CSS RFQ 88310325Q00035 Secure Document Destruction Dayton Multiple Sites 5.21.2025.docx

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310325Q00035 and is issued as a Request for Quotation (RFQ). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 effective January 17, 2025. This is a full and open RFQ under NAICS code 562920; Materials Recovery Facilities. This is intended as a no cost to the government, revenue-generating award. CONTRACT LINE ITEM NUMBER(S): Reference Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement for off-site commercial document destruction services for various Federal Records Centers (in Ohio, Kansas, Missouri, Georgia and Illinois). Transportation may be (1) NARA provided and direct shipped to the Contractor’s location or (2) Contractor provided (but contractor provided must be no cost to NARA). Reference Attachment 2, Performance Work Statement (PWS) SECURE DOCUMENT DESTRUCTION – DAYTON & FEDERAL RECORDS CENTER PROGRAMS. PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four (4) option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract. FAR provisions will be removed prior to award. FAR provision 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (Sep 2023). Addenda: Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation as prescribed by FAR 12.301(c)(2). NARA intends to award a no-cost, revenue-generating, fixed-price (per ton) contract. Selection will be determined by the best value quotation based on the greatest return to the government (highest percentage paid of Official Board Markets high quote price for sorted office paper (SOP) – Chicago Region). Award will be made to the responsible Contractor whose quotation represents the best value quotation.

Accordingly, best value for this contract will be evaluated based on the following evaluation factors: (1) Technical Approach (Volume I). The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; and approach to the work that the Contractor would have to perform under the prospective contract. The Government will assess whether the Contractor exhibits adequate techniques and approaches to meet contract needs and provide effective and efficient support. (2) Price (Volume II). All evaluation factors other than cost or price, when combined, are more important than cost or price. The contractor agrees to hold the prices in its quotation firm for 60 calendar days from the date specified for receipt of quotation section of the Contractor for award of this contract will be based on NARA’s assessment of the best overall value to the Government. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions.” The Contractor must also include a justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without communicating with contractors. FAR provision 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (May 2024) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraph (c) through (u) of this provision. FAR clause 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) – Reference Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (Jan 2025) - Reference Attachment 5, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. FAR provision FAR 52.217-5, Evaluation of Options (Jul 1990). The Contractor is required to be registered in the System for Award Management (SAM) and maintain registration until final payment in accordance with FAR provision 52.204-7, System for Award Management (Nov 2024). Full text provisions and clauses can be found at http://www.acquisition.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Sharlene McCubbin (Contractor) at sharlene.mccubbin@nara.gov no later than 12:00 PM ET on May 29, 2025 to be considered. Questions submitted in any other manner will not be answered. Contractors are requested to group and submit questions in the same order found in the RFQ while making reference to the particular paragraph number. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 12:00 PM ET on June 12, 2025. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email one (1) copy of the quotation to: sellers.jenkins@nara.gov. Contractors must also submit, with its quotation, representations required by FAR provision 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment, FAR provision 52.204-26, Covered Telecommunications Equipment or Services-Representation, or FAR provision 52.212-3(v), Covered Telecommunications Equipment or Services-Representation. Please indicate in the quotation if the representations are complete in the contractor’s SAM profile.

Attachments:

Enclosures:

ATTACHMENT 1

SCHEDULE OF PRICES

1.0 SERVICES TO BE FURNISHED

1.1. Purpose. The purpose of this contract is for the government to generate revenue by acquiring secure document destruction and recycling services for records that are ready for disposal and selling the resulting paper by-product. All work must be performed under the terms and conditions of this contract and in accordance with the Performance Work Statement (PWS).

1.2. Recycled Material. This contract is designed to destroy Federal records according to the prescribed secure document destruction standards outlined in the PWS. The recyclable paper resulting from the destruction services is Government property. The Government will retain title to the paper until the paper by-product is used in the production of new material. The Contractor will retain risk of loss from the time the paper is in the Contractor's custody until the time the paper is transferred to a buyer. No minimum number of trailers per week is guaranteed. The weight per load of paper is not guaranteed.

2.0 PRICING

2.1. Pricing Objective. NARA’s goal in this contract is to provide for secure document destruction by closely following the National Association of Information Destruction (NAID) AAA Certification standards, while minimizing transportation costs and receiving a reasonable return on the by-product of the paper/print media destroyed.

2.2. Market Prices. All paper will be sold at the market prices determined by the Official Board Markets’ (OBM) “yellow sheet.” For each NARA location, the Contractor shall list the percentage of the high price quote for sorted office paper (SOP) it will offer NARA.

2.2.1. Revenue: The revenue per ton to the government shall be determined each month for the Secure Document Disposal Wastepaper. The percentage figure quoted by the Contractor shall be multiplied by the high price quoted for the “Sorted office paper (SOP)” category then multiplied by the number of tons of Secure Document Disposal Wastepaper removed that month. The quote price will be the higher of the two (2) prices on the (OBM yellow sheet in the category “Sorted Office Paper” (SOP) high price. The yellow sheet is issued and regularly published on the 5th of the month for the high tonnage quotes for Chicago OBM. Resources for recycling market pricing information is available at https://www.deq.nc.gov/conservation/recycling-business-assistance/recycling-markets/pricing-resources. The Contractor shall apply the published price to the tonnage removed after the publication date until the next publication date. The date of departure of the load from the Federal facility shall be the computation date. A MINIMUM of $1.00 per ton will be paid to the government on the grade of the paper for the period of this contract.

2.2.2. Revenue Computation. For revenue generation comparison purposes for contract award the computation is as follows:

Total (Tons) x [(OBM per ton ) x (Contractor %)] = Estimated Revenue

The Contractor shall compute this using an estimated OBM of $5.00 and the tonnage listed below. This computation will be for comparison purposes and selection purposes only and is a Computed Price. Contractors shall complete the computation table below:

2.2.3 Transportation Cost

Contractors may propose NARA provide all transportation or may propose providing contractor’s own transportation to its processing location at no cost to the government. Contractors may propose a mix of partial NARA transportation and partial contractor (no cost to NARA) transportation. However, NARA will not provide separate payments to the contractor for its transportation costs. Contractors may propose multiple alternative transportation approaches to give the greatest cost advantage to NARA. To do this, contractors shall submit alternatives on separate copies of this entire schedule with its quote.

For NARA provided transportation, NARA will provide for shipping of materials from the FRC locations on Government contracted transportation Bills of Lading (BOLs) directly with shippers. Thus, contractors are not to include this price (NARA paid shipping) in the price quotation. However, NARA will include Total Net Expense (revenue less NARA shipping expenses = Total Net Expense) in its comparison for best value determination.

2.2.4 Total Estimated Revenue Tables Contractors: Fill in columns (B), (C), and (D)

Estimated Revenue Base Year – Months 1-12

of OBM % x OBM ($5.00) = rate per ton

(C) = (B) x ($5.00) Estimated Annual Revenue to Government

(D) = (A) x (C)

Estimated Revenue Option Year I – Months 13-24

of OBM % x OBM ($5.00) = rate per ton

(C) = (B) x ($5.00) Estimated Annual Revenue to Government

(D) = (A) x (C)

Estimated Revenue Option Year II – Months 25-36

of OBM % x OBM ($5.00) = rate per ton

(C) = (B) x ($5.00) Estimated Annual Revenue to Government

(D) = (A) x (C)

Estimated Revenue Option Year III – Months 37-48

of OBM % x OBM ($5.00) = rate per ton

(C) = (B) x ($5.00) Estimated Annual Revenue to Government

(D) = (A) x (C)

Estimated Revenue Option Year IV – Months 49-60

of OBM % x OBM ($5.00) = rate per ton

(C) = (B) x ($5.00) Estimated Annual Revenue to Government

(D) = (A) x (C)

Total Estimated Revenue - Sum Base Plus all Option Years I-IV

Notes:

(1) In the event that the Official Board Markets becomes unavailable, a source of information recommended by the Contractor and acceptable to the Contracting Officer and Contractor shall be used as a basis for determining the prices to be paid for wastepaper purchased and removed under this contract. If the Government does not approve of the Contractor's recommended source, the Government shall choose a source.

(2) Example Sample Calculation: If the percentage figure quoted were 40% of the high market price for Sorted Office Paper, the price paid to the Government for Secure Document Disposal Wastepaper removed after the high tonnage quote published date would be computed as follows: Official Board Markets, Vol. 81, No. 24, issued June 11, 2005. The price (high tonnage quote) was $5.00 per ton for Sorted Office Paper. Assume for this computation the 40% Contractor quote, the price paid to the Government would be computed as $2.00 per ton.

OFFICIAL BOARD MARKETS : Resources for recycling market pricing information is available at https://www.deq.nc.gov/conservation/recycling-business-assistance/recycling-markets/pricing-resources.

2.2.5 Total Estimated Expense. For price comparison purposes NARA will combine the (2.2.4 Total Estimated Revenue Table) and NARA’s internally computed shipping cost based on GSA at the market shipping rates from FRCs listed below to the Contractor’s proposed disposal location. This price will be used for NARA internal price selection comparison. Contractors complete columns (B) and (C) below.

Specify location where materials will be received by the Contractor for processing. NARA will use the current rate from GSA’s Transportation Management Services Solution (TMSS) system to compute shipping costs effective as of the closing date (or shortly thereafter) for submission of quotes. The contractor may choose to provide transportation at no cost to NARA.

(circle one) Contractor: Specify below the full location address for NARA delivery of loads for processing.

Enter "N/A" if Contractor will provide transportation at no cost.

Saint Louis, MO 1 Archives Drive Spanish Lake, MO 63138 NARA provided or Contractor Provided at No Cost to NARA

Ellenwood, GA 4712 Southpark Boulevard Ellenwood, GA 30294 NARA provided or

Dayton/Fairfield, OH 3150 Springboro Road Moraine, OH 45439 NARA provided or Provided at No Cost to NARA

Kansas City, MO 8600 NE Underground Drive, Pillar 300-G Kansas City, MO 64161 NARA provided or Provided at No Cost to NARA

Kingsridge, OH 8801 Kingsridge Drive Miamisburg, OH 45458 NARA provided or

Lee's Summit, MO 200 Space Center Drive Lee’s Summit, MO 64064 NARA provided or

Lenexa, KS 17501 W. 98th Suites 3150 & 4748 Lenexa, KS 66219 NARA provided or

Valmeyer, IL 1411 Boulder Boulevard Valmeyer, IL 62295 NARA provided or

NARA will use Total Net Expense as its comparison when determining best value to make award. Annual Estimate of Volume and Weight [Average weight = 30 pounds per box]

3.0 SCHEDULE/PRICING

Acronyms and Definitions:

Revenue Base Year – Months 1-12

CLIN

DESCRIPTION

QTY

UNIT

U/P

TOTAL

NSP

Revenue Option Year I – Months 13-24

QTY

UNIT

NSP

Revenue Option Year II – Months 25-36

QTY

UNIT

NSP

Revenue Option Year III – Months 37-48

QTY

UNIT

NSP

Revenue Option Year IV – Months 49-60

QTY

UNIT

NSP

4.0 Table. By Location Tons of Material for Secure Document Destruction

(Tons) Option Year I (Tons) Option Year II (Tons) Option Year III (Tons) Option Year IV (Tons) Total (Tons)

ATTACHMENT 2

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

1.1 The United States Code (44 U.S.C. §2907) provides for the establishment, operation and maintenance of records centers by the National Archives and Records Administration (NARA) for Federal agencies. NARA Records Centers are authorized to store records of Federal agencies that are properly covered by a NARA-approved records disposition schedule or the General Records Schedule. The records disposition schedule provides for either the accessioning of permanent records into the National Archives or the destruction of temporary records after a specified period or occurrence of an event. The sensitive confidential nature of many of the records requires that the destruction process be secure and thorough to ensure against public dissemination of any of the data in the records.

1.2 The NARA Records Centers have an ongoing need for the destruction of stored paper and cardboard that is no longer viable for record keeping purposes. The Records Centers require a smooth, continual process of shipping and destruction to create space for the new annual accessions that are received from various agencies. To facilitate the process, the Government desires to create a no-cost contract for the shipping, storage, and destruction of the stored records while receiving revenue for part of the recycled paper's value, at the higher of the two quoted prices for "Sorted Office paper" in the Pulp and Paper Week (PPW) for the Chicago Region (as indicated in the solicitation and contract). This is intended as a no cost to the Government revenue generating award; however, the Government may pay the Contractor an established amount per ton per shipment for less than 20-ton load.

1.3 This PWS allows for a Contractor to provide the destruction services by any of these methods (shredding, pulping) provided the Contractor can fulfill the requirements of the PWS.

1.4 The nature of the material to be destroyed comes in two basic varieties: 1) Government-witnessed material (which must be destroyed in the presence of a Government official in order to ensure maximum protection from disclosure); and 2) Contractor-witnessed material (which requires that the Contractor provide a certified document to the Government, verifying that the destruction of the material was witnessed by the Contractor’s management staff). These classifications, as briefly noted above, require different procedures for shipping, storage, and destruction. It is imperative that the requisite safeguards are followed.

2.0 SCOPE

2.1 The Contractor shall provide all labor, personnel, equipment, supplies, secured vehicles (as required), materials, supervision, and other related services necessary to provide off-site secure document destruction services for the Federal Records Center(s) located below:

2.1.1. Federal Record Centers (FRC) Serviced Under this Contract:

2.1.1.1 Dayton FRC, 3150 Springboro Road, Moraine, OH 45439

2.1.1.2 Kingsridge FRC, 8801 Kingsridge Drive, Miamisburg, OH 45458

2.1.1.3 Dayton FRC - Palletize Bldg., 200 Northpointe Dr, Fairfield, OH 45014

2.1.1.4 NPRC Military, 1 Archives Drive, Spanish Lake, MO 63138

2.1.1.5 NPRC Civilian, 1411 Boulder Boulevard, Valmeyer, IL 62295

2.1.1.6 Kansas City FRC (Subtropolis), 8600 NE Underground Dr., Pillar 300-G, Kansas City, MO 64161

2.1.1.7 Lee's Summit FRC, 200 Space Center Drive, Lee’s Summit, MO 64064

2.1.1.8 Lenexa FRC, 17501 W. 98th, Suites 3150 & 4748 Lenexa, KS 66219

2.1.1.9 Atlanta FRC, Atlanta, GA, 4712 Southpark Boulevard, Ellenwood, GA 30294

2.1.2. NARA FRC Hours of Operations for Scheduling Trailers at the Center:

2.1.2.1 Days and Hours trailers can be scheduled:

2.2 The Records Centers Program requires destruction of Federal Records and the Contractor to securely process and destroy Federal Records hereafter referred to as “secure paper or printed media” that are ready for destruction. The Records Centers may have paper or printed media varying in quality and quantity. The Contractor shall take all appropriate measures to prevent unauthorized disclosure of protected information. Every Contractor employee must be aware of the information that must be protected and the methods that will be used in its destruction. NARA shall have the right to send its officers, employees, and customers (including the Internal Revenue Service and/or any other Federal agency whose records are being processed) to inspect the offices and plants of work under this contract prior to award and at any time during the performance of the work under this agreement. Because of such inspection, specific remedial measures may be required in cases where the Contractor is found to be non-compliant with contract safeguards.

2.3 All IRS data and records, including Federal Taxpayer Information (FTI) which is categorized as Controlled Unclassified Information (CUI), are sensitive and confidential. All data and records are sensitive and confidential. These documents must be safeguarded to prevent the occurrence of any unauthorized inspections and/or disclosures of the data and records. All secure paper or printed media to be destroyed under this contract are to be treated as CUI and must be safeguarded as such.

2.4 Estimated quantity. The disposal qualities in this contract are estimates only and may vary significantly due to various regulatory causes. Due to these unforeseen factors, quantities may vary by as much as 200-300% or more. No minimum quantity is guaranteed.

2.5 Transport of Secure Paper or Printed Media. Transportation to the Contractor’s primary processing location may be accomplished by the following methods:

2.5.1 Contractor Provided Transportation to Contractor Facility. This is Contractor provided transportation and shall conform with PWS paragraph 3.3 below.

2.5.2 NARA Transportation to Contractor Facility. This is NARA direct contracted transportation (NARA funded Bills of Lading (BOL)) and the material is delivered directly to the Contractor processing facility. This is accomplished at no cost to the Contractor.

2.5.3 Transshipping between NARA FRCs. NARA may, based on agency need, transship secure paper or printed media from any other NARA FRC locations (see list of all FRCs PWS paragraph 2.1.1) to any site detailed in PWS paragraph 2.1 (at NARA expense) and the secure paper or printed media may subsequently be disposed under this contract using the transportation methods in PWS paragraph 2.5.1 or 2.5.2.

2.6 All contracted processing and destruction services shall be performed at Contractor or Subcontractor owned facilities. Mobile destruction services are prohibited.

2.7 Applicability of National Association of Information Destruction (NAID® ) Requirements. NARA has adopted numerous best industry practices into this PWS for secure paper or printed media destruction and these are identified by paragraph citation throughout the PWS. The paragraph citations are shown as follows in the PWS (NAID® paragraph X.X) where the “X.X” is the relevant numbered paragraph. An NAID AAA® certification certificate is not required; however, a current NAID AAA® Certificate for secure paper or printed media destruction is evidence of compliance with the indicated paragraph requirements. NAID AAA® certification definitions and procedures are available online at https://naidonline.org.

2.8 Definitions. The below listed definitions are quoted from the NAID® Certification Program and are the applicable definitions for the terms used throughout this work statement

2.8.1 ACCESS INDIVIDUALS – Individuals who have access to, or who can grant or authorize access to the Confidential Customer Media/(Confidential Government Information) to be destroyed at the Company’s location, including but not limited to 1) employees, 2) agents of “Subcontractors” as defined herein, or 3) others providing any type of services to the applicant company that allows access to any area in which Confidential Customer Media/(Confidential Government Information) is accessible. For NAID® Certification, Access Individuals also include officers, directors, owners, partners of the company or other individuals who have access to, can grant access to, or authorize access to the Confidential Customer Media/(Confidential Government Information) to be destroyed at the Applicant Company’s location. (NARA Definition: For use in this PWS, within the NAID definition for Access Individuals NARA defines “access employees” as follows – Contractor Employees who have access to, or who can grant or authorize access to the Confidential Customer Media/(Confidential Government Information) to be destroyed at the Company’s location but excludes employees of subcontractor companies (mills or transportation)).

2.8.2 ACCESS NON-EMPLOYEES – Access Individuals who are not employees. This subset of Access Individuals is distinctly identified because of background screening requirements that apply to this category.

2.8.3 NON-ACCESS EMPLOYEES – Employees of the Company who are restricted from access to secure destruction areas and other areas where Confidential Customer Media/(Confidential Government Information) is accessible or who have not been through or cannot be fully vetted for the NAID® Certification employee screening requirements. These employees must be accompanied, supervised, or always escorted by an Access Employee when in presence of Confidential Customer Media/(Confidential Government Information) to be destroyed. Also see Visitors.

2.8.4 PAPER OR PRINTED MEDIA – Information printed on paper or other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos.

2.8.5 SUBCONTRACTOR - Any entity the Company uses to provide services that are an integral part of the Company’s destruction service program and whose employees or agents have access to Confidential Customer Media/(Confidential Government Information) to be destroyed. Examples include providers of temporary staffing, transportation, etc.

2.8.6 VISITORS - All individuals who may enter the secure destruction area/facility or enter an area/facility with Confidential Customer Media/(Confidential Government Information) for destruction and who are 1) not employed by the Company, 2) working as (or for) an independent contractor for the Company, 3) otherwise providing services for compensation to the Company, &/or 4) employees from another division or Company location who have not met all of the NAID® Certification Employee Screening requirements and are not wearing a Photo ID badge, are considered Visitors. All Visitors must sign a Visitor log maintained by the Company, be provided a Visitor badge and be always escorted or under the supervision of an Access Individual while in the secure destruction building or area with Confidential Customer Media/(Confidential Government Information) for destruction. This includes, but is not limited to, current or prospective clients, service providers such as vending machine distributors, mechanics or technicians, or employees as noted above.

3.0 SECURE DOCUMENT DESTRUCTION AND RECYCLE SERVICES

3.1. Secure Paper or Printed Media Description

3.1.1 Annual Estimate of Volume and Weight [Average weight – 30 pounds per box]. The material is sorted office paper and categorized as Controlled Unclassified Information (CUI). The age of the paper may date from the 1940s to the present day. Disposal falls into the following categories.

3.1.2 Contractor Witnessed Material.

3.1.3 Government Witnessed Disposal.

3.1.4 Special disposal projects generating large amounts of material will be coordinated with the Contractor.

3.1.5 Secure paper or printed media will be palletized by NARA in the original boxes or deposited in special containers/cardboard type boxes. Cardboard may be used on top of the top level to cover the open ends of boxes. The average weight of a box of records is calculated at (30) pounds per box.

3.1.6 Paper Quality. The secure paper or printed media is described as “sorted office paper." However, NARA does not guarantee the quality of the paper.

3.2 NARA Provided Transportation to Contractor Primary Processing Facility Requirements.

NARA’s intent is that this be a no cost to the Government contract. As some Contractor locations may be very far from the NARA FRC, transportation is provided by NARA funded and procured transportation directly to the Contractor’s disposal location. In these cases, NARA is responsible for security until the trailer enters the Contactor’s security perimeter at the Contractor’s primary disposal facility. NARA will obtain clearance from the Contactor prior to shipping to the contractor’s facility. NARA will provide the Contractor the following:

3.2.1 NARA will plan to limit deliveries to the following:

3.2.1.1 Contractor normal operating hours.

3.2.1.2 Contractor shall be able to receive a minimum of two (2) trailers per day, but the minimum may increase based upon the Contractor’s ability to ingest trailers. The maximum number of trailers to be delivered to the Contractor’s location in a day is ____________ (contractor fill in on Attachment 7, Vendor Quotation Submission.

3.2.1.3 Obtain pre-clearance from Contractor’s logistics manager before dispatching load.

3.2.1.4 NARA will provide a NARA shipping POC to coordinate will transportation with the Contractor which will include the notifications as follows:

3.2.1.5 When delivery is planned.

3.2.1.6 When the truck is booked.

3.2.1.7 Carrier name.

3.2.1.8 Origin of the load (which NARA site).

3.2.1.9 List of all loads scheduled for each day.

3.2.1.10 Minimum 48-hour notice of arrival of trailer loads.

3.2.1.11 Provide scanned and emailed copy of the BOL on departure from the NARA location.

3.2.1.12 The Contractor shall receive the material at its disposal location at the designated time and:

3.2.1.13 Visually inspect the load for signs of tampering or unauthorized entry and report to the NARA COR any discrepancies.

3.2.1.14 Remove the cable seal by cutting.

3.2.1.15 Remove the padlock.

3.2.1.16 Return the seal and padlock to the shipping location as listed on the BOL.

3.3 Contractor Provided Transportation Requirements.

Contractor provided transportation from NARA FRC to Contractor primary processing facility and transportation from Contractor primary processing facility or when Contractor transports shredded material to a final destruction facility these requirements below apply:

3.3.1 Contractor provided transportation from NARA FRC/NRC/NPRC to Contractor primary processing facility.

3.3.1.1 Boxes of disposable records will be secured to Contractor-provided pallets by NARA personnel using plastic shrink-wrap and/or non-metal banding. The Contractor shall deliver pallets within 72 hours of a request placed by NARA. The Contractor shall provide pallets in quantities sufficient to provide at least one (1) week of continuous palletizing without re-supply, normally 75 – 100 pallets. Pallets must be in good repair and capable of supporting a full load of records.

3.3.1.2 NARA personnel will load full pallets inside Contractor furnished trailers to full visible capacity (1200 cubic feet on average) with an electric forklift or pallet-jack. NARA personnel will secure pallets and boxes to prevent boxes from opening and spilling. Contract and Subcontractor drivers shall speak and read English to facilitate communication between the driver and NARA dock staff as well as ensure that the driver can fill out and verify shipment documentation.

3.4 Transportation of Secure Paper or Printed Media.

The Contractor shall secure all secure paper or printed media in such a manner to prevent any material from dropping off the conveyance while being transported. All trailers will be enclosed with metal sides, sealed, and secured to maintain control and security of the materials until destruction. Two load lock bars are required for all loads to avoid spillage. Drivers shall have cell phones or other mobile telecommunications devices. (NAID paragraph 2.8 and 2.9)

3.4.1 The Contractor shall provide empty tractor-trailer trucks at the Records Center facility, on dates agreed upon between the Records Center and the Contractor, for the removal of secure paper or printed media. The Records Center will provide a minimum 48-hour advance notice to schedule Contractor trucks at the NARA facility. Orders for trucks placed after 12:00 noon (local) shall be computed as placed the next business day. The Contractor shall provide the COR with a trailer number and the name of the driver before the truck arrives at the Records Center. The Contractor shall wait for the truck to be loaded (approximately 1 hour or less) and promptly remove it once loading is complete. The peak time of year is November through June. No minimum number of trailers per week is guaranteed. The Contractor may inspect the location to identify specific limitations and requirements of dock and storage space. A typical load will consist of 24 pallets on 53-foot trailers. The Contractor shall ensure that no single load exceeds state imposed gross weight limits including pallets, even if a load must contain fewer than 24 pallets. Less Than Load (LTL) destruction requirements may occur occasionally.

3.4.2. NARA secure paper or printed media shall be the only material on each trailer load. The Contractor may mix loads of secure paper or printed media from one NARA location with loads of secure paper or printed media from another NARA location. However, loads shall not be commingled with loads from other firms or agencies. Secure paper or printed media shall only be transported on enclosed trailers with metal sides. The NARA location will furnish a single use cable seal for the truck for each load. The single use cable seal used to secure the trailer doors will be engraved with a serial number, which will be used to “seal” the load. The single use cable seal will be removed by cutting it with cable cutters prior to processing at the primary Contractor site. The cut seal will be returned to the NARA location with the verification of destruction paperwork. At origin NARA will also secure Contractor trailers with a lock, which NARA will provide. Contractor shall return cut cable seal, NARA provided lock and key, and a copy of the Certificate of Destruction (Enclosure 1) to the originating shipping location as listed on the BOL.

3.4.3 NARA will provide Enclosure 1 Certificate Of Receipt And Destruction a “no cost to the Government” bill of lading (BOL) or manifest to the driver authorizing the transportation of the material. This form will be used for both NARA funded transportation and contractor provided transportation. The driver shall accept the load by signing the manifest including the date and time of departure. The manifest shall include the following information:

Point of origin Contents Date loaded Number of pallets Trailer number Seal Number Any remarks, and Signature of Records Center employee affixing lock and seal Contractor driver signature

The form includes the following wording:

National Archives and Records Administration (NARA) Security Requirements. NARA shipments of Government secure paper or printed media require trailers to remain locked and always sealed. These locks and seals may only be removed by Government authorized personnel at the destination facility. Should a Transportation Services Provider be required to remove the NARA lock or seal, the National driver must contact NARA Security immediately: Security Hotline 301-837-2900 24 hours-day 365 days a year. The driver must provide NARA Security-

· The NARA BOL number

· Truck address and position

· Nature of the problem

· Drivers name

· Drivers phone number

· Approximate time of the occurrence NARAs Transportation Department will contact the driver to obtain additional information regarding the lock and seal removal and to provide instructions on how to proceed with the shipment. Railroad use for this shipment is Not Authorized.

3.4.4 The truck shall proceed directly to the disposal site. NARA prohibits the use of interim "collection" points. All shipments must be direct shipped from NARA to the primary Contractor facility and (when using Subcontractor mills) from the primary Contractor facility to the Subcontractor facilities. If utilizing a Subcontractor for final destruction, the Contractor shall notify NARA how long an over-the-road trailer will take to travel between the primary Contractor’s shredding facility and the Subcontractor’s pulping plant. Truck transfer must abide by all state and federal laws regarding speed or other road rules and requirements. It is understood that the travel between the Record Center facility and the destruction facility may require significant travel time. Short layovers in secure yards controlled by the Contractor or Subcontractor-Transportation may be allowed to change drivers and/or tractors. In no instance shall the trailer be left unattended by either the driver or a yard manager. There shall be a direct hand-off of the trailer between drivers, but this contract recognizes that there may be a delay between the exchange and allows for limited (no more than 2 hours) between the drop and pick-up of the trailer within a secure yard. Per the BOL, the Contractor (or Subcontractor) shall promptly inform the designated Records Center officials should a delay of any nature occur in the delivery of the material to the destruction facility. The cable lock seal shall not be removed until the destruction facility is ready to process the material. If the trailer cannot be unloaded immediately, or if the destruction process is delayed or interrupted, the trailer shall be kept locked, sealed, and in a secure area on the plant grounds. If the materials to be destroyed have been unloaded from the trailer and are to be stored within the Contractor’s (or Subcontractor's) facility, the Contractor shall ensure the security of the secure paper or printed media.

3.4.5 Mishaps or delays. If delay or a mishap occurs or the trailer lock and seal need to be removed contact NARA Security as soon as possible, but no later than 24 hours, per the wording concerning notifications as detailed on the BOL (and explained in paragraph 3.4.3. above).

3.4.6 Some of the trucks may contain secure paper or printed media that requires a NARA employee to witness the disposal process. The Contractor or Subcontractor-Mills will provide accommodations for this additional step. The NARA witness will be responsible for verifying the seal and lock have not been tampered with and will watch the destruction of the Government-witnessed contents of the trailer.

3.4.7 The Contractor shall leave the Records Center’s docks in a clean and orderly condition and shall be liable and reimburse NARA for any damage to Government property caused by removal operations of the Contractor or its agents due to carelessness or neglect.

3.5 Contractor Equipment. The Contractor shall provide enclosed 53-foot trailers with metal sides which have two load-lock bars for the pick-up and removal of secure paper or printed media. All vehicles used for transfer and/or destruction of media (whether intact or destroyed) will have lockable cabs and lockable, fully enclosed boxes. (NAID paragraph 2.8) Specific containers and other equipment will be coordinated with the approval of the COR. The Contractor is also responsible for unloading secure paper or printed media at the destruction facility. All Contractor equipment shall be properly maintained by the Contractor to minimize mechanical problems and breakdowns. (NAID paragraph 2.6) The Government is not responsible for damage to the Contractor’s equipment.

3.5.1 NARA requires the trailer to the primary Contractor location to be secured and locked by NARA staff using NARA provided locks and/or cable seals.

3.5.1.1 NARA staff will provide to the drivers’ keys to the trailer locks in case of an emergency or law enforcement action occurs and the driver must provide access to the trailer. However, due to the presence of the cable seals, the drivers do not have direct access to the load during shipment and are determined to be “non-access employees” (see definitions paragraph 2.8.3).

3.5.1.2 NARA also requires that the trailer load from NARA to the primary Contractor location shall only consist of NARA secure paper or printed media.

3.5.2. Contractor Vehicles

3.5.2.1 All Contractor and Subcontractor vehicles utilized in the performance of this contract shall be insured (at least to the minimum coverage required by the respective State) and shall have current state vehicle registration. All Contractor and Subcontractor drivers shall possess a valid and current Interstate or State Commercial Driver’s License. The Contractor and Subcontractor shall not use personal vehicles for transportation of secure paper or printed media under this contract.

3.5.2.2 The Contractor and Subcontractor shall ensure that all Contractor and Subcontractor vehicles utilized under this contract are kept in proper working condition. Contractor and Subcontractor vehicles shall be locked and properly secured while at the Government site(s) or Contractor site(s). Vehicles used in the performance of the contract shall not be left unattended while transporting materials under this contract. (NAID® paragraph 2.7)

3.5.2.3 Contractors and Subcontractors are prohibited from moving secure paper or printed media by rail or intermodal transport.

3.6 Requirements for Destruction of secure paper or printed media received from the Records Center.

3.6.1 Witnessed Disposal: All disposal of secure paper or printed media received from the Records Centers must be handled as either Government—or Contractor—witnessed disposal.

3.6.1.1 Contractor Witnessed Disposal: For contractor witnessed disposal, the Contractor shall provide a signed Certificate of Destruction after the secure paper or printed media are destroyed, as shown in Enclosure 1. (See Certificate of Destruction paragraph 3.4.3)

3.6.1.2 Government Witnessed Disposal: If NARA require that a Government employee witness the disposal of its records, the disposal and witness will be coordinated with the Government. The estimated amount of Government Witness Disposal is zero and would only exist if specifically requested by another Federal agency. However, the Contractor must be able to accommodate Government Witness Disposal if the need occurs during the term of the contract. The Government recognizes the requirement to establish supplemental procedures between the Contractor and the Government if this situation arises.

3.6.2 Destruction of Secure Paper or Printed Media

3.6.2.1 End product specifications/requirements. For hard copy material (paper or printed media), the Contractor shall use cross-cut shredders which produce particles of 1 mm x 5 mm (0.04-inch x 0.2 inch) in size (or smaller), or the Contractor shall pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 inch (2.4 mm) security screen. If shredding deviates from the above specification, the material must be safeguarded in accordance with this PWS until it reaches the stage where it is rendered unreadable through additional means, such as burning or pulping. Only when these standards are met is the material deemed to be destroyed.

3.6.2.2 Multi-Phased Destruction. The Contractor may employ a multi-phased destruction process where the initial shred particle size is larger than the requirement in paragraph 3.6.2.1. However, only when the material meets the standard in paragraph 3.6.2.1 is it deemed to be destroyed. Under multi-phase destruction, when paper or printed media is cross-cut shredded to 5/16 inch plus or minus 1/16-inch, certain security requirements are reduced. However, the Contractor and Subcontractors shall still provide specified levels of security (throughout this PWS) until the material is “destroyed” per 3.6.2.1.

3.6.2.3 Metal. The material may contain several contaminants beyond the normal level for sorted office paper – including staples, paper clips, and metal fasteners.

3.6.2.4 Electronic Media. It is not intended for the Contractor to destroy electronic media (tapes, hard drives, floppy discs, etc.) under this contract. Therefore, Contractors discovering any electronic media shall safeguard it in accordance with this PWS and contact the NARA Government Contracting Officer Representative (COR) named in Attachment 3, paragraph II, a to determine disposition of electronic media. The Contractor shall double-wrap all electronic media found.

3.6.3 Requirements for Destruction Controlled Unclassified Information (CUI): The following procedures and policies are in place at the Records Center to ensure all document destruction follows Controlled Unclassified Information (CUI) policy:

3.6.3.1 Trucks carrying Controlled Unclassified Information (CUI) are to be locked and always sealed until actual destruction takes place. All “access employees” (see 2.8.1 above) are required to undergo disclosure safeguards awareness training during contract award orientation and annually thereafter.

3.6.3.2 In addition, the following guidelines from NIST 800-88, Rev 1 are incumbent upon Contractors:

3.6.3.2.1 Shredding Precautions: When the Contractor uses shredding as the means to conform to the requirement for final destruction the Contractor shall ensure that material still in readable form after going through the shred process is re-shredded. Contractor shall ensure that designated shred areas are cleared of CUI materials.

3.6.3.2.2 Certificate of Destruction: The Contractor shall provide a Certificate of Destruction for all recyclable materials after the final destruction (secure paper or printed media conform with PWS para 3.6.2.1) of each trailer load (the Contractor will need to verify with their subcontractor that material has been pulped before providing the Certificate of Destruction back to NARA). The Contractor shall use and completely fill out the Certificate Of Receipt And Destruction at Enclosure 1.

3.6.3.2.3 Contractor Secure Destruction Facility: Contractor agrees to provide a Secure Document Destruction facility capable of handling forecast volumes of destruction material for the Records Center. The Contractor shall utilize an existing Secure Document Destruction facility or set up a new Secure Document Destruction facility where these capabilities do not currently exist.

3.6.4. The Contractor shall ensure the following:

· Baled material that is collected and/or stored at interim storage facilities (or at Subcontractors locations) shall be protected within a controlled environment that prevents access by unauthorized individuals (NAID® paragraph 2.5)

· Accountability measures shall be in place to account for and track any baled CUI up to and until it is destroyed to the standards of the CUI Program.

· CUI media shall be secured while awaiting destruction. (NAID® paragraph 2.3)

· Shall only use a single location for primary processing.

3.6.5 Prior to the Contractor beginning performance under the contract, the NARA Contracting Officer or designated representative will inspect and approve each Contractor facility and Subcontractor facility designated in the contract.

3.6.6 The Contractor upon arrival of the secure paper or printed media at the Contractor facility, and until completion of destruction, shall maintain the secure paper or printed media in a secure holding area,…