Attachment 1- Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

On-site Document Destruction

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide onsite document destruction. 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 Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform secure, onsite document destruction. The contractor shall perform to the standards in this contract.

1.2 Background: The Reynolds Army Health Clinic (RAHC) provides outpatient care, advanced rehabilitative services and troop leadership. Because of the nature of the mission, document destruction shall be accomplished on-site and in accordance to Joint Commission on the Accreditation of Healthcare Organizations/Health Insurance Portability and Accountability Act Regulations.

1.3 Objectives:

a. Provide onsite document destruction

b. Provide lockable, portable document container/cabinet for shredding services

c. Provide bi-weekly scheduled service with uniformed operator to visit site and empty document containers.

1.4 Scope: Provide recurring, on-site, secure shredding service for RAHC, Building 4301, Fort Sill, Oklahoma and outside locations to ensure secure and environmentally appropriate disposition /recycling of shredded materials.

1.4.1 Contractor shall provide lockable, portable document container/cabinet for shredding services for all locations (where) throughout Building 4301 and outside locations:

1.4.2 Provide mobile shredding vehicle equipped with precision destruction equipment and comprehensive security controls to quickly and completely destroy sensitive material.

1.4.3 Provide two hundred twenty-five (225) locked security consoles to store sensitive/confidential material for RAHC and outside locations (See attachment 3 for locations).

1.4.4 Containers shall have working locks to prevent unauthorized access to material before shredding.

1.4.5 Position console containers for customer ease in depositing items for shredding.

Contractor shall position wheeled- containers to minimize interference with adjacent work spaces, parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions. The Contracting Officer Representative (COR) will validate placement of all consoles and wheeled containers.

1.4.6 Provide on-site collection and destruction of material bi-weekly.

1.4.7 Collect all paper from console containers.

1.4.8 Perform unscheduled pickups as assigned by COR if needed in addition to the scheduled collections, the COR may request contractor to perform unscheduled collections and shredding services. The Government will identify which bins to be emptied during this unscheduled collection before the Contractor arrives on site. Unscheduled pickups should not exceed three (3) pickups per year.

1.4.9 Shall provide documented Tracking and Certificate of Destruction for a legal audit trail (Chain-of-Custody) monthly to the COR to establish accountability and provide proof of service documenting the fact that materials were securely and completely destroyed.

1.4.10 Ensure personnel and vehicles meet access and entry control requirements for Fort Sill, Oklahoma.

1.4.11 Contractor shall provide to COR a master key that opens all containers.

1.5 Period of Performance: The period of performance shall be for one base period and four option periods from contract award and/or initial month of the service performed.

Base: 1 September 2022 through 31 August 2023 Option Period 1: 1 September 2023 through 31 August 2024 Option Period 2: 1 September 2024 through 31 August 2025 Option Period 3: 1 September 2025 through 31 August 2026 Option Period 4: 1 September 2026 through 31 August 2027

1.6 General Information

1.6.1 Recognized Holidays: The Contractor is not required to perform the services stated in this PWS on the following recognized Holidays:

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

1.6.2 Hours of Operation: Contractor is responsible for conducting business, between the hours of 8:00 AM to 4:00 PM Monday thru Friday except Federal holidays or when the

Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Then services will be provided on the next available business day. Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within PWS when the Government facility is not closed for the above reasons.

1.6.3 Place of Performance: The work to be performed under this contract shall be performed at Building 4300 and outside locations (See attachment for locations).

1.6.4 Type of Contract: The government will award a Fixed Firmed Price contract with Period of Performance established in Paragraph 1.5

1.6.5 Quality Control: Contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services/parts provided. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be delivered within 30 days after contract award to the Contracting Officer (KO) and Contracting Officer Representative (COR) and within 5 working days when changes are made thereafter. After acceptance of the QCP the Contractor shall receive the KO’s acceptance in writing of any proposed change to his QC system

1.6.6 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with PWS to ensure that the contractor has performed in accordance with the performance standards. Upon completion of each tasker, Contractor shall submit a receipt of billing and report of services performed to the COR within five (5) business days of the following month.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must be a US citizen & carry proper credentials at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.7.1 Physical Security. 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.

1.6.8 Special Qualifications. Contractor shall be certified by the National Association for Information Destruction (AAA Certified).

1.6.9 Post Award Conference/Periodic Progress Meetings. 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, COR, and other Government personnel, as appropriate, may meet periodically 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.

1.6.10 Contracting Officer 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.

1.6.11 Organizational Conflict of Interest. Contractor and subcontractor 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.

1.6.12 RESERVED

1.6.13 IDENTIFICATION OF CONTRACTOR EMPLOYEES and VEHICLES

The contractor shall provide each employee an identification (ID) badge on contract start date, or on employment start date. The ID badge shall be made of nonmetallic material.

The badge shall be easily readable and include employee’s name, contractor’s name, functional area of assignment, and current photograph. The ID badge template shall be approved by the contracting officer or their designee before contract start date or within 10 working days of inclusion of this clause in a contract. The Contractor shall collect Contractor-furnished identification badges upon termination of employee.

1.6.13.1 Display of ID Badge. Contractor personnel shall wear the ID badge at all times when performing work under this contract to include attending Government meetings and conferences. Unless otherwise specified in the contract, each contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement.

1.6.13.2 Vehicles. Each side of Contractor-owned vehicles shall bear the Contractor's name in 2-inch letters.

1.6.14 Point of Contact. The Contractor shall provide a local telephone number that is answered 24 hours a day, seven (7) days a week, and a local address where the Contractor can be notified of or contacted for emergency work. The Government shall not be expected to call a series of phone numbers in order to locate the Contractor or his designated representative. Electronic answering devices, beepers, or pagers shall suffice for this requirement.

1.6.15 Answering Telephones. Contractor personnel shall identify themselves as contractor employees when answering Government telephones.

1.6.16 Utilizing Electronic Mail. When contractor personnel send e-mail messages to Government personnel while performing on this contract, the contractor’s e-mail address shall include the company name together with the person’s name.

1.6.16.1 When it is necessary for contractor personnel to have a user address on a Government computer, the Government shall ensure that person’s e-mail address includes the name of their company.

1.6.17 Workforce. The successful bidder shall not hire persons not legally residing in the United States of America.

1.6.17.1 Conduct of Employees. The Contractor’s employees shall not be permitted to carry firearms, knives or other lethal weapons while on Fort Sill.

1.6.18 INSTALLATION ACCESS REGULATIONS

The site of the contracted work is on a military reservation, and rules and regulations issued by the Commander, Fort Sill, or other appropriate commanders, covering fire, safety, sanitation, severe weather requirements, admission to installation/facility and conduct of operations shall be observed by the Contractor and his employees. Unscheduled gate closures by the military police may occur at any time. All personnel entering or exiting the installation may experience a delay due to vehicle inspections, registration checks, verification of seat belt use, etc. All vehicles and personnel are subject to search and seizure. The search and seizure provisions of AR 190-16, Physical Security, shall apply to contractor personnel while within Fort Sill’s area of jurisdiction. The installation Commander may deny access to the military installation to any individual in accordance with 18 U.S.C. 1382. Said denial shall not relieve the Contractor of his duty to perform under this contract.

1.6.18.1 CONTRACTOR ACCESS PROCEDURES TO FORT SILL (FEB 2015)

Effective 9 February 2015, personnel requiring access to the installation shall possess a Common Access Card (CAC), Long Term Unescorted Access Pass or Military ID, or Individual temporary pass issued by the Fort Sill Directorate of Emergency Services (DES) pursuant to Army Directive 2014-05, Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Un-cleared Contractors.

Fort Sill has initiated a system which provides three forms of access documentation based upon the duration of required access and DOD Network requirements. The three forms, described below, are as follows: (1) Common Access Card (CAC); (2) Long Term Unescorted Access Pass or Military ID; or an (3) Individual Temporary Pass.

Installation access cards from other DoD installations (for example: Tinker Air Force Base, Sheppard Air Force Base, Fort Hood) do not meet the criteria for installation access. Fort Sill has a “stand alone” installation access process and does not share information with other DoD installations The Prime Contractor shall provide a completed FS Form 118 for each prime or sub-contract employee who requires a CAC or Long Term Unescorted Access Pass in the performance of this contract. The required documentation shall be provided by the Prime Contractor to the Fort Sill Visitor Control Center (VCC) office between 7:00- 5:00 PM hours Monday – Friday. Required forms shall be provided to the VCC within 10 calendar days of notification of this requirement or of contract award (whichever occurs first).

Directions to the VCC: From Interstate 44, take the exit for Rogers Lane West. Go approximately 2 miles to the Sheridan Road North exit. Go north on Sheridan Road and follow the signs to the Visitor Control Center (on the right side of the road-Building T6701).

Required Documentation for Access:

FS 118 REQUEST FOR UNESCORTED INSTALLATION CONTRACT ACCESS TO

FORT SILL

The form is located at: http://sill-www.army.mil/ http://sill-www.army.mil/

1.6.18.2 Failure to receive a CAC may result in the contractor personnel being denied admission to the installation. Failure to receive a Long Term Unescorted Access Pass or Individual Temporary Pass will result in the contractor personnel being denied admission to the installation. Failure to receive required access shall not relieve the Contractor from execution of Contract Requirements.

Denial of a request can be appealed by completing and submitted FS 117 and a letter of recommendation from the employer to the VCC for action. Submission of an appeal shall not relieve the Contractor from execution of Contract Requirements.

Required Documentation for Appeal:

- FS 117 FORT SILL ACCESS CONTROL DENIAL WAIVER APPLICATION

PROCESS AND FORT SILL FORM 117 (FS ACCESS CONTROL DENIAL WAIVER

APPLICATION)

The form is located at: http://sill-www.army.mil/

1.6.18.3 Three Forms of Access Documentation

Common Access Card (CAC): Contractor employees and staff (herein referred to as Contractors) requiring access to the installation on a recurring basis for a period of 6 months or more, and requiring access to a DOD computer network shall obtain a CAC.

Contractor employees who do not require access to a DOD computer network are not eligible for a CAC but should apply for Long term, unescorted access as described below.

CACs are issued through the Trusted Associate Sponsorship System (TASS) program.

Issuance of a CAC requires a favorable Federal Bureau of Investigation (FBI) fingerprint check, successful submission of a National Agency Check with Inquiries (NACI) (equivalent or higher) background investigation to the Army’s investigative service provider and a favorably adjudicated NACI (equivalent or higher) investigation from a Federal department or agency.

In order to avoid delays in gaining access to the installation, contractors requiring a CAC are encouraged to contact their Contracting Officer Representative (COR) to begin the process to obtain CACs as soon as possible.

Long Term, Unescorted Access Pass: This pass is required for Contractors, Sub-contractors and Vendors requiring physical access to the installation on a recurring basis (greater than 24 hours) and who do not require access to a DOD computer network. The expiration date of the access will be the end of the contract period of performance or 365 days whichever comes first. Sub-contractors shall be bound by this same requirement.

Prime Contractors are responsible for obtaining timely sub-contractor documents necessary to secure required access documents. Contractors and their employees shall pass a NCIC Interstate Identification Index check in order to secure this pass.

Military ID: Military ID cards for retirees, reservists and dependents are acceptable for unescorted access onto Fort Sill.

In order to avoid delays in gaining access to the installation, contractors are encouraged to contact their Contracting Officer Representative (COR) to begin the process of securing long term passes as soon as possible.

Individual Temporary Pass: All contractors and sub-contractors who do not possess a CAC, a valid Military ID, or a current long term unescorted pass shall report to the Visitors Control Center located near Sheridan gate to obtain an Individual temporary pass. A temporary pass will ONLY be issued to persons who produce a valid current federal or state issued ID with a picture, and must pass a NCIC Interstate Identification Index check and local exclusion roster.

Acceptable forms of ID are:

1. Valid current State issued Photo ID that is for driving or for identification.

2. Valid current Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

3. Valid current Employment Authorization Document (Card) that contains a photograph (Form I-766)

4. Passport (Foreign Passports must show point of entry stamp).

1.6.18.4 The contractor shall return issued CACs and Passes to the designated COR at the end of the contract period of performance or the end of the individual employee’s tenure, whichever comes first. The contractor shall also coordinate with the COR for new or replacement CACs or Long Term Unescorted Passes as required.

For additional information, see: http://sill-www.army.mil

Fort Sill unescorted access regulation (to be published).

Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors located at http://www.dhs.gov/homeland-security-presidential-directive-12#1

Army Regulation (AR) 190-13, the Army Physical Security Program located at http://armypubs.army.mil/Search/ePubsSearch/ePubsSearchForm.aspx?x=AR

Army Directive 2011-08, Army Implementation of Homeland Security Presidential Directive -12 located at http://armypubs.army.mil/Search/ePubsSearch/ePubsSearchForm.aspx?x=ARMY DIR

*NOTE: Official Information on Access Control is provided on this web-site and contains the most current information. Information provided on this site http://sill-www.army.mil/vcc/ takes precedence over any conflicting guidance in this “Special Contract Requirement”.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and 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 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.7 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.8 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.9 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.10 WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.1.11 ACRONYMS:

COTR Contracting Officer's Technical Representative COTS Commercial Off the Shelf DA Department of the Army KO Contracting Officer OCI Organizational Conflict of Interest

POC Point of Contact PWS Performance Work Statement QC Quality Control

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

NOT APPLICABLE

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this

PWS.

PART 5

ATTACHMENT/TECHNICAL EXHIBIT LISTING

5. Attachment/Technical Exhibit List:

5.1 Attachment 1

5.1.1 Technical Exhibit - DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Invoice/Report of Services- PWS 1.4.9 and 1.6.6

Monthly 1 Electronic copy emailed to COR

COR

Certificate of Destruction-

PWS 1.4.9

Monthly 1 Electronic copy

COR

Quality Control Plan-PWS 1.6.5

30 days after award

1 Electronic copy

KO and COR

5.2 Attachment 2

5.2.1. Performance Requirements Summary (PRS)

Required Services (Tasks)

Performance Standard

Acceptable Quality Level

Incentive (Positive and/or Negative) (Impact on Contractor Payments)

The contractor shall provide shredding services for all locations identified in the task order.

IAW

PWS

paragraph

1.4 thru 1.4.12

Shredding shall be conducted on-site for documents identified for destruction

Removal and destruction of all shred bin at all locations.

Trends of less than acceptable performance could result in reductions in payments at the discretion of the Contracting Officer

5.3 Attachment 3

5.3.1 Console Location

Location/Bldg. No. Quantity

Ft. Sill, OK Bldg. 4301

Outlying building

Ft. Sill Bldg. 4302

Bldg. 605

Bldg. 721

Bldg. 1719

Bldg. 2868

Ft. sill Bldg. 3161

Bldg. 3445

Bldg. 6005

Bldg. 6037

Bldg. 6039

Bldg. 6008

McAlester, OK

Pine Bluff, Arkansas