Attachment 1 - Performance Work Statement Mobile Shredding.pdf

Performance Work Statement (PWS)

Mobile Shredding Services

5th Medical Group Minot Air Force Base Medical Treatment Facility

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide on-site, secure document shredding and disposal services to the 5th Medical Group (5 MDG) at Minot Air Force Base, ND. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Description of services/introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, any other items required, and non-personal services necessary to perform secure, on-site document shredding services and disposal (see Part 5 for specific requirements).The Contractor shall perform to the standards in this contract.

1.3 Background: Minot AFB Medical Treatment Facility (MTF) generates a large amount of documents that contain personally identifiable information (PII) such as social security numbers, health information, medical diagnosis, treatment plans, prescriptions, etc., which require secure bins to store and dispose of documents. It is a requirement for PII and healthcare records to be shredded so that information is rendered essentially unreadable, indecipherable, and otherwise cannot be reconstructed.

1.4 Period of Performance (PoP): The period of performance shall be for one (1) Base Year with four (4)

12- month option years.

Base Year: 09/01/2020 - 08/31/2021

Option Year (1): 09/01/2021 - 08/31/2022

Option Year (2): 09/01/2022 - 08/31/2023

Option Year (3): 09/01/2023 - 08/31/2024

Option Year (4): 09/01/2024 - 08/31/2025

1.5 Place of performance: The work shall be performed at 5th Medical Group, Minot AFB, ND.

1.5.1 Recognized Federal holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.5.2 Hours of operation: The Contractor shall perform shredding services for the MTF on the first and third Wednesdays of the month between the hours of 0800-1500 except Federal holidays or when the

Government facility is closed due to local or national emergencies, administrative closures, inclement weather, or similar Government directed facility closures. If a scheduled service date falls on a Federal

Holiday the Contractor shall perform service the following business day. If scheduled service falls on a date where the Government facility is closed for reasons other than observance of a Federal Holiday, the

Contractor shall perform service the following business day when the facility resumes operations.

1.6 Quality Control (QC): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. 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 work complies with stated requirements of the contract. The Contractor shall submit a Quality Control Plan (QCP) to the Contracting Officer (CO) and POC no later than five business days after the contract award, and within five business days when changes are made thereafter. After acceptance of the Quality Control Plan (QCP) the Contractor shall receive the contracting officer’s (CO) acceptance in writing of any proposed change to the QC system.

1.7 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. Contractor and staff shall comply with federal Privacy

Act of 1974 and Health Insurance Portability and Accountability Act (HIPAA).

1.8 Key personnel (Contractor): 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 CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between duty hours of 0730-1630, Monday thru Friday except Federal holidays or when the Government facility is closed.

1.9 Points of Contact (POCs): The Government POC will be identified at the time of award. The POC monitors all technical aspects of the contract and assists in contract administration The POC 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 CO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. The POC is not authorized to change any of the terms and conditions of the resulting contract.

1.9.1 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 CO, POC, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO 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.

1.10 Installation requirements and conditions: All Contractor employees and company representatives entering the Government installation shall abide by the installation regulations. All Contractor employees and company representatives shall be subject to search and checks as deemed necessary to ensure that no violations occur. The Contractor and all associated sub-Contractor employees shall provide all information required for background checks to meet installation access requirements. Installation commanders may deny access and issuance of access credentials based upon information obtained during the vetting process that indicates the individual may present a threat to the good order, discipline, and morale of the installation. Installation commanders will make a risk tolerance decision and document in the Installation

Defense Plan and Security Forces operating instructions which situations, crimes, and/or activities would reasonably pose unacceptable risk to allow the individual access to their installation. All personnel requesting access to Minot Air Force Base must possess a valid State or Government picture identification card compliant with the REAL ID Act. Furthermore, individuals presenting identification cards from a state that is non-compliant with the REAL ID Act will require additional documentation to gain unescorted base access. Additional documentation includes a valid U.S. or foreign Government issued passport, an employment authorization document that contains a photograph, or identification cards issued by federal state or local Government agencies that include a photo and biographic information. Additional information to include a full list of REAL ID Act compliant and non-complaint states can be found at https://www.dhs.gov/current-status-states-territories. Personnel requesting vehicle access to Minot Air

Force Base must provide a valid driver's license (compliant with REAL ID Act), current vehicle registration, and proof of insurance.

https://www.dhs.gov/current-status-states-territories

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS

2.1 Definitions: Reserved

2.2 Deliverable Schedule:

Deliverable Frequency # of Copies

Medium/Format Submit to

Certificate of

Destruction

3 business days after event completion

1 Emailed Government POC

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY

3.1 Services: Reserved

3.2 Facilities: Reserved

3.3 Utilities: Reserved

3.4 Equipment: Reserved

3.5 Materials: Reserved

PART 4

4.0 CONTRACTOR FURNISHED PROPERTY

4.1 General: Reserved

4.2 Secret Facility Clearance: Reserved

4.3 Materials: Reserved

4.4 Equipment: The Contractor shall provide secure bins with locks and master key to the MTF within 14 days of award of contract. Eleven 95 gallon, five 65 gallon, and four 35 gallon bins shall be provided by the Contractor. Comparable sizes may be approved by the MTF.

PART 5

5.0 SPECIFIC TASKS

5.1 Secure Shredding Services.

5.1.1 The Contractor shall provide eleven 95 gallon, five 65 gallon, and four 35 gallon secure bins with locks and master key (or comparable sizes as approved by the MTF) throughout the 5th Medical Group

Medical Treatment Facility within 14 days of award of contract.

5.1.2 The contactor shall provide the POC a master key that opens all containers. New bin request must be approved by the POC. The Contractor will NOT deliver additional shredder bins based on service location customer requests.

5.1.3 Upon arrival at the 5 MDG, the Contractor shall report to Facilities to sign-in and receive a visitor’s badge and a copy of bin placement locations. The Contractor shall also sign-out through Facilities and return the visitor’s badge after performance has been completed and before leaving the facility. The

Contractor shall perform mobile shredding services on-site at a location designated by the 5 MDG POC.

Shredding services shall be observed by Government personnel to ensure completion. The Contractor shall remove all shredded material and generated debris from the site and destroy all material at an off-site location. Material destruction shall be in accordance with all state, local, and municipal regulations.

5.1.4 The contactor shall deliver a certificate of destruction to the POC within 3 business day of completion of each shredding event.

5.1.5 Contractor shall possess current National Association for Information Destruction (NAID) certification. Contractor and staff shall comply with the Federal Privacy Act of 1974 and Health Insurance

Portability and Accountability Act (HIPAA).

5.1.6 Equipment Required:

1. The Contractor shall own or have access to commercial-grade shredder that will shred paper documents so information is essentially unreadable, indecipherable, and otherwise cannot be reconstructed.

2. The Contractor shall own or have access to a commercial vehicle to transport shredder.