Shredding_PERFORMANCE WORK STATEMENT.docx

PERFORMANCE WORK STATEMENT

0. General. This requirement is for record Storage support and Shredding services for Dwight D. Eisenhower Army Medical Center, Fort Gordon, GA.

1.2 Scope. The records storage contract will stores all types of media records (paper, diskettes, tapes, videotapes, CD Rom’s, X-Rays, micrographic and electronic records), to include classified documents and on-site shredding. Records are also destroyed and retired to other Federal Records Centers. The service agreement shall comply with standard and Army regulatory requirements described in AR 25-400-2 and Air Force regulatory requirements described in AFI 33-322, and National Archives and Records Administration.

1.3. Requirements. The Contractor shall pickup, store, retrieve, re-file, destroy, and ship records to other Federal Records Centers. The contractor shall have a climate controlled secured storage facility that houses all types of media records (paper, diskettes, tapes, videotapes, CD Rom’s, X-Rays, micrographic and electronic records). The facility is required to store classified documents in a separate and secured type of environment that meet regulatory requirements. Due to the 24 hour mission of Dwight D. Eisenhower, a customer service phone number must be available 24 hours a day, 7 days a week. A trained representative of the vendor shall be employed within a hundred (100) mile radius of Dwight D. Eisenhower capable of providing in-service, answer questions, and assist as needed from 8:00 am to 8:00 pm EST, Monday through Friday, excluding Holidays with average response time of eight (8) business hours.

1.4. Training. Contractor personnel performing work under this contract shall maintain the level of security required for the life of the contract.

1.4.1 All contractor employees performing work on site shall report to the Security office and obtain vendor credentials for the duration of the work. Contractor employees shall wear their badge credentials at all times while on site.

1.4.2 The contractor and all associated subcontractors' employees shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures (provided by the Government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.4.3 The contractor shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new contract employees' commencing performance, with the results reported to the COR no later than 45 calendar days after contract award.

1.4.4 All contractor employees with access to a government information system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services and must successfully complete the DoD Information Assurance Awareness training prior to access to the information system and then annually thereafter.

1.4.5 AT level 1 (general) all contractor employees requiring access to Army installations, facilities, or controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. The contractor shall submit certificates of completion for each affected contractor employee to the COR (or to the contracting officer, if a COR is not assigned) within 15 calendar days after completion of training by all employees and subcontractor personnel.

1.4.6 Cyber Awareness (Information Assurance (IA)/Information technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD Cyber awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions. DoD Cyber Awareness Challenge Training is available at the following website: https://ia.signal.army.mil/DoDIAA/

1.4.7 Cyber (Information assurance (IA)/information technology (IT)) certification. Per DoD 8570.01-M , DFARS 252.239.7001 and AR 25-2, the contractor employees supporting Cyber (IA/IT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award

1.4.8 The contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new employees' commencing performance, with the results reported to the COR no later than 45 calendar days after contract award.

1.5. Support. Due to the 24- hour mission of Dwight D. Eisenhower, a customer service phone number must be available 24 hours a day, 7 days a week for support and repair maintenance. A trained representative of the vendor must be employed within a 100-mile radius of Dwight D. Eisenhower capable of providing in-services, answer questions, and assist with troubleshooting. On line ordering via the internet, telephone, fax and or email is required to allow a quick and easy access for all of the records stored in the facility. Local point(s) of contract and phone numbers are required for quick response and assistance. A wide variety of shapes and sizes of cartons should be provided to adequately protect documents outlined in the contract.

1.6. Delivery & Pick-Up. The contractor shall pickup and/deliver cartons between the hours 8:00 AM – 3:30 PM. Monday through Friday, except on government holidays. Timeframes will be coordinated with the COR.

1.7. Receiving and Entry of Records for Storage. The contractor shall scan the records by bar-coding, assigning a location and capturing the descriptive information from service provider documentation (Standard Form 135, Records Receipt and Transmittal). The contractor shall furnish the service provider with barcode labels and transmittal forms. The service provider shall complete one transmittal form for each new carton to be stored at the facility with the information required to property index the records. The service provider shall enter the customer identification number on the barcode label. The service provider shall affix the barcode to each carton in the area marked Accession Number. The service provider shall place a copy of the transmittal form inside the first carton and on top of each carton for each shipment. The service provider shall contact the contractor for pickup and transport to the contractor’s facility. The contractor shall match the bar-coding on the transmittal with their corresponding cartons. The contractor shall furnish a listing of all the records received and entered into their system to the service provider. The contractor shall retrieve the cartons when requested by the service provider. The service provider shall provide the contractor with the barcode and box number of the carton to be retrieved by email and/or by telephone. The contractor shall provide delivery service directly to the customer requesting the carton(s) and pickup for re-file of the carton(s). The contractor shall provide delivery service based on mission requirement needs (immediate/rush delivery, within 2 hours and/or next day delivery). Upon pickup of the carton for re-file, the service provider shall re-file the carton in the same storage location as retrieved.

1.8. Destruction of Records. The contractor shall destroy records in either one of two ways: Recycling and Secure Shredding. The contractor shall destroy records in the facility, on-call, offsite and/or onsite. The contractor will pick up and transport from the location site and/or by utilization of the state-of-art- mobile shredding vehicles at the customer’s site(s). The contractor will furnish the security console and/or gallon cart container(s) to house the material until time of destruction. Operational requirements need to be available to modify from time-to-time, regarding container, pickup-up volumes and similar matters. An additional requirement is to retrieve and permanently withdraw records from storage.

1.9. Invoicing. A monthly invoice is required (a separate and a consolidated invoice for each customer) which identifies the invoice date, invoice number(s), customer number, contract line item number, lists each type of transaction, the total quantity of each type of transaction, and the total amount. A separate detailed billing transaction report is required listing the same items mentioned above, but to include the order number, order date, the customer who requested the transaction, the description of the transaction, the storage date, the quantity, the unit, the rate and total amount for each line entry. Once the invoice has been approved, it must be submitted into WAWF as a 2-in-1 invoice. This contract will be a pay-per-use contract.

PERFORMANCE MEASUREMENTS

2.1. Outcome. The contractor shall provide Dwight D. Eisenhower Army Medical Center with hardware and software maintenance including: delivery, pick-up, training, maintenance, 24/7 technical support, and a vendor representative.

2.2. Standards. Acceptable measures include: the pick-up of all media records within 24 hours after notification, on-going and continuous services, 24/7 availability of technical support and pick-up within 24 hours after notification. Other performance factors, which may be monitored and are not quantified by numerical measurements include: the Contractor’s relationship with hospital staff/government personnel and accurate and timely invoicing.

2.3. How measured. The Contracting Officer’s Representative and or Technical Representative will monitor contractor performance by verifying timely delivery and pick-up; Monitor Computerized reporting includes an inventory, with supplemental reporting as requested, activity reports, preliminary destruction and destruction listings, on-site visit reporting and any periodic and special reporting requirements needed by the customer to track and manage records; Verify the availability of technical support and the vendor representative; Monitor invoices received and the general business relationship between the Contractor’s staff and Government personnel; Conduct an audit/reviewing room for an internal review of records by the customer. This service includes retrieval of records along with documentation for each record retrieved and storage of the records within this area until the process is completed by the customer; Monitor retrieval, packing, labeling and shipping records to other agencies and/or federal record centers, utilizing the required GSA standard box for letter and/or legal records; Ensure that a Disaster Recovery Plan is in place.

SPECIFIC TASK

2.4. The Contractor shall provide services during the normal working hours from 9:00 a.m. to 4:00 p.m. Monday through Friday.

2.4.1 Contractor shall insure that drivers comply with all standards applicable to the installation.

2.4.2 Customer may require short notice escorted pickup from record storage area.

2.4.3 Customer may require short notice to shred within the Fort Gordon area.

2.4.4 A monthly Invoice is required with a separate detailed billing transaction listing description o