RFQ - 88310324Q00011 Secure Disposal of Nontextual and Textual Materials.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310324Q00111 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05 effective May 22, 2024. This is a full and open RFQ under NAICS code 562219, Other Nonhazardous Waste Treatment and Disposal. CONTRACT LINE ITEM NUMBER(S): See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain Secure Nontextual Disposal and Classified Destruction Services. See Attachment 2, Performance Work Statement. PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four (4) option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract. FAR provisions will be removed prior to award.: FAR provision 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services. (Sep 2023). Addenda: (1) Change paragraph (c) to read: Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. (2) Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services as prescribed by FAR 12.301(c)(2). Selection of the Contractor for award of this Indefinite Delivery / Indefinite Quantity (IDIQ) contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this contract will be obtained through a lowest price technically acceptable evaluation.

NARA will assess technical submissions and relevant past performance with respect to acceptability. Technical acceptability will be evaluated in accordance with Attachment 2, Performance Work Statement. Contractors must submit a technical volume (Volume I) specifically outlining whether and how it will meet the requirements outlined in Attachment 2, Performance Work Statement. The Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; and approach to the work that the Contractor would have to perform under the prospective contract.

The Government will assess whether the Contractor exhibits adequate techniques and approaches to meet contract needs and provide effective and efficient support. Past Performance acceptability will be evaluated based on the contractor’s demonstrated quality of performance on similar work. Contractors must submit a past performance volume (Volume II) listing three (3) references for relevant past performance performed during the past five (5) years. Submission should include the entity name, a point of contact, contact information, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. Contractors must submit a pricing volume (Volume III) in accordance with Attachment 1, Schedule of Prices. The Government will also verify the total fixed prices for each CLIN in Attachment 1, Schedule of Prices. The Contractor must also submit a sample quotation of the Total Contract Price to include the base and four (4) option years according to Attachment 3, Estimate Volume of Disposal. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include a justification and the cost impact of each exception noted. However, Exceptions may render the quotation unacceptable for award. The Government reserves the right to make an award on the initial quotation without communications. FAR provision 52.212-3, Offeror Representations and Certifications— Commercial Products and Commercial Services. (May 2024) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR clause 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services. (Nov 2023) – see AttacFhment 8, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services. (May 2024) - see Attachment 9, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at http://www.acquisition.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Ms. Stephanie Pitts (Contractor) at stephanie.pitts@nara.gov no later than 5:00 PM ET on September 4, 2024, to be considered.

Questions submitted in any other manner will not be answered. Contractors are requested to group and submit questions in the same order found in the RFQ while making reference to the particular paragraph number. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 5:00 PM ET on September 13, 2024. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email one (1) copy of the quotation (Volumes I, II, and III) to:

stephanie.pitts@nara.gov..

mailto:stephanie.pitts@nara.gov

NARA – 88310324Q00111- Secure Nontextual and Classified Destruction

ATTACHMENT 1

SCHEDULE OF PRICES

1.0 SERVICES TO BE FURNISHED

1.1 The purpose of this contract is to acquire Secure Nontextual Disposal and Classified Destruction Services. as described herein except as specified to be furnished by the Government in Attachment 2, Performance Work Statement (PWS). All services must be provided in accordance with the terms and conditions of this IDIQ contract on a firm-fixed price basis.

1.2 Firm-Fixed Price (FP). The Contractor is required to furnish all labor and materials as ordered and directed by the Government, for which a fair and reasonable price can be obtained.

The maximum amount is the maximum ceiling price, in the performance period, or all services required, NARA does not guarantee that any work or particular service will be ordered after the minimum amount has been obligated.

1.3 Total Contract Ceiling Value. The “Total Contract Ceiling Value” is the sum of the “Total Ceiling Value” for the base and four (4) option years.

Base Year: September 27, 2024 – September 26, 2025

CLIN DESCRIPTION MIN

QTY

MAX

QTY

UNIT FIXED

UNIT

PRICE

TOTAL

MAX QTY

PRICE

0001 Secure destruction of all other textual and nontextual material in accordance with the

PWS

700 27,000 Cubic Foot

Not to Exceed

0002 X-ray film destruction and silver recovery services in accordance with the PWS

700 17,000 Cubic

0003 Hard drive destruction services in accordance with the PWS

--- 1,000 Cubic

0004 Deliverables: Data & Reports in accordance with the PWS

0005 Reserved -- -- -- -- --

TOTAL BASE YEAR CEILING PRICE:

Option Year I: September 27, 2025 – September 26, 2026

QTY

MAX

QTY

UNIT FIXED

UNIT

PRICE

TOTAL

MAX QTY

PRICE

0006 Secure destruction of all other textual and nontextual material in accordance with the

PWS

1,000 10,000 Cubic

0007 X-ray film destruction and silver recovery services in accordance with the PWS

-- 7,000 Cubic

0008 Hard drive destruction services in accordance with the PWS

-- 1,000 Cubic

0009 Deliverables: Data & Reports in accordance with the PWS

0010 Reserved -- -- -- -- --

TOTAL OPTION YEAR I CEILING PRICE:

Option Year II: September 27, 2026 – September 26, 2027

QTY

MAX

QTY

UNIT FIXED

UNIT

PRICE

TOTAL

MAX QTY

PRICE

0011 Secure destruction of all other textual and nontextual material in accordance with the

PWS

0012 X-ray film destruction and silver recovery services in accordance with the PWS

0013 Hard drive destruction services in accordance with the PWS

0014 Deliverables: Data & Reports in accordance with the PWS

0015 Reserved -- -- -- -- --

TOTAL OPTION YEAR II CEILING PRICE:

Option Year III: September 27, 2027 – September 26, 2028

QTY

MAX

QTY

UNIT FIXED

UNIT

PRICE

TOTAL

MAX QTY

PRICE

0016 Secure destruction of all other textual and nontextual material in accordance with the

PWS

0017 X-ray film destruction and silver recovery services in accordance with the PWS

0018 Hard drive destruction services in accordance with the PWS

0019 Deliverables: Data & Reports in accordance with the PWS

0020 Reserved -- -- -- -- --

TOTAL OPTION YEAR III CEILING PRICE:

Option Year IV: September 27, 2028 – September 26, 2029

CLIN D ESCRIPTION MIN

QTY

MAX

QTY

UNIT FIXED

UNIT

PRICE

TOTAL

MAX QTY

PRICE

0021 Secure destruction of all other textual and nontextual material in accordance with the

PWS

0022 X-ray film destruction and silver recovery services in accordance with the PWS

0023 Hard drive destruction services in accordance with the PWS

0024 Deliverables: Data & Reports in accordance with the PWS

0025 Reserved -- -- -- -- --

TOTAL OPTION YEAR IV CEILING PRICE:

TOTAL CONTACT CEILING PRICE: $_________

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 United States Code (44 U.S.C. 2907) provides for the establishment, operation and maintenance of records centers by NARA for Federal agencies. NARA records centers are authorized to store records of a Federal agency that are properly covered by a NARA-approved records disposition schedule or the General Records Schedule. The records disposition schedule provides for either the accessioning of the permanent records into the National Archives or the destruction of the temporary records after a specified period of time or occurrence of an event.

The sensitive confidential nature of many of the records requires that the destruction process be secure and thorough to ensure against public dissemination of any of the data in the records.

1.3 NARA has an ongoing need for the destruction of nontextual records and material, including but not limited to x-rays, magnetic tapes, architectural drawings, films, photographs, and sound recordings that are no longer viable for record keeping purposes. NARA also has an ongoing need for the destruction of classified records, both textual and nontextual, and for the destruction of sensitive unclassified textual records which cannot be removed from the box.

NARA has 18 Federal Records Centers (FRCs) across the nation requiring these types of destruction of records. The FRCs require a smooth, continual process of shipping and destruction to create space for the new annual transfers that are received from various agencies. To facilitate the process, this requirement covers for the shipping, storage, and destruction of the stored nontextual records, classified records, certain sensitive unclassified records, and the harvesting of silver from the x-ray films to generate revenue.

1.4 The nature of the material to be destroyed comes in three basic varieties:

1.4.1 Classified material must not leave the custody of cleared Government officials; must not be opened by Contractor’s staff; must be destroyed immediately upon arrival or delivery to the Contractor facility; and the destruction must be witnessed by the cleared Government official.

1.4.2 Unclassified Government-witnessed material (that which must not be opened by Contractor staff, must be destroyed immediately upon arrival or at delivery to the Contractor facility, and the destruction must be witnessed by a Government official) It is imperative that the requisite safeguards are followed.

1.4.3 Unclassified Contractor-witnessed nontextual material (requires a certified document verifying that the destruction of the material was witnessed by the Contractor’s management staff).

2.0 SCOPE

2.1 The Contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services as required to provide off-site, secure nontextual and classified destruction services for the FRCs. The FRC locations can be found in PWS Attachment 1.

2.2 The FRCs require destruction of federal records and the Contractor must remove accumulations of federal records that are ready for destruction. The FRCs may have record groups varying in quantity. The Contractor shall take all appropriate measures to prevent the unauthorized disclosure of protected information. Every Contractor employee must be aware of the information that must be protected and the methods that will be used in its destruction.

NARA shall have the right to send its officers and employees and customers, including any other Federal agency whose records are being processed, to inspect the offices and plants of work under this contract prior to award and at any time during the performance of the work. On the basis of such inspection, specific remedial measures may be required in cases where the Contractor is found to be non-compliant with contract safeguards.

2.3 All IRS data and records are sensitive and confidential. These documents/records must be safeguarded to prevent the occurrence of any unauthorized disclosures and/or inspections of the data and records.

2.4 All classified records will be transported by cleared FRC officials to the Contractor facility. The records will remain with cleared Government officials at all times until the destruction is completed.

3.0 SECURE RECORDS DESTRUCTION AND SILVER RECOVERY SERVICES

3.1 General Provisions of Materials:

3.1.1 Annual estimate of volume and average weight - See Attachment 3 for volume estimates by FRC.

3.1.2 Contractor Witnessed Material and special disposal projects generating large amounts of material will be coordinated with the Contractor.

3.1.3 Government Witness Disposal must be witnessed by a NARA Government official.

3.1.4 Classified Material must be witnessed by cleared NARA Government officials.

3.2 Palletizing of Nontextual and/or Classified or Government Witnessed Records. The FRC will palletize, shrink-wrap and/or band, and load the records as follows:

3.2.1 Nontextual and/or classified or Government witnessed records will be palletized in the original boxes or deposited in special containers/cardboard type boxes. Cardboard may be used on top of the top level to cover the open ends of the boxes.

3.2.2 Boxes of disposable records will be secured to pallets by NARA personnel using plastic shrink-wrap and/or non-metal banding.

3.2.3 NARA personnel will load full pallets of nontextual and/or government witnessed records inside agency furnished trailers to load capacity with an electric forklift or pallet-jack.

3.2.4 NARA personnel will load full pallets of classified records inside NARA Records Center trucks only.

3.3 Unloading of Nontextual or Government Witnessed Records.

3.3.1 Government witnessed records cannot be unloaded from the trailer without NARA employees present. The Government witnessed records would need to be returned to a NARA site if destruction cannot be accomplished on the same day as arrival or delivery.

3.3.2 Classified records must be transported by cleared government officials in NARA Records Center trucks and cannot be unloaded without cleared NARA employees present. The classified records would need to be returned to a NARA site with a secure vault if destruction cannot be accomplished on the same day as arrival or delivery.

3.4 All trucks containing classified records and some trucks containing unclassified materials require a NARA employee to be present at the disposal site to witness the disposal process. The Contractor will provide accommodations for this additional step. These records must be destroyed immediately upon delivery; therefore, coordination must occur so that the NARA truck carrying the material and the witnesses can be accommodated accordingly. The NARA witness will be responsible for verifying the seal and lock have not been tampered with and will watch the destruction of the classified or unclassified government-witnessed contents of the trailer.

3.5 The Contractor shall be liable and reimburse NARA for any damage to Government property caused by removal operations of the Contractor or its agents due to carelessness or neglect.

4.0 REQUIREMENTS FOR DESTRUCTION OF FEDERAL RECORDS

RECEIVED FROM THE RECORDS CENTER

4.1 Witnessed Disposal: All disposals of Federal records received from the Records Center must be handled as either Government or Contractor witnessed disposal.

4.2 Contractor Witnessed Disposal: If agencies have authorized the use of Contractors to witness disposal of their records, the Contractor shall provide a signed Certificate of Destruction after the records are destroyed (See Certificate of Receipt and Destruction, Attachment 4). The Contractor will not witness the destruction of classified records.

4.3 Unclassified Government Witnessed Disposal: If NARA clients, e.g. Federal Agencies, require that a government employee witness the disposal of its records or if the nature of the records requires that a government employee witness the disposal, a government employee shall be on-site to witness the disposal of the records. Trailers will have a lock and seal, and the lock and seal will be returned to NARA. Trailers may not be opened without a government witness present and records must be destroyed while the government witness is present. Records may not be removed from the box as part of the destruction process. Destruction of all records on an individual trailer shall occur at the same Contractor Secure Document Destruction facility unless otherwise authorized by the COR. The government employee witness and Contractor will sign a Certificate of Receipt and Destruction form, Attachment 4, after the records are destroyed.

The Government and the Contractor should receive a copy of this form.

4.4 Classified Disposal: Cleared NARA employees will transport classified records to the Contractor Secure Document Destruction facility for destruction on the same day. The cleared NARA employees will remain with the records at all times and will witness the disposal of the classified records. Records may not be removed from the box as part of the destruction process. Destruction of all records on an individual trailer shall occur at the same Contractor Secure Document Destruction facility unless otherwise authorized by NARA. The cleared NARA witness will sign a Certificate of Receipt and Destruction form, Attachment 4, after the records are destroyed.

4.5 Destruction Specifications for unclassified nontextual documents: Protected information contained will be removed, obliterated, or the media destroyed in such a manner that the information is totally unrecoverable.

4.6 Destruction of classified materials: Destruction of classified information requires disposal or physical alteration by methods that preclude its reconstruction or recovery, as prescribed in section 5.705 of the National Industrial Security Program Operating Manual (NISPOM) and this contract. If shredded, the shred must be crosscut and not exceed 1/32 inch width. Two (2) cleared NARA employees must witness the destruction of Top Secret material and at least one (1) cleared NARA employee must witness the destruction of Secret or Confidential material.

4.7 Destruction of government-witness unclassified materials: Destruction of this information requires disposal or physical alteration by methods that preclude its reconstruction or recovery.

4.8 Requirements for Destruction of Federal Records Containing Federal Tax Information (FTI): According to Internal Revenue Code 6103(p)(4)(F), upon the completion of use of FTI agencies, or organizations are required to follow certain guidelines in the destruction of this information to prevent unauthorized disclosure. In order to meet compliance with this requirement, and other requirements established by the IRS Safeguard Program Office, NARA follows specific disposal procedures when authorizing the destruction of IRS tax returns and other IRS records containing FTI. The following procedures and policies are in place at the FRC to ensure compliance with IRS policy:

4.8.1 Trucks carrying IRS records containing FTI are to be locked and sealed at all times until actual destruction takes place.

4.8.2 In addition, the following guidelines from IRS Publications 1075 and 4812 must be followed when destroying Federal tax information: If paper data is burned, it must be burned in an incinerator that produces enough heat to burn the entire bundle. If paper data is shredded, the material must be shredded using cross-cut shredders which produce particles that are 1 mm x 5 mm (0.04 in. x 0.2 in.) in size (or smaller) or the material must be pulverized/disintegrated using disintegrator devices equipped with a 3/32 in. (2.4 mm) security screen. If shredding deviates from the above specification, Contractor and/or Government observers shall ensure that the material is safeguarded until it reaches the stage where it is rendered unreadable through additional means, such as burning or pulping. Nontextual FTI must be destroyed by burning in an incinerator which produces enough heat to burn the media completely.

4.9 Certificate of Destruction: The Contractor shall provide a Certificate of Destruction for all materials after the destruction of each trailer load. This certificate should be delivered to the Records Centers within one (1) week after pickup. This can be the Standard Form (SF) 1428 as listed in FAR 53.300 or the Certificate of Receipt and Destruction form, Attachment 4.

Note: Destruction of Hard Drives: All Hard Drive destruction certificates must contain the hard drive serial number.

4.10 Contractor Secure Destruction Facility: The Contractor agrees to provide a Secure Destruction facility capable of handling forecast volumes of destruction material for the FRCs.

The Contractor will utilize existing Secure Destruction facilities or set up new Secure Destruction facilities where these capabilities do not currently exist.

4.10.1 All materials shall be removed from the NARA premises and transported to a NARA approved Contractor Secure Destruction Facility for destruction. Prior to beginning performance under the contract, each Contractor facility designated as a destruction site will be inspected and approved in writing by the COR. Each Contractor Secure Destruction facility shall meet the National Association for Information Destruction (N.A.I.D.) AAA standards for security at a minimum.

4.10.2 Upon arrival at the Contractor facility and until completion of destruction, the records must be maintained in a secured holding area, which will prevent any disclosure or unauthorized access. Videotapes or other digital recordings of the destruction process and Contractor facilities shall be created for all lots (loads) of NARA materials. These recordings shall be kept for 90 days and made available to the COR upon request. (See IRS clause 1052.224-9002, Disclosure of Information – Inspection). Classified records and government witnessed records shall be destroyed the same day upon arrival or delivery and may not be maintained in a secured holding area.

4.10.3 The NARA ISO or ISPM must ensure that the facility meets NARA’s needs including allowing NARA cleared staff to witness the entire destruction process for classified records, from the point the records are removed from the NARA truck until the records are destroyed (e.g. dropped into the chute of an actively burning incinerator).

4.11 Compliance with regulations.

4.11.1 The Contractor shall ensure that all Federal records are handled in accordance with FAR Subpart 45.6, Reporting, Reutilization, and Disposal.

4.11.2 The Contractor shall comply with all Federal, State, and local laws and regulations pertaining to the transport, processing, and sale of recyclable materials. Prior to contract start date, the Contractor shall obtain all necessary permits, registrations, and licenses for recycling or destruction for the jurisdiction in which services are to be performed.

4.11.3 Publicity: The Contractor must understand that publicity about the transportation and recycling of sensitive records might increase the possibility of loss due to disclosure. Therefore, the Contractor shall obtain prior written approval from the Contracting Officer (CO) before releasing any publicity about such activity.

5.0 SALE OF RECYCLABLE MATERIAL

5.1 Restriction on Use of Recycled Materials. Recyclable materials destroyed under this contract shall be used or sold as recyclable material only. The Contractor shall not use, allow access to, or offer for resale any papers, documents, file record material or any other form of records as files, records, or for the information contained therein.

5.2 Notification is given regarding the unauthorized disclosure of Official Use Only information. Further disclosure of such Official Use Only information, by any means, for a purpose or to an extent unauthorized herein, shall subject the offender to criminal sanctions imposed by 18 U.S.C. Section 641. That section provides, in pertinent part, that whoever knowingly converts to his use or the use of another, or without authority, sells, conveys, or disposes of any record of the United States or whoever received the same with the intent to convert it to his use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a fine of up to $10,000 or imprisonment of up to 10 years, or both.

5.3 Additionally, it is incumbent upon the Contractor to be aware of the penalties for improper disclosure imposed by the Privacy Act of 1974, U.S.C. 552a. Specifically 5 U.S.C.

552a(I)(1), which is made applicable to the Contractor by 5 U.S.C. 552 a(m), provides that a contractor who by virtue of his employment or official position has possession of, or access to, agency records which contain individually identifiable information the disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.

5.4 Additional References the Contractor must adhere to:

5.4.1 IRC Sec. 7213, Unauthorized Disclosure of Information

5.4.2 IRC Sec. 7431, Civil Damages for Unauthorized Disclosure of Returns and Return Information

5.4.3 NARA 1464, Destruction of Federal Records in the Custody of NARA Records Centers

5.4.4 NARA 1464 Supplement, Disposal Procedures for Temporary Records

6.0 CONTRACTOR PERSONNEL

6.1 Point of Contact: NARA requires the Contractor provide an individual to act as the primary point of contact. This person must understand the requirements of this effort and be available to handle various logistical and management concerns.

6.2 Personnel Identification and Security Requirements

6.2.1 All Contractor employees shall be required to carry Contractor issued photo identification cards containing, at a minimum, the following information: Contractor’s company name; Employee’s name; Date of Issuance; Expiration Date.

6.2.2 The photo identification cards shall be carried by the Contractor employees at all times during performance at the Government site.

6.3 Mandatory Training for Contractor Staff

6.3.1 The Contractor must comply with Section 6103 of the Internal Revenue Code (IRC) (26 CFR, 301.6103(n)-1(d)). 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.

6.3.2 Annual disclosure/safeguards training. All Contractor staff, laborers and subcontractors working in the Secure Document Destruction Facility shall receive orientation training regarding disclosure/safeguards requirements and agree to comply with safeguard requirements, prior to actual pickup by Contractor of IRS boxes or records. Thereafter, Contractor staff, laborers, and subcontractors will continue to receive annual disclosure/safeguards training. Training shall include the presentation of a NARA Provided IRS video, “Safeguards Security Awareness Training,” as well as a general, but clear discussion of IRC 6103 and the penalties under law for any unauthorized disclosure or inspection. At the time of disclosure/safeguards training, everyone should have received a copy of the “IRS Disclosure Awareness Pocket Guide for Contractors.” At the completion of training, all participants shall have signed the “Acknowledgement of Privileged Nature of Records” form. The signed form

(original) will be placed in the employee’s personnel file. The Contractor shall provide copies of the signed forms to the COR within two (2) days of completion of the training.

6.3.3 As new staff and workers join the Contractor disclosure/safeguards awareness training will occur upon the beginning of their service. From that point forward, they should participate in the next annual disclosure/safeguards awareness training program at the facility.

6.3.4 The Contractor will ensure that NARA provided training materials are adapted to meet any special or unique training requirements of Contractor staff or workers. The training requirements also apply to subcontractors, their officers and employees.

7.0 CONTRACTOR QUALITY CONTROL

The Contractor shall develop and maintain quality control programs to ensure destruction and recycling services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify and prevent the occurrence of defective services. The Contractor shall develop quality control procedures to remediate any processes where acceptable quality levels are not met. The Contractor will comply with the specification requirements for destruction of IRS data and records.

7.1 Performance and Inspection. The Government will evaluate the Contractor’s performance under this contract. The COR will perform surveillance on those tasks listed in Attachment 6, Performance Requirements Summary (PRS), and will record all surveillance observations.

8.0 DELIVERABLES. All documents shall be submitted electronically in Contractor format.

8.1 The Contractor shall weigh each load of materials upon receipt. The Contractor shall arrange for and pay all expenses of weighing on certified scales or other scales acceptable to the COR. Copies of weigh tickets (or equivalent) that show the weight of records in each trailer will be sent to the COR within seven (7) days of receiving the load.

8.2 Payment to the Records Center.

8.2.1 The Contractor shall submit a payment 15 days after destruction per troy ounce of silver recovered from X-Ray films.

8.2.2 The Contractor shall invoice NARA monthly for payment for the destruction of waste. Payment will be made by the total cubic foot.

8.3. Certificate of Destruction: The Contractor shall provide a Certificate of Destruction for all materials after the destruction of each trailer load. This certificate should be delivered to the Records Centers within one (1) week after pickup. This can be the Standard Form (SF) 1428 as listed in FAR 53.300 Listing of Standard, Optional, and Agency forms. or the Certificate of Receipt and Destruction form, Attachment 4.

8.4 Annual disclosure/safeguards forms: With two (2) days after the completion of training, the Contractor shall provide copies of the signed “Acknowledgement of Privilege nature of Records” forms to the COR.

9.0 GOVERNMENT FURNISHED PROPERTY

See Attachment 3, Estimate Volume of Disposal, for the estimated annual volumes for the FRCs. Estimated amounts are based on the best available Government information. The Government does not guarantee these estimated amounts to be factual. NARA agrees to provide Contractor with quarterly updates of forecasts of disposal. The Government will retain title to the materials until the material is transferred to a buyer or completely destroyed.

10.0 CONTRACTOR FURNISHED PROPERTY AND EQUIPMENT

The Contractor must provide all equipment and supplies, not furnished by the Government, required to perform in accordance with the requirements of this PWS.

10.1 Contractor Equipment. All Contractor equipment shall be properly maintained by the Contractor to minimize mechanical problems and breakdowns. The Government shall not be held responsible for damage to the Contractor’s equipment.

10.1.1 The Contractor shall ensure that all Contractor vehicles utilized under this contract are kept in proper working condition. Contractor vehicles shall be locked and properly secured while at the Government site or Contractor site(s). Vehicles used in the performance of the contract shall not be left unattended while transporting materials under this contract.

10.1.2 All Contractor vehicles utilized in the performance of this contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor drivers shall possess a valid state commercial driver’s license and have a clean driving record. The Contractor or personnel shall not use personal vehicles for transportation of materials under this contract.

FRC LOCATIONS

Facility Delivery Address Point of Contact FRC Atlanta National Archives & Records

Administration Atlanta Federal Records Center 4712 Southpark Blvd Ellenwood, GA 30294

Angela Foster 404-736-2888 angela.foster@nara.gov 404-736-2954

FRC Boston National Archives & Records Administration Boston Federal Records Center 380 Trapelo Road Waltham, MA 02452

Jonathan Morse 781-663-0136 jonathan.morse@nara.gov 781-663-0154

FRC Chicago National Archives & Records Administration Chicago Federal Records Center 7358 S. Pulaski Road Chicago, IL 60629

Daniel Hayes 773-948-9033 Daniel.hayes@nara.gov 773-948-9056

FRC Dayton National Archives & Records

Dayton Federal Records Center 3150 Springboro Road Dayton, OH 45439

Susan Clymer 937-425-0661 Susan.clymer@nara.gov 937-425-0640

FRC Denver National Archives & Records

Denver Federal Records Center 17101 Huron Street Broomfield, CO 80023-8909

Samantha Wade 303-604-4763 samantha.wade@nara.gov 303-604-4761

FRC Fort Worth National Archives & Records

Ft. Worth Federal Records Center 1400 John Burgess Drive Ft. Worth, TX 76140

Scott Beadle 817-551-2078 scott.beadle@nara.gov 817-551-2037

FRC Kansas City National Archives & Records

Kansas City Federal Records Center 8600 NE Underground Drive, Pillar 300-g Kansas City, MO 64161

Theresa Mellon 816-994-1702 theresa.mellon@nara.gov 816-994-1719

FRC Kingsridge National Archives & Records

Kingsridge Federal Records Center 8801 Kingsridge Drive Dayton, OH 45458

Allison Cutluk 937-425-0601 Allison.cutluk@nara.gov 937-425-0650

FRC Lee’s Summit National Archives & Records

Lee's Summit Federal Records Center 200 Space Center Drive Lee's Summit, MO 64064

Sean Murphy 816-268-8149 sean.murphy@nara.gov 816-268-8160

FRC Lenexa National Archives & Records

Lenexa Federal Records Center 17501 W. 98TH Street, Dock 1 Lenexa, KS 66219

David Diamond 913-563-7667 david.diamond@nara.gov 913-563-7691

FRC Philadelphia National Archives & Records

Philadelphia Federal Records Center 14700 Townsend Road Philadelphia, PA 19150

Lisa White 215-305-2011 Lisa.white@nara.gov 215-305-2038

FRC Riverside National Archives & Records

Riverside Federal Records Center 23123 Cajalco Road Perris, CA 92570

Jason Glover 951-956-2016 jason.glover@nara.gov 951-956-2079

FRC San Bruno National Archives & Records

San Bruno Federal Records Center 1000 Commodore Drive San Bruno, CA 94066-2350

Cythina Mitchell 650-238-3528 Cythina.mitchell@nara.gov

FRC Seattle National Archives & Records

Seattle Federal Records Center 6125 Sand Point Way NE Seattle, WA 98115

Patrick Weigel 206-336-5129 patrick.weigel@nara.gov 206-336-5114

National Personnel Records Center (Military)

National Personnel Records Center Military Personnel Records 1 Archives Drive St. Louis, MO 63138

Benjamin Dawson 314-801-9169 Benjamin.dawson@nara.gov 314-801-0605

National Personnel Records Center (Civilian)

National Personnel Records Center Civilian Personnel Records 1411 Boulder Blvd.

Valmeyer, IL 62295

Karen Mellott 618-935-3074 Karen.mellott@nara.gov 618-935-3095

FRC Suitland National Archives & Records Administration Washington National Records Center 4205 Suitland Road Suitland, MD 20746-8001

Channon Harris 301-778-1511 Channon.harris@nara.gov 301-778-1553

PWS ATTACHMENT 2

WAGE DETERMINATIONS

U.S. Department of Labor Wage Determinations (Listed by DoL. Number)

The following wage determinations are hereby incorporated by reference into this contract and have the same force and effect as though incorporated in full text.

Wage Determination Number

Revision Number Published Date

2015-5831 26 4/26/2024 2015-4055 28 4/5/2024 2015-5017 26 4/26/2024 2015-4731 23 4/19/2024 2015-5419 26 5/9/2024 2015-5231 26 4/19/2024 2015-5105 22 5/8/2024 2015-4233 29 4/10/2024 2015-4079 26 4/9/2024 2015-5629 26 5/9/2024 2015-5637 26 5/2/2024 2015-5535 22 5/2/2024 2015-5075 26 4/30/2024 2015-4281 29 4/11/2024

ATTACHMENT 3

ESTIMATE VOLUME OF DISPOSAL

Record Center Security Classification Total Volume

FY 2025

Vol Base Year

FY 2026

Vol

OY1

FY 2027

Vol

OY2

FY 2028

Vol

OY3

FY 2029

Vol

OY4

All FRCs Non-Textual, Classified and Classified Textual 62,316 26,364 9,166 9,610 9,025 8,151

Record Center Security Classification

Type of Record

Total Volume

FY 2025 Vol Base Year

FY

Vol

OY1

FY 2027

Vol

OY2

FY 2028

Vol

OY3

FY 2029

Vol

OY4

FRC - Atlanta Unclassified X-Rays 2895 2895 FRC - Boston Unclassified X-Rays 2769 2769 0 0 0 0 FRC - Chicago Unclassified X-Rays 8869 8826 0 0 42 1 FRC - Denver Unclassified X-Rays 0 0 0 0 0 0 FRC - Fort Worth Unclassified X-Rays 0 FRC - Lees Summit Unclassified X-Rays 26 26 0 0 0 0 FRC - Riverside Unclassified X-Rays 0 0 0 0 0 0 FRC - San Francisco Unclassified X-Rays 0 FRC - Seattle Unclassified X-Rays 112 112 FRC - St. Louis Unclassified X-Rays 0 FRC - Valmeyer Unclassified X-Rays 864 740 0 0 123 1

FRC - WNRC

(Suitland) Unclassified X-Rays 228 189 0 17 6 16

FRC - WNRC

(Suitland) Classified X-Rays 2068 994 0 1074 0 0

17,831 16,551 0 1091 171 18

ATTACHMENT 4

CERTIFICATE OF RECEIPT AND DESTRUCTION

I. SHIPMENT INFORMATION (this section to be completed by Records Center employees)

1.PICKUP DATE: (MM/DD/YYYY)

2. DEPARTURE TIME: (HH:MM)

3. LOAD NUMBER:

4. SEAL OR LOCK NUMBER:

5. DRIVER’S NAME:

6. DRIVER’S COMPANY:

7. SHIP TO ADDRESS:

8. RECORDS CENTER:

9. LOCKED & SEALED BY: (PRINT

NAME)

10. SIGNATURE:

II. CONTENTS (this section to be completed by Records Center employees)

FOR CLASSIFIED RECORDS:

NUMBER OF PALLETS:

PALLET LIST MUST BE ATTACHED

FOR UNCLASSIFIED RECORDS:

NUMBER OF PALLETS CONTRACTOR-OR-GOV.

WITNESSED

TYPE OF RECORDS

III. RECEIPT (this section to be completed by the contractor)

11. DATE ARRIVED: (MM/DD/YYY)

12. VERIFICATION OF SEAL & LOCK:

13. TICKET NUMBER:

14. GROSS WEIGHT:

IV. DESTRUCTION (this section to be completed by the person witnessing the destruction) For classified records and hard drives, complete attached supplemental certificates of destruction.

15. DATE OF DESTRUCTION:

(MM/DD/YYYY)

16. METHOD OF DESTRUCTION:

17. WITNESSED BY: (PRINT NAME)

18. SIGNATURE:

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ATTACHMENT 5

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Quality Assurance Evaluator / Contracting Officer’s Representative (COR) and other Government evaluators a summary of the key performance standards required in the contract, performance levels, and method of surveillance normally used for that performance standard. These are listed in Attachment 6, Performance Requirements Summary (PRS).

The QASP describes a systematic method to evaluate receipt by the Government of acceptable services the Contractor is required to furnish. The Contractor is required to provide satisfactory performance in all areas of the contract. Before invoices can be paid, a determination by the COR must first be made that satisfactory services have been received.

Any non-conformance with contract requirements is a “defect”. A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject Performance Work Statement (PWS) paragraph(s). Examples of defects that will be recorded include, but are not limited to:

a. Failure to perform a required task;

b. Failure to take corrective action to prevent reoccurrence of less than satisfactory performance; or

c. Performance of less than satisfactory work (quality work consists of completing the work in accordance with the appropriate PWS specifications, manufacturer’s recommendations, Government regulations, or best industry practices).

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The Government will follow the guidance in FAR 52.212-4, Contract Terms and Conditions - Commercial Items when performance is other than satisfactory.

Good management and use of an adequate quality control (QC) plan will allow the Contractor to operate within specified performance requirements. The COR and Government evaluators shall be objective, fair, and consistent in evaluating Contractor performance against contract requirements and standards. The main emphasis is on quality performance.

2.0 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis, 100% surveillance, or as otherwise specified in the PRS in conjunction with the PWS.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the

NARA – 88310319Q00154- Secure Nontextual and Classified Destruction

CDR documentation recording the less than satisfactory performance and stating a recommended action to the Contracting Officer (CO) including any proposed contract deductions.

3.0 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are specified in the PRS. Customer complaints may be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further for future surveillance.

4.0 INFORM CONTRACTOR:

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Contractor of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc.

The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance and turn this information over to the CO upon completion of the contract. Performance issues should also be an item of discussion during contract status meetings.

b. CDRs should be used to officially notify the Contractor of a performance problem.

CDR use includes notifying the Contractor of:

(i) Non-performance or less than satisfactory performance when the Government elects not to have the Contractor re-perform the service;

(ii) Failure of the Contractor to re-perform non-performed or less than satisfactory performed services;

(iii) Non-performed or less than satisfactory services that cannot be re-performed due to the nature or the timing of the required services; and

(iv) Continuous, less than satisfactory service whether the service is re-performed or not.

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Contractor for the Contractor’s response and comments. The Contractor will have seven (7) calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward the CO any CDR requiring further action (contract interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the CO recommended actions with supporting rationale.

5.0 REVISIONS TO QASP:

Revisions to this surveillance plan are the responsibility of the COR and the CO.

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ATTACHMENT 6

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any contract requirement from the PRS does not limit the rights or remedies of the Government within the contract.

2.0 METHOD OF SURVEILLANCE. The PRS provides the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance, periodic surveillance, or customer complaints.

3.0 GOVERNMENT QUALITY ASSURANCE. The Quality Assurance Surveillance Plan, Attachment 5, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Contractor, and the Contracting Officer will communicate to ensure satisfactory performance of contract requirements.

PERFORMANCE REQUIREMENTS SUMMARY

REQUIREMENT

SUMMARY ITEM

(RS)

PERFORMANCE STANDARD PERFORMANCE

LEVEL

METHOD OF

SURVEILLANCE

(RS-1) Services PWS paragraph 3.0, 4.0, and 5.0

The Contractor must provide the required services and ensure that services are performed in accordance with the requirements and are of the highest quality.

Satisfactory Periodic Surveillance

(RS-2) Personnel PWS paragraph 6.0

Qualified personnel satisfactorily perform all requirements in a timely manner. The Contractor personnel are available, as needed and required, and have ability to perform contract requirements.

Copies of resumes, licenses and certificates are submitted to the COR as required.

Satisfactory Periodic Surveillance

(RS-3) Quality Control PWS paragraph 7.0

The QC plan has to be submitted and approved by the COR.

Personnel must conduct the QC program in accordance with the COR approved Contractor QC plan. QC inspections are completed as scheduled and are comprehensive enough to ensure contract requirements are met. The QC program causes corrective action to be taken to prevent recurrence of unacceptable performance and lack of quality service performance.

Satisfactory Periodic Surveillance

(RS-4) Deliverables PWS paragraph 8.0

The Contractor should provide required deliverables as listed in the contract. The deliverables should be timely, accurate, complete, and provide the required information.

Satisfactory Periodic Surveillance

RS-5) Contractor Furnished Property PWS paragraph 9.0

The Contractor provides equipment is accordance with the requirements outlined in the PWS.

Satisfactory Periodic Surveillance

(RS-6) Government Furnished Items PWS paragraph 10.0

The Contractor maintains and utilizes equipment is accordance with the requirements outlined in the PWS.

Satisfactory Periodic Surveillance

ATTACHMENT 7

CONTRACT ADMINISTRATION

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This contract will be administered by:

National Archives and Records Administration Office of the Chief Acquisition Officer 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

B. Contract Specialist (CS):

See award document.

C. Contracting Officer (CO):

Any Z Warranted CO

The Contracting Officer (CO) has the overall responsibility for the administration of this contract. Written communication to the Contract Specialist (CS) must reference the contract number and must be emailed or mailed with postage prepaid, to the above address.

The CO alone,…