Performance Work Statement.docx

PERFORMANCE WORK STATEMENT (PWS)

SENSITIVE INFORMATION DISPOSAL SERVICES

DEFENSE MANPOWER DATA CENTER (DMDC)

31 May 2022

1. GENERAL:

1.1. Description of Services/Introduction: This is a non-personal services contract to provide shredding services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the services defined in this PWS except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background: Defense Manpower Data Center (DMDC) has a requirement to have sensitive but unclassified data and printed personal information (in paper format) picked up once per month and destroyed on-site. The data is stored in locked collection receptacles/bins throughout the building. In addition, other media types are stored in designated secure collection container (s) on-site at DMDC. All destruction of documents, CDs, DVDs, and Floppy Disks must take place on site and must adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552A and applicable agency rules and state and Federal Regulations.

1.3. Objectives: The Contractor shall provide service to dispose sensitive information and written documentation reflecting the total destruction in accordance with NAID (National Association of Information Destruction)

1.4. Scope: The Contractor shall provide services to dispose of sensitive documents and storage media. Services include emptying controlled paper and other media contents from properly inventoried locked collections receptacles/bins, collecting sensitive data from the locked boxes, shredding all the various forms of data. The Contractor shall accomplish all destruction of material prior to leaving the premises.

1.5 Period of Performance: The period of performance (PoP) shall be for one base period of 12-months with four 12-month options. Performance start date will be two weeks after date of award.

1.6 General Information:

1.6.1. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration and facilitates the weekly progress meetings. The COR is authorized to perform the following functions: 1) ensures the Contractor performs the technical requirements of the contract; 2) performs inspections necessary in connection with contract performance; 3) maintains written and oral communications with the Contractor concerning technical aspects of the contract; 4) issues written interpretations of technical requirements, including Government drawings, designs, and specifications; 5) monitors Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; 6) coordinates availability of government furnished property; and 7) provides site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

1.6.2 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements).

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The QCP shall be provided to the Contracting Officer (KO) and contract specialist via e-mail within 10 business days of the performance start date (PSD). The Government will accept, or return the QCP for revision within 10 business days. Any change to the QCP after initial acceptance requires the review and acceptance by the KO.

1.6.3 Quality Assurance: The Government will evaluate the contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed IAW the requirements of the contract

1.6.4 Federal Government Holidays: The Contractor cannot perform services on the following holidays without prior authorization from the KO and must be requested a minimum of two weeks prior to any holiday listed and any other day designated by Federal Statute, Executive Order, or Presidential proclamation. The approval will only be approved in extraordinary cases.

1.6.5. Hours of Operation: The contractor is responsible for conducting business between the hours of 7:30 AM and 3:00 PM, Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6. 6. Place of Performance: The work to be performed under this contract will be performed at: Defense Manpower Data Center (DMDC) - Monterey, 400 Gigling Road, Bldg. 4385 Seaside, CA 93955. All Contractor employees shall abide by local guidance, at each installation, as it pertains to face coverings, physical distancing, and quarantine policies. Any unknowns or uncertainties will be resolved with the KO or COR for questions or concerns.

1.6.7. Security Requirements:

1.6.7.1. Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. In progress reviews (IPR) will be held at least quarterly (each 3rd month, counting from the performance start date). At a minimum, the KO, COR, and contractor lead shall attend these IPRs. At these meetings the Government will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.8. Project Manager: The Contractor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate shall be designated in writing to the KO. The Project Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Project Manager or alternate shall be available between 7:30am to 3:00pm. Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.9. Identification of Contractor Employees: The Contractor shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each contractor (to include subcontractors) employee shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

1.6.10. Supervision of Contractor Employees: The Government will not exercise any supervision or control over contractor employees while performing work under the contract. Such employees shall be accountable solely to the contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and/or subcontractor employees.

1.6.11. Organizational Conflict of Interest (OCI): The KO has not identified any OCIs inherent to this requirement. It is the offeror’s responsibility to notify the KO, prior to submission of proposals, if a potential OCI is identified.

1.6.12. Anti-Terrorism (AT) Level I Training. Provide training certificate within 30 calendars of award IAW DFARS 252.204-7004.

1.6.13. Access and General Protection/Security Policy and Procedures. The Contractor and employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor’s workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.13.1. Contractors Requiring a Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.6.13.2. Contractors Not Requiring a CAC but Require Access to a DoD Facility or Installation. Contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.13.3 Contractor shall submit a list of employees to the COR for security background check verification prior to issuance of a Defense Biometric Identification Data System (DBIDS) card to gain access into the facility or a building issued visitor badge for un-escorted access through the building. The list shall contain the employee's full name, state driver's license number, and date of birth. The Contractor shall prohibit the use of Government issued DBIDS cards by any persons other than the Contractor’s employees to whom they are issued. Contractor shall be prepared upon request to be searched by the facility security force. Contractor will display DBIDS or other building provided card in plain sight at all times above the waist.

16.13.4 Presidio of Monterey (POM) 7 Installation Access Pass form shall be required and submitted within 2 weeks of award for each contractor requiring access to the facility. Upon successful completion of a background check visitor badges will be issued to the contractors to enter the facility to retrieve the shred bins unescorted and return the bins to their respectful locations upon completion of destruction of the documents. Prior to departing the contractors will surrender the visitor badges.

1.6.14. AT Awareness Training for Contractor Personnel Traveling Overseas. Not Applicable.

1.6.15. iWATCH Training. The Contractor shall brief all employees on the local iWATCH program (training standards provided by the requiring activity’s ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of the PSD and within 30 calendar days of new employees commencing performance with the results reported to the COR no later than (NLT) 15 calendar days after completion of training.

1.6.16. Access to Government Information Systems. Not Applicable.

1.6.17. Operations Security (OPSEC) Standing Operating Procedure (SOP)/Plan. The contractor shall develop an OPSEC SOP/Plan within 90 calendar days of the PSD, to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify critical information, where it is located, who is responsible for it, how to protect it and why it needs to be protected. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified per AR 530-1.

1.6.18. OPSEC Training. Per AR 530-1, Operations Security, all contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees shall complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor employee to the COR within 15 calendar days after completion of training by all employees. This training is available at http://www.cdse.edu/catalog/elearning/GS130.html.

1.6.19. Information Assurance (IA)/Information Technology (IT) Certification. Not Applicable.

1.6.20. Threat Awareness Reporting Program (TARP). Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees who possess a security clearance must receive annual TARP training by a CI agent or other trainer as specified in paragraph 2-4b. The COR will coordinate for the next available TARP class for each period of performance.

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. Acronyms:

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Equipment: IAW FAR Part 45.000(b)(5): This equipment is not considered true Government property because it is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines. The Contractor shall use Government property only for performing this contract, unless otherwise provided for in this contract or approved by the KO. Modifications or alterations of Government property are prohibited. If travel is required, the contractor assumes responsibility for the Government equipment when not located at the primary place of performance.

3.1.1 The Government shall provide padlocks for each lockable container provided by the Contractor. Only the government will unlock all containers once they are gathered at the truck and will observe the on-site destruction of all material.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Equipment: See paragraph 4.1 above.

5. SPECIFIC TASKS:

5.1. Basic Services: The Contractor shall provide all supplies, equipment and services necessary to perform monthly scheduled pickups and disposal services of sensitive but unclassified material. Services shall commence within two weeks of award. Contractor will also provide services for special handling for extremely sensitive but unclassified material, when requested. Destruction of recycled materials and all documents regardless of media must take place on site and must adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552A and applicable agency, state, and federal regulations.

5.1.1 Communication. Contractor will thoroughly discuss the quality control plan, and problem escalation that will be used by the Contractor to ensure compliance with all applicable regulations with the COR or KO. All immediate issues will be communicated with the COR or security officer on duty. Communications pertaining to contractual administrative matters will be addressed to the Contracting Officer. No changes in or deviation from the scope of work shall be effected without a written modification to the contract executed by the Contracting Officer. No oral statement of any person will in any manner or degree modify or otherwise affect the terms of this contract. The Contracting Officer is the only person authorized to approve changes in any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer.

5.1.2 Scheduling. The scheduled reoccurring time and day per month with be coordinated with the COR and finalized at the post award conference. In the event of a rescheduling of service either by the Government or Contractor the service will be conducted the following week within the month at the pre-determined time.

5.2. Task 1. Provide Lockable Collection Bins/Consoles. The Contractor shall provide and maintain a sufficient supply of lockable collection bins/consoles to be located throughout the facilities.

5.2.1. Shredding Bins: Contractor shall supply 53 lockable recycle bins with a minimum of 65 gallons or approximately 27 inches wide, 24 inches deep, and 41 inches high.

5.2.2 Media Consoles. The Contractor shall supply 3 lockable media consoles that measure 19 inches wide, 19 inches deep, and 26 inches high with a collection bag inside that can be brought down to the shred area to properly destroy all media.

5.3. Task 2. Provide Shredding Services. The Contractor shall report to the security desk upon arriving at the facility to pick up the shredding bin location binder. Circulate through the building and gather 50 bins to be shredded on-site each month. Upon completion of the shredding and destruction the Contractor shall return the bins to their designed location and return the location binder to the security office prior to leaving the site. Occasionally, the contractor will be required to collect an additional 3 bins if requested.

5.3.1 Standard. The destruction and documentation shall be done in accordance with Federal Information Processing Standards Publications (FIPS PUBS)

5.4. Task 3 Provide Media Disposal Services.

5.4.1. The Contractor shall, on a monthly basis, destroy data of all media types (diskettes, print ribbons, carbon or carbonless copies, CD's, DVD's, and paper). Contractor shall ensure no information can be recaptured from media types. All media types will be destroyed on location and not to be carried off to another location for destruction. No media product shall be removed from the locked containers unless in the presence of the DMDC designated escort.

5.4.2. Standard. The Contractor shall provide all work in accordance with NAID Guidelines for media sanitization.

5.5. Certificate of Destruction. A Certificate of Destruction form must be provided on the date of service and must be signed by both the Contractor and the Government representative that destruction was performed successfully before the Contractor leaves the site. A list of Bin Ids is provided with the time of collection.

5.6 Privacy Act Compliance: Work on this project requires that Contractor personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

6. APPLICABLE PUBLICATIONS:

Army Regulation (AR) 25-1, Army Knowledge Management and Information Technology Management (July 15, 2019).

AR 25-2, Information Assurance (April 04, 2019).

AR 380-5, Information Security Program (October 22, 2019)

DoD Directive 8570.1-M, DoD Information Assurance Workforce Improvement Program (December 19, 2005).

Federal Information Processing Standards Publications (FIPS PUBS), (August 16, 2021)

NAID Certification

Privacy Act, Title 5 of the U.S. Code, Section 552a (April 30, 2021)

7. ATTACHMENT/TECHNICAL EXHIBITS LISTING

7.1 Technical Exhibit 1 – Performance Requirements Summary

7.2 Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirement Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Quality Control Plan

PWS 1.6.2

AT Level 1 course completion certificates

PWS 1.6.12

Submit Employee Information List

PWS 1.6.13.4

iWATCH course completion certificates

PWS 1.6.15

OPSEC SOP/Plan

PWS 1.6.17

OPSEC course completion certificates

PWS 1.6.18

Supply Collection Bins/Consoles

PWS 5.2

Perform Shredding Services

PWS 5.3

Perform Media Disposal Services

PWS 5.4

Certificate of Destruction

PWS 5.5

Privacy Act Compliance

PWS 5.6

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Quality Control Plan

PWS 1.6.2

Employee List

PWS 1.6.13.4

iWATCH Training

PWS 1.6.15

OPSEC SOP/Plan

PWS 1.6.17

OPSEC Training

PWS 1.6.18

Certificate of Destruction

PWS 5.5

Performance