Attachment 03 Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

United States Army Medical Center of Excellence (MEDCoE)

On-Site Document Destruction Service

1. GENERAL: This is a non-personal services contract to provide On-Site Document Destruction Service. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of the Services: The United States Army Medical Center of Excellence (MEDCoE), requires on-site document destruction services. Building 902 serves as the location of the administrative headquarters for a training brigade. Building 1152 serves as the location of the MEDCoE Inspector General’s Office. Building 1350 serves as the location of an administrative headquarters for a training battalion with training companies located in Buildings 591 and 2791. Building 1394 serves as a academic training facility. Building 2791 also serves as the location of administrative headquarters for two training battalions with training companies located in Buildings 908, 919, 922, 928, and 1002. Building 2792 serves as an administrative building for a tenant organization, subordinate organizations, and other MEDCoE directorates.

Building 2840 serves as the administrative headquarters for MEDCoE command. Building 2841 serves as the academic instructional facility. Building 3313 serves as the administrative headquarters for a training battalion with six training companies dispersed in Buildings 3312 and 3314. Building 4011 is the location of a subordinate directorate with responsibility for doctrine and capabilities development. Building 4196 serves as the location for the MEDCoE Rehearsal of Concepts (ROC) Drill Facility. Building 6130, Camp Bullis, is the location of a subordinate training support detachment. MEDCoE requires the capability to destroy bulk information that is sensitive and controlled, but unclassified; that must be disposed of in accordance with regulatory requirements for Personally Identifiable Information (PII), Personal Health Information (PHI), and organizational operations and functions information.

1.2. BACKGROUND: The mission of MEDCoE is to envision, design, train, educate, and inspire the world’s premier military medical force to enable readiness and strengthen America’s Army. The execution of the MEDCoE mission generates information and residual data that is not appropriate for standard trash or recycling containers. In accordance with Operations Security (OPSEC) requirements and other regulatory directives for the handling of PII, PHI, and sensitive operational information, this information must be disposed of in a manner that safeguards operational data and does not compromise the integrity of the training nor the personal information of individuals being trained or receiving service. The document destruction must be executed in a manner that maintains a chain of custody for the information, visual confirmation the information has been destroyed, and a printed or written record of destruction.

The use of these destruction measures will ensure acceptable safeguards are in place and regulatory standards are maintained for the protection of PII, PHI, and all operational information.

1.3. OBJECTIVES: The MEDCoE requires document destruction services that meet the regulatory standard for the protection and destruction of controlled unclassified information (CUI), sensitive unclassified information, personally identifiable information (PII), and personal health information (PHI). In order to maintain positive control of the documents, destruction must be accomplished on site for visual validation with a written/printed record of destruction.

The objective is to award a single firm fixed price (FFP) commercial service contract award, with four (4) option years, to perform the services as described. The FFP contract has been determined to be the method to meet this requirement as the organization does not possess the personnel nor the equipment necessary to execute this requirement.

1.4 Scope: Perform quality document destruction services.

1.5. PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12 month option years.

1.6. GENERAL INFORMATION:

1.6.1 Federal Observed Holidays: The contractor is not required to perform services on holidays.

New Years Day Labor Day Dr. Martin Luther King’s Birthday Columbus Day Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day

1.6.2. HOURS AND DAYS OF OPERATION: Services shall be performed between the hours of 8:00 a.m. to 4:30 p.m. Monday through Friday, not to exceed 40 hrs/week, excluding federal holidays.

1.6.2.1. During training holidays for active duty personnel, civilians are encouraged to use annual leave. If not on leave, civilian employees must report to work. The same applies to contract employees. During training or excused absences, contract employees may use personal time off in accordance with the contractor’s personnel policy, or report to work, which is not applicable to the requirements of this contract.

1.6.2.2 In the event of unplanned facility closure due to natural disaster, military emergency, severe weather, or facility-related problem that prevents the contractor’s personnel from performing under this contract, the contractor shall follow the same departure and reporting directions given to government personnel. The contractor shall not submit an invoice or otherwise seek additional payment from the Government for any expenses incurred by the contractor as a result of any such unplanned closure. The contractor will only be paid for actual services provided.

1.6.3 Place of Performance: Work performed in accordance with this PWS shall be at JBSA Fort Sam Houston, TX and the sub-installation at Camp Bullis, TX.

1.6.4. QUALITY CONTROL PLAN: The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The QCP shall initially identify potential problem areas and evolve over the life of the contract to incorporate identified problem areas based upon experience to develop an optimal QCP. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the contractor ensures himself that that their work complies with the requirement of the contract. The QCP shall include an inspection system covering all the performance evaluation attributes. It must specify the areas to be inspected on a scheduled and unscheduled basis, how often inspections shall be accomplished, and the title of the individual(s) who shall perform the inspection. The methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable. On site records of all inspections conducted by the Contractor and necessary corrective action taken shall be made available to the Government during the term of the contract. The Contractor shall update the QCP as required and provide copies to the KO and COR.

The Quality Control Plan shall be delivered to the COR for delivery to the KO 30 days after contract award. In the event revisions are required the Contractor shall return the revised QCP within five (5) working days of receipt of notification to revise. After acceptance of the quality control plan the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.5 Type of Contract: The Government will award a Firm Fixed Price Contract.

1.6.6. Security Requirements: This is an unclassified contract.

1.6.6.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.6.2 The Contractor shall not disclose or disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

1.6.6.3 The contractor shall comply with all applicable Department of Defense (DoD) security regulations and procedures during the performance of this contract. The contractor shall not disclose and will safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products that are obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

1.6.6.4 The Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA).

1.6.6.5 All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the Contracting Officer (KO).

1.6.6.6 The Contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the government, in writing, and updated as necessary throughout the contract period.

1.6.6.7 Installation Passes. The COR, if applicable, will coordinate the issue of required installation passes to contractor personnel. Contract personnel shall wear a badge that clearly identifies them as a contract employee. The badge will contain a personal picture, name of employee, and contractor's name. Badges shall be worn on the outer garment in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

1.6.6.8 The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss.

Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

1.6.7 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The

Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, will meet periodically, quarterly as a minimum, with the Contractor to review the Contractor’s performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.8 CONTRACTING OFFICER’S REPRESENTATIVE (COR).

The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.9. KEY PERSONNEL: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the execution of the requirements of this contract.

The contract manager or alternate shall be available between the hours of 0800 – 1700.

1.6.10. IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.6.11 TRAVEL. Travel within the local vicinity is required. Reimbursements for local travel are not authorized, nor are use of a government vehicle. Travel outside the local vicinity is not required.

1.6.12 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the USAR Facilities.

1.6.13 Other Direct Costs. N/A

1.6.14. DATA RIGHTS: N/A

1.6.15. ORGANIZATIONAL CONFLICT OF INTEREST: Contractor and sub-Contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.16 Antiterrorism (AT) and Operations Security (OPSEC): Not required.

1.6.19.1 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors’ employees shall comply with applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.19.2 For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

Part 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS.

2.1. DEFINITIONS:

2.1.1. Contractor. The term as used in this contract refers to the prime.

2.1.2. Contracting Officer. A person with authority to enter into, administer, or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. Deliverable. Anything that can be physically delivered, but may include non-physical things such as meeting minutes.

2.1.6. Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. Physical Security. Actions that prevent the loss or damage of government property.

2.1.8. Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. Quality Assurance Surveillance Plan (QASP). An organized, written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. Subcontractor. One that enters into a subcontract and assumes some of the obligations of the primary Contractor.

2.1.12. Work Day. The number of hours per day the Contractor provides services.

2.1.13. Work Week. Is defined as Monday through Sunday (dependent on workload and mobilization requirements).

2.2. ACRONYMS: List all acronyms used in the PWS and what they represent.

ACOR Alternate Contracting Officer's Representative AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial Off the Shelf CUI Controlled Unclassified Information DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer (the only person that can obligate the government and approve modifications to the contract) OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PHI Personal Health Information PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

Part 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: N/A

3.1. The Government will provide the vendor with all of the relevant data required to accomplish development of specific requirements and objectives described in PWS.

3.2. The Government will provide all supplies, equipment, and facilities required to perform work under this contract.

3.3. The Government shall provide the Contractor authority to access all information required to perform the required duties.

3.4. The Government will provide access to areas required to perform the required duties. The COR will provide coordination assistance to assist the contractor in accessing required facilities/areas.

3.5. The Government will provide access to areas required to properly safeguard equipment provided by the contractor in support of the required services.

Part 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

The Contractor shall furnish all tools and equipment required to perform work under this contract. It is the Contractor’s responsibility to provide the appropriate personnel with the skills and subject matter expertise corresponding to the level of effort required to ensure all tasks outlined in this PWS will be completed successfully and within the period of performance.

4.1. Materials.

4.1.1. The Contractor shall furnish the materials necessary to meet the requirements for the provision of services established under the terms of this contract.

4.2. Equipment.

4.2.1. The Contractor shall provide equipment and instrumentation necessary to properly and successfully complete the requirements of the Performance Work Statement.

4.2.2. All damaged and/or non-functional equipment, replaced by the contractor, is the property of the contractor, and will be returned to the contractor for the appropriate disposition. This only applies to equipment that has been provided by the contractor to support the requirements of the contracted service.

Part 5

SPECIFIC TASKS

5. SPECIFIC TASKS. On-Site Document Destruction

5.1. The contractor shall provide mission critical on-site document destruction services at the designated MEDCoE facilities. The designated facilities are Buildings 591, 902, 908, 919, 922, 928, 1002, 1152, 1350, 1394, 2791, 2792, 2840, 2841, 3312, 3313, 3314, 4011, 4196, and 6130 (Camp Bullis).

5.2. The contractor shall provide containers suitable for the collection of documents deemed as controlled unclassified information, sensitive information such as personally identifiable information (PII), personal health information (PHI), and any other organization operational information. The containers will be in two sizes; one size suitable for an office setting (small accumulation cabinet/console) and a size suitable for a warehouse setting (large accumulation mobile bin). The containers will be lockable and the keys and/or combination to the containers will be provided.

5.2.1. The contractor shall provide the lockable containers, by type, with initial delivery to a predetermined location in each designated buildings as follows:

Building 591, one (1) console;

Building 902, three (3) consoles;

Building 908, one (1) console;

Building 919, one (1) console;

Building 922, one (1) console;

Building 928, one (1) console;

Building 1002, one (1) console;

Building 1152, one (1) console;

Building 1350, three (3) consoles;

Building 1394, ten (10) consoles Building 2791, five (5) consoles and two (2) mobile bins for large accumulation;

Building 2792, fifteen (15) consoles and two (2) mobile bins for large accumulation;

Building 2840, twenty-two (22) consoles and six (6) mobile bins;

Building 2841, fifteen (15) consoles and two (2) mobile bins;

Building 3312, six (6) consoles;

Building 3313, five (5) consoles;

Building 3314, six (6) consoles, Building 4011, thirteen (13) consoles;

Building 4196, one (1) mobile bin; and Building 6130 (Camp Bullis), three (3) consoles.

The initial total container requirement is one hundred thirteen (113) cabinets/consoles and thirteen (13) mobile bins. The contractor shall provide the capability to add and/or remove containers upon request.

5.2.2. The contractor shall provide personnel responsible for the removal of the material from the document destruction containers at their predetermined location and transport the material to an exterior location where the document destruction vehicle has been pre-positioned. The contractor personnel will ensure all material is secure and positive accountability maintained throughout the document destruction process. The contractor shall provide removal of destructed material off-site.

5.2.3. The contractor shall provide document destruction that reduces the material to a minimum of 5/8” or less cross cut. The contractor shall provide a Certificate of Destruction upon completion of each destruction service.

5.3. The contractor shall provide on-site document destruction at a recurring frequency of every eight (8) weeks. The contractor shall provide the capability to coordinate “out of cycle” purges (destruction) of material (a maximum of once every quarter or four (4) times per year).

5.4. The contractor shall perform all manufacturer's recommended periodic visual checks of all document destruction containers to ensure the integrity of the container has been maintained. In cases where the integrity of the container has been compromised, the contractor will provide a replacement container of the same size as warranted by the location of the container.

5.5. DELIVARABLES:

5.5.1 Quality Control Plan (QCP): A QCP will be required in accordance with the specifications detailed in paragraph 1.8.1 of this Performance Work Statement.

5.5.2 Certificate of Destruction: Upon completion of each destruction service shall be provided to the COR.

Part 6

APPLICABLE REGULATIONS AND MANUALS

6. APPLICABLE REGULATIONS AND MANUALS: (Current Editions)

REG # DATE PUBLICATION TITLE

DOD Instruction 5200.48 6 Mar 20 Controlled Unclassified Information AR 380-5 25 Mar 22 Army Information Security Program ATP 3.39.32 8 Mar 22 Physical Security

Part 7

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

METHODS OF

MEASUREMENT

PERFORMANCE

METRICS

TASC 1.2. Provide on-site document destruction services at designated MEDCoE facilities.

Maintain 100% on-site destruction of information documents categorized as sensitive information, i.e., personally identifiable information; personal health information, and all other organization operations and functions information.

On-site destruction of materials results in residue 5/8” or less cross-cut.

Document destruction is accomplished on-site in a timely manner with residue meeting the size specified with the removal of destroyed material.

Part 8

ATTACHMENTS/TECHNICAL EXHIBIT LIST

8. ATTACHMENT/TECHNICAL EXHIBIT LIST:

8.1. None