PWS_Document Destruction_DRAFT.pdf

Performance Work Statement Shredding Documentation for Blanchfield Army Community Hospital

1. General: This is a non-personnel service contract to provide shredding service. 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 and Introduction: The contractor shall provide all personnel, supplies, equipment, supervision, transportation, and other items and non-personnel services necessary to perform on-site document shredding services for Blanchfield Army Community Hospital (BACH), Dental Clinics, and Veterinary Clinics at Fort Campbell and Screaming Eagle Medical Home at Gateway Medical Center in Clarksville, TN and Woodson Health Clinic in Rock Island Arsenal, IL as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2. Background: BACH has the overall responsibility to ensure that all its outlying facilities receive proper destruction of documents and electronic media that contain the personal identifiable information of their patients and employees. This information is protected under the Health Insurance Portability and Accountability Act (HIPAA).

1.3. Scope: The contractor shall accomplish:

1.3.1. The contractor shall provide all necessary equipment and personnel to properly collect and shred all materials.

1.3.2. There will be no available space or work areas on the premises for additional equipment to be added. Equipment must be mobile, self-contained and not require any electrical hookups.

1.3.3. No material will be allowed off the grounds unless destruction is completed.

1.3.4. Contractor’s employees will directly coordinate any changes to pick-up schedule to the COR between the hours of 07:30 a.m. – 3:00 p.m, Monday through Friday.

1.3.5. Destruction services are not required on Federal holidays or during the closure of the post and/or facility for emergency situations.

1.3.6. The contractor will be responsible for all required information and credentials needed to access the installation. This can be obtained by contacting the Installation Pass Office, Fort

Campbell at (270) 412-8713; for Rock Island Arsenal (309)782-0485/1337 or

USARMY.RIA.IMCOM.MBX.USAG-ACCESS-REQUEST@MAIL.MIL

1.3.7. The contractor will ensure personnel servicing the Medical Facilities are trained and current with HIPAA/Privacy Act requirements that meet the Joint Commission regulation.

1.4. Period of Performance (POP): 26 September 2023 – 25 September 2028

1.5. Quality Assurance:

1.5.1. Fundamental Government Responsibilities: The Contract Officer’s Representative (COR) is responsible for representing the Contracting Officer (KO) for all facts of the requested service quality. The COR will carry out inspections, invoice reviews and approval, handle deficiencies and ultimately accept service on behalf of the KO.

1.5.2. General Quality Assurance Functions: To facilitate the surveillance of the contractor’s quality program by the Government, the COR will verify contractor compliance with designated performance requirements. In addition, for noncompliance and untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor’s Quality Control Program regularly for compliance with requirements herein.

1.5.3. Specific Quality Assurance Functions: The COR shall establish an Inspection Schedule using the Quality Checklists from the Contractor’s Quality Control Program.

1.6. Recognized Holidays: The following days have been established as legal public holidays in the federal service:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December mailto:usarmy.ria.imcom.mbx.usag-access-request@mail.mil

1.6.1. The contractor shall not schedule any services with the Government on any of the established federal holidays, or any other day designated as holiday by Federal Statute or by Executive Order except with prior approval from the KO or COR. If a holiday falls on a Saturday, the official holiday will be celebrated the preceding Friday. If the holiday falls on a Sunday, the official holiday will be celebrated the following Monday.

1.6.2. Hours of operation: The contractor personnel shall perform onsite support during the regular hours of 0730-1500, one day a week, excluding holidays.

1.6.3. Place of Performance: The contractor shall provide on-site document/media destruction at the following location at Fort Campbell and Screaming Eagle Medical Home in Clarksville, TN:

BACH building 650, BACH, Dental, Veterinary outlying Clinics (buildings 7149, 70344, 2403, 2428, 2524, 2540, 2543, 2576, 2544, 2516, 2523, 2526, 2436, 2437, 2439, 2441, 3960, 7973, 5580, 6988, 5289, 5977, 5979, 5980, 6139, 3929, 3960, 2702, 3603, 98A, 2526 and 2575) on a once a week basis, Screaming Medical Home (647 Dunlop Drive, Gateway Medical Center and Woodson Health Clinic Rock Island Arsenal, IL, 1 Rodman RD, Rock Island Arsenal IL 61299 on a once a month basis.

1.6.4. Type of Contract: Government will award as a firm fixed price.

1.6.5. Security Requirements: In accordance with (IAW) Army Regulation 525-13, paragraph 5-19, all prospective contractors will undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escort may be granted (at the installation’s discretion) for an interim period while investigations are being conducted.

1.6.6. The Provost Marshal Office will provide checks on all other contractor personnel, to include vetting all contractors prior to granting entrance to Fort Campbell, KY.

1.6.7. Contracting Officer’s Representative: The KO will designate a COR, who will be responsible for technical assistance to the KO in administration of the contract. Duties will involve tasking work within scope of the contract, inspection and surveillance, answering technical questions, reporting contractor’s performance to the KO to include submitting monthly reports to Procurement Integrated Enterprise Environment (PIEE) website. A letter of appointment will be issued to the COR with a copy of furnished to the Contractor stating the responsibilities and limitations of the COR.

Part 2. Definitions and Acronyms

COR: Contracting Officer’s Representative: A representative from the requiring activity appointment in writing by the Contracting Officer to perform surveillance and to act as liaison to the contractor.

HIPAA: Health Insurance Portability and Accountability Act

IAW: In Accordance With

KO: Contracting Officer

POP: Period of Performance

PWS: Performance Work Statement

QASP: Quality Assurance Surveillance Plan (QASP): A written document specifying the surveillance method used surveillance of contractor performance.

Part 3. Government – Furnished Item and Services

3.1. None.

Part 4. Contractor-Furnished Items and Services

4.1. Contractor will provide all labor, materials and equipment necessary to perform services as outlines throughout this contract. The contractor shall be certified by National Association for Information Destruction (NAID) and shall furnish their NAID certificate to the COR within 10 days after award.

Pert 5. Specific Task

5.1. The contractor shall provide a minimum of 40 each 64 Gallon moveable lockable, containers and 115 stationary 36 inch containers with bags. Locations are listed at Exhibit A, Contractor shall provide the Contracting Officer Representative (COR) with additional keys (3 each).

5.1.1. The contractor shall provide secure, mobile on-site destruction of all materials.

Contractor will not leave any bags unsecured during their tenure at any one of the pick-up locations.

5.1.2. Contractor shall provide cross cut shredding that meets current NAID guidelines for shredding Personal Health Information and Personal Identifiable Information. The COR may request a sample of the shredded documents for verification at any time.

5.1.3. Contract representative upon arrival will be issue a hospital badge by the COR prior to servicing.

5.1.4. No material will be allowed off the grounds unless destruction is completed.

5.1.5. The contractor shall provide on-site document destruction for Blanchfield Army Community Hospital and outlying buildings listed at Technical Exhibit A once a week. The contractor shall provide on-site document destruction Screaming Eagle Medical Home, 647 Dunlop Drive, Clarksville, TN and Woodson Health Clinic, 1 Rodman Rd., Rock Island Arsenal, Il once per month.

5.1.6. The COR will visually watch and ensure the contractor’s representative is handling and destroying documents on-site, to include ensuring material containers are empty and bags are not left unsecured.

5.1.7. The COR will visually inspect containers to ensure functionality, locks are operational and bags and/or other similar containers meet requirements and no overflow of documents exposed from container.

5.1.8. The contractor shall provide a Certificate of Destruction upon completion of on-site destruction for each building. The document will include at a minimum the following information: date, invoice number, service building location, truck number, time arrived, time departed and COR signature.

5.1.9. The contractor shall submit the final certificate of destruction report each month to the COR. The contractor shall submit invoice payment by the 5th day of each month into WAWF system.

5.1.10. The contractor shall submit a contingency plan to the Contracting Officer in the event services cannot be performed as specified within 10 calendar days of contract award.

5.1.11. The contractor will comply with all installation and Medical Department Activity (MEDDAC) regulations at Fort Campbell, KY.

5.1.12, Deliverable Schedule

Deliverables Frequency Number of Copies Medium/Format Submit to Documents Once per week 1 Electronic Copy COR Documents 5th Working day of each month

Certificate of Destruction

COR

Part 6. Applicable Publications

6.1. Publications applicable to this PWS are listed below.

Army Regulation 190-13 Army Physical Security Program (25 Feb 2011) Army Regulation 385-10 Safety (24 Feb 2017) MEDDAC Hospital Commander’s Policy 21 – MEDDAC Key-Lock Control Policy and Physical Security (Jan 2023) MEDDAC Safety Regulation 385-10 Safety (May 2022) MEDDAC Regulation 420-3 Fire and Protection (May 2022) DHA-AI 6055.01 DHA Safety Program (25 APR 2022)

Part 7. Performance Requirement Summary

7.1. Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirement Summary below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Blanchfield Army Community Hospital, Ft Campbell, KY Performance Requirement Summary (PRS)

Document Destruction

Performance Objective

PWS

Paragraph

Performance Standard

Performance Level (AQL)

Surveillance Method

Provide secure document collection stations for document storage until destruction

5.1.1

Document collection stations shall have locking mechanism to prevent unauthorized access

100%

100% Inspection

Provide secure document collection stations for document storage until

5.1.1

Only provide COR with key(s) to document cabinet (s) and ensure cabinet is secured and lock is functional upon document removal and replacement of collection bag

Random

Provide cross cut shredding process IAW current NAID requirements

5.1.2

Cross-cut shredding meets current NAID requirements

Random

Provide secure on-site document destruction certification

5.1.12

Provide on-site destruction of documents collected and provide COR with certificate of document

Complete Required Training Part 8 Training is completed within the timeframe listed in Part 6

Part 8. Required Training

8.1. AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the Contracting Officer, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

8.1.2. Access and General Protection/Security Policy and Procedures. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the BACH Personnel Security Specialist. Contractor workforce must comply with all personal identity verification requirements 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.

8.1.3. iWATCH Training. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program using training standards provided by the BACH 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 contract award and within 30 calendar days of new employees commencing performance with the results reported to the Contracting Officer NLT 60 calendar days after contract award.

8.1.4. OPSEC Training. Per AR 530-1, Operations Security, all contract employees must complete Level I OPSEC Training within 30 calendar days of commencing performance and annual OPSEC Awareness training thereafter. Training completion will be reported to the Contracting Officer within 30 calendar days.

8.1.5. Information Assurance (IA) Training. All contractor employees and associated subcontractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter.

Part 9. The Contract Manpower Reporting

9.1. Contractor Manpower Reporting (CMR). ACCOUNTING FOR CONTRACT SERVICES The Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR); (2) contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractor);

(6) Estimated direct labor dollars paid this reporting period (including sub-contractor); (7) Total payments (including sub-contractor); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) 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 purpose of reporting this information; (11) Locations where contractor and subcontractors 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); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

Reporting period will be the period of performance not the exceed 12 months ending September 30 of each government fiscal year and shall be reported by 31 October of each calendar year.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

https://cmra.army.mil/