SOW_Shredding_Services_Final.pdf

Statement of Work (SOW)

Document Shredding Services

Overview and Scope

Facilities, Security and Emergency Management Office of the U.S. Department of Education

(DoED), Federal Student Aid (FSA) requires on-site confidential document shredding services for its Washington, DC headquarters, and 10 regional offices in Atlanta, Chicago, San Francisco, New York City, Philadelphia, Seattle, Dallas, Boston, Kansas City and

Denver.

Each office produces up to 2,500 pounds per bi-weekly period. FSA’s headquarters and the regional offices generate documents that contain business proprietary data as well as confidential reports that contain Privacy Act and Health Insurance Portability and

Accountability Act (HIPPA Act) data from students, parents and agency employees. The regional offices also receive voluminous reports from banks, guaranty agencies and other financial partners that assist in delivering financial aid. FSA aims to implement confidential, on-site document shredding service on a continuing basis to improve data integrity and security while participating in recycling for the betterment of the environment.

The scope of this work entails providing confidential on-site document shredding for each of

FSA’s location.

The Government may, at its discretion, modify this contract to include shredding services at any of the Department of Education facility.

Performance Objectives

1. Provide secure process for trash pickup. Paper must be moved confidentially and without obstruction from the consoles to the on-site shredding location on a biweekly basis (i.e., every two weeks).

2. Provide “on-demand” shredding when needed within 48 hours of government’s request.

3. Recycle shredded paper.

4. Provide secure process for electronic media pickup. Electronic media must be moved and destroyed in confidentiality at an off-site shredding location.

5. Request a deliverable of on-site shredding poundage report due at the end of the month.

6. Contractor must have proof that company and employees are bonded and an insured.

7. A certificate or document of destruction should be provided upon completion of on-site shredding services.

Work Requirements

1. Provide secure, locked, top-loading executive consoles, each console having a minimum capacity of 80 lbs.

2. A shredded particle’s width and length must not exceed 5/8”.

3. Provide 55 consoles for the headquarters in Washington, DC, 15 consoles for Atlanta regional office, 13 consoles for Chicago regional office, and 12 consoles for San Francisco regional office, 4 consoles for New York City regional office, 4 consoles for Philadelphia regional office, 4 consoles for Seattle regional office, 4 consoles for Dallas regional office, 3 consoles for Boston regional office, 2 consoles for Denver regional office and 2 consoles for Kansas City regional Office.

4. Provide a certificate of destruction at the completion of shredding.

5. Provide video capability or similar viewing capability so that a government employee can observe the actual shredding process.

6. Weigh the documents to be shredded during each scheduled and on-demand service and record how many pounds of documents each division accumulates for shredding.

Report Deliverables

Item # Deliverable/Action Title Due Date Quality Measure

(Acceptance Criteria)

1 Certificate of Destruction (No. 4) The certificates are due at the end of the day following the shredding.

Accurate, complete and signed by authorized personnel.

2 Report of pounds shredded (No. 6) This report is due on the 5 th of every month for the previous month’s recorded amounts.

Accurate, complete and professionally prepared document.

Period of Performance: The estimated period of performance is as follows:

Base Period: March 30, 2017 – March 29, 2018

Option Period 1: March 30, 2018 – March 29, 2019

Option Period 2: March 30, 2019 – March 29, 2020

Option Period 3: March 30, 2020 – March 29, 2021

Option Period 4: March 30, 2021 – March 29, 2022

Places of Performance

Shredding must be performed at the government facilities listed below:

U.S. Department of Education U.S. Department of Education

Federal Student Aid Federal Student Aid

830 First Street, NE Financial Square

Washington, DC 20202 32 Old Slip, 25 th

Flr.

District of Columbia New York, NY 10005

New York, County

111 North Canal Street, Suite 1094 John Wannamaker Building

Chicago, IL 60606 100 Penn Square East, Suite 511

Cook County, IL Philadelphia, PA 19107-3323

Philadelphia County, PA

50 United Nations Plaza 8930 Bryan Street

Suite 1200 Suite 1420

San Francisco, CA 94102 Dallas, TX 75201-6817

San Francisco County, CA Dallas County, TX

61 Forsyth Street, S.W., Suite 19T40 33 Arch Street

Atlanta, GA 30303-0819 10 th

Floor Suite 1001A

Fulton County, GA Boston, MA

Suffolk County, MA

1010 Walnut Street, Suite 471 1244 Speer Street, Suite 201

Kansas, MO. 64106-2147 Denver, CO 80204

Jackson County, MO Denver County, CO

U.S. Department of Education

Federal Student Aid

915 2 nd

Avenue

Seattle, WA 98174

King County, WA