Atch1_30_MDG_Shredding_PWS_20180530.pdf

PERFORMANCE WORK STATEMETN

SECURE SHREDDING/DOCUMENT DESTRUCTION SERVICES

30th MEDICAL GROUP

VANDENBERG AFB, CA

30 May 2018

1. SCOPE:

1.1. The Contractor shall provide all personnel, equipment, tools, materials, supplies, transportation, supervision, other items and services necessary to perform all operations for the on-site collection, shredding, destruction and disposal of paper materials from the 30th Medical Group (30 MDG), Vandenberg AFB, CA. All services will be performed on-site at 30 MDG, 338 South Dakota Ave, Building 13850, Vandenberg AFB, CA 93437.

1.2. The Contractor shall collect and properly dispose of sensitive material/information in accordance with 36 CFR for on-site material shredding service in accordance with the specifications, terms and conditions of this solicitation for a period of one (1) basic year and four (4) option years. All work is to be performed in accordance with (IAW) federal, state and local laws and ordinances of the State of California.

1.3. This is a Firm Fixed Price (FFP) services contract to shred, destroy and dispose of materials with Personally Identifiable Information (PII) and other sensitive Health Insurance Portability and Accountability Act (HIPAA) related materials, to include but not limited to papers, folders, six part folders, envelopes, and other office type paper products. The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction IAW;

a) The Privacy Act of 1974, 5 USC

b) Federal Records Act, 44 USC

c) 45 CFR 160 and 164

2. CERTIFICATION OF CONTRACTORS:

2.1. The contractor shall be National Association for Information Destruction (NAID) certified for mobile destruction of paper products. Contractor shall furnish a copy of its up-to-date and current certification to Contracting and to the 30 MDG Contracting Officer Representative (COR) upon request and prior to the start of the contract.

3. CONTRACTOR FURNISHED EQUIPMENT / SUPPLIES:

3.1. The contractor shall provide all necessary containers and labels required for the accumulation of un-classified, sensitive paper materials. The contractor will supply twenty seven (27) containers total. Twenty three (23) of the containers will be 64 Gallon, with wheels, and lockable. Additionally, the contractor will supply four (4) mini-consoles, lockable. The contractor will place the containers in pre-designated locations within the 30 MDG. The containers will stay on-site 24-7 for the duration of the contract, and will be loaded by Government personnel. The locations of the containers and sizes required are as follows:

3.2. The contractor will also supply locks for all containers, and all locks should be keyed to one master key. The contractor will supply the 30 MDG COR with two (2) master keys for item retrieval if required.

4. SCHEDULE OF OPERATIONS:

4.1. The contractor will deliver and place the 27 containers within one (1) week after the contract period of performance starts.

4.2. Pick-up/destruction shall occur every other Wednesday during normal 30 MDG business hours (0730-1630). Any changes to this schedule must be coordinated with and approved by the

BIN # LOCATION ROOM NUMBER SIZE

1 Pharmacy 1‐1200 64 Gal.

2 Health and Wellness Center (HAWC) 1‐0802 64 Gal.

3 Health and Wellness Center (HAWC) 1‐0023 64 Gal.

4 Tricare Operations Patient Administration (TOPA) 1‐0343 64 Gal.

5 Central Check‐In (Main Lobby) 1‐0601 64 Gal.

6 Family Practice 1‐0603 64 Gal.

7 Medical Records 1‐0321 64 Gal.

8 Medical Records 1‐0321 64 Gal.

9 Dental Flight (In Hallway) 1‐1304 64 Gal.

10 Mental Health Flight 1‐1432 64 Gal.

11 Mental Health Flight 1‐1404 Mini Console

12 Laboratory Records Room 1‐1603 64 Gal.

13 Laboratory Operations Area 1‐1606 64 Gal.

14 Radiology 1‐1703 64 Gal.

15 Logistics 1‐0402 64 Gal.

16 Logistics 1‐0402 64 Gal.

17 Logistics Warehouse 1‐0412 64 Gal.

18 Optometry 1‐0511 64 Gal.

19 Bio‐Environmental 2‐300 64 Gal.

20 Public Health 2‐252 64 Gal.

21 Education and Training 2‐133 64 Gal.

22 Space Missile Medicine 3‐330 64 Gal.

23 MDSS/CCS Office 4‐0117 Mini Console

24 MDOS/CCS Office 4‐0249 Mini Console

25 MDG/CCS 4‐0252 Mini Console

26 4th Floor Break Area 4‐0126 64 Gal.

27 Drug Demand Reduction N/A 64 Gal.

BUILDING 13848 (Next to Medical Group)

1st FLOOR

2nd FLOOR

3rd FLOOR

4th FLOOR

COR prior to implementation. Any change to the frequency of deliveries must be coordinated and approved by the Contracting Officer (CO) prior to implementation.

4.3. The contractor will ensure all 27 containers are emptied during each scheduled pick-up.

4.4. The first regular scheduled pick-up will occur on 18 Jul 2018.

5. HOURS OF OPERATION

5.1. The Contractor is responsible for conducting business, during normal hours of operation between the hours of 07:00 AM PST to 5:00 PM Pacific Standard Time (PST), Monday through Friday, except recognized 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 will not be reimbursed when the Government facility is closed for the above reasons. During recognized federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, no pick-up/destruction can occur.

5.2. RECOGNIZED FEDERAL HOLIDAYS: The Contractor is not required to perform services on recognized federal holidays unless provided specific written authorization by the Contracting Officer to work Special Hours.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

5.3. If the regular scheduled pick-up is affected due to a federal holiday or down day, the pick-up shall occur on the next regular business day.

6. CERTIFICATE/RECORD OF DESTRUCTION:

6.1. Along with receipts, the Contractor shall furnish to the COR a certificate and/or record of destruction that all materials collected were properly destroyed. If the record of destruction cannot be provided at the time of pick-up/destruction the contractor will provide the record to the COR no later than the third (3rd) day following pick up.

7. SECURITY REQUIRMENTS: At all times while on Vandenberg AFB premises, Contractor employees shall comply with Vandenberg AFB security requirements imposed by the Installation Commander. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at Vandenberg AFB. The Contractor shall be responsible for accountability of all such media issued to Contractor personnel and these media shall be surrendered to the 30th Security Forces Squadron (30 SFS) Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment with the Contractor. The Contractor shall comply with all VAFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation only for the purpose of work under this contract, and are not authorized in other facilities or areas without prior Government authorization. Due to safety/security requirements, Contractor personnel shall be required to fluently speak, understand, read, and write English.

7.1. Main Base Access. Current security access restrictions at the Santa Maria Gate (Main Base Entry Gate) require all Contractor vehicles (which are the size of a standard bread delivery truck or larger) to enter only through the Lompoc Gate (located at intersection of Santa Lucia Road and Pine Canyon Road). There is a vehicle check pull-off area at that gate and the Contractor will be required to submit to a vehicle search prior to gaining entry to the base.

Contractor should plan and allow for delays as a result of in-place security procedures.

7.2. Base Access Letter. To request base access, the Contractor shall send a letter to the Contracting Officer. The letter must be on company stationery and shall include: Contractor’s company address and telephone number, the contract number, names of the Contractor Program (On-site) Manager and Contractor Security Manager, and their alternates, requiring access to Vandenberg AFB, their social security numbers, and duty hours. After approval, this letter will be maintained on file with Security Forces at the Visitor’s Control Center, Building 17596.

Contractor shall provide this letter at the pre-performance conference and submit updated letters as changes occur. Entry requirements are subject to change, without notice, due to installation and world situations.

7.3. The Contractor shall brief all personnel that they shall immediately leave any area upon notification by the Contracting Officer, Contracting Officer’s Representative (COR), constituted authority, or the Security Forces, when directed, as occasional operational requirements, real world activities, or emergencies dictate.

7.4. Contractor Vehicles. Each Contractor vehicle shall have the name of the Contractor exhibited on each side of the vehicle. The Contractor shall provide company identification tags and vehicle identification at no additional cost to the Government. Vehicles shall be operated in accordance with base rules and regulations while in the base area. All of the contractor's vehicles and equipment shall be equipped with proper safety devices and shall be in safe operating condition. The contractor shall perform all work in a fire safe manner in accordance with fire prevention standards of Vandenberg Air Force Base. The contractor is responsible for compliance with all Federal and State safety directives and is subject to OSHA inspections while on base.

7.5 Physical Security. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use.

7.6 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 persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control 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/key cards to the Contracting Officer.

7.6.1 In the event keys --other than master keys--are lost or duplicated then the Contractor shall re-key or replace the affected lock/locks only at the direction of the Contracting Officer.

However, the Government may replace the affected lock/locks or perform re-keying. When the Government performs replacement of locks or re-keying as a result of Contractor key loss or duplication; the total cost of re-keying or the replacement of the lock/locks shall be deducted from the monthly payment due 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.

7.6.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

7.7 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

8. CONTRACTOR PERSONNEL

8.1. Contractor personnel shall present a neat appearance and be easily recognizable. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name.

8.2. Contractor personnel shall comply, and ensure that Sub-Contractor personnel comply, with current federal, state, local, Department of Defense (DoD), and Air Force regulations, plans, and policies including all applicable parts of the Air Force Occupational Safety and Health Standard (AFOSH) and United States Department of Labor Occupational Safety and Health Administration (OSHA).

8.3. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with (IAW) DoD 5500.7-R, "Joint Ethics Regulation (JER)", "Standards of Conduct," Dated August1993.

8.4 IDENTIFICATION OF CONTRACTOR EMPLOYEES: All Contractor 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 that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractor personnel will be required to obtain and wear badges in the performance of this service.

9. LOSS OR DAMAGE: The Government will not be liable for any loss or damage to the Contractor’s property or for expenses incidental to such loss or damage unless caused by the Government.

10. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. 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 with regards to 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.

11. Invoicing. The Contractor shall invoice electronically to the Defense Finance Accounting Service (DFAS) utilizing the iRAPT application on the Wide Area Work Flow (WAWF) e- Business Suite website (www.wawf.eb.mil) within five (5) working days of the month. The Contractor shall notify the POCs identified in the WAWF clause of the contract upon submittal of invoice for processing. The Contractor shall provide supplemental documentation with each monthly invoice to be uploaded in iRAPT. Supplemental files shall include work orders issued and other documentation that was generated for each task (inspection records). Supplemental files are used to validate the pricing for the monthly invoicing.

12. Contractor Manpower Reporting (CMR).

12.1. The Contractor shall report ALL Contractor labor hours (including Sub-Contractor labor hours) required for performance of services provided under this contract for the US Air Force via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil.

12.2. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the ECMRA help desk.

13. GOVERNMENT FURNISHED ITEMS AND SERVICES:

13.1 Services.

13.1.1 Medical Response Services. The Government will provide initial medical treatment for life-threatening emergencies. It shall be the responsibility of the Contractor or Contractor employee to seek continued medical treatment if needed. The Contractor or employee shall reimburse the Government for all Government-provided medical services. The emergency phone number is 911 or if using a cellular phone the number is 606-3911.

13.2 Facilities. N/A

13.3 Utilities. The Contractor is responsible for providing for its own portable toilet and sanitary facilities.

13.4 Equipment/Materials. The Contractor is responsible for providing for all equipment and materials necessary to provide on-site security shredding services for 30 MDG.

14. SERVICE SUMMARY (SS) ITEMS

The SS identifies the key performance objectives for the services and the associated performance thresholds that must be attained by the Contractor, and over which the Government will exercise surveillance. The omission of any PWS or contract requirement from the SS shall not be construed as a waiver by the Government to enforce the performance of that requirement by Contractor or a waiver of any rights or remedies by the Government against Contractor for nonperformance of that requirement. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Performance Threshold (This is the maximum error rate) 1 Provide Services IAW this PWS. No more than two (2) valid customer complaints.

2 Comply with the permits, regulations, directives, plans or any other compliance operating documents governing VAFB.

Zero (0) Significant Notice of Violations from the Regulatory Agency Inspector.

Method of Surveillance:

Validated Customer Complaint: Compliants must be validated.

15. SCHEDULE OF DELIVERABLES

Deliverable Frequency Copies Medium/Format Submit To Quality Control Plan Within 30 days after contract award.

Within 5 business days from when changes are made thereafter.

1 Digital copy (Adobe Pdf) & 1 Printed Copy (Hard copy)

Contracting Officer

Certification(s), License(s), & Permit(s)

With quote and anytime there is a change.

1 1 Digital copy (Adobe Pdf)

Contracting Officer

Key Personnel Designation

At contract award and anytime there is a change.

1 1 Digital copy (Adobe Pdf)

Contracting Officer

Receipts / Certificate of Destruction

At the time of pick-up/destruction / NLT 3rd day following pick-up date.

1 1 Digital copy (Adobe Pdf) & 1 Printed Copy (Hard copy)

COR

Invoices NLT 5th business day of every month

1 iRAPT / WAWF https://wawf.eb.mil

Contractor Manpower Reporting

NLT 31 Oct each year

1 eCMRA www.ecmra.mil

16. POINTS OF CONTACT

30th MEDICAL GROUP POC Name: Darian Soares Title: Medical Contracts Manager / COR Organization: 30 MDG

COMM: 805-605-7264

Email: darian.e.soares.civ@mail.mil

30th CONTRACTING SQUADRON POC Name: Virgie Daniels Title: Contract Specialist Organization: 30 CONS/PKB

COMM: 805-606-3872

Email: virgie.daniels@us.af.mil