FY24 Statement of Work Shredding.pdf

SUBJECT: Statement of Work for Shredder Service

General description of service: This specification establishes the minimum requirements for a recurring service to provide lockable containers, for paper and media, and monthly shredding of the material in those containers.

To be shredded: No classified data; only CUI, PII, LES or other sensitive but unclassified information will be shredded by the commercial shredding service.

Service to be performed:

The contractor will provide 31 containers, to be placed in 22 facilities on Robins AFB, and 1 off-site facility at Robins North. The contractor will empty the containers monthly. Contractor must ensure that bins are placed and returned to designated areas/locations within each facility as specified by authorized DLA Aviation representative or security representative. The contents will be shredded on site and destroyed in such a manner that would make the contents difficult to recognize or reconstruct the information and in a manner that will not compromise any personnel, sensitive or critical information of the organization and employees.

Shredding methods and shredder output will be approved by a DLA Aviation at Warner Robins Security Specialist. All shredding must be performed utilizing DoD approved crosscut shredders. An authorized DLA Aviation representative must be present when shredding is performed by contractor to visually verify that all documents are completely and properly shredded. It is the responsibility of the contractor to ensure that shredding equipment is operable and properly outfitted to shred documents as required. The contractor will be liable for any information released due to improper or incomplete shredding as determined by the DLA Aviation security representative. Contractor must notify DLA Aviation security representative immediately if it discovered that a breach in information may have occurred due to improper or incomplete shredding.

The contractor or sub-contractor must shred to the National Association for Information Destruction certified 5/8-inch service.

The DLA Aviation representative organizing the shred activity will monitor the complete operation to ensure that 100% of materials are shredded by the commercial contract shredder operator.

The DLA Aviation representative must ensure the commercial contract shred operator will not read the contents inside the bins.

A thorough inspection by government (DLA Aviation) representative of the commercial vehicle must be conducted at the end of the shredding process before the vehicle is allowed to leave the onsite location. This inspection includes opening any compartment that allows access to the shred areas (except that of the loading doors) to ensure no un-shred material is found, i.e., the belt or hopper area.

If un-shredded material is found, it must be re-shredded and re-inspected again.

Shredding requirements:

The contractor will be responsible for bin collection, shredding, and bin reallocation. The containers will be emptied and shredded once per month, on designated days that are agreed on with the contractor and the DLA Aviation Representative. The shredding designated shred days will be scheduled or rescheduled by a DLA Aviation representative; the contractor must be able to meet the requested shred date within a period of 5 working days.

All shredding will be accomplished on Robins AFB and at the off-site location at Robins North, near the facilities where the containers are located. Containers will, at a minimum, will be in buildings 49, 82½, 91, 103, 120, 125, 129, 140, 149, 150, 155, 158, 161, 169, 189,301,309, 350, 380, 640, 645, 670, and DLA Trailer 22 at Robins North. If bins are relocated, DLA Aviation will instruct or direct the contractor to the new location in person.

The contractor will collect all bins, shred their material, and replace the bins within a maximum of 5 hours. The Contractor will be responsible for disposing of shredded material off Robins Air Force Base.

The entire shredding process will occur within DLA Aviation's normal business hours; Monday through Friday 0730-1500, excluding government holidays. DLA Aviation shall provide escort(s). The contractor is responsible for arriving at Robins Air force Base no later than 0830 am on the scheduled shred days.

The shredders will be able to shred paper bound with staples, paperclips, folders, and other items commonly associated with media. The shredders will be able to shred CDs and DVDs.

DLA Aviation will not be responsible for any damage to the shredder during shedder operations.

Description and location of containers:

The contractor will provide 31 containers, to be placed in 22 facilities on Robins AFB and 1 facility off-site at Robins North. Container sizes will be: 31 containers, 95 gallon each. Containers sizes are subject to change.

Each container will include a 1.5 to 2.5 inch by 12-inch slot in the cover, in which personnel will deposit approved media (shred CDs and DVDs). The containers will remain locked, DLA Aviation will be provided with 4 keys per container in case a filling error occurs, and media needs to be recovered.

DLA Aviation may affix an 8.5 inch by 11-inch identifying sleeve or sticker to each container, that will be provided by the contractor. DLA Aviation will not be responsible for removal of the sleeve or sticker when the bin is no longer required. If any container becomes damaged or unusable as determined by the DLA Aviation, it will be replaced at no cost to DLA Aviation.

Each container will have wheels/casters and will be able to be relocated by one person. The contractor shall be responsible for any damage to base facilities. Any damages requiring repair will be at the contractor's expense.

Contractor shall be responsible for cleaning up and removing all trash and discarded material.

Special Requirements:

Contractor personnel, requiring access to Robins AFB, will be required to obtain contractor badges.

Personnel shall submit to a criminal background check and may be barred from entry to Robins AFB.

The contractor shredding vehicle is required to enter Robins AFB through the Commercial Gate (Gate #4). Its driver is required to present the following information before being permitted on the base:

• Valid driver's license

• Proof of insurance

• Vehicle registration and Tag Number

The vehicle must have the vendor's company name on both doors.

For all locations and work being performed, the contractor will be escorted by the DLA Aviation representative. For the area that need special access, the DLA Aviation representative will sign the contractor in and out, making sure to always stay with the contractor.

All onsite shredding contract personnel (including interim/replacement) will receive an initial Operations Security briefing from security representative prior to the first service being performed.

Contractor/vendor must inform DLA Aviation prior to scheduled service date/time when an interim or replacement contract employee is being utilized and if that scheduled service date will need to be modified.

Point of contact are:

Derrick Loyde 478-236-3693 Derrick.Loyde@dla.mil mailto:Cedric.Black@dla.mil