HQ0423-16-T-0009_SOW.pdf

STATEMENT OF WORK

SHREDDING AND DESTRUCTION SERVICES DFAS-CL

1.0 INTRODUCTION: The purpose of this requirement is to provide the Defense Finance and

Accounting Service, Cleveland (DFAS-CL) with contractor services for collection, shredding/destruction and disposal of sensitive Government papers/materials while maintaining confidentiality to protect 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)

2.0 SCOPE: The contractor shall provide all personnel, equipment (to include lockable collection bins which are left on site until collection), tools, materials, supervision, and other items and services necessary to perform all services identified herein from the following DFAS Facilities/Sites:

Site 1: DFAS-Cleveland

Anthony J. Celebrezze Federal Building

1240 East 9 th Street

Cleveland, Ohio 44199

Site 2: DFAS-Cleveland

Isaac I. Campbell (Bratenahl)

555 East 88 th

Cleveland, Ohio 44108

Site 3: DFAS- Bytegrid

1625 Rockwell Ave

Cleveland, OH 44114

Additionally, the contractor will supply sufficient personnel and equipment to transport the materials to be shredded from all designated bin locations to the shredders

2.1 Period of Performance: The period of performance will be for one (1) twelve (12) month base period and three (3) twelve (12) month option periods.

3.0 GENERAL REQUIREMENTS: The Contractor shall provide services for the collection of paper and material for shredding, destruction and disposal on an as needed basis for three facility/site locations identified in Section 2.0 Scope for DFAS-Cleveland, OH. The contractor will perform work on-site at the facilities and address listed below and off-site as identified herein. Each site will have an inventory of containers at all times.

3.1 Materials to be shredded or destroyed: Materials to be shredded or destroyed may include but not be limited to photo impressions, computer tape, printouts, microfilm, floppy disk, compact disk, carbon paper, hard drives, carbon typewriter ribbons, notes, envelops, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.

3.1.1 The Government will designate separate bins for diskettes and hard drives. The remaining materials will be un-separated.

3.1.2 The Government will pack material and aged documents past retention period in boxes and seal prior to collection.

3.2 Shredding: Shredding will produce residue partial sized not exceeding 5/16 inch in width or smaller strips of all paper grades (un-separated) for shredding. This will include staples, clips, bindings and folders. The contractor will provide for the convenient, safe and secure destruction of a variety of media which may include but not be limited to paper, photo impressions, computer tape, printouts, microfilm, floppy disk, compact disk, carbon paper, carbon typewriter ribbons, notes, envelops, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.

Only appropriately cleared employees of the contractor will shred/destroy material.

After specified destruction is accomplished, shredded material will be transported and properly disposed in accordance with all applicable local, state, and federal laws and regulations.

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

3.3.1. The contractor shall establish a plan for vehicle routes and collection schedules to accomplish the requirements as identified herein.

3.3.2. 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 COR. 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.

3.3.3. Containers will be positioned in an upright position and minimize interference with adjacent parking, roadways, sidewalks, etc.

3.3.4. The contractor will be responsible for cleaning up any spillage of paper/material that occurs as a result of the contractor’s actions during the collection/shredding process.

3.3.5. The contractor will consider all material designated for destruction under this order as proprietary to DFAS and will safeguard all material designated for removal and destruction until such time as destruction of material is certified as complete.

3.4 Transportation of Material: Vehicles used for collection by the contractor shall have watertight bodies which do not permit loss of paper/material. Open-box trucks, with or without canvas cover, shall not be used. 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 collecting/shredding paper/material.

All vehicular equipment must be maintained in good repair and in a safe and clean condition. The contractor’s name must be painted or otherwise displayed prominently on each contractor owned vehicle.

The contractor will have sufficient equipment for backup of regularly assigned vehicles to insure completion of contract requirements in the event of break downs or other equipment problems. Vehicles used for shredding and transporting material to contractor’s facility must have locking capability and are required to be locked. Facility must be secure and personnel must be security cleared and bonded.

The Contracting Officers Representative (COR) or designee shall be authorized to observe the shredding and destruction process. The Contractor shall meet all Government security requirements and be agreeable to site inspections.

3.5 Table of Estimated Quantities per Site:

Site Location Description Estimated Quantity

1. Anthony J. Celebrezze

Federal Building

Bins will be placed on the dock by the

Government for Contractor pick up.

Estimated 20 – 35 bins for weekly pick up of paper and related products.

Estimated 2 bin for semi-annual pick up of diskettes.

2. Isaac I. Campbell

(Bratenahl) Bins will be placed on the dock by the

Government for Contractor Pick up.

Diskettes are transported by the Government to the Anthony J. Celebrezze Federal

Building for Contractor pick up.

Estimated 4 – 8 bins for pick up every other week.

3. Bytegrid

Rockwell Ave

Bins will be placed on the dock by the

Government for Contractor pick-up.

Estimated 10 – 15 bins for weekly pick up of paper and related products.

4. Hard drives / Media Hard drives and media are transported to the

Contractor’s facility for destruction.

Estimated 1 bin annually.

(500 lbs)

Note: A bin is defined as a 65 gallon tote.

4.0 SERVICE SCHEDULE: The contractor will pick-up paper/materials on an as needed basis on days mutually agreed upon by the Contracting Officer Representative (COR) and Contractor. (Reference

Section 3.5 Table of Estimated Quantities per Site for estimated number of bins and frequency for each place of performance location.) The time of collection is to be between the hours of 8:00 a.m. and 3:00 p.m. unless an adjusted time period is mutually agreed upon by the COR.

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.

5.0 DELIVERABLES

5.1 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.

5.2 Certificate of Destruction: A signed certificate for shredding/destruction must be 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. The certificate of destruction must include the contract number, invoice number, price per pound/bin or price for collection, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction is to accompany the invoice.

5.3 Contractor Manpower Reporting. The contractor shall report all contractor labor hours

(including subcontractor labor hours) required for performance of services provided under this contract for interpreter services at DFAS-Columbus 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/. 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 help desk at http://www.ecmra.mil/.

6.0 SECURITY REQUIREMENTS: In accordance with Security and Privacy Act Requirements, all work performed relative to the tasking 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. All material provided to the contractor for shredding/destruction will be “Unclassified”.

After paper/material has been shredded/destroyed and disposed of by the contractor as specified herein, there are no further restrictions on the material. The Contactor’s vehicles will be locked and their facility must meet Government standards. Contractor’s facility must be secure and contractor’s personnel must be security cleared and bonded. All persons, their vehicles and other property entering, leaving and while within the confines of Government property will be subject to searches and inspections.

7.0 SECURITY INVESTIGATION REQUIREMENTS: 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. Contractor 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 access to the DFAS enterprise network. This requires individuals who perform duties at the IT category to have a favorable determination of requisite investigation in accordance with the specifications of the

DoD Personnel Security Program as provided for in the DoD 5200.2-R. A plus if the contractor a

National Association for Information Destruction (NAID) certified. If declared, the contractor may be requested to undergo a higher level of investigation. The National Agency Check Long Credit (NACLC) includes the following:

Standard Form 85P – Questionnaire for Public Trust Positions.

http://www.ecmra.mil/

FD 258 – Finger Point Card

All contractor personnel and staff will be Licensed, insured, and bonded and furnish such proof with the quote. Contractor personnel and staff requiring access to the DFAS systems will complete a National

Agency Check Long Credit (NACLC). The SF 85P will be completed using the Electronic Personnel

Security Questionnaire (EPSQ). Completed SF 85Ps signed hard copy will be provided to the COR elsewhere named in the award. All SF 85ps must be accompanied with a copy of the contractor’s birth certificate for the purpose of citizenship verification. Foreign Nationals must submit appropriate document from the Immigration and Naturalization Services (INS). Employment of non-US citizens requires a fully completed and favorably adjudicated background investigation prior to beginning DFAS work. The COR will notify the contractor when contractor employees have been approved for access to the facility. The NACLC will be completed before the contractor employee begins work. However, on an exception basis and if an emergency situation exists, a US citizen contractor employee may begin once the NCACL has been reviewed, initiated, and there is no derogatory information and the COR obtains contractor badges. Those US citizen contractors needed to begin work prior to receipt of a favorable

NACLC must have a waiver of pre-appointment investigative requirements approved by the proponent

Business Line Executive, Client Executive, or Corporate Director. All contractor employees must receive a favorable NACLC. Unfavorable NACLC findings will require individual determinations by the DFAS-

HQ’s Security Officer prior to allowing contractor employee access to the facility.