PWS

FA5209-12-T-0075

PERFORMANCE-BASED WORK STATEMENT

FOR

SHREDDER SERVICE

FOR

DFAS JAPAN AT

BLDG 104 AND BLDG 4, YOKOTA AB, JAPAN

YOKOTA AB

9 April 2012

Table of Contents

SECTION 1

Description of Services/General Information Pages 2-8

SECTION 2

RESERVED or Services Summary

SECTION 3

Government Furnished Property and/or Services

SECTION 4

Appendix 1 - Sketches

SECTION 1 – DESCRIPTION OF SERVICES/GENERAL INFORMATION

DESCRIPTION OF SERVICES. The contractor shall provide all necessary personnel, supervision, management, tools, equipment, transportation, materials and any other items necessary to perform collection, shredding/destruction and disposal of Government paper/material. Service specified herein is to be performed On-site outside of DFAS Japan in the parking lot. DFAS addresses and number of estimated bins listed below; the services are to be performed at the two following locations on a quarterly schedule with an option to schedule one extra service if needed during the year.

The months of required operations will be March/June/September/December. The Government Representative (GR) shall inform the contractor performance date prior to 20 working days of each scheduled month. The following are addresses for the two DFAS locations:

DFAS-Japan

Unit 5220 Bldg 104

Yokota Air Force Base

APO AP 96328

Estimated Bins in this Bldg is 7 DFAS-Japan

Unit 5220 Bldg 4

Yokota Air Force Base

APO AP 96328

Estimated Bins in this Bldg is 6

1.1. TYPE OF SERVICES REQUIRED. The contractor shall perform the following listed services:

(a) Sensitive Document; The Contractor is to provide collection services for sensitive documents and materials while maintaining confidentiality until on-site shredding and destruction of sensitive material is accomplished to protect customers from identity theft in accordance with the following Federal laws and regulations:

The Privacy Act of 1974

The Gramm-Leach-Bliley Act of 1999

The Data Protection Act of 1998

DFAS Regulation 5200.1-R (Information Security)

DFAS Regulation 5205.1 (Operations Security) Materials to be shredded or destroyed may include work papers, staples, or any other material containing names, addresses, Social Security Number (SSN), credit information, and any confidential information which has served its purpose. The shreds or particles cannot be read and cannot be reconstructed.

(b) A signed report for shredding/destruction must be issued upon completion of each job. The certificate will be submitted to the Government Representative (GR) and indicate the date of shredding/destruction, number of pounds shredded and disposed and be signed by the individuals (Contractor and GR) verifying proper destruction and shredding. The certificate of destruction must include the contract number, invoice number, price per pound or price for collection, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction must be included when submitting the invoice.

(c) The Contractor will provide on-site shredding and destruction services to handle a variety of unclassified material. The disposal will be in accordance with all applicable local, Japan, and Federal Laws and regulations. All fees associated with disposal will be paid by the Contractor. Only the contractor will shred/destroy material. The individuals accomplishing this task must have a full understanding of their responsibilities. The Contractor will allow the Government Representative to accomplish facility/site visits to inspect shredding/destruction as necessary to ensure the Contractor is in compliance with the PWS.

(d) Collection vehicles will be operated in accordance with safety rules and regulations while in the activity. The Contractor must meet all Government security requirements and be agreeable to site inspections.

(e) In accordance with Security and Privacy Act Requirements, all work performed relative to the taskings identified in the PWS 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 persons, their vehicles and other property entering, leaving and while within the confines of Government property/installation will be subject to searches and inspections.

(f) Collection/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 GR. Such approval will normally be granted only in cases of particularly severe weather, such snow storms or tornados, etc. When approval to reschedule collections is granted, the Contractor will accomplish all missed collections within 24 hours after the severe weather has terminated, at no additional cost to the Government.

(g) The Contractor will collect, shred and dispose of paper/material awaiting removal. All problem/issues relative to paper/material shredding will be reported to the GR.

1.2. GENERAL INFORMATION.

1.2.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program and quality control plan (QCP) to ensure services are performed in accordance with the PWS and local commercial standards. A QCP shall be established and implemented by the contractor in order to identify and prevent defects in the quality of service performed. As a minimum the contractor shall develop quality control procedures addressing the following:

1.2.2. QUALITY ASSURANCE. The GR will evaluate the Contractor's performance through intermittent on-site inspections of the Contractor's quality control program using the performance objectives located in section 2 of this PWS. The Government may inspect each task as completed and decrease or increase the number of quality inspections by the result of inspections.

1.2.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items for Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.2.4. GOVERNMENT REPRESENTATIVE (GR).

The contractor shall coordinate all aspects of this project with the GR. Completed work shall be subject to inspection and acceptance by GR. The COR shall NOT direct or redirect any contractor action(s). This can only be done by the Contracting Officer (KO). The GR shall NOT Advise the contractor HOW to perform but rather WHAT is required per this PWS and contract.

1.2.5. CONTRACTING OFFICER AUTHORITY. Only the contracting officer has authority to enter into, administer, terminate or modify the terms and conditions herein. Any changes made by persons other than the Contracting Officer will be considered an Unauthorized Commitment and subject to Ratification Actions in accordance with the Federal Acquisition Regulation part 1.602-3.

1.2.5. CONTRACTOR PERSONNEL

(a) CONTRACT MANAGER. Contractor shall provide a contract manager who shall be responsible for all requirements in this PWS. At the pre-performance conference the name of this person and an alternate(s), who shall act for Contractor when manager is absent, shall be designated in writing to GR. Contractor shall provide telephone numbers of contract manager and alternate(s) for other than normal duty hours. He/She must be able to read and write English. Contract manager or alternate(s) shall have full authority to act for Contractor on contract matters relating to daily operation of contract.

(b) CONTRACTOR EMPLOYEES. Contractor personnel shall be easily recognizable as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the Contractor’s company name and the employee’s name.

(c) Removal of Contractor’s Employees. The Contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The Contracting Officer may require that the Contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

(d) THIRD COUNTRY NATIONALS (TCN). The Security Forces on each base control entry to the base. Under certain circumstances, the TCN might be denied entry. It is the Contractor’s responsibility to coordinate with Security Forces at each base when there is a question about particular circumstances.

(e) U.S. GOVERNMENT OR JAPANESE NATIONAL EMPLOYEES.

(a) The Contractor shall not hire employees of the United States Government and/or Master Labor Contract employees in violation of the Procurement Integrity Act. See FAR Section 3.104. Further, the Contractor shall not employ any Department of Defense employee, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense 5500.7-R, Joint Ethics Regulation.

(f) MILITARY PERSONNEL. Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. Abrupt absence of these personnel could adversely affect Contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

1.2.6. INSTALLATION BASE PASSES. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges to Contractor personnel at no cost to the Contractor. Vehicle insurance certificate are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The prime Contractor shall be responsible for all passes issued to his/her own or subcontractor’s employees under this contract. The Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

1.2.7. SECURITY REQUIREMENTS. Contractor shall ensure each employee obtains required pass and identification items for access to Yokota AB. These items are issued by the Security Forces Pass and Registration Section, located in Building 993. Contractor and employees shall return identification cards to Security Forces within 24 hours of termination or completion of this contract. All other government identification for terminated employees shall be returned to the Contracting Officer within 24 hours of termination.

1.2.8. PERSONNEL LIST. Contractor shall provide a complete roster of all personnel (includes contract manager and alternate contract manager) to KO no later than 10 days after contract award. Roster must include name, address and telephone number of employee. Contractor shall maintain a current listing of employees, providing updates as changes occur.

1.2.9. INSTALLATION SAFETY/FIRE REGULATIONS. The Contractor is responsible for job site safety and fire prevention. Standard base procedures will be obtained by the Contractor from the base Fire Department

1.2.10. REPORTS OF DAMAGES, DESTRUCTION, INJURY, OR DEATH

(a) The Contractor shall report all incidents of damage or destruction to property, or personal injury or death to any person, arising out of and during the performance of this contract. For the purposes of this clause, the term “property” includes equipment, freight, or property of any type, whether Government owned or not. The term “Contractor” includes the Contractor, its agents, servants or employees.

(b) The Contractor shall submit these reports to the Contracting Officer through the GR as follows:

(1) A preliminary report shall be made as soon as practicable after the time the incident occurs. Report may be either verbal or facsimile.

(2) A complete written report shall be submitted within 96 hours after occurrence of the incident. A copy of this report shall be furnished to the GR.

1.2.13. DISPOSAL OF MATERIALS: All debris generated from the work shall be removed from the job site and disposed by the Contractor in accordance with the laws of Japan.

1.2.14. WARRANTY. The Contractor shall provide the government with their most favorable commercial warranty. The government shall receive the same warranty service as the Contractor’s most favored customers.

1.2.15. RESPONSIBILTY FOR DAMAGES. Any damages caused to U.S. Government property during the course of performing this contract shall be restored, replaced and/or repaired to its original condition at no additional cost to the U.S. Government.

1.2.16 HOURS OF OPERATION.

(a) AVAILABILITY OF FACILITIES. The facilities will be made available to the Contractor from 0800 to 1500, Monday through Friday, excluding U.S. holidays. Access to the facilities outside of these hours may be authorized by the GR with prior coordination by the Contractor.

(b) U.S. LEGAL HOLIDAYS. Recognized US legal holidays are listed below. Holiday falling on a Saturday may be observed on the preceding Friday. Holidays falling on a Sunday may be observed on the following Monday.

1.2.17 CONSERVATION OF UTILITIES. Contractor shall instruct employees in utilities conservation practices. Contractor shall be responsible for operating under conditions that prevent waste of utilities.

1.2.18 PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. This provision is not applicable since no services are required during the crisis. The KO or COR shall notify the contractor, by any means of communication, of a crisis. There shall be no costs paid by the Government to the contractor during a crisis except those costs incurred for work performed under this contract and PWS.

SECTION 2

THIS SECTION IS RESERVED

SECTION 3

GOVERNMENT FURNISHED PROPERTY AND SERVICES

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. NONE

3.1. UTILITIES. NONE

3.2 SECURITY FORCES AND FIRE PROTECTION. Upon request for assistance, the following units will provide services on base as necessary:

(a) Base Security Forces

Telephone 911

(b) Base Fire Department Telephone 911

(c) Base Emergency Telephone 911

SECTION 4

APPENDIXES

4. APPENDIXES. Total estimated number of papers is 7,825 Kg annually.