A03 PWS.docx

HQ0423-20-R-0018

PERFORMANCE WORK STATEMENT

SHREDDING AND DESTRUCTION SERVICES DFAS-CLEVELAND

1.0 INTRODUCTION: The purpose of this requirement is to provide the Defense Finance and Accounting Service, Cleveland (DFAS-CL) with contractor services for 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 in their designated areas throughout the entire period of performance), 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 E. Ninth Street, Cleveland, OH 44199

Site 2: DFAS-Cleveland Isaac I. Campbell (Bratenahl) 555 East 88th Cleveland, Ohio 44108

A loading area and designatedd shredding area will be utilized by the Contractor and will be made available at both sites.

2.2 Period of Performance: The period of performance will be for one (1) twelve (12) month base period (anticipated to begin May 25, 2020) 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 DFAS-Cleveland.

Note: Contractor will supply closed-loop system.

3.1 Materials to be shredded or destroyed: Materials to be shredded or destroyed may include but not be limited to photo impressions, printouts, floppy disk, compact disk, notes, envelops, work Papers, staples, clips, computer tape, carbon paper, carbon typewriter ribbons, 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 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.

3.2.1 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.

3.2.2 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.

3.2.3 Shredded material will be handled through a closed loop system shredding and recycling company.

3.3 Collection Requirements: The Contractor will provide on-site shredding services to handle a variety of unclassified and classified materials. The contractor shall shred and dispose of paper/material.

All problem/issues regarding paper/material 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 requirement 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 ortornados, 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 because 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 destruction of material is certified as complete.

3.3.6 The contractor will be NAID AAA Certified (National Association for Information Destruction) consisting of Audit Quality, Regulatory Alignment, Security Specifications, Provide Audit Report, Free Compliance Monitoring, Oversight, Transparency Program Acceptance, Program Recognition. AAA Certification Program.

3.4 Transportation of Material: Vehicles used for shredding 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. 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. Vehicles used for shredding and transporting material to the disposal site must have locking capability and are required to be locked. 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 inspections.

3.5 ESTIMATED QUANTITIES:

Estimated 20– 45 bins/totes for weekly pick up of paper and related products; sometime twice a week.

· A bin/tote/container is defined as a 65-gallon tote or 95-gallon tote; Vendor provides the containers.

· Vendor to provide 117 65 gallon (250# capacity) and 54 95 gallon (350# capacity)

· Vendor to provide service weekly, sometime twice per week (at AJC FOB), with approximately 20 -30 tote-containers each service.

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)/Subject Matter Expert (SME) 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: 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. 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. 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 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.

8.0 SAFETY REQUIREMENTS: The contractor shall comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable Occupational Safety and Health Administration (OSHA) standards, while performing this contract for DFAS. The contractor shall maintain a written Safety Program, as required by OSHA and make said plan available for review by the government upon request by the DFAS Contracting Officer. In the event of a mishap during the performance of this contract on Government premises, notify the Contracting Officer in an expeditious manner. Notification shall include the following information:

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

9.0 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.

RFQ HQ0423-20-R-0018 DFAS-CL Shredding Service Page 5 of 5