Attachment 1 - SOW final - 5.21.25.pdf

STATEMENT OF WORK (SOW)

SHREDDING AND DESTRUCTION SERVICES

Defense Finance and Accounting Service (DFAS)-Cleveland and DFAS Bratenahl

As of 5/21/2025

1.0 INTRODUCTION: The purpose of this requirement is to provide the DFAS, Cleveland, OH and DFAS-Bratenahl, OH 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, Ohio (DFAS-CL)

Anthony J. Celebrezze Federal Building (AJC) 1240 E. 9th Street Cleveland, OH 44199

Site 2: DFAS-Bratenahl, Ohio

555 E. 88th Street Bratenahl, OH 44108

Note: Currently DFAS-Bratenahl shredding is taken to AJC Federal Building at DFAS-CL for pickup. This is subject to change due to increasing occupancy rates at the Bratenahl, Ohio location.

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 – totaling 60 months; with 6-month option to extend. Period of Performance to start approximately August 01, 2025.

2.2 Contractor will supply a closed-loop system: Minium requirements are that shredded PII material will be handled within a facility that handles both shredding and recycling for confidentiality purposes.

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 two (2) facility/site locations identified in Section 2.0 Scope for DFAS-CL and DFAS-Bratenahl. The contractor will perform work on-site at the facilities and addresses listed above and off-site as identified herein. Each site will always have an inventory of containers/bins.

3.1 Materials to be shredded and destroyed: Materials to be shredded or destroyed may include photo impressions, computer tape, printouts, notes, envelopes, 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

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

3.2.2. Shredded material will be handled through a “Closed Loop System®” shredding and recycling company.

3.3 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 paper, photo impressions, computer tape, printouts, notes, envelopes, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.

3.3.1. Only appropriately cleared employees of the contractor will shred/destroy material from collection to destruction.

3.3.2. 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.

3.3.3. Shredded material will be handled through a “Closed Loop System®” shredding and recycling company.

3.4 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).

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

3.4.2. 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 snowstorms 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.

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

3.4.4. 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.

3.4.5. 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.

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

3.5 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.

3.5.1. 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 breakdowns 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.

3.5.2. The 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.

3.6 Table of Estimated Quantities:

Site Location Description Estimated Quantity

DFAS-CL

AJC Building 1240 E. 9th St., Cleveland, OH 44199

• Bins will be placed on the dock by the Government for Contractor pick up.

• Bins contain between 10lbs and 250lbs of paper to be shredded.

Estimated 20-45 bins/totes for weekly pick up of paper and related products; up to twice a week as needed.

DFAS-Bratenahl 222 E. 88th St., Bratenahl, OH 44108

• Bins will be placed on the dock by the Government for Contractor Pick up.

• NOTE: DFAS-Bratenahl items will temporarily be taken to DFAS-CL for pickup. Pickups at DFAS- Bratenahl may resume at Bratenahl eventually and vendor will be notified.

Estimated 2 - 18 bins/totes for pick up every week.

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

• Vendor to provide a total of 100, 65-gallon (250# capacity) containers. The disbursement of these containers will be 80 for DFAS-CL, 20 for DFAS-Bratenahl. The containers shall initially be delivered as follows: 80 delivered to DFAS-CL and 20 delivered to DFAS-Bratenahl.

• Vendor to provide service weekly, sometimes twice per week at AJC/DFAS-CL, with approximately 20 -30 tote/bin-containers emptied and replaced with empty containers each service.

• From the start of the award until further notice, all services for DFAS-Bratenahl shall be provided at the DFAS-CL offices instead, DFAS-Bratenahl shredding items will be brought to the DFAS-CL center until further notice. It is planned that these services will eventually be required at the DFAS- Bratenahl office rather than DFAS-CL, but there is currently no firm date for this.

4.0 SERVICE SCHEDULE: The contractor will pick-up paper/materials on an as needed basis on days mutually agreed upon by the 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

DFAS.

5.0 DELIVERABLES

5.1 Disposal Permits: Within seven (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 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 February 18, 2025

SECURITY REQUIREMENTS FOR

CONTRACTS REQUIRING ESCORTED AND UNESCORTED ACCESS TO DFAS

FACILITIES/NO ACCESS TO CLASSIFIED INFORMATION, CONTROLLED

UNCLASSIFIED INFORMATION (CUI) OR SYSTEMS ACCESS

Security Requirements.

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

3. The unescorted position is a non-sensitive position which requires a favorable fitness review and background investigation as a condition of employment. Failure to maintain security eligibility may result in termination.

Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) Positions (Unescorted Access). Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation (PSI) Requirements – Uncleared (Escorted Contractors).

For contractor personnel providing virtual or remote only instruction with no recurring onsite requirements, not requiring direct access to DFAS systems/networks, Classified Information, CUI, to include PII, escorted continuously by DFAS personnel when onsite, and who do not currently possess a current U.S. Government background investigation of Tier 1 (formerly IT-III) or equivalent and higher:

• The following items must be submitted for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI).

2. OF306, Declaration for Federal Employment.

3. A request from the Contracting Officer’s Representative (COR), in writing, for

“Escorted Access Only”.

4. A set of fingerprints (see Fingerprint Requirements below).

Personnel Security Investigation Waivers. For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the Defense Counterintelligence and Security Agency Adjudication and Vetting Services (DCSA AVS). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

Personnel Security Forms Required.

In accordance with standard DFAS Personnel Security policy, ALL incoming contractors must submit a new set of fingerprints (taken within the last 30 days) *.

Contractor personnel must apply for a fingerprint appointment immediately (the next business day) upon award date.

Contractor personnel shall submit the Contractor Request for Investigation (CRI) (DFAS Form 9035) immediately (the next business day after providing fingerprints) to the Contracting Officer Representative (COR). The information needed in the Declaration for Federal Employment (OF-

306) shall also be submitted to the COR by contractor personnel.

The COR will submit the OF-306, DFAS Form 9035, and proof of fingerprints to DFAS Personnel Security all at once. Under no circumstances should this documentation be submitted less than fifteen (15) calendar days prior to the intended performance start date. DFAS Personnel Security will review all submitted documentation to validate whether contractor personnel meet personnel security requirements to perform work on the contract or if a new background investigation is required.

Contractors obtaining favorable security evaluations and DoD CACs for required contractor employees performing on this contract is a prerequisite for contractor performance and invoicing.

Also, the failure of a contractor to provide employees who can obtain a favorable security adjudication and a DoD CAC in a timely manner may be considered negatively when assessing contractor performance, termination, or other.

Beginning May 7, 2025, all adults 18 and older will need to present REAL ID-compliant state-issued identification or other acceptable ID to enter most federal facilities. Under the direction of building owners, the Federal Protective Service will ensure that all entrants meet the necessary entry requirements. Upon arrival, individuals may be asked to present a REAL ID-compliant driver’s license, a passport, or other acceptable ID. This change is designed to enhance security while establishing consistent identification standards across federal facilities.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the DCSA within the past 30 days.

2. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

3. The person has a background investigation currently being adjudicated by the DCSA AVS or another AVS.

4. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

5. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

6. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

Incident Reporting Requirements.

In all cases, whenever a DFAS contractor displays conduct, or is involved in any incident, which is in violation of any of the thirteen National Security Adjudicative Guidelines*, the contractor must immediately report the incident to the contractor company Security Office/Facility Security Officer, the DFAS Manager of the area to which they are assigned, the Contracting Officer (CO), the COR, the Director of Force Protection, and the DFAS Personnel Security Office. Reporting to DFAS Personnel Security may be made by phone to (317) 212-7888, by email to dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil, or, in the case of personnel physically located at DFAS Indianapolis Center, in person to the DFAS Personnel Security Office located on the third floor center hallway at Column 320T.

All incidents will be investigated by DFAS Personnel Security and, depending on the date of the subject’s most recent investigation, may need to have an updated background investigation initiated. Those that do not require a new investigation will have all relevant information regarding the incident forwarded to the DCSA AVS for review and re-adjudication.

*The thirteen National Security Adjudicative Guidelines are:

1. GUIDELINE A: Allegiance to the United States

2. GUIDELINE B: Foreign Influence

3. GUIDELINE C: Foreign Preference mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil

4. GUIDELINE D: Sexual Behavior

5. GUIDELINE E: Personal Conduct

6. GUIDELINE F: Financial Considerations

7. GUIDELINE G: Alcohol Consumption

8. GUIDELINE H: Drug Involvement and Substance Misuse

9. GUIDELINE I: Psychological Conditions

10. GUIDELINE J: Criminal Conduct

11. GUIDELINE K: Handling Protected Information

12. GUIDELINE L: Outside Activities

13. GUIDELINE M: Use of Information Technology

Some Examples of Incidents That Require Reporting to DFAS Personnel Security:

a) An arrest for any criminal offense, not including minor traffic violations, by any law enforcement agency. This DOES include the traffic offenses of Driving Under the Influence of Alcohol or Drugs, and Reckless Driving.

b) Violation of any court order.

c) Civil judgements.

d) Delinquencies on any debt for 180 days or longer.

e) Federal, State or Local tax issues or delinquencies.

f) Delinquencies on any Federal debt (including Federal Student Loans and Federally backed home mortgage loans).

g) Child Support delinquencies.

h) Filing for Chapter 7 or Chapter 13 bankruptcy in any Federal Bankruptcy Court.

i) Foreign Travel.

j) Marriage or Cohabitation with a Foreign National (person from a foreign country).

k) Having a close personal friendship with a Foreign National with regularly occurring contact.

l) Ownership of property or financial accounts in a foreign country; and

m) Being approached by a person know to be, or suspected to be, working as an agent of a foreign government or terrorist organization, or any other person, who seeks any information about DFAS, the Department of Defense, or the U.S. Government, especially if the person offers money or something of value to the contractor employee.

It should be noted that a person’s delinquency on Federal debt of any kind may not obtain or maintain favorable personnel security adjudication or be considered for a contractor position with DFAS unless they can provide documentary proof that a payment plan has been established with the Government agency to whom the debt is owed, and that regularly recurring payments are being made. Contractor personnel who cannot obtain and maintain a favorable personnel security adjudication may not have access to government data, facilities, and/or equipment required under the contract.

NOTE: This list does not cover every potential incident or offense; any incident in which a contractor is involved, and a question exists as to whether it should be reported, should report the incident to DFAS Personnel Security, who will then determine if further action is warranted.

Failure to report an incident is, in and of itself, an incident involving personal conduct, and may, in some cases, be more serious than the original incident.

Foreign Travel by DFAS Contractor Personnel Official and Unofficial (Personal) Travel: Official U.S. Government Business: persons employed as contractor employees with DFAS, to include those with Noncritical Sensitive (formerly IT-II) access, Critical Sensitive (formerly IT-I) access, access to critical program information (related to Research, Development, Test, and Evaluation), sensitive compartmented information, and/or special access program information, in accordance with DoD Directive 5240.06, are required to complete a DFAS Form 9133, Notification of Foreign Travel, not less than 30 calendar days prior to the scheduled travel.

One copy shall be sent the DFAS Personnel Security group box at dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil and one copy shall be turned into the Site Force Protection Office of the DFAS site where they are stationed. Site Force Protection POC information:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityService s.aspx Upon receipt of the completed Form 9133, the Site Force Protection Office will contact the contractor employee to validate training, complete the country/theater clearance package, as required, and schedule a Foreign Travel briefing. Immediately prior to travel, contractor employees will check with the State Department at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html for any travel advisories for the country or region being traveled to and take the appropriate steps to ensure their safety for any location covered by a travel advisory or warning.

Security Requirements. Contractor personnel shall follow the security and training requirements in DFAS 2000.1-I, “Force Protection Mission.” Ensure that all contracting officers include applicable clauses in all contracts that require work to be performed for a DFAS location.

Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the DFAS Manager of the area to which they are assigned, CO, COR, Director of Force Protection, and the DFAS Personnel Security Office.

DFAS Instructions can be located at the following agency portal web link:

Official Forms and Pubs - All Documents

Security Education and Training. Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Installation Entry and Common Access Card (CAC) Requirements.

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are government property and must be returned to the assigned DFAS COR/MPAS upon departure from the program or at the conclusion mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil mailto:dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html https://dfasportal.dfas.mil/docs/Documents/Forms/AllItems.aspx?RootFolder=%2fdocs%2fDocuments%2fOfficial%20Forms%20and%20Pubs&FolderCTID=0x012000C5AD4BBE89E91A47852CADC95291E394 https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx of the contract, whichever comes first. CACs can also be mailed in or turned into RAPIDS locations. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/MPAS and present documentation that the CAC is missing and describing the circumstances under which the loss occurred. The assigned DFAS COR/MPAS will follow agency CAC procedures to issue a new CAC.

Contractors’ must not share their CACs and passwords with any other staff members. The assigned DFAS COR/MPAS will report any violation or suspected violation to the Contracting Officer and DFAS MP ICAM Account Security Manager (MPASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from another agency, that CAC must be revoked and returned before issuance of a new CAC.

7.0 The COR and SME: The COR and SME will act as the on-site technical point of contact for the Government. They will initiate meetings, review deliverables and monitor performance of goods and services.

7.1 The COR for this order is: Ms. Terry L. Cash, DFAS-CL/JBD, Terry.L.Cash6.Civ@mail.mil

7.2 The SME Point of Contact for this order: Mario Jacinto DFAS-CL/JBD; DFAS, 1240 East 9th Street, Cleveland, Ohio 44199. Receiving Contact Number: (216) 204-7904;

Mario.J.Jacinto.Civ@mail.mil