Attachment 1_PERFORMANCE WORK STATEMENT 3-10-2022.pdf

Solicitation # 12FPC422Q0006

PERFORMANCE WORK STATEMENT

SHREDDING AND DESTRUCTION SERVICES

USDA FARM SERVICES AGENCY

OHIO COUNTY OFFICES

1. GENERAL

This is a commercial services contract to provide shredding and destruction of documents containing Personally Identifiable Information (PII) for the USDA Farm Services Agency (FSA) County Offices. FSA is a federal agency within the United States Department of Agriculture that administers Farm Bill Programs.

This is a non-personal services contract.

2. DESCRIPTION OF SERVICES

2.1 The contractor shall provide all personnel, equipment, supplies, materials, tools, facilities, transportation, supervision and other non-personal services necessary to provide offsite document destruction for multiple FSA County Offices.

2.2 The services are required in 66 FSA County Offices located throughout Ohio. See complete list of attached locations.

2.3 Contractor will supply a wheeled locking container(s) at each identified location. Each locking container(s) will contain a slot for inserting documents. These containers will be filled by staff as needed. The shredding and destruction services are for paper products only.

2.4 Contractor will have all bins dropped at locations within a two-month span.

Schedule of Service for FSA Offices with:

a. Full Time offices:

b. Part time offices:

1 container on a 8-week rotation. 56 days 1 container on a 12-week rotation. 84 days

Each location will require a pickup every eight (8) weeks or every twelve (12) weeks as identified by location. Upon pickup, the contents of each barrel shall be taken to the offsite locations for proper destruction.

2.5 The container size required is 65 gallons. The containers size(s) and schedule may be adjusted at anytime by the Contracting Officer to better complement the end-user's requirements. Notice will be provided to the Contractor when adjustments are required. The local offices will not direct the Contractor to make modifications to the Contract. Direction shall be received from the CO with coordination of the designated Contracting Officer Representative (COR).

2.6 The contract requires “On-Call” services occasionally. Contractor shall provide on-demand services at the request of the Contracting Officer.

2.7 The contract requires additional containers or shredding trucks during periods of document “Purging”. This is an occasional service. Contractor shall provide on-demand Purging services at the request of the Contracting Officer.

2.8 The contract requires additional box pickup and purges be available, all boxes are the equivalent size of copy boxes. On-Call, Purging and Additional Box pickups shall be priced in advance.

Contractor has 24 hours to respond to a request for pickup or purges.

2.9 Contractor shall provide a Certificate of Destruction (either Paper or Electronic) for each serviced location for which shredding occurs. The Certificate of Destruction will contain:

a. Location of FSA County Office

b. Date destruction service provided

c. Number of containers destroyed

d. Weight of container (optional)

e. Signature and title of Contractor employee performing services

f. “Destroyed to AAA/NAID standards”

2.10 Shredded material is taken to the Contractor's facility, or to an offsite facility, where it will be destroyed by burning, mulching, pulping, shredding, or disintegrating.

2.11 No minimum or maximum shredding weight is guaranteed or implied under this contract.

3. CONTAINER REQUIREMENTS

3.1 Contractor shall provide the size and number of locked secured containers as indicated and distribute the containers to the FSA County Offices as directed.

3.2 Containers and consoles must have either a top slot or side slot near the top designed to prevent theft of materials by reaching in.

3.3 Contractor will supply Government representative with a key for locking all containers and consoles.

If a key is lost, the Contractor will supply replacement key at no additional charge.

3.4 Contractor shall be responsible for maintaining all containers and ensuring containers are in good working order, cleaning containers as necessary and providing replacement and/or additional containers and consoles as requested.

3.5 Contractor shall agree that the Government shall not be responsible for any liability incurred by the Contractor or the Contractor's personnel arising out of the possession, use, maintenance, delivery, return, and/or collection from the containers and consoles provided by the Contractor.

4. SPECIFIC EQUIPMENT REQUIREMENTS

4.1 Contractor equipment must be specifically designed for shredding services.

4.2 Contractor's shredding equipment must have the capacity to handle the volume of material generated or produced through the course of government business and must safely and completely destroy all materials whether stapled, clipped, bound, etc.

4.3 Contractor's shredding equipment must convert the material into small unreadable pieces which are mixed, compressed and secured until destroyed.

5. CONFIDENTIALITY

Confidentiality of all information is required. The Contractor shall maintain confidentiality in accordance with best industry practices in compliance with federal and state laws, and in compliance with NAID requirements for Contractor certification. The Contractor's personnel designated to work on 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 requested, the statement of confidentiality shall be made available for viewing by the Contracting Officer. Therefore, the

Contractor or subcontractors shall not inspect, view, peruse, copy, or examine any material or documents whether designated for shredding or disposal or not. In addition, the Contractor shall not otherwise disclose, release or communicate any information, including materials or documents to any third person, individual, organization or entity not employed or approved by FSA Ohio. Should any violation or breach of this provision occur, such shall constitute cause for termination of the contract upon receipt of written notice of the violation or breach by the Contractor.

6. CONTRACTOR QUALIFICATIONS/PERSONNEL QUALIFICATIONS

6.1 The Contractor is required to have an AAA Certification from the National Association for

Information Destruction (NAID). The Contractor is required to maintain certification throughout contract duration.

6.2 Contractor is to provide supervised and uniformed personnel, trained, licensed, and bonded to perform these Shredding and Destruction Services.

6.3 Staff shall be uniformed in company attire and carry visible photo employee identification at all times.

6.4 Documents must be attended by a company employee or physically secured at all times.

6.5 Criminal History Background Check under State and Federal regulations and NAID certification, is required, any criminal violations that disqualify an employee from being employed in a capacity where they may come into contact with confidential information shall not be employed on this contract.Criminal history record checks must be completed for those so designated within 30 days prior to start of contract.

6.6 In the event records reveal evidence of a crime which is unacceptable as determined by the

Contracting Officer, the Contractor agrees to remove the employee from the FSA work site and remove access to PII information.

6.7 FSA, at its sole discretion, may require up-to-date criminal history record check(s) during the course of the contract.

6.8 Under no circumstances will Contractor personnel open and remove PII documents from the Contractor provided Containers while on-site.

7. PERIOD OF PERFORMANCE

The contract is a Base Year plus 4 optional years.

Base Year contract

Option Year One Option Year Two Option Year Three Option Year Four

28 MAR 2022 (or date of award)– 28 FEB 2023

01 MAR 2023 – 29 FEB 2024

01 MAR 2024 – 28 FEB 2025

01 MAR 2025 – 28 FEB 2026

01 MAR 2026 – 28 FEB 2027

8. PLACE OF PERFORMANCE

See attached list.

9. GENERAL INFORMATION

9.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this Performance Work Statement.

9.2 Evaluation and Report: The Government shall evaluate the contractor’s performance under this contract in accordance with this PWS to ensure the contractor has performed in accordance with the performance standards.

9.3 Recognized Holidays: The Contractor is not required to perform services in the PWS on the following recognized holidays.

New Year’s Day Martin Luther King Jr. Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

9.4 Hours of Operation: The Contractor is responsible for conducting business between the hours of 8:00-4:30 Monday thru Friday except Federal holidays, or when the Government offices are closed. Offices that are part-time are listed on the sheet with the days they open. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.