Attachment 1 - Statement of Work.pdf

STATEMENT OF WORK FOR

ON-SITE DOCUMENT COLLECTION, DESTRUCTION, AND DISPOSAL SERVICES

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other non-personal services necessary to perform on-site document collection, destruction, and disposal services in support of the 2nd Medical Group (2 MDG) located on Barksdale Air Force Base (BAFB), Louisiana. This is a non-personal service, therefore contractor personnel are accountable solely to the contractor who, in turn is responsible to the Government.

1.1. Basic Services. The contractor shall provide on-site document collection and shredding services, including shredders and shred vehicles, bi-weekly for a 12-month period, with a consistent interval between services as possible. The contractor shall provide locked containers with an opening to insert documents for each location in the Statement of Work (SOW) paragraph 1.1.7., Containers Locations. A master key(s) will be provided to the Government in the event of a document(s) are wrongfully disposed of and require immediate retrieval. At a minimum the contractor shall ensure that the following is accomplished:

1.1.1. Certificate of Destruction. The contractor shall produce an electronic certificate of destruction at the completion of each visit. A certificate for all 2 MDG locations, to include all serviced buildings, shall be electronically provided to the 2 MDG HIPPA Officer and/or designated point of contact at Medical Logistics to verify that all materials have been destroyed prior to invoicing.

1.1.2. Destruction Schedule. The contractor shall provide scheduled destruction services bi-weekly, of documents in all containers on the 2 MDG campus identified in Statement of Work (SOW) paragraph 1.1.7., Containers Locations. All shredding will be completed in a single day and the intervals in between each monthly service should be as consistent as possible.

2 Privacy Act/HIPPA Document Containers and Non-Confidential Document Containers.

The contractor shall provide on-site document shredding services for forty-five containers (locked) for the various work centers throughout the 2 MDG. Services shall include collection of containers at all locations identified in SOW paragraph 1.1.7., Containers Locations. The contractor shall provide on-site destruction to include validation of destruction. Services shall be provided bi-weekly, for a 12-month period, with a consistent interval between services as possible. The destruction is for office paper only (no micro-films, aluminum, or plastic printing mats, etc.).

2.0.1.1. Document Destruction. Documents identified for destruction shall be destroyed completely to preclude recognition or reconstruction of the information. In addition, the contractor, at a minimum must have National Association for Information Destruction (NAID) certification.

Proof of certification shall be provided before contract award. This certification ensures 355 MDG information is destroyed securely and to very high standards.

2.0.1.1.1. Destruction Method. Documents shall be destroyed by crosscut shredding or otherwise

Attachment 1 - Statement of Work; FA460823QS043 completely destroying the documents so that Personal Identifiable Information (PII) is both not readable and beyond reconstruction.

2.0.2. Destruction Specifications. The shredding of all documents must meet the destruction requirements of Department of Defense (DoD) Instruction 5200.48, Controlled Unclassified Information (CUI), Section 4.5, Destruction, paragraphs a and b which state:

a. Record and non-record copies of CUI documents will be disposed of in accordance with

Chapter 33 of Title 44, U.S.C., Disposal of Records, and the DoD Components’ records management directives. When destroying CUI, including in electronic form, agencies must do so in a manner making it unreadable, indecipherable, and irrecoverable. If the law, regulation, or government-wide policy specifies a method of destruction, agencies must use the method prescribed.

b. Record and non-record CUI documents may be destroyed by means approved for destroying classified information or by any other means making it unreadable, indecipherable, and unrecoverable the original information such as those identified in NIST SP 800-88 and in accordance with Section 2002.14 of Title 32, CFR.

CUI is defined as “Government created or owned UNCLASSIFIED information that must be safeguarded from unauthorized disclosure”. DoD Instruction 5200.48, Controlled Unclassified Information (CUI) found at this link:

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520048p.PDF?ver=aN8YlK RKH3ckKDXl_tTceQ%3d%3d

2.0.2.1. Collected Materials. Materials collected for destruction shall be secured in contractor-provided containers that will remain at the MDG, until destroyed in accordance with DoD Instruction 5200.48, Controlled Unclassified Information (CUI), Section 4.5., Destruction, paragraph a and b.

2.0.2.2. Disposal of Destructed Documents. The contractor shall dispose of shredded documents at a permitted site. No shredded materials will be disposed of on BAFB.

2.0.2.3. Controlled Unclassified Information (CUI). Controlled Unclassified Information (CUI). CUI is unclassified information requiring safeguarding and dissemination controls, consistent with applicable law, regulation, or government-wide policy. In accordance with Department of the Air Force Instruction 16-1403, Controlled Unclassified Information (CUI), the contractor shall protect CUI, regardless of its form, at all times in a manner that minimizes the risk of unauthorized disclosure while allowing for access by authorized holders. Contractor personnel https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520048p.PDF?ver=aN8YlKRKH3ckKDXl_tTceQ%3d%3d https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/520048p.PDF?ver=aN8YlKRKH3ckKDXl_tTceQ%3d%3d working with CUI shall be careful not to expose CUI to unauthorized users or others who do not have a lawful government purpose to see it. When not under continuous monitoring or physical control, the contractor shall store hardcopy CUI documents in a locked desk, file cabinet, or similar means, where only authorized personnel have access. The following are examples of CUI:

Personally Identifiable Information (PII) Sensitive Personally Identifiable Information (SPII) Proprietary Business Information (PBI) Unclassified Controlled Technical Information (UCTI) Sensitive but Unclassified (SBU) Information

2.0.2.4. Protection of Personally Identifiable (PII) Information.

PII refers to information that can be used to distinguish or trace an individual’s identity either alone or when combined with other information that is linked or linkable to a specific individual. PII may range from common data elements such as names, addresses, dates of birth, and places of employment, to identity documents, Social Security numbers (SSN) or other Government- issued identity, precise location information, medical history, and biometrics. Contractor personnel shall protect all PII encountered in the performance of services in accordance with Department of Defense Directive 5400.11, Department of Defense Privacy Program, and DOD 5400.11-R, Department of Defense Privacy Program. If a PII breach results from the contractor's violation of the policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who's PII has been compromised.

2.0.3. Place of Performance. The contractor shall perform services at the 2nd Medical Group for the campuses below.

2.0.4. Container Locations

BUILDING # NAME # FLOORS #CONSOLES

4666 Dental Clinic 1 1 4543 2d Medical Group/Clinic 3 42 4548 Human Performance 1 1 4510 Bioenvironmental 1 1 4711 Satellite Pharmacy 1 1 4125 Vet Clinic 1 1

TOTAL

CONSOLES

2.1. General Information

2.1.1. English Language. All contractor employees must be able to read, write, speak, and understand English fluently.

2.1.2. Contractor Employee Conduct. The Government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances. Removal of employees for any reason does not relieve the contractor of the requirement to perform services specified herein.

2.1.2.1. Contractor Personnel Appearance. Contractor personnel shall be clearly identifiable with company uniform or identification on their person at all times while contractor personnel are performing services at the 2 MDG.

2.1.2.2. Contractor Travel on Barksdale AFB. Contractor employees shall not loiter in any working area before or after performing services. All contractor employees shall limit their travel on BAFB only to the specific areas required for performance of services or in travel directly to and from these locations. Upon completion of contract work, contractor employees shall promptly depart BAFB.

2.1.3. Federal Holidays. The following federal holidays are observed at BAFB. The contractor is not required to perform services on federal holidays or the day set-aside for observance of the holiday.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day Presidents’ Day Veterans’ Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

2.1.4. Safety. The contractor shall comply with all local, state and federal laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities. The contractor is responsible for furnishing contractor employees with all necessary personal protective equipment to perform services.

2.1.4.1. Work Area: The contractor shall, at all times, keep work areas free from accumulations of waste, rubbish, tools, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor shall remove and properly dispose of all job-related waste material.

2.1.5. Smoking in AF Facilities: Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. Air Force Instruction 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities.

Contractor employees and visitors are subject to the same restrictions as Government personnel.

Smoking is permitted only in designated smoking areas.

2.1.6. Illegal Substances: Illegal substance possession and/or use will not be tolerated on any military installation, including BAFB. This includes the use, possession, distribution, or purchasing of marijuana, even if it has been medically prescribed. The contractor shall ensure that contractor employees who have base access do not possess and/or use illegal substances. All contractors and subcontractors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation, and subject to arrest and prosecution by local authorities.

2.1.7. Security Requirements

2.1.7.1. List of Employees: Upon contract award, the contractor shall submit to the Contracting Officer a list of contractor employee names, social security numbers, and driver’s license numbers, or other means of positive identification of all employees that will perform services on BAFB.

Foremen, supervisors, and superintendents must be identified on the list of employees. The contractor shall submit an updated list when an employee's status or information changes. The name of any contractor employee that is terminated during the period of the contract must be reported to the CO in writing within one workday of the employee’s termination.

2.1.7.2. Safeguarding of Sensitive and Other Information: The contractor shall ensure that contractor employees do not notify, repeat, comment upon, disclose, or use in any way information seen, observed, or derived from documents or conversations of a sensitive or confidential nature overheard by them. The contractor shall comply with, and assume responsibility for compliance of this provision by its employees.

12.8.2.1. For employees with access to Medical Group Documents. At a minimum, the contractor shall complete a full background check and random drug screen (where applicable by law) for all employees with access to Government confidential material. The contractor must adhere to the standards established by the National Association for Information Destruction (NAID) with regards to background review and standards.

1.2.8.3. Pass and Identification Items: The contractor shall ensure the pass and identification items required for contract performance on BAFB are obtained for employees and non- Government owned vehicles.

1.2.8.4. Retrieving Identification Media: The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires.

e.g., terminated for cause, retirement, etc. or upon contract completion. The contractor shall notify the Contracting Officer in writing when an employee departs, and return the employee’s identification to the office that issued it.

1.2.8.5. Traffic Laws: Contractor employees shall comply with all Barksdale AFB traffic regulations and state traffic laws. Contractor employees are subject to random vehicle speed control checks. Failure to adhere to base traffic regulations may result in the loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones is strictly prohibited while driving on Barksdale AFB, unless the phone is hands free. Seat belt use is mandatory for all drivers and vehicle passengers.

1.2.8.6. Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base. Denial of entry to contractor personnel who refuse to be searched, or detention of personnel found to be in possession of contraband, may result in loss of base driving privileges, debarment from the base, or other administrative action. Detention of contractor employees for any reason does not relieve the contractor of the requirement to perform contract services.

1.2.8.7. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their contractor owned vehicle or privately owned vehicle while on Barksdale AFB.

1.2.8.8. For Official Use Only (FOUO). The contractor shall comply with DoDD 5400.07, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. FOUO or FOIA material discovered by the contractor or contractor employees shall not be retained by the contractor and surrendered immediately to an appropriate BAFB authority.

1.2.8.9. Reporting Requirements. Contractor employees shall immediately report to an appropriate BAFB authority any information or circumstances of which they are aware that may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

1.2.8.10. Physical Security. Contractor employees are responsible for safeguarding all Government property and controlled forms provided for the contractor’s use. At the end of each work period, the contractor shall secure all Government facilities, equipment, and materials. The contractor shall establish and implement methods of ensuring all Government lock combinations, are not lost, misplaced, or used by unauthorized persons. The contractor shall prohibit the use of lock combinations, issued by the Government, by any persons other than the contractor’s employees. The contractor shall also prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

2.0 Services Summary

Performance Objective PWS Paragraph Performance Threshold

1. Each bin location serviced a minimum of bi-weekly in a consistent interval.

1.1.2.

Receive no more than three valid complaints during the quarter for the same bin location

2. Provide a certificate of destruction to the Government point of contact reflecting what was picked up and destroyed for each scheduled pick up.

1.1.1.

No more than 2 of the certificates to appropriate government contact for the contract period may be missing for the specified time period.

3.0. CONTRACTOR DELIVERABLES

Deliverable Frequency Qty Medium/Format Submit To

Certificate of Destruction

Every pick-up

Electronically

2 MDG POC