PWS_9-2015.docx

PERFORMANCE WORK STATEMENT BUREAU OF THE FISCAL SERVICE

SBU Shredding Services and SEM Equipment Maintenance

1.0 OVERVIEW / BACKGROUND

The mission of the Bureau of the Fiscal Service (Fiscal Service, FS), an agency of the Treasury Department, is to borrow the money required to operate the Federal Government, account for the resulting debt, and provide reimbursable support services to federal agencies. Over the past several years, Fiscal Service has worked towards becoming and remaining a values-based organization.

2.0 OBJECTIVE / PURPOSE

The Objective of this Performance Work Statement (PWS) is to outline the SBU Shredding Services and Security Engineered Machinery (SEM) Equipment Maintenance.

2.1 All Sensitive But Unclassified (SBU) information that is contained in/on printed documents, CDs, DVDs, floppy disks, and microfilm under the jurisdiction of The Bureau of the Fiscal Service (FS) shall be handled and destroyed by the most secure, economical, and effective means in accordance with legal requirements. Personally Identifiable Information (PII) is the most common form of sensitive information handled at FS and therefore requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in actual or potential identity theft and cause personal hardship to the subject individuals.

It is imperative that the appropriate means of destruction be used for all FS SBU materials. FS’s preference is for a method of destruction that permits these materials to be recycled, while still meeting the requirements for final destruction.

The Bureau produces large quantities of SBU materials each week especially printed materials. The Warehouse and Destruction Unit, Office of Management Services, Division of Administrative Services, Facilities Management Branch, Property Management Section (OMS/DAS/FMS/PMS), has functional responsibility for the secure collection of the SBU/Recycling containers at all Parkersburg office facilities. The Warehouse and Destruction Unit, OMS/DAS/FMS/PMS, is responsible for the handling and secure destruction of all content and / or paper collected in all SBU/Recycling containers throughout the three building locations. The limited number of warehouse personnel and lack of appropriate equipment make it impossible for FS to adequately perform destruction of these SBU materials by shredding in house.

Contractor handling the SBU materials from the first tier / cut (referred to as interim destruction which is performed on site) until final destruction (torn/cut material is completely shredded / pulverized) shall be bonded, insured, and a member of National Association for Information Destruction (NAID) certified for paper/printed media destruction,

2.2 The Bureau of the Fiscal Service (FS), Parkersburg, WV, requires routine maintenance and emergency maintenance service on a Security Engineered Machinery (SEM) Model 1424 disintegrator system. The system is used to destroy paper, microfilm, and magnetic media.

3.0 TASK DESCRIPTION/SPECIFICATIONS

SBU Shredding Services

3.1 SBU Shredding Services - printed paper materials

Contractor shall provide secure transportation, destruction and disposal of SBU materials through recycling. Printed materials are to be collected and an interim destruction process performed on-site by the contractor prior to transportation to a secure facility, the facility is locked with a security system which includes 24 hour camera surveillance, for final destruction. Collections shall be done at the loading dock of the Third Street building and the Avery Street building. Interim destruction shall be performed on-site at each pickup location.

Final destruction shall be performed at Contractor’s location. If possible, the final destruction should be performed the same day as collection. If this is not possible, the cut materials shall be locked in a secure facility owned by the contractor until such time the final destruction can be performed.

The weight of the material collected shall be supplied immediately if the truck has the ability to weigh. If not, the weight shall be supplied by electronic means within 24 hours of collection and prior to any payment being made to contractor.

3.1.1 SBU Shredding Services – other media materials

Contractor shall provide secure transportation, destruction and disposal of SBU materials through recycling. Other SBU media materials are to be collected at the Loading Dock of the Fiscal Service Warehouse and Operations Center (PDWOC) then transported in a secure manner to a secure facility for destruction by shredding. Contractor shall dispose of shredded material.

If possible, interim, the process by which material is sliced or cut multiple times within the Contactor’s truck, destruction shall be performed on-site at each pickup location. If this is not possible, the collected media materials shall be transported in a locked container inside the truck. This locked container shall only be accessed by a Contractor’s employee.

Final, cut or sliced material is moved from the original pickup container or truck to be processed at the Contractor’s facility by shredding until material is unrecognizable and cannot be reconstructed, destruction shall be performed at Contractor’s location. If possible, the final destruction should be performed the same day as collection. If this is not possible, the cut materials shall be locked in a secure facility owned by the contractor until such time the final destruction can be performed.

3.2 Emergency Shredding Services

The Contracting Officer’s Representative (COR), on an as needed basis, will place emergency calls. The Contractor shall respond onsite to any or all three (listed in Section 5.0) of the FS locations specified by the COR within 48 hours or less from the time of notification, excluding weekends and Federal holidays.

3.3 SEM Disintegrator Maintenance

The Contractor shall provide service and maintenance according to SEM recommended guidelines on the entire system.

The system includes all the components to make an operating system from the lifting of paper and microfilm to the discharge of the product and the dust by-product. The term "all components" includes, but is not limited to, 1500 Lb Cart Tipper, Model 1424 (five blade) Disintegrator, Model FC30 Fan Cyclone, Model FT140 Filter, CVC- 24 Conveyor, Model F112 Fan, Master Control panel.

The Contractor shall furnish all labor, equipment, materials, and supervision necessary to provide quarterly maintenance coverage on the listed equipment. The Contractor shall clean up all debris and fluid spills associated with the performance of service. The contractor shall dispose of all debris and fluid spills in accordance with any EPA guidelines.

The Contractor shall include lubrication of products as part of routine maintenance for equipment listed in Routine Maintenance. The Contractor shall perform maintenance services on an as needed basis during the life time of the contract.

· The Contracting Officer’s Representative (COR), on an as- needed basis, will place service calls for Repair and Maintenance. The Contractor shall respond to FS's onsite location within 3 working days from the time of notification, excluding weekends and Federal holidays.

· The Contractor shall submit an itemized report of findings to the COR before leaving the site. The report shall include potential areas that may cause a shutdown, items showing excess wear, and a list of materials that need replaced that are not included in the routine maintenance.

· All parts shall be manufacturer’s warranty genuine SEM parts. All repair materials shall be quoted separately and approved by the COR on each instance.

· The Contractor shall provide labor with an authorized SEM service technician. The authorized service technician shall provide copy(s) of appropriate documentation showing approved certification to perform authorized work.

· Contractors hired for work within the United States or its territories and possessions that require access to Treasury-owned or controlled facilities, information systems, security items, or products and/or sensitive but unclassified information shall either be U.S. Citizens or have lawful permanent resident status. Security screening requirements apply to both U.S. Citizens and lawful permanent residents hired as Contractors.

· The Contractor shall complete all scheduled maintenance between 8am and 3pm ET Monday through Friday, excluding Federal holidays. The contractor shall coordinate the scheduling of all maintenance services with the COR.

Service calls shall include the following routine maintenance:

Attachment A – Disintegrator Operational and Maintenance Manual. All Contractor personnel shall be issued a visitor identification card and shall be escorted at all times while within BFS facilities.

4.0 PERIOD OF PERFORMANCE

4.1 The period of performance for SBU Shredding shall be

Base Year – 10/1/15 - 9/30/16 Option Year 1 – 10/1/16 – 9/30/17 Option Year 2 – 10/1/17 – 9/30/18

4.2 The period of performance for SEM Disintegrator maintenance shall be Base Year – 10/1/15 - 9/30/16 Option Year 1 – 10/1/16 – 9/30/17 Option Year 2 – 10/1/17 – 9/30/18

5.0 PLACE OF PERFORMANCE

5.1 The locations for shredding to be picked up are:

*Avery Street dock description – Complete specs not available. An on-site visit is required.

*Third Street dock description - Complete specs not available. An on-site visit is required.

**The BFSWOC dock is a weather protected loading dock with truck maneuvering space. There are two (2) berths to the loading dock; each berth can accommodate a semi-tractor/trailer with a minimum length of 60 feet. Each berth is a minimum of 12’ wide x 14’ high and contains a loading dock platform of not less than 200 square feet. The loading dock height is minimum 45h and maximum 48h. The loading dock berths are provided with a hinged electric leveler of not less than 10-ton capacity and of dimensions not less than 5’6 wide and 7’ deep. Each dock is equipped with two molded rubber bumpers at least 6 inches by 12 inches by 14 inches and heavy- duty bump blocks.

5.2 The location for SEM Disintegrator System, is Fiscal Service Warehouse and Operations Center, 257 Bosely Industrial Drive, Parkersburg, WV 26101.

6.0 QUALITY CONTROL

Quality Control is the responsibility of the Contractor. The Contractor shall develop and maintain an effective Quality Control Plan (QCP) for monitoring and documenting performance to ensure that all task requirements are met. A draft QCP shall be submitted with the proposal. The final approved plan shall be submitted to the COR within 5 business days of award. After acceptance of the QCP, the Contractor shall apply in writing to the COR for any changes to the QCP.

7.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The following table details required deliverables. The stated delivery dates shall be met unless the Government and the Contractor agree to a new completion date. The Government COR and Contractor will agree on what is an acceptable deliverables at time of award. Monitoring method will be 100% inspection. The Incentives/Disincentives will be both positive and negative past performance. Deliverables met within the due dates will receive a positive performance review, while deliverables outside the due dates will receive a negative performance review.

Final destruction should be performed the same day as collection. If not possible, the cut materials shall be locked in a secure facility owned by the contractor until such time the final destruction can be performed.