On Site Shredding Service SOW 5 March 20.pdf

STATEMENT OF WORK

On-site Shredding Services

1. WORK REQUIREMENTS

The purpose of this requirement is for on-site shredding services to be rendered at the 628th Medical Group located on Joint Base Charleston (JB-CHS), Charleston Air Force Base, South Carolina. The contract will be for one base year plus four (4) options. The Contractor shall shred all documents “ON SITE” and shall not transport documents to another location for shredding purposes. After shredding is completed the shredding’s shall be transported off site and disposed of by the Contractor. The Contractor shall implement administrative, physical and technical safeguards that reasonably and appropriately protect the confidentiality and integrity of the documents that are collected and destroyed. The Contractor shall provide all personnel, equipment, vehicles, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Shredding Services as defined in this Statement of Work (SOW)for 628 Medical Group, located on Joint Base Charleston (JB-CHS), Charleston Air Force Base, South Carolina.

2. CONTRACTOR REPSONSIBILITIES

a. Provide secure or locked collection containers, per designated location listed in Section 3 of this SOW. The containers must be 95-gallon rolling bins in size as well as cabinets as identified below.

The Contractor shall provide the Government one master key to gain entry into all bins

b. All documents stored in bins shall be shredded on site and the Contractor shall provide the Government Representative with a Certificate of Destruction upon completion of each visit

c. Pick-up containers from the designated locations and return them to their original location once shredding has been completed

d. The Contractor shall provide a system to identify the containers to assist with bin identification when service is required.

• Example: Bin 1 – Pharmacy

• Location 1st Floor, Rm 1019

e. The Contractor shall schedule pick-up for all bins two times per month

f. The Contractor shall park their vehicle at building 364 back loading dock while gathering and shredding documents.

3. GOVERNMENT RESPONSIBILITIES

a. Collect authorized material (i.e., labels, bond paper, etc.) for their facility and place into the provided containers at the designated locations

b. Separate unauthorized materials, such as trash, cardboard, carbon paper, cd, fax rolls, etc.

c. Paper clips and staples do not have to be removed from documents

d. Additional and bulk pick-up may be available, but will incur an additional cost. The Contracting

Officer (CO) must approve this service before scheduling for pickup. A 628 Medical Group Representative will accompany the contractor while gathering documents to be shredded and visually witness bin(s) emptied into the truck and ensure documents are destroyed/shredded via the monitoring system on the shredding vehicle.

4. DESIGNATED LOCATIONS AND NUMBER OF BINS AS OF 27 JAN 2020

Building 364 – 628 Medical Group, Main Building – First Floor Section Room# Qty./Type Bin

a. Laboratory 1005 1 ea./Console

b. Pharmacy 1019 1 ea./95 gal rolling bin

c. TOPA 1022 2 ea./Consoles

d. MCC 1022A 1 ea./Console

e. Radiology Hallway 1048 1 ea./Console

f. Outpatient Records 1065 1 ea./Console

g. Family Care 1080 2 ea./Consoles

h. Medical Management Team 1131 1 ea./Console

i. Medical Logistics 1142 1 ea./Console

Building 364 – 628 Medical Group, Main Building – Second Floor

j. Flight Medicine 2024 1 ea./Console

k. Public Health 2025 2 ea./Console

l. Optometry 2062 1 ea./Console

l. Dental Clinic 2135 2 ea./Console

m. Command Support 2139 1 ea./Console

Building 631 – 628 Medical Group – Bioenvironmental Engineering

n. Main Office --- 1 ea./Console

Building 1000 – 628 Medical Group

o. Resource Management 110 1 ea./Console

p. Mental Health 133 2 ea./Consoles

q. Education and Training 161 1 ea./Console

Building 768 – 628 Medical Group – Family Advocacy

r. Main Office --- 1 ea./Console

Type Bin Total Consoles 23 95-gal Rolling Bin 1

5. GENERAL INFORMATION

5.1 Federal Observed Holidays

Destruction services shall not be scheduled on federal holidays or during the closure of the base and/or facility for emergency situations.

New Year’s Day 1 January Martin Luther King Day 3rd Monday in January Washington’s Birthday 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November

Thanksgiving Day 4th Thursday in November Christmas Day 25 December

5.2 Operational Hours

The schedule days and hours are as follows: Monday through Friday from 0730 to 1630 hours.

5.3 Quality Control Program (QCP)

The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with (IAW) this SOW. The QCP must be forwarded to and accepted by the CO with a copy to the Contracting Officer Representative (COR). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies. The Contractor’s QCP must contain a systematic approach to monitoring operations to ensure acceptable services and products are provided to the Government. The QCP must ensure Shredding services are performed in accordance with industry standards and other applicable standards and codes. The Contractor shall develop and implement procedures to identify and prevent defective services from recurring. The Contractor’s QCP is the means by which the Contractor assures the work complies with the requirement of the contract. The QCP shall be submitted to the CO within 30-days after contract award. After acceptance of the QCP, the Contractor shall receive the CO’s acceptance in writing of any proposed change to the QCP.

5.4 Safety Requirements

The Contractor shall develop, maintain and deliver an Environmental Health and Safety Plan. In the event of an accident, the Contractor shall take reasonable and prudent action to establish control of the accident scene, prevent further damage to persons or property, preserve evidence until released by the accident investigative authority, cooperate and assist Government personnel in the investigation of the accident, and submit an Accident/Incident Report.

5.5 Security Requirements

The Contractor shall comply with all federal, state, base, and local security statutes, regulations and requirements. Upon request, submit the name and address of each employee hired for work on this contract and shall fill out questionnaires and other forms as required for security. The Contractor shall become acquainted with and comply with all Government regulations as posted, or as requested by the CO when required to enter a Government site.

a. The contractor shall not disclose or disseminate information concerning the operations of the activity, which would result in or increase the likelihood of the possibility of a breach of the activities security or interrupt the continuity of its operation. Disclosure of information relating to the services hereunder to any person not entitled to receive it, or failure to safeguard any classified information that may come to the contractor in connection with work under this contract, may subject the contractor to criminal liability under 18 U.S.C., Sections 793 and 798.

b. Inquiries, comments, or complaints arising from any matter observed, experienced, or learned as a result of, or in connection with the performance of this contract shall be directed to the CO.

5.6 Vehicles

The company name shall be displayed in a manner and size that is clearly visible on each vehicle used to fulfill shedding requirements as stated in this SOW.

5.7 Base Access

The Government will conduct a background check before a pass is issued to the Joint Base Charleston (JB CHS). A pass is mandatory before any work may be performed on JB CHS. All personnel employed by the contractor in the performance of this contract, or any representative of this contractor entering the

Government installation, shall submit and abide by Standard Form 74/DOD Contract Security Classification specifications, which will be issued by the COR.

6. CONTRACTOR PERSONNEL CONDUCT

Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Particular attention should be paid to acceptance of gifts/ gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conducts political related activities or events on the U.S. Air Force Facilities.

7. TECHNICAL

In accordance with (IAW) AFI 10-701 – AFSPCSUP, para 1.4.18.2. (Added-AFSPC) 100% Shred policy, whenever feasible, all unclassified paper products across AFSPC, except for newspaper and magazines, will be shredded prior to disposal or removal from the workplace for recycling, preventing our adversaries from exploiting the enormous amounts of crucial information we generate while accomplishing our various mission areas.

The Contractor must be NAID (National Association of Information Destruction) certified level of certification must be AAA. NAID is the international trade association for companies providing information destruction services. The Contractor must also comply with the Health Insurance Portability and Accountability Act (HIPAA) and Fair and Accurate Credit Transaction Act (FACTA) of 2003 regulations.

According to the HIPAA and FACTA regulations, doctors, pharmacies, hospitals, employers and insurance companies are require to protect the privacy of their customers, clients and patients. The Contractor shall provide their HIPAA business Associate Agreement. Factor added new sections to the Federal Fair credit Reporting Act (FCRA) 15 U.S.C. 1681 et seq., intended primarily to help consumers flight the growing crime of identity theft. Accuracy, privacy, limits on information sharing, and new consumer rights to disclosure are included in FACTA (Pub. L. 108-159, 111 Stat. 1952).