and local environmental regulations.

100% compliance with disposal regulations.

Inspection of disposal procedures, review of compliance reports.

Non-compliance may lead to fines or legal consequences.