RFQ 2032H8-25-Q-00038.pdf

DEPARTMENT OF THE TREASURY

INTERNAL REVENUE SERVICE

WASHINGTON, DC 20224

September 16, 2025

To: Small Businesses Under NAICS 561990

From: Office of the Chief Procurement Officer, Acquisition Program Management Office, Davida Patton, Contract Specialist (CS)

Subject: Request for Quote (RFQ) 2032H8-25-Q-00038

Closing Date: 12:00 pm EST, September 23, 2025

This requirement is reserved for small business. The Internal Revenue Service (IRS) is seeking competitive quotes for the acquisition of document shredding services.

Award will be made to the lowest priced/technically acceptable (LPTA) quote. The government intends to evaluate quotes and make award(s) without exchange with offerors. However, the government reserves the right to conduct exchanges if later determined by the contracting officer to be necessary.

Please send all responses to davida.e.patton@irs.gov.

Best Regards, Davida Patton E-mail: davida.e.patton@irs.gov Contract Specialist

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 2 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

5000216645

2032H8-25-Q-00038

DATE

09/16/2025

Sharrye Favron 09/23/2025 12:00P

2050 100

561990

See Attached Delivery Schedule

See Attached Schedule(s)

See Attached Schedule(s)

Office of Proc Operations Support-Acquisition Program Services Branch

NCFB

1111 Constitution Ave NW Washington, DC 20224-0002 Attn: Davida Patton

Office of Proc Operations Support-Acquisition Program Services Branch

NCFB

1111 Constitution Ave NW Washington, DC 20224-0002

X

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

Line Item Table Item No. FSC Item Description QTY Unit Unit Price Total Value

001 R614

SDD FRE1 Base Shred Services WA0064 FY2025 Base Year

Period of Performance: 9/30/2025 - 9/29/2026

Location: 920 Riverside Avenue, Spokane WA 99201

The IRS will be charged for full 65-gallon bins emptied Request (4) Bins to be placed as follows:

(1) CI Area, (2) Room 440, (1) 1st Floor TAC Office

Unit x Unit Price = Total Price 4 Bins x $_______ = $ _________

ESTIMATED NUMBER OF

EMPLOYEES: 42 (Estimated Number of Pounds Per Year: 90 lbs/employee/year x 42 = 3,780 pounds)

SCHEDULED SERVICES: Bi-Weekly Services, subject to change as needed by the IRS.

NON-SCHEDULED & EMERGENCY

SERVICES: 48-Hour Prior Notice to the Contractor is required.

The Wage Determination No. 2015-5537 Revision 26, Dated 07-08-2025, is applicable and is incorporated herein

1.000 AJ $_________ $_________

1001 R614

SDD FRE1 Shred Services WA0064 Option Year 1

Period of Performance: 9/30/2026 - 9/29/2027

Location: 920 Riverside Avenue, Spokane WA 99201

The IRS will be charged for full 65-gallon bins emptied Request (4) Bins to be placed as follows:

1.000 AJ $_________ $_________

(1) CI Area, (2) Room 440, (1) 1st Floor TAC Office

Unit x Unit Price = Total Price 4 Bins x $_______ = $ _________

2001 R614

SDD FRE1 Option Year 2 Shred Services

WA0064

Period of Performance: 9/30/2027 - 9/29/2028

Location: 920 Riverside Avenue, Spokane WA 99201

The IRS will be charged for full 65-gallon bins emptied Request (4) Bins to be placed as follows:

(1) CI Area, (2) Room 440, (1) 1st Floor TAC Office

Unit x Unit Price = Total Price 4 Bins x $_______ = $ _________

ESTIMATED NUMBER OF

EMPLOYEES: 42 (Estimated Number of Pounds Per Year: 90 lbs/employee/year x 42 = 3,780 pounds)

SCHEDULED SERVICES: Bi-Weekly Services, subject to change as needed by the IRS.

NON-SCHEDULED & EMERGENCY

SERVICES: 48-Hour Prior Notice to the Contractor is required.

3001 R614

SDD FRE1 Option Year 3 Shred Services

WA0064

Period of Performance: 9/30/2028 - 9/29/2029

Location: 920 Riverside Avenue, Spokane WA 99201

The IRS will be charged for full 65-gallon bins emptied Request (4) Bins to be placed as follows:

(1) CI Area, (2) Room 440, (1) 1st Floor TAC Office

Unit x Unit Price = Total Price 4 Bins x $_______ = $ _________

ESTIMATED NUMBER OF

EMPLOYEES: 42 (Estimated Number of Pounds Per Year: 90 lbs/employee/year x 42 = 3,780 pounds)

SCHEDULED SERVICES: Bi-Weekly Services, subject to change as needed by the IRS.

NON-SCHEDULED & EMERGENCY

SERVICES: 48-Hour Prior Notice to the Contractor is required.

4001 R614

SDD FRE1 Option Year 4 Shred Services

WA0064

Period of Performance: 9/30/2029 - 9/29/2030

Location: 920 Riverside Avenue, Spokane WA 99201

The IRS will be charged for full 65-gallon bins emptied Request (4) Bins to be placed as follows:

(1) CI Area, (2) Room 440, (1) 1st Floor TAC Office

Unit x Unit Price = Total Price 4 Bins x $_______ = $ _________

ESTIMATED NUMBER OF

EMPLOYEES: 42 (Estimated Number of Pounds Per Year: 90 lbs/employee/year x 42 = 3,780 pounds)

SCHEDULED SERVICES: Bi-Weekly Services, subject to change as needed by the IRS.

NON-SCHEDULED & EMERGENCY

SERVICES: 48-Hour Prior Notice to the Contractor is required.

PERFORMANCE WORK STATEMENT (PWS)

FOR SENSITIVE DOCUMENT DESTRUCTION

920 W. Riverside Avenue

SPOKANE, WA 99201

(WA0064)

1.0 INTRODUCTION

Standardizing the delivery of sensitive document destruction (SDD) services ensures the same level of service for all Internal Revenue Service (IRS) geographic areas and posts of duty (POD). Sensitive documents must be destroyed in a secure manner following National Institute of Standards and Technology (NIST) guidelines to protect Personally Identifiable Information (PII), Sensitive But Unclassified (SBU) information, or Controlled Unclassified Information (CUI), from the point it has been deemed ready to be destroyed to the point of shredding to industry standards as defined by the National Association of Information Destruction (NAID)The term “sensitive” referenced throughout this PWS includes, without limitation, PII, SBU and CUI data.

2.0 BACKGROUND

This requirement originates from various federal security regulations that require sensitive documents be destroyed in a manner that ensures a high level of security and confidentiality. To preclude the necessity of having an IRS employee present during destruction, the PWS includes safeguard provisions required by IRC 6103(n), Confidentiality and Disclosure of Tax Records. See Section 4.0: Applicable Directives.

3.0 SCOPE

A. The Contractor shall provide all labor, personnel, equipment, secured containers, supplies, secured vehicles, materials, supervision, and other related services necessary to provide off- site or on-site commercial sensitive document destruction services at 990 West Riverside Avenue, Spokane, WA 99201.

B. The contractor/subcontractor who are performing the document destruction shall be National Association for Information Destruction (NAID) certified. The Contractor shall provide copies of subcontractor certification and inspection documentation at the award of the contract, upon subsequent NAID Inspections, or upon request, thereafter.

C. The subcontractor shall perform background investigations on all employees involved in IRS sensitive document destruction. These investigations shall be performed per NAID compliant guidelines. All subcontractor employees who come into direct contact with IRS sensitive documents must successfully pass subsequent background investigations by IRS to include federal tax compliance. Individuals whoare going through the IRS clearance process must be escorted by an IRS employee until background investigation completion.

D. The Contractor shall provide IRS background investigation documentation for staff-like access to IRS-owned or controlled facilities, SBU data, and security items or products on all employees involved in IRS sensitive document destruction. Staff-like access requires completion of a favorable suitability/ fitness determination conducted by IRS Personnel Security. The IRS will conduct an extensive background investigation at IRS expense, including federal tax compliance verification. Upon successful completion of the IRS background investigation, all cleared drivers will be granted unescorted access to ALL IRS buildings that they service.

E The Contractor shall maintain and provide current contract employee status notifying IRS of any new or separated contractor employees.

F. The Contractor shall only take direction from the Contracting Officer, National COR, and territory SubCOR.

G. Inspections: The provisions of this contract must allow for unannounced inspection of all subcontractor facilities, operations, and mobile shred vehicles by IRS or third-party industry inspectors. In the event of an IRS Quality Assurance Review of a reported deficiency, Government Accountability Office (GAO) audit, TIGTA audit, or a suspected or documented disclosure incident, these inspections will ensure the appropriate safeguarding of IRS information processes and procedures are followed, and corrective measures are identified.

Inspections of subcontractor facilities, operations, and mobile shred vehicles may be conducted by any IRS staff or IRS authorized third party, including, but not limited to, the SubCOR, the National COR, IRS Cyber Security, IRS Privacy, and Information Protection Data Security, and the Treasury Inspector General for Tax Administration. NAID/I Sigma is the preferred inspector. SourceAmerica will receive notice at least 48 hours in advance of the inspection and shall be allowed to accompany the inspection. In the event of national disaster or national catastrophic event, IRS use of a third-party inspector will also be considered applicable to this requirement.

H. Disclosure Safeguards: The Contractor shall take all required measures to prevent the unauthorized disclosure of protected information to which they may be exposed as a direct result of the services that they provide under the Contract. Every subcontractor employee with direct contact with IRS data at each disposal location must be aware of the information that is to be protected and the methods that will be used in its destruction. All IRS data and records are sensitive and confidential and must be safeguarded to prevent the occurrence of any unauthorized disclosures and/or unlawful inspections of the data and/or records, at any time. Repeated deficiencies must be addressed by the Contractor with corrective actions.

I. IRS and the Contractor will determine the type and size of container based on historical data from IRS and the Contractor. The number of sensitive document containers (i.e., consoles, bins,)required per location will be specified and mutually agreed upon by the Contractor in conjunction with the IRS, based on the number of IRS staff, number of floors, and business unit specific requirements. The SubCOR or National COR may require additional sensitive document containers at any IRS location at additional expense to the IRS in accordance with Performance Requirements Section 5.8.

J. IRS requires a system by which containers are tracked by number via scanning technology or a comparable system to maintain accountability for each container that identifies its size and location. Pricing per container necessitates the need for clear accountability for audit purposes. Scanning requirement shall be operational within 90 days of the start of the contract and/or a new subcontractor starting performance on the contract.

K. The permanent locations for containers are subject to change by the IRS. The IRS will notify the Contractor of locations’ changes within five (5) working days. No guarantees are made as to the estimated volumes, or the quantities of containers required at each IRS location, unless mutually agreed upon by both parties.

L. The IRS may request to adjust collection frequencies and container distribution based on the following criteria:

Change in business requirement, number of employees, yearly purges, or any unforeseen emergency requiring special services.

Cost efficiencies proposed regarding size, type, or capacity and placement.

Locations with any containers consistently full prior to scheduled service may indicate a need for adding containers, more frequent services and/or redistribution of existing containers to service those offices.

Additional services and containers provided will be in accordance with Performance Requirements Sections 5.9.

Any changes to collection frequencies and/or container distribution shall be mutually agreed upon between the IRS and The Contractor prior to implementation.

M. The Contractor shall collect secured containers. When the Contractor removes secured containers, at the same time, the Contractor shall deliver clean, empty, and locked/secure containers in good serviceable condition.

4.0 APPLICABLE DIRECTIVES

• IRM 10.5.1, Privacy and Information Protection, Privacy Policy

• IRM 10.5.1.2.6, Unauthorized Access of SBU Data

• IRM 10.5.1.6.10.6, Contractors Disposition and Destruction

• IRM 10.5.1.6.10.7, Recycling Disposition and Destruction

• IRM 10.5.1.7.8, Disclosure

• IRM 10.23.2, Personnel Security, Contractor Investigations

• IRC 6103(n), Confidentiality and Disclosure of Tax Records

• TDP 15-71, Chapter 11, Section 2, Investigative Requirements for Contractor Personnel

• IRSAP (Internal Revenue Service Acquisition Policy) 1052.224.9000 (Publication 5488)

• IRSAP (Internal Revenue Service Acquisition Policy) 1052.224.9001 (Publication 5488)

• NIST (National Institute of Standards & Technology) SP 800-88, Guidelines for Media Sanitization

Note: Directives are available upon written request to Contracting Officer and/or Contracting Officer's Representative (COR).

5.0 PERFORMANCE REQUIREMENTS

5.1 PERIOD OF PERFORMANCE

The contract period of performance is:

Base Year: 9/30/2025 – 9/29/2026

SF2HB

Highlight

Option Year #1: 9/30/2026 – 9/29/2027 Option Year #2: 9/30/2027 – 9/29/2028 Option Year #3: 9/30/2028 – 9/29/2029 Option Year #4: 9/30/2029 – 9/29/2030 Option Years to be exercised by modification to the purchase order.

This contract includes four (4) twelve (12) month option years, which may be unilaterally exercised by the IRS. Each performance period shall not exceed 12-month duration and shall be exercised in accordance with FAR 2.217-9, Option to Extend the Term of the Contract.

5.2 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE

IRS personnel observe the following listed days as a holiday:

- New Year's Day

- Martin Luther King, Jr's. Birthday

- President's Day

- Memorial Day

- Juneteenth – June 19th

- Independence Day

- Labor Day

- Columbus Day

- Veteran’s Day

- Thanksgiving Day

- Christmas Day

Any day designated a holiday by Federal Statute, Executive Order, or Presidential Proclamation.

If the holiday falls on the day of regularly scheduled service, the Contractor shall not

5.3 CONTRACTOR (SUBCONTRACTOR) CERTIFICATIONS

The Sub-Contractors shall be National Association for Information Destruction (NAID) certified and provide copies of current certification and inspection documentation at the award of the contract, upon subsequent NAID inspections, or upon request, thereafter.

The Contractor shall submit documentation electronically via e-mail to the

National OR within 30 business days after the award of the contract.

The Contractor shall provide proof of recertification of each sub-contractor when it occurs.

The Contractor shall provide documentation of NAID certification and inspection within 90 days of signing new subcontractors to the contract.

The Contractor shall inform the National COR and the SubCOR of any changes in subcontractors 30 days prior to the change in servicing IRS locations or as soon as possible if circumstances do not allow for a 30-day notice and provide certification.

5.4 CONTRACTOR EMPLOYEE (SUBCONTRACTOR) PERSONNEL

A. The Contractor shall provide qualified employees to start the clearance process within 20 business days of being assigned to the contract.

B. Contractor shall perform and provide dates of successfully completed background investigations on all employees involved in IRS document destruction. These investigations shall be performed using “National Association of Information Destruction” (NAID) guidelines for conduct of background investigations. Any successfully completed background investigation must have occurred within 3 years prior to the Contractor employee beginning work with IRS documents.

C. The Contractor shall provide a Point of Contact (POC) to submit required onboarding background investigation forms and documentation to the National COR and the SubCOR.

D. The Contractor shall provide a Point of Contact (POC) to submit required onboarding background investigation forms and documentation to the National COR and the SubCOR. The Contractor shall submit current IRS background investigation forms and supporting documentation for each employee to attain staff-like access to IRS SBU data or facilities. Sub-contractor employees must meet the following eligibility criteria prior to submitting background investigation documentation:

1) Must be tax compliant; 2) Must be a U.S. citizen or Lawful Permanent Resident (LPR);

3) All males born after 1959 must be registered with Selective Service. If not registered or exempt, the contractor employee must have a status Information Letter. The following background investigation forms and applicable supporting documentation must be submitted to the National COR:

- F14606 Risk Assessment Checklist (RAC)

- F13340 Fair Credit Reporting Act (FCRA)

- OF306 Declaration for Federal Employment

- Non-Disclosure Agreement (NDA)

- Citizenship Verification for U.S. citizens born outside of the (U.S. Naturalization

Document)

- Permanent Resident Alien card (green card).

E. The Contractor shall ensure the timely completion of the background investigation process for each subcontractor employee to include the submission of IRS background investigation forms and supporting documentation, enrollment in USAccess, fingerprinting appointments, completion of Electronic Questionnaire for Investigations Processing (ePP), badge issuance, and any requests for additional information. The subcontractor is not responsible for any deductions or corrective actions for any

Government induced delays in this process, or if the process must be restarted due to Government induced delay.

F. The Contractor shall submit F13716a Request for ID Media (badge) for Non-IRS Employees, or each contractor employee issued a staff-like access memo that requires IRS facility access.

Requests shall be submitted to the National COR and SubCOR to include both F13716a and a current copy of the staff-like memo. Badges are issued to allow for unescorted staff-like access to IRS-owned or controlled facilities, SBU information, or security items or products. The subcontractor shall have unescorted access to all IRS buildings they service upon issuance of a staff-like access badge. Services that are unable to be completed due to lack of access or other Government induced delay will be billed for the full amount and rescheduled when possible, or if needed, based on the subcontractor’s schedule. Contractors, regardless of location, must complete mandatory Security Awareness Training (SAT) before access is granted as described in Performance Requirements Section 5.5. The subcontractor is not responsible for any service-related delays in service due to badge issuance delay.

G. All contractor employees shall be required to display Contractor issued photo identification cards containing, at minimum, the following information:

1. Contractor company name

2. Employee name

3. Issuance date

4. Expiration date

H. The contractor employee company-issued uniform shall always be worn during performance under the contract at IRS sites.

I. The Contractor shall be required to comply with all requirements of the IRSAP, SUBPART 1024.90 - DISCLOSURE OF INFORMATION (Publication 5488)

J. The Contractor shall provide notification of any separated contractor employee within 3 business days of separation and shall retrieve all IRS-issued badges and return to the SubCOR within 2 weeks of separation notification. The Contractor shall return badges utilizing mail tracking services and provide tracking information to the National COR and SubCOR.

K. The Contractor shall provide written notification of any subcontractor changes to include company name changes, company merges, company points of contact, and contractor employee changes 30 days prior to the change in servicing IRS locations or as soon as possible if circumstances do not allow for a 30-day notice.

5.5 EMPLOYEE DISCLOSURE SAFEGUARDS MANDATORY – SECURITY AWARENESS

TRAINING (SAT) FOR CONTRACTOR STAFF

A. Contractor employees shall comply with IRC 6103(n), Confidentiality and Disclosure of Tax Records. This regulation requires agencies receiving taxpayer data to provide safeguards to the satisfaction of the IRS in three areas: 1) protecting the confidentiality of taxpayer data; 2) providing measures to prevent unauthorized inspection or disclosure;

and 3) restricting use to the purpose for which it was intended.

B. Contractor employees must complete mandatory IRS SAT requirements within five (5) days of being granted interim or final staff-like access but before access to IRS-owned or controlled facilities, SBU information, or security items or products. Training to include, but not limited to:

- Controlled Unclassified Information (CUI) Awareness

- FMSS Facilities Management and Security Services Physical Security

- Privacy, Information Protection and Disclosure

- Unauthorized Access (UNAX) for Contractors

- Records Management

The Contractor shall provide the IRS with a completed F14616 Contractor Security Awareness Training (SAT) Certification and F11370 Certification of Annual UNAX Awareness Briefing to acknowledge completion of required training and provide yearly thereafter beginning July 1st due by September 30th.

5.6 CONTRACTOR TRANSPORT VEHICLES AND ON-SITE MOBILE SHRED VEHICLES

A. All contractor vehicles utilized in the performance of this contract shall be insured (up to the minimum coverage required by the respective state) and will maintain current state vehicle registration.

B. All contractor employees transporting IRS materials, under this contract, shall possess a valid State Driver’s license and maintain a clean driving record. The Contractor or his/her employees, while performing under this contract, shall use no personal vehicles. The Contractor shall ensure that all contractor vehicles utilized under this contract are kept in proper working condition. The vehicles shall be free from oil leaks and in a safe operating condition.

C. Contractor vehicles shall be locked and properly secured while at the IRS site(s) or Contractor site(s). Vehicles used in the performance of the contract shall at no time be left unlocked, while transporting IRS sensitive documents.

D. If a vehicle transporting IRS sensitive documents is involved in an accident and the security of the sensitive material being transported is compromised, the contractor employee shall contact Treasury Inspector General for Tax Administration (TIGTA) immediately. A secondary call shall be made to the SubCOR, or the National COR. COR telephone numbers are provided in the Contract Administration section of the Performance Work Statement. TIGTA’s phone number is 1-800-366-4484.

E. All sensitive document material shall be removed from the IRS premises and transported to an appropriate NAID Certified facility for destruction.

F. Upon arrival of the IRS sensitive document material at the contractor’s facility and until completion of destruction, the IRS sensitive document material must be maintained in a secured container/secured holding area, to prevent disclosure and unauthorized access.

Videotapes of the destruction facilities shall be made available to the IRS Security/Disclosure Representative upon request.

G. Prior to beginning performance under the contract, the subcontractor facility designated to be the first step destruction site may be inspected and approved in writing by the IRS Contracting Officer and/or COR, SubCOR, and the Disclosure/Security Officer (or a designated representative thereof, including third party qualified shred facility inspectors). The IRS may also conduct random, unannounced periodic inspections on all contractor facilities and operations to ensure the appropriate safeguarding of IRS Information. As a result of these inspections, follow up inspections may be conducted. Should the IRS elect to inspect any Sub- Contractor facility prior to beginning performance, or in relation to any follow-up inspections, the Contactor or the subcontractors are not responsible for any delays in scheduled services or subject to any penalties while the inspection process is being conducted by the IRS.

H. The Contractor shall make available during such inspections, without exception, all records and access to facilities necessary to ensure compliance with safeguard requirements, as stated in the Performance Work Statement. There will be no expectation of right to privacy as it relates to information necessary to inspect and review protections and security under this contract. Based on such inspection, specific remedial measures may be required in cases where the Contractor is found to be non-compliant with contract safeguards. Additionally, depending upon the severity of any non-compliance findings, services under the contract(s) may be suspended or terminated by the IRS.

I. Inspections: The provisions of this contract must allow for unannounced, physical on-site inspection of all contractor facilities, operations, and mobile shredding vehicles by IRS or its third-party designee. These inspections are necessary to ensure the appropriate safeguarding of IRS information.

i. In the event of emergencies where physical on-site inspections cannot be performed, virtual inspections are permissible. An example of an emergency may be a natural disaster such as a flood, earthquake, or a public health threat such as a pandemic of a virus or disease.

ii. Virtual inspections shall consist of a virtual walk-through of the shred facility, via Zoom and/or FaceTime, by the Contractor’s Inspector and the Quality Point of Contact of the shred facility.

iii. An inspection checklist based on NAID guidelines will be completed and signed by all parties of the inspection team for each inspection conducted and include photos for any relevant questions on camera systems and/or locks.

iv. Information Protection Data Security, the Treasury Inspector General for Tax Administration and IRS National CORs and SubCORs reserve the right to conduct inspections, physical on-site inspections, or virtual inspections at their discretion.

v. The IRS Representatives must identify themselves and provide identification so that the sub-contractor can validate the individual conducting the inspection prior to inspection start.

5.7 SENSITIVE DOCUMENT COLLECTION CONTAINERS

A. The Contractor shall deliver the mutually agreed upon number of empty, lockable sensitive document containers (i.e., 64-gallon, 95-gallon, etc.) with key-locking lids at the IRS site on the effective date of the contract. The containers shall be placed at the designated locations directed by the COR, SubCOR or the local IRS Site Point of Contact (POC). The bins will have subcontractor identification and bar codes for data collection. IRS will provide printed adhesive labels to identify bins for Sensitive Documents Destruction Only. Individual subcontractors will be required to place the adhesive labels on each bin for which they provide contract services.

B. The sensitive document containers shall always be kept locked. The Contractor shall notify the IRS SubCOR of any unlocked sensitive document containers encountered during service. The Contractor must lock the container prior to moving. The Contractor shall provide the required number of keys to each building POC. Additional keys must be approved by the National COR or SubCORs at the IRS’s expense. The IRS will not remove any shred container keys from the IRS facility and will keep the key(s) in a secure location where access to the key(s) is strictly controlled. The Contractor shall always be in possession of their container keys at IRS service locations.

C. The Contractor shall be responsible for maintaining all sensitive document containers in sound, odor-free, safe, and working, condition. The IRS is responsible for damage and/or odor caused by IRS staff who dispose of trash in the sensitive document containers intended for PII, SBU or CUI documents only.

D. Lost keys – IRS will be responsible for the cost of replacing locks or keys when IRS is responsible for the loss of locks and/or keys. The Contractor shall be responsible for replacing locks or keys when the Contractor is responsible for the loss of keys, or the locks and keys are inoperable.

5.8 SENSITIVE DOCUMENT SERVICE SCHEDULES

A. The Contractor shall collect sensitive documents containers during normal business hours from each site in accordance with the service schedules provided by the Contractor and agreed upon by IRS. The Contractor shall provide the SubCOR and National COR schedules of service for all locations in an IRS Territory within two (2) weeks after beginning service and yearly thereafter. The service schedules shall be uniform in calendar year format identifying dates of service for each location to include the entirety of the period of performance for that contract year. A revised service schedule shall be provided by the servicing contractor to the SubCOR within five (5) working days following any permanent revision to a previously submitted schedule.

B. The Contractor shall establish dates of services for collection of sensitive documents (i.e., once a month, once a week, every two weeks, etc.) for each location as provided and agreed upon by the SubCOR and the Contractor in accordance with service calendars.

All services and billing shall occur at a minimum of 12 weeks even if services cannot be rendered due to government induced delay. All service dates shall be scheduled during core IRS business hours, such that all work is completed by the normal close of business. No weekend scheduled service shall be permitted unless specified as emergency or for IRS-exempted locations such as Campuses or Service Centers.

The National COR shall inform the Contractor in writing of IRS locations exempt from this weekend scheduled service restriction. The SubCOR will coordinate any changes made to service schedules with the Contractor including converting temporary service schedule changes to permanent scheduled services. A revised service schedule will be provided to the SubCOR if change to the schedule is made permanent.

C. For locations affected by IRS peak processing periods as identified by the SubCOR, the IRS shall provide the Contractor at least two (2) weeks’ advance notice prior to the beginning of the peak processing periods and provide relevant information for the Contractor to create an additional or alternate service schedule to accommodate peak season operations.

The Contractor shall provide a service schedule to the SubCOR in a standard calendar format to document changes specified for peak season operations for the affected IRS locations.

D. This contract does not provide for services on demand. However, unexpected events such as purges, unscheduled move services, business unit projects, that result in overfilled containers, increases the risk of disclosure and safety concerns, and creates a critical need. Therefore, the IRS may request additional services.

i. The Contractor shall respond within 2 business days as to the availability to provide the additional service. And schedule the service within 7 business days of the request, unless otherwise agreed upon by the SubCOR.

ii. For locations more than 120 miles from the contractor facility, the IRS and the Contractor shall determine the soonest possible time to perform unscheduled service requests.

5.9 EMERGENCY SERVICES

The Contractor shall be prepared to operate on an extended schedule, curtailed basis, at different levels of service including weekends, outside of normal business hours, or not at all during emergency situations. Emergency situations include, but are not limited to strikes, natural disasters, adverse weather conditions, nationally declared emergencies, and pandemics. To the best extent practicable, the contractor shall ensure PWS requirements are met during emergency situations and shall remain in contact with the National COR/SubCOR. All emergency requests will be approved and requested by the National COR to the Contractor.

5.10 CONTROL OF SENSITIVE DOCUMENTS

A. Unshredded sensitive documents may be turned over to the Contractor provided the contract includes necessary safeguards that will ensure compliance with IRC 6103(n) requirements, provides for periodic safeguard reviews, and includes language describing methods of collection, storage, and disposition. ref. PUB 5488

- IR1052.224-9000

B. Contractors shall maintain sensitive documents in the same locked containers, sealed boxes secured with tape, or shrink-wrapped pallets of boxes or covered rolls of laser paper, in a secured area to prevent sensitive data from unauthorized disclosure or access.

C. The Contractor shall be responsible for management, oversight, security, and control of all sensitive documents stored in locked containers in the secured area prior to and until completion of destruction of the documents while in contractor custody.

6.0 SHREDDING SPECIFICATIONS

A. NIST recommendations are to destroy paper using crosscut shredders which produce particles that are 1 mm x 5 mm (0.04 in. x 0.2 in.) in size (or smaller) or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32

in. (2.4 mm) security screen. These recommendations are not industry standard;

therefore, the subcontractor shall provide multi-step sensitive document destruction services for IRS documents containing sensitive data and/or taxpayer information.

B. The preferred approach is that sensitive information be segregated, and shredded following guidelines contained in TD P 15-71, Chapter III, Section 16, Disposition and Destruction, prior to turning it over to the recycler.

C. Multi-step destruction is defined as shredding documents to the NAID standard that results with the shredded paper being rendered unreadable, indecipherable, and irrecoverable by shredding, comingling, and baling, then taken to a paper mill for final disposition, which entails pulping, maceration or slurry. For documents destroyed using the multi-step process, to a shred specification other than 1mm x 5mm, as recommended per NIST guidelines, contractor shall document the end-of-life process validating that shredded paper was transferred to a paper agent/pulp mill for final destruction. This documentation will be a fully executed Agreement of Responsible Disposal (ARD) form, between the shred company and a paper broker or pulp mill and documentation showing sale/transfer of paper to the agent company

Documentation will be maintained by the Contractor and provided upon request to the National COR within 5 business days, in the event of an AUO or TIGTA audit. Shredded paper will be sold to domestic paper broker/pulp mill, when market conditions and/or geographic location allows. Preference will be given to paper brokers doing business with domestic pulp mills.

D. The NAID Agreement of Responsible Disposal (ARD) forms submitted annually for paper shred to specification sizes other than 1mm x 5mm and comingled must also state that the final destruction of the shredded material is done via pulping, maceration, or slurry. Copies of the ARD agreements for all paper broker/pulp mills must be provided to the COR within in 30 days of the award date of the contract and thereafter on an annual basis at the start of each option year. Ref. NIST 800-88.

E. If sensitive data in the form of Information Technology (IT) media is received at the subcontractor facility, the subcontractor shall secure the sensitive data and return to the originating IRS POD. The subcontractor shall safeguard the IT media and return to the IRS on the next scheduled service date.

7.0 COMPLETION OF SENSITIVE DOCUMENT DESTRUCTION

A. The Contractor shall initiate the first step of the multi-step destruction of sensitive documents within 24 business hours from the time of collection from IRS locations.

B. The Contractor shall notify the IRS SubCOR or National COR in the event of any emergency that precludes initiating destruction within the 24-business hour timeframe.

C. Transportation of the IRS sensitive material will be initiated as soon as possible, driven by market conditions, transportation limitations and vendor requirements. Documentation that the transfer of inert shredded sensitive material to the paper broker or pulp mill and must state that the final destruction is done via pulping, maceration, or slurry. The documentation must be maintained for the term of the contract and available upon request.

D. The Contractor shall maintain Agreements of Responsible Disposal (ARD) forms that meet the NAID requirements for final destruction.

E. Until such time that the IRS sensitive material is transferred to the designated paper broker or pulp mill, the subcontractor shall secure the IRS material in a manner necessary to protect unauthorized disclosure of sensitive contents consistent with requirements contained in IRC 6103(n).

8.0 DELIVERABLES

Acceptable Quality Levels (AQLs) are contained in the Performance Requirements Summary

(PRS).

8.1 INSPECTION SYSTEM

The subcontractor shall make available during inspections or upon request, all records and facilities pertaining to IRS contract, which are necessary to ensure compliance with safeguard requirements. There will be no expectation of right to privacy as it relates to information necessary to inspect and review protections and security under this Contract.

Based on such inspection, specific remedial measures may be required in cases where the subcontractor is found to be non-compliant with contract safeguards. Additionally, depending upon the severity of any non-compliance findings, services under the Contract(s) may be suspended, or terminated by the IRS.

8.2 CONTRACTOR CERTIFICATIONS

The Contractor shall provide subcontractor NAID certification documentation within 30 days after contract award and annually thereafter for all subcontractors. New subcontractors shall provide documentation of NAID certification within 90 days of beginning service on this contract.

8.3 CONTRACTOR PERSONNEL

The Contractor shall submit current IRS background investigation forms and supporting documentation for all employees within 10 business days of contract award and for all newly hired contract employees.

The Contractor shall provide Security Awareness Training F14616 and UNAX F11370 certifications within five (5) days of receiving staff-like access for all contractor employees and annually thereafter.

The Contractor shall provide a quarterly report of all newly hired and separated contractor employees.

8.4 SERVICE SCHEDULE

The Contractor shall provide mutually agreed upon service schedules for all locations within 2 weeks of beginning service. Permanently revised service schedules shall be provided within 5 days.

8.5 CERTIFICATE OF DESTRUCTION (COD) REPORTS

A. The Contractor shall provide the National COR and territory SubCOR with one (1) monthly report and file for the services that occurred containing Certificates of Destruction (COD) for each subcontractor certifying the destruction of sensitive documents. The CODs shall list services that occurred during the previous month for all locations. The Contractor shall submit the COD report of completed services and file to the National COR and SubCOR by close of business on the 15th of the following month. Monthly COD report shall be an excel file containing the following information:

Vendor Name Building Name Building Code Address City State Zip Territory SubCOR Service Date Shred Date

QTY64

Off Site / On Site

B. The Contractor shall maintain record of each COD issued. The COD shall contain the following, at minimum:

Contract number Service Location Service Date Number, size, and type of sensitive document container Destruction Date Signature

9.0 QUALITY CONTROL

The Contractor shall develop and maintain quality control practices to ensure services provided under this contract are performed in accordance with the Acceptable Quality Levels (AQL) as defined in the Performance Requirements Summary (PRS) and in accordance with NAID commercial practices. The Contractor shall develop procedures to ensure compliance with IRS requirements. The Contractor shall develop quality control procedures addressing the areas where the AQL was not met.

10.0 QUALITY ASSURANCE

The National COR or SubCOR will annually evaluate the Contractor’s performance by monitoring performance to ensure services are received and being performed in accordance with the Acceptable Quality Level (AQL) assigned to each task. The National COR or designee will evaluate performance through assessment of the Contractor’s quality control program, data collected from monthly reports, and receipt of complaints from IRS personnel. The National COR or SubCOR may inspect each task as completed or increase the number of quality control assessments if deemed appropriate because of repeated deficiencies discovered during quality control assessments or because of repeated customer complaints. Likewise, the National COR or SubCOR may decrease the number of quality control assessments if performance dictates.

The National COR or SubCOR will also receive and investigate complaints from various customers located at the business locations. The Contractor shall be responsible for initially addressing customer issues and providing corrective action. If corrective action is not satisfactory, the CO will be informed.

However, the CO and National COR shall make final determination of the validity of customer complaint(s) in cases of disagreement between contractor and customer(s).

Results of the assessment of the Contractor’s performance will be used to determine if the Contractor is meeting the IRS security and service requirements and performing satisfactorily under the contract. If repeated deficiencies of IRS requirements and/or violations of IRS security regulations are discovered during the quality assessments, the National COR will defer to the CO course of action.

11.0 PERFORMANCE REQUIREMENTS SUMMARY

Contractor performance is evaluated and measured according to the standard of performance that relates directly to mission essential items. The performance requirements summary briefly describes the minimum AQLs of service for each requirement. Summary of the Contractor performance will be evaluated and analyzed annually, and any negative results will be shared with the Contractor for necessary corrective action.

PERFORMANCE REQUIREMENTS SUMMARY

PRS

Number

PWS

Paragraph

Task or Deliverable

Acceptable Quality Level Surveillance Method

PRS #1 8.1 Inspection system The Contractor shall maintain and make available all records and access to facilities necessary to ensure compliance with safeguard requirements 100% of the time.

Periodic Planned Inspection

PRS #2 8.2. NAID certification documentation

The Contractor shall provide NAID certification documentation for all subcontractors within 90 days after contract award, and, upon subsequent NAID Inspections, or upon request, thereafter. Timely receipt of NAID certification documentation 100% of the time.

National COR Surveillance - 100% Inspection

PRS #3 8.3. Background investigation forms (F14606, F13340, OF306, NDA)

The Contractor shall submit current IRS background investigation forms and supporting documentation (onboarding) for all employees within 30 business days of contract award and for all newly hired contract employees 95% of the time.

National COR Surveillance - 100% Inspection

PRS #4 8.3. Security Awareness Training certification forms (F14616, F11370)

The subcontractor shall provide SAT F14616 and UNAX F11370 certifications within five (5) days of receiving staff-like access memo for new contractor employees and for all annually thereafter 95% of the time.

National COR Surveillance – 100% Inspection

PRS #5 8.4. Service Schedule The Contractor shall provide mutually agreed upon service schedules for all locations within 2 weeks of beginning service. Permanent revised service schedules shall be provided within 5 days.

Timely receipt of service schedules will be provided 100% of the time.

National COR/SubCOR Surveillance – Customer Complaint

PRS #6 8.5. Certificate of Destruction (COD) Report

The Contractor shall submit one (1) monthly COD report and file containing Certificates of Destruction (COD) for each subcontractor by close of business on 15th of the following month 90% of the time.

National COR/SubCOR Surveillance – 100% Inspection

PRS #7 8.7. Contractor Employee Report (CER)

The Contractor shall provide the National COR with a completed Contractor Employee Report within 30 days of contract award and quarterly thereafter 100% of the time.

National COR Surveillance

PROVISIONS AND CLAUSES

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

www.acquisition.gov

52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

www.acquisition.gov

52.204-7 System for Award Management (Nov 2024)

52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

52.204-13 System for Award Management Maintenance (Oct 2018)

52.209-2 Prohibition on Contracting with Inverted Domestic Corporations-Representation (Nov 2015)

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023)

52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024)

52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services (Nov 2023)

52.223-5 Pollution Prevention and Right-to-Know Information (May 2024)

52.223-10 Waste Reduction Program (May 2024)

52.223-10 Waste Reduction Program (May 2024) http://www.acquisition.gov/ http://www.acquisition.gov/

52.232-23 Assignment of Claims (May 2014)

52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)

52.233-1 Disputes (May 2014)

52.237-2 Protection of Government…