Performance Work Statement_W911RX25QA020.pdf

PERFORMANCE WORK STATEMENT (PWS)

Document Destruction

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide secure destruction of unclassified documents and electronic media (hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform secure destruction of unclassified documents and electronic media (hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material) as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: Document and electronic media destructing was contracted because the dust from shredding documents is a patient safety problem, the paper shredders that were being used in the facility didn’t meet security requirements and the cost of replacing all shredding devices in the hospital was more expensive than having the service contracted.

1.3 Objectives: Secure destruction of unclassified documents and electronic media (hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material)

1.4 Scope: The Contractor will to provide secure destruction of unclassified documents and electronic media . Services include the pickup and destruction of unclassified documents that contain privacy information, hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material.

1.5 Period of Performance: The period of performance shall be for s i x - m o n t h b a s e contract with provisions to exercise three (3) one-year option periods. The Period of Performance reads as follows:

Base Year Option Year I Option Year II Option Year III

1 Apr 25 – 30 Sep 25 1 Oct 25 – 30 Sep 26 1 Oct 26 – 30 Sep 27 1 Oct 27 – 30 Sep 28

1.6 General Information

1.6.1 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 Contractor shall submit the QC Plan within five (5) calendar days after receipt of award or at the Post Award Conference to the KO (KO) for approval. After acceptance of the quality control plan the contractor shall receive the KO’s acceptance in writing of any proposed change to their 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 a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays: The Contractor will not pick up on a Federal Holiday. The Contractor will coordinate with the COR for alternative pickup dates when Federal Holidays conflict with normal pickup schedule.

New Years Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The Contractor shall be responsible for conducting business, between the hours of 7:30 a.m.- 4:00p.m. 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. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Irwin Army Community Hospital, 650 Huebner Rd, Fort Riley, Kansas and all outlying clinics belonging to the Medical Treatment Facility (MTF). Please see the Shredding Bin Location Attachment (Exhibit B) for details on the placement of the requested bins (subject to change per the MTF need). All material shall be picked up at each container location and taken to the contractor’s facility for destruction.

1.6.6 Type of Contract: The Government will award a Firm Fixed Price Contract.

1.6.7. Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use

1.6.7.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.6.8 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, Post Award Orientation. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the KO 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.

1.6.9 Contracting Officer’s Representative (COR): The COR will be identified by separate letter. 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, and specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide 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 resulting order.

1.6.10 Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. to 4:00p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.11 Identification of Contractor Employees: The Contractor (to include subcontractors) 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. Contractor (to include subcontractors) employees 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. A listing of issued identification cards shall be furnished to the KO prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. 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.

1.6.12. Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor 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 or subcontractor employees.

1.6.13 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 KO 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 KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may effect 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. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the KO 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. KO. 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. KO'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the KO 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 MILITARY TREATMENT FACILITY (MTF). Army hospital where contractor performance will be required.

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

2.1.11. 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.

2.1.12. 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 KO in these areas.

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

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

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

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

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

2.2. ACRONYMS:

AR Army Regulation CFR Code of Federal Regulations CMR Contract Manpower Reporting COR KO Representative COTR KO's Technical Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest

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. GOVERNMENT FURNISHED ITEMS AND SERVICES: Government Furnished Property will not be included through the duration of this contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2 Facility Clearance: The Contractor shall possess and maintain a clearance applicable to drive on/off Post on a regular basis. No sponsorship by a Government personnel will be provided.

4.3. Materials. The Contractor shall provide all containers to hold materials that need to be destroyed. Please see Exhibit B for a full list of the containers and locations.

4.4. Equipment. The Contractor furnish their own equipment to pick up and destroy unclassified documents that contain privacy information, hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material. Please see exhibit B for a full list of the containers and locations.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services: IACH at 650 Huebner Rd, Fort Riley, Kansas and all outlying clinics belonging to the MTF. The Contractor shall pickup and destruction unclassified documents and electronic media. Specifically, unclassified documents that contain privacy information, hard disk drives, magnetic tape, CD’s, disks and diskettes, and other magnetic media material. All bins at the main hospital campus will be picked up on a weekly basis. All bins at the outlying clinics/off site locations belonging to the MTF will be picked up on a bi-weekly basis. For those bins requiring a special pickup time, outside of the normal schedule, the COR will contact the Contractor Representative to coordinate a time/location for pickup.

5.2. CONTRACTOR MANAGEMENT REPORTING (CMR) The Contractor shall report ALL contract labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site.

The Contractor shall be required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ and then click on “Department of the Army CMRA” or the icon of the DoD Organization that is receiving or benefitting from the contracted services.

5.2.1. 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 during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2020. Contractor may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website at http://www.ecmra.mil/. The required data fields include:

a) Contracting Office, KO, KO’s Technical Representative;

b) Contract number, including task and delivery order number;

c) Beginning and ending dates covered by reporting period;

d) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data;

e) Estimated direct labor hours (including sub-contractors);

f) Estimated direct labor hours paid this reporting period (including sub-contractors);

g) Total payments (including sub-contractors);

h) Predominant Product Service Code (PSC)/Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant PSC/FSC for each sub-contractor if different);

i) Estimated data collection cost;

j) Organizational title associated with the Unit Identification Code (UIC) for the Army

Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information);

k) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

l) Presence of deployment or contingency contract language; and

m) Number of contractor, and sub-contractor employees deployed in theater this reportingperiod (by county).

http://www.ecmra.mil/ http://www.ecmra.mil/

5.2.2. As part of its submission, the contractor shall also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

5.3. When a public health emergency requires anyone entering the Hospital to wear personal protective equipment (PPE) the contractor shall wear proper PPE.

PART 6

APPLICABLE PUBLICATIONS

6.1 Applicable Publications: Publications listed below form a part of this section to the extent referenced. Publications are referred to in the text by basic designation only. Assume publications to be the most current edition in effect at the time a contract is awarded.

6.2 Location of Publications and Forms. The Contractor shall utilize the Internet to view and print electronic versions of required publications and Forms. DA publications can be obtained through http://www.apd.army.mil . FORSCOM publications and Forms can be obtained through http://www.forscom.army.mil. TMs are available through Army Knowledge Online (AKO) at https://www.us.army.mil/suite/login/welcome.html or the Logistics Support Activity at https://www.logsa.army.mil/etms/online.htm.

PUBLICATION TITLE DATE

AR 190-13 (Advisory) The Army Physical Security Program Sep 93 AR 190-16 (Mandatory) Physical Security May 91 AR 385-10 (Mandatory) Army Safety Program Feb 00 AR 385-40 (Mandatory) Accident Reporting and Records Nov 94 AR 420-1 (Mandatory) Army Facilities Management Nov 07 AR 420-90 (Mandatory) Fire and Emergency Services Sep 97 AR 735-5 (Mandatory) Policies and Procedures for Property Feb 05

OTHER RELATED PUBLICATIONS

29 CFR 1910. (Advisory) Department of Labor, Occupational Safety and Jul 00 29 CFR 1920 (Advisory) Hazardous Waste Operations and

Emergency Response; Final Rule, Mar 89

29 CFR 1926 (Advisory) Department of Labor, Occupational Safety and Health Act, Part III

DOD 5500.7-R (Mandatory) DOD Joint Ethics Regulation Aug 93 EM 385-1-1 (Mandatory) U.S. Army Corps of Engineers Safety and

Health Nov 03

EM 385-40 (Mandatory) Safety Accident Reporting and Records 1994 FORSCOM Supp 1 AR 340-21 The Army Privacy Jul 85 FORSCOM Supp 1 AR 380-5 Department of The Army Information Security Sep 00 OSHA 2201 (Mandatory) General Industry Sep 83 http://www.apd.army.mil/ http://www.forscom.army.mil/ http://www.us.army.mil/suite/login/welcome.html http://www.logsa.army.mil/etms/online.htm

U.S.C. Title 18, Sections 793 and 798 Crimes and Criminal Procedures Jan 04 Public Law 93-502, and 5 U S C Section 552

Freedom of Information Act of 1975 1996

FORM TITLE DATE

DA Form 285 U.S. Army Accident Investigation Report Jan 92 DA Form 4755 Employee Report of Alleged Unsafe or

Unhealthy Working Oct 78

DA Form 5513-R Key Control Register and Inventory Aug 93 DD Form 1662 DOD Property In The Custody of Contractors Jun 03 FORSCOM Form 247-R Area Security Checklist Jul 80 SF 364 Report of Discrepancy (ROD) Feb 80 OSHA #200 Log of Occupational Injuries/Illnesses AR 190-40 Serious Accident Report AR 190-13 The Army Physical Security Program