Attachment_1,_Statement_of_Work_plus_Contractor_Manpower_Reporting.pdf

Statement of Work DFAS Limestone Paper/Material Shredding/Destruction and Disposal

1.0 Introduction/Objectives. The purpose of this requirement is to provide Defense Finance Accounting Service, Limestone (DFAS-LI) with contractor services for the collection, shredding/destruction and disposal of Government paper/material including PII. Services specified herein are to be performed off-site at the contractor’s facilities, as identified herein. This contract will be a one plus four option year contract covering the time frames. The initial year is 10/01/2018 – 09/30/2019 and the option years are 10/01/2019 – 09/30/2020, 10/01/2020 – 09/30/2021, 10/01/2021

– 09/30/2022 and 10/01/2022 – 09/30/2023.

2.0 The contractor shall pick-up paper/materials at DFAS, Limestone on a bi-weekly basis or on an as needed basis if higher-than normal volume is experienced. The time of collection is to be between the hours of 6:30 a.m. and 3:00 p.m. or at a time that is mutually agree on by the COR for all issues relative to paper/material shredding and disposal. Telephone (207) 328-1143.

3.0 Security Requirements. All material provided to the contractor for shredding/destruction shall be both Privately Identifiable Information (PII) and unclassified information. The contractor shall meet all material security/disposition requirements as spelled out in DoD Regulation 5400.11-R 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. Contractor’s containers and truck shall be locked and facility must be restricted to personnel who have been properly trained in the handling and disposition of PII and unclassified information. Contractor’ facility must be secure and contractor’s personnel must be vetted. All persons, their vehicles, and other property entering, leaving, and while within the confines of Government property shall be subject to searches and inspections.

4.0 Certificate of Shredding/Destruction. A signed certificate of shredding/destruction must be issued upon completion of each job. The certificate shall be submitted to the COR and indicate the date of shredding/destruction, identify the material destroyed, method of destruction, number of pounds shredded and disposed and be signed by the individuals (Contractor and Government) designated to destroy and witness the shredding. Destruction officials shall be required to know, through their personal oversight, that such material was shredded/destroyed.

5.0 Shredding and Disposal of Material. The contractor services will provide for the convenient, safe, and secure destruction of a variety of media which may include but not limited to paper, plastic, cassette tapes, or diskettes as follows:

Shredding: The contractor shall provide off-site shredding services, to handle a variety of unclassified materials. Shredding shall be done to comply with DoDM 5200.01, Volume 4, Enclosure 3, paragraph 2.e(5) produce residue particle size for Controlled Unclassified Information (CUI), which includes FOUO/PII, is 4mm X 40mm which equals 1-37/64" x 5/32" and be crosscut shredded. The contractor will accept material of all paper grades (not separated) for shredding, including staples, clips, bindings, and folders. The contractor is responsible for providing all resources including personnel, equipment, facilities, at least eight 96 gallon locked containers and transportation in performing all work requirements identified to perform two pickups per month.

Contractor operations staff shall be licensed, insured, and bonded and furnish such proof with quote.

The contractor shall provide at least eight 96 gallon locked containers to DFAS Limestone, for the collection of all paper/materials, at no additional cost during the term of this contract. The Government will place material in containers/bins supplied by the contractor; most efficient past practices require up to eight containers.

The contractor shall dispose of all shredded material in accordance with the afore mentioned DoD Regulation 5400.11-R. All fees associated with disposal process shall be paid by the contractor. Within 7 calendar days after contract award, the Contractor shall submit copies of disposal permits or other written documentation of approval and suitability of landfill or other final disposal methods.

Vehicles: The contractor shall use vehicles designed for collection of paper/refuse that have watertight bodies and which do not permit loss of paper/material. Open-box trucks, with or without canvas cover, shall not be utilized. Collection vehicles shall be operated in accordance with activity rules and regulations while in the activity area, and shall be kept closed when moving or when not actually engaged in collecting /shredding paper/material. All vehicular equipment shall be maintained in good repair and in a safe and clean condition. The contractor’s name shall be painted or otherwise displayed prominently on each contractor owned vehicle. The contractor shall have sufficient equipment for backup of regularly assigned vehicles to insure completion of contract requirements in the event of breakdowns or other equipment problems.

Collection requirements: The contractor shall collect, shred and dispose of paper/material awaiting removal from DFAS-Limestone at an off-site location. All problems/issues relative to paper/material shredding shall be reported to the COR. The contractor’s employees shall not contact activity personnel regarding paper/material collection, shredding, or disposal problems/issues.

1. The contractor shall establish a plan for vehicle routes and collection schedules following the requirements stated above.

2. Collection/Shredding shall be performed as scheduled during periods of inclement weather unless specific approval to delay collections is requires by the Contractor and approved by the COR.

Such approval will normally be granted only in cases of particularly severe weather. When approval to reschedule collections is granted, the contractor shall accomplish all missed collections within 48 hours after the severe weather has terminated, at no additional cost to DFAS.

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

4. Additional Pickups (Contingency) – The contractor may be required to schedule additional pick-ups based upon increased volume. All additional pick-ups will be coordinated with the COR and be accomplished within 5 days of the request. In the event of severe weather, the additional pick may be rescheduled no later than 48 hours after the original scheduled pick-up date/time.

6.0 Witness of Destruction. Only appropriately vetted employees of the contractor shall shred/destroy material. These individuals shall have a full understanding of their responsibilities.

7.0 Place of Performance. The contractor shall perform work off-site as identified herein.

8.0 Proprietary Information. The contractor shall 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.

Miscellaneous:

Facility Access: Upon award, access by the Contractor will be controlled by DFAS Limestone Security Office Personnel. The Contractor shall be required to present proper identification (valid pictured identification) and demonstrate the purpose of the visit prior to being granted access to the Site. Prior to visiting the site, the Contractor shall provide a list of employees to the Security Office to aid in contractor ID verification. Once identification and purpose of the visit is confirmed, the Contractor shall sign the visitor control log and be issued a visitor/contractor badge from the security office or warehouse.

The contractor shall then be instructed to:

1. Safeguard the visitor/contractor badge at all times.

2. Ensure it is worn in the proper manner.

3. Follow all instructions regarding facility escort requirements.

4. Promptly report loss of the visitor/contractor badge to the Security Office.

5. At the completion of the visit, sign out of the facility on the visitor control log and return any visitor/contractor badge issued.

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 the Defense Finance and Accounting Service (DFAS) 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.

http://www.ecmra.mil/