PERFORMANCE WORK STATEMENT.pdf

7/24/2023

PERFORMANCE WORK STATEMENT (PWS)

(PWS) Shredding Services at DLIFLC

Modified May 2023 Shredding Service Contract Monterey, California 93944

Part 1

General Information

1.0. GENERAL/SCOPE: The Defense Language Institute Foreign Language Center (DLIFLC) has a requirement for secure document destruction services. Sensitive but unclassified data and printed personal information must be picked up twice per month and destroyed on-site. The data will be stored in locked collection receptacles/bins throughout the buildings on the Presidio of Monterey (POM) to ensure secure and environmentally appropriate disposition/recycling of shredded materials.

1.1. Background: The work to be performed under this contract will be performed two times per month at: Defense Language Institute Foreign Language Center (DLIFLC) – Monterey at 35 various locations (Buildings 207, 213, 221, 233, 235, 257, 275, 276, 324, 326, 417, 453, 518, 607, 610, 611, 613, 614, 616, 617, 618, 620, 621, 622, 623, 624, 625, 627, 629, 630, 631, 635.

830, 834, 848). These buildings have multiple floors. Some of the buildings have working elevators for contractor use and some do not. Because of the nature of our mission document destruction must be accomplished on site and witnessed by DLIFLC personnel.

1.2. Objectives: The objective is to award a services contract to perform the services as described in this PWS.

1.3. PERSONNEL.

1.3.1. The Contractor shall provide experienced personnel possessing the skills, knowledge and training to satisfactorily perform the services required by the contract. Deputy Chief of Staff for Operations and Plans (DCSOPS) reserves the right to review the documentation of all contractor personnel. The Government and the Contractor understand and agree that the services to be delivered are non-personal services and both parties recognize and agree that no employer-employee relationship exists between the Government and the Contractor and/or between the Government and the Contractor’s employees. Contractor personnel performing under this contract shall not be placed in a position where they are employed by a Federal Employee or are under the supervision, direction, or evaluation of a Federal Employee, military or civilian.

1.3.2. The Contractor Officer Representative (COR) will be responsible for reviewing and approving all required professional certifications/licenses (current and valid) for each applicable occupation category before commencement of work if applicable.

1.4. Special Qualifications/Certifications. Contractor shall maintain all applicable certifications and licenses in accordance with the NAID AAA Certification requirements and Certified Destruction Specialist Accreditation. The contractor personnel shall complete iWatch training within the thirty (30) days after contract award.

1.5. Period of Performance: The period of performance shall be a base year September 27, 2023, to September 26, 2024, plus four (4) 1-Year options.

1.6. General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Quality Control Plan shall be delivered to the Contracting Officers Representative (COR) for delivery to the Contracting Officer (KO) within 30 days of contract award. In the event revisions are required the Contractor shall return the revised QCP within five (5) working days of receipt of notification to revise.

After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6. 3. Recognized Holidays: No work will be required on the following recognized Federal Government Holidays.

New Year’s Day Labor Day Martin Luther King Mr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Juneteenth Day Independence Day Thanksgiving Day Christmas Day

1.6. 4. Hours of Operation: The contractor is responsible for conducting business, between the hours of 0700-1700, 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.

1.6.5. Security Requirements: Not Applicable.

1.6.6. Physical Security: At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7. Key Control: A set of keys for all secure containers will be provided to the Government Point of Contact until the contract has ended or until the container/s have been replaced or removed.

1.6.8. Lock Combinations. Not Applicable.

1.6.9. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer and COR will meet quarterly with the contractor, as a minimum to review the contractor's performance. At these meetings, the contracting officer 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.

1.6.10. Contracting Officers Representative (COR): There will be a contracting officers representative (COR) to monitor contractor performance on this contract. This person will be identified in writing via email to the contractor. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11. Key Personnel: The Contractor shall appoint a local Project Manager who shall be responsible for the overall management/supervision of contractor personnel. The names of the Project Manager shall be designated in writing to the Contracting Officer prior to commencement of work. The local Project Manager shall be available during normal duty hours to meet with the KO and/or COR within two (2) hours to discuss problem areas.

1.6.12 Identification of Contractor Employees: 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. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel will be required to obtain and wear badges in the performance of this service.

1.6.13. Contractor Travel: Not Applicable

1.6.14. Other Direct Costs: N/A

1.6.15. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2.0 DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. 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.

2.1.3. 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.

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

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.6. GOVERNMENT POINT OF CONTACT. A Government worker designated to oversee contractor services during the performance of this contract. This person is appointed in lieu of a Contracting Officer’s Representative.

2.1.7. 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.

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

2.1.9. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

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

2.1.14. WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative ACS Army Community Service AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative

COTS Commercial Off- the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation IAW In Accordance With KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not Applicable.

3.2 Facilities: Not Applicable.

3.3 Utilities: The Government will provide all utilities in the facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: Some elevators are available for contractor use in some of the buildings.

3.5 Materials: Not Applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall provide twenty-five (25) 40-inch secure, locked executive console containers fourteen (14) 64-gallon secure, locked, wheeled containers, and sixty-eight

(68) 95-gallon secure, locked, wheeled containers for collection and on-site shredding of customer’s confidential, government sensitive material. Containers shall have working locks to prevent unauthorized access to material before shredding.

4.2 Secret Facility Clearance: Not Applicable.

4.3. Materials: The Contractor shall furnish materials and supplies in accordance with Part 5, Specific Tasks.

4.4. Equipment: The Contractor shall furnish all necessary equipment to install the containers.

PART 5

SPECIFIC TASKS

5.0. Specific Tasks:

5.1. Basic Services.

5.1.1. Specification: Provide recurring, on-site, secure shredding service for Defense Language Institute Foreign Language Center (DLIFLC) – Monterey at 35 various locations (Buildings 207, 213, 221, 233, 235, 257, 275, 276, 324, 326, 417, 453, 518, 607, 610, 611, 613, 614, 616, 617, 618, 620, 621, 622, 623, 624, 625, 627, 629, 630, 631, 635. 830, 834, 848) to ensure secure and environmentally appropriate disposition /recycling of shredded materials.

a. Provide for customer witnessed destruction of materials directly on premises.

b. Provide mobile shredding vehicle equipped with precision destruction equipment and comprehensive security controls to quickly industry standard to which materials need to be shredded to a maximum edge size of 1 millimeter by 5 millimeters, IAW NSA standards.

c. Provide twenty-five (25) 40-inch secure, locked executive console containers fourteen (14) 64-gallon secure, locked, wheeled containers, and sixty-eight (68) 95-gallon secure, locked, wheeled containers for collection and on-site shredding of customer’s confidential, government sensitive material. Containers shall have working locks to prevent unauthorized access to material before shredding.

d. Contractor shall position console containers for customer ease in depositing items for shredding. The contractor shall position wheeled containers to minimize interference with adjacent workspaces, parking areas, sidewalks, roadways, overhead utilities, trees and other potential obstructions. The COR shall validate placement of all console and wheeled containers.

e. Provide on-site collection and destruction of material twice a month.

f. Contractor will collect all console containers and wheeled containers from the previously established locations in all buildings in preparation for shredding to occur. After shredding is completed, the contractor will return the console containers and wheeled containers back to their previous positions for future collection.

g. Unscheduled Pickup. In addition to the scheduled collections, the Contracting Officer or designated COR may request the contractor perform unscheduled collections and shredding services. The Government will identify which bins will be emptied during this unscheduled collection before the Contractor arrives on site. Unscheduled pickups should not exceed three pickups per year.

h. Provide documented Tracking and Certificate of Destruction for a legal audit trail (Chain-of- Custody) to establish accountability and provide proof of service documenting the fact that materials were securely and completely destroyed.

i. Ensure personnel and vehicles meet access and entry control requirements for Presidio of Monterey, California.

5.1.1.1. Permits/Licenses/Certifications: Company shall be a certified National Association for Information Destruction (NAID) member to include NAID AAA Certification and Certified Secure Destruction Specialist Accreditation.

PART 7

Performance Requirements 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.

Performance Objective (The Service required— usually a shall statement)

0BPerformance Standard Performance Threshold/Acceptable Quality Levels (AQL) (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PO1. The contractor shall obtain the necessary, permits, licenses, certifications and clearances.

(PWS 5.1.1.1)

All permits, licenses, certifications and clearance shall be compliant with state and local codes.

100% Compliance Physical Inspection by Government

COR

PO2. The contractor shall coordinate on-site destruction services twice a month. Collect & destroy material IAW established pick up schedule. (PWS 5.1.1.e.)

The Contractor must contact the COR prior to arrival and ensure vehicles & equipment is operational to ensure all destruction is completed on site.

100% destruction of material on site. No more than one validated customer complaint per quarter.

Physical inspection by COR.

PO3 Provide Certificate of Destruction

(PWS 5.1.1.h.)

Due upon completion of destruction prior to departure of technician.

Paper copy 100% Provided to Government COR or designated representative.