Shredding_SOW.doc

STATEMENT OF WORK

SHREDDING AND DESTRUCTION SERVICES DFAS-CO

1.0 INTRODUCTION: The purpose of this requirement is to provide the Defense Finance and Accounting Service, Columbus, OH (DFAS-CO) 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 (which shall include a minimum of 40 lockable 64 gallon collection bins and 4 lockable 96-gallon collection bins with metal locks and hinges on all containers which are left on site in their designated areas throughout the entire period of performance, additional bins may remain on-site at no additional cost for the convenience of DFAS), tools, materials, supervision, and other items and services necessary to perform all services identified herein from the following DFAS Facilities/Sites:

Defense Finance & Accounting Service – Columbus Center

Building 21

3990 E. Broad Street

Columbus, OH 43213-1152

DoDAAC: HQ0363

A loading area and designated shredding area will be utilized by the Contractor and will be made available at DFAS-CO. A master key for the shred bin locks will be provided to the COR for internal use.

2.1 Period of Performance: The period of performance will be for one (1) twelve (12) month base period and four (4) 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 bi-weekly on an as needed basis for site location(s) identified in Section 2.0 Scope for DFAS-Columbus, OH.

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, 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.

3.2 Shredding: Shredding will produce residue partial sized not exceeding 5/8 inch cross cut shred 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. These individuals shall have a full understanding of their responsibilities.

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. All fees associated with disposal shall be paid by the Contractor.

3.3 Collection Requirements: The Contractor will provide on-site shredding services to handle a variety of unclassified materials. The contractor shall 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).

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.

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 shredding process. 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 shredding paper/material.

4.0 SERVICE SCHEDULE: The contractor will pick-up paper/materials bi-weekly on an as needed basis on days mutually agreed upon by the Contracting Officer Representative (COR) and Contractor. Estimated quantity is 35-40 bins. The time of destruction is to be between the hours of 9:00 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.

With a two week notice either party can request a change to the schedule for any reason and the change must be implemented in writing.

An additional occasional (annual or bi-annual) purge can be scheduled to destroy computer tapes or tape cassettes. The COR will coordinate the date/time/place and quantity and items to be destroyed with the local vendor. The 96 gallon lockable bins that are to be used for a tape or cassette purge will be furnished on site by the vendor at the time of service and will be returned with the service vehicle.

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: No later than 24 hours after shredding, 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.

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. 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 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. All contractor personnel and staff will be Licensed, insured, and bonded and furnish such proof with the quote.

8.0 CONTRACTING OFFICER REPRESENTATIVE (COR): The COR will act as the on-site and off-site technical point of the contract for the Government. They will initiate request and monitor performance. The COR’s authority is limited to technical issues and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues and contractual interpretation is the responsibility of the Contracting Officer.

9.0 INVOICES: Payment will be made monthly, in accordance with the Prompt Payment Act. Invoices will include contract number, invoice number, total pounds/bins of paper/material shredded and date of pickup. Invoices will be submitted to the COR (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (Reference clause 252.232.7003). When the 2-in-1 or Combo invoice is received by the COR via WAWF, the COR will review the document and if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link.