DOCUMENT_DESTRUCTION_PWS.pdf

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

Performance Work Statement for CSC-26301 - Document Destruction

Part I: General Information

1.1 Description of services and introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and non-personnel services necessary to perform Bi-weekly Document Destruction services as defined in this PWS at Defense Supply Center Columbus (DSCC). The contractor shall meet the standards in this contract.

1.2 Background: Document Destruction is a key element in maintaining government operations. By properly destroying and disposing documents and other media, we reduce the chances of exposing the warfighter, civilians, property and even proprietary information. For organizations to have appropriate controls on the information they are responsible for safeguarding, we must properly safeguard documents and use media. An often-rich source of illicit information collection is dumpster diving for improperly disposed documents, that were not destroyed in a manner commensurate with DLA policy. To safeguard information, and properly dispose of documents and media, DLA - Installation Management (DM-FCIE) is issuing a solicitation for ON SITE shredding and document destruction services. DM-FCIE staff have previously contracted on-site shredding services as well as off-site shredding services, and after careful consideration, it is in our organization’s best interest to procure on-site document destruction services.

1.3 Objectives:

• Establish an effective document destruction plan, to support the mission of the organization.

• Award a base year contract, with four option years, for onsite document destruction services. The winning offeror will be responsible for supplying all labor, equipment and transportation, to meet the terms of this contract.

• Ensure that the requirements of the information security policy regarding information disposition are implemented and exercised in a timely and appropriate manner throughout the entire performance period.

• Ensure all contractors have received proper clearance and completed all training requirements in accordance with DLA policy.

• Document destruction services shall be coordinated with the Contracting Officer’s Representative (COR). Please see Location Frequency Attachment for more information.

• Provide verification of documents destroyed prior to leaving the installation.

• Recycle 100% of shredded material and documents. All recycled material must remain in the continental United States. This requirement shall be outlined in the contractor’s Quality Control Plan.

1.4 Scope: Scope: The contractor shall provide all personnel, tools, materials, supervision, and other items and services necessary to perform all services identified herein from DSCC Buildings (See Attachment 01 for locations and frequency of services requested). This service contract requires winning offeror to provide document destruction services, on a bi-weekly basis, at Defense Supply Center Columbus (DSCC). The contractor shall provide a minimum of 150 lockable document collection bins, which shall be either 95 or 96-gallon with metal locks and hinges on all containers. The contractor must have the capacity to service an increased number of bins on demand to meet mission requirements, such as the increase to 40 bins required for a single building in a previous modification. The collection bins shall be brought to DSCC and staged in areas designated by the COR and shall remain on site throughout the entire period of performance. Additional bins may remain on-site at no additional cost for the convenience of DSCC tenants. The bins provided by the contractor are owned by the contractor and leased or rented to the government. The government does not plan to purchase these bins.

1.5 Bins should be RED or BLUE in color to set them apart from previous bins and other bins being used on site.

1.6 On-site shredding will produce partial residue sized not exceeding 5/8-inch crosscut shred in width or smaller strips of all paper grades (un-separated) for shredding. This will include staples, clips, bindings and folders.

1.7 Only approved employees of the contractor will shred/destroy material. These individuals shall have a full understanding of their responsibilities. Prior to any service at DSCC, the winning offeror shall submit employees to the COR, utilizing DLA Form 2310, which will be submitted to security and if approved, a contractor badge will be issued. Badges are good for one year. At the end of each contract year, the contractor shall re-submit DLA Form 2310 for all employees who will be performing document destruction services at DSCC.

1.8 After specified destruction is completed, the contractor shall transport all shredded material (100% of shredded documents) to a specified location, where the material will be stored for reuse, or processed for recycling. All fees associated with disposal shall be paid by the Contractor. The Contractor shall provide waste receipts to the government within 24 hours of each visit.

1.9 Prior to any on-site document shredding services, the contractor shall submit to the COR and DLA Environmental Office a description of the specific approaches to be used, in recycling/reusing 100% of shredded material. The contractor should include the name, location and phone number, of each facility to be used, and any additional information related to the recycling of shredded documents.

1.10 The Contractor shall provide weights for recycled, reused and landfilled materials, and submit them to the COR and DLA Environmental Office. (FAR 52.223-19 & 52.223-4)

1.11 The Contractor will provide on-site shredding services to handle a variety of unclassified materials. The contractor shall shred and dispose of paper/material awaiting removal. All problems/issues regarding paper/material collection, shredding or disposal shall be reported to the Contracting Officer’s Representative (COR).

1.12 Shredding will be performed as scheduled during periods of inclement weather unless specific approval to delay collections is requested by the Contractor and approved by the COR. Such approval will normally be granted only in cases of particularly severe weather, such snowstorms or tornados, etc. When approval to reschedule collections is granted, the contractor will accomplish all missed collections within 48 hours after the severe weather has terminated, at no additional cost to the Government.

1.13 The contractor shall clean any spillage of paper/material that occurs because of the contractor’s actions during the shredding process. The contractor will consider all material designated for destruction under this order as proprietary to the DoD and will safeguard all material designated for removal and destruction until such time as destruction of material is certified as complete.

1.14 Vehicles used for collection by the contractor shall have watertight bodies which do not permit loss of paper/material.

1.15 Open-box trucks, with or without canvas cover, shall not be used.

1.16 Collection vehicles will be operated in accordance with activity rules and regulations while in the activity area and will be kept closed when moving or when not actually engaged in shredding paper/material.

1.17 The contractor shall provide bi-weekly shredding services, and on an as-needed basis on days mutually agreed upon by the Contracting Officer’s Representative (COR) and the contractor. The total quantity of 95 or 96-gallon bins the Contractor must provide is 120 bins. Based on historical data at DSCC, it is estimated that roughly 75% of the bins placed in service will need to be shredded, on a bi-weekly basis.

1.18 DSCC personnel will be responsible for moving full bins to a staging area, located near a loading dock (enabling easy access for the contractor), and the contractor will load full bins to be shredded, and replace full bins with empty bins (if applicable). The same personnel who staged the full bins in the loading area shall be responsible for moving empty bins back to the designated areas throughout DSCC. The Contractor is not responsible for moving these bins to the designated areas within buildings. The contractor will be responsible for parking the shred truck at the four buildings outlined in Attachment_01_Location_Frequency. The four designated buildings each have loading docks, which will be utilized by the contractor to shred full bins and replace them with empty bins if necessary.

1.19 The time of destruction is to be between the hours of 0800 and 1700 unless an adjusted time is mutually agreed upon by the COR.

1.20 Quantities estimated may increase or decrease in volume based upon mission requirements as it relates to workload decisions that may be made in the future within the Department of Defense or the Defense Finance and Accounting Service.

1.21 With two weeks’ notice either party can request a change to the schedule for any reason and the change must be implemented in writing.

1.22 Based on recurring requirements identified in prior contract modifications, the contractor should be prepared to provide services for special projects and unscheduled requirements. This scope includes, but is not limited to, the shredding of bulk palletized/skidded materials and providing additional, unscheduled service visits to handle overflow due to facility purges or other increases in demand.

1.22.1 On-site shredding will produce partial residue sized not exceeding 5/8-inch crosscut shred in width or smaller strips of all paper grades (un-separated) for shredding. This will include staples, clips, bindings and folders.

1.22.2 Only approved employees of the contractor will shred/destroy material. These individuals shall have a full understanding of their responsibilities. Prior to any service at DSCC, the winning offeror shall submit employees to the COR, utilizing DLA Form 2310, which will be submitted to security and if approved, a contractor badge will be issued.

Badges are good for one year. At the end of each contract year, the contractor shall re-submit DLA Form 2310 for all employees who will be performing document destruction services at DSCC.

1.22.3 After specified destruction is completed, the contractor shall transport all shredded material (100% of shredded documents) to a specified location, where the material will be stored for reuse, or processed for recycling. All fees associated with disposal shall be paid by the Contractor. The Contractor shall provide waste receipts to the government within 24 hours of each visit.

1.22.4 Prior to any on-site document shredding services, the contractor shall submit to the

COR and DLA Environmental Office a description of the specific approaches to be used, in recycling/reusing 100% of shredded material. The contractor should include the name, location and phone number, of each facility to be used, and any additional information related to the recycling of shredded documents.

1.22.5 The Contractor shall provide weights for recycled, reused and landfilled materials, and submit them to the COR and DLA Environmental Office. (FAR 52.223-19 & 52.223-4)

1.23 The Contractor will provide on-site shredding services to handle a variety of unclassified materials. The contractor shall shred and dispose of paper/material awaiting removal. All problems/issues regarding paper/material collection, shredding or disposal shall be reported to the Contracting Officer’s Representative (COR).

1.23.1 Shredding will be performed as scheduled during periods of inclement weather unless specific approval to delay collections is requested by the Contractor and approved by the COR. Such approval will normally be granted only in cases of particularly severe weather, such snowstorms or tornados, etc. When approval to reschedule collections is granted, the contractor will accomplish all missed collections within 48 hours after the severe weather has terminated, at no additional cost to the Government.

1.23.2 The contractor shall clean any spillage of paper/material that occurs because of the contractor’s actions during the shredding process. The contractor will consider all material designated for destruction under this order as proprietary to the DoD and will safeguard all material designated for removal and destruction until such time as destruction of material is certified as complete.

1.24 Vehicles used for collection by the contractor shall have watertight bodies which do not permit loss of paper/material.

1.24.1 Open-box trucks, with or without canvas cover, shall not be used.

1.24.2 Collection vehicles will be operated in accordance with activity rules and regulations while in the activity area and will be kept closed when moving or when not actually engaged in shredding paper/material.

1.25 The contractor shall provide bi-weekly shredding services, and on an as-needed basis on days mutually agreed upon by the Contracting Officer’s Representative (COR) and the contractor. The total quantity of 95 or 96-gallon bins the Contractor must provide is 120 bins. Based on historical data at DSCC, it is estimated that roughly 75% of the bins placed in service will need to be shredded, on a bi-weekly basis.

1.25.1 DSCC personnel will be responsible for moving full bins to a staging area, located near a loading dock (enabling easy access for the contractor), and the contractor will load full bins to be shredded, and replace full bins with empty bins (if applicable). The same personnel who staged the full bins in the loading area shall be responsible for moving empty bins back to the designated areas throughout DSCC. The Contractor is not responsible for moving these bins to the designated areas within buildings. The contractor will be responsible for parking the shred truck at the four buildings outlined

1.25.2 The time of destruction is to be between the hours of 0800 and 1700 unless an adjusted period is mutually agreed upon by the COR.

1.25.3 Quantities estimated may increase or decrease in volume based upon mission requirements as it relates to workload decisions that may be made in the future within the Department of Defense or the Defense Finance and Accounting Service.

1.25.4 With two weeks’ notice either party can request a change to the schedule for any reason and the change must be implemented in writing.

1.26 Certificate of Destruction: No later than 24 hours after shredding, the contractor shall provide a certificate for shredding/destruction must be signed and issued upon completion of each job. The certificate will be submitted to the COR and indicate the date of shredding/destruction, identify the material destroyed, method of destruction, number of pounds/bins shredded and disposed and be signed by the individuals (contractor and Government) designated to destroy and witness the shredding. Destruction officials will be required to know, through their personal knowledge, that such material was shredded/destroyed.

1.27 Period of performance: The period of performance shall be for (1) one base year and (4) four option years. The period of performance reads as follows:

1.27.1 Base year

1.27.2 Option year one

1.27.3 Option year two

1.27.4 Option year three

1.27.5 Option year four

1.27.6 The government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause FAR 52.217-9 entitled, “Option to Extend the Term of the Contract.”

1.28 Disposal Permits: Within 7 calendar days after contract award, the Contractor will submit copies of disposal permits or other written documentation of approval and suitability of landfill or other final disposal methods.

1.29 Quality control (QC): The contractor should develop and maintain an effective QC 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 QC program is how he or she assures shredding services comply with the requirements of this contract, as well as state and federal guidelines. As a minimum, the contractor shall develop QC procedures addressing tasks related to on-site shredding, disposal and sustainability or recycling. After acceptance of the QC plan, the contractor shall receive the contracting officer’s (KO’s) acceptance in writing of any proposed change to the QC system.

1.30 Quality assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the quality assurance surveillance plan. This plan is primarily focused on what the government must do to ensure the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

1.31 Government remedies: The KO shall follow Federal Acquisition Requirement (FAR) 52.212-

4, “Contract Terms and Conditions-Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price” for a contractor’s failure to perform satisfactory services or failure to correct non-conforming services. The contract will incorporate all updates and removals of causes related to Equal Employment Opportunity and Affirmative Action as specified in Class Deviation 2025-00003, which implements Executive Order 14173.

1.32 Recognized holidays: New Year’s Day Birthday of Martin Luther King, Jr. Washington’s

Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and Juneteenth.

1.33 Hours of operation or place of performance: The contractor is responsible for conducting document destruction services between the hours of 0800-1700, Monday through 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. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this Performance Work Statement (PWS) when the government facility is not closed for the above reasons. When hiring personnel, the contractor should keep in mind that stability and continuity of the work force are essential.

1.34 Security requirements In accordance with Security and Privacy Act Requirements, all work performed relative to the tasks identified in the SOW are unclassified or carry a Privacy Act Classification. System security will be in accordance with DoD Directive 8500.1, Security Requirements for AIS. The contractor will meet all Government security requirements and be agreeable to site inspections. After paper/material has been shredded/destroyed and disposed of by the contractor as specified herein, there are no further restrictions on the material. All people, their vehicles and other property entering, leaving and while within the confines of Government property will be subject to searches and inspections.

1.35 All personnel who will be providing on-site services at DSCC will have to submit personal information, including social security numbers, compliant driver’s license number, DOB and other identifiable information, to obtain a Contractor Common Access Card (CAC) for installation access. Additionally, the Contractor shall take all required security training, in accordance with DoD and DLA policy.

1.36 Physical security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.37 Key control. The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized people. No keys issued to the contractor by the government shall be duplicated. The contractor shall develop procedures covering key controls that shall be included in the QC plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys to KO.

1.37.1 In the event keys other than master keys are lost or duplicated, the contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying.

When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of lock or locks shall be deducted from the monthly payment due to the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

1.37.2 The contractor shall prohibit the use of government-issued keys by any person other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of people other than contractor employees engaged in the performance of assigned work in those areas or personnel authorized entrance by the KO.

1.37.3 Lock combinations. The contractor shall establish and implement methods of ensuring all lock combinations (if applicable) are not revealed to unauthorized people. The contractor shall ensure lock combinations are changed when personnel with access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QC plan.

1.38 Security Investigation Requirement: In accordance with Security Investigation

Requirements, no classified work will be required. However, the contractor will be working with sensitive information which is covered by the Privacy Act and category ADP/IT II. Contractors must ensure sensitive (privacy act) information is properly safeguarded at the work site and not removed from the work site. Also, the contractor will be required to comply with security requirements associated with DLA policy. All contractor personnel and staff will be Licensed, insured, and bonded and furnish such proof with the quote.

1.39 Invoices: Payment will be made monthly, in accordance with the Prompt Payment Act.

Invoices will include contract number, invoice number, total pounds/bins of paper/material shredded and date of pickup. Invoices will be submitted to the COR (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Workflow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil.

(Reference clause 252.232.7003). When the 2-in-1 or Combo invoice is received by the COR via WAWF, the COR will review the document and if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.

1.40 Conservation of utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities which includes turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

1.41 Special qualifications: (Insert any special certification requirements for employees if deemed appropriate. For example: The contractor is responsible for ensuring all employees possess all required licenses for operating shredding equipment and vehicles used in the execution of this contract.)

1.42 Post-award conference or periodic progress meetings: The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The KO, contracting officer’s representative (COR), and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the KO will appraise the contractor of how the government views the contractor’s performance, and the contractor will appraise the government of problems, if any, being experienced. Appropriate action should be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

http://www.wawftraining.com/ http://www.dod.mil/dfas

1.43 COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure 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, and specifications; monitor contractor’s performance and notify both the KO 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 regarding 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.

1.44 COR Information:

Name: Sinan Falah Organization: DLA Installation Management Mobile: (614) 432-5955 Email: Sinan.Falah@dla.mil

1.45 Contract manager: 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 KO. 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.

1.46 Identification of contractor employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractors working on DSCC shall obtain and display badges.

1.46.1 A loading area and designated shredding area will be utilized by the Contractor. The

Contractor shall coordinate loading and shredding services with the COR, during the pre-construction meeting. The COR for this project will be Sinan Falah, and he is located at Bldg. 308 (See Attachment 03 for directions to Bldg. 308). A master key for the shred bin locks will be provided to the COR for internal use.

mailto:Sinan.Falah@dla.mil