Attachment_2,_PWS.doc

02/02/2018

PERFORMANCE WORK STATEMENT (PWS)

Document Shredding/Destruction Services

Hard Drive Destruction Services

Evans Army Community Hospital Fort Carson, Colorado Part 1

General Information

1. General: This is a non-personal services contract to provide Document Shredding/Destruction Services for the Evans Army Community Hospital (EACH) and its satellite offices. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Document Shredding/Destruction Services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Destroys paper, paper with staples and/or paperclips, plastic, radiological-films, disks, hard drives, tapes and cell phones.

1.3 Objectives: To destroy paper, paper with staples and/or paperclips, plastic, radiological-films, disks, hard drives, tapes and cell phones.

1.4 Scope: The contractor shall provide document destruction and hard drive destruction services for Evans Army Community Hospital, 1650 Cochrane Circle, Building 7500, Fort Carson, CO 80913, Mountain Post Medical Home 565 Space center Dr. Suite 130, Colorado Springs, CO, Premier Medical Plaza, Suite 100, 3920 North Union Blvd, Colorado Springs, CO and buildings on Ft Carson with Medical and Dental Command (MEDDAC) presence. (app 70 buildings)

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year (Document Shredding) 4 March 2018 to 3 March 2019 Base period (Hard drive destruction) 28 August 2018- 3 March 2019 Option Year I: 4 March 2019 to 3 March 2020

Option Year II: 4 March 2020 to 3 March 2021

Option Year III: 4 March 2021 to 3 March 2022

Option Year IIII: 4 March 2022 to 3 March 2023

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 30 days after the contract awarded. If and when a change is made, three copies of the comprehensive written QCP shall be submitted to the KO and COR with within 5 working days of that change. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 a.m. to 4:00 p.m. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Evans Army Community Hospital, 1650 Cochrane Circle, Building 7500, Fort Carson, CO 80913, Mountain Post Medical Home 565 Space Center Dr., Colorado Springs, CO, Premier Medical Plaza, Suite 100, 3920 N Union Blvd, Colorado Springs, CO and buildings on Ft Carson with MEDDAC presence. (app 70 buildings).

1.6.6 Type of Contract: The government plans to award a firm fixed price requirements contract.

1.6.7. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. If and when performing in a government facility. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The follow personnel are considered key personnel by the government: CONTRACT MANAGER. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name and contact number of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor must obtain wear a Hospital badge at all times when conducting business at the Hospital and Hospital buildings on post.

1.6.12 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR

Alternate Contracting Officer's Representative

AFARS

Army Federal Acquisition Regulation Supplement

AR

Army Regulation

CCE

Contracting Center of Excellence

CFR

Code of Federal Regulations

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

COTR

Contracting Officer's Technical Representative

COTS

Commercial-Off-the-Shelf

DA

Department of the Army

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DFARS

Defense Federal Acquisition Regulation Supplement

DMDC

Defense Manpower Data Center

DOD

Department of Defense

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

KO

Contracting Officer

MEDDAC

Medical and Dental Command

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

PIPO

Phase In/Phase Out

POC

Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Facilities: The Government will provide a specific area for the contractor’s onsite truck in the docking area of the Evans Army Community Hospital.

3.2 Utilities: The Government will allow the contractor access to basic utilities (i.e. electric, heat, water, gas). The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include but are not limited to turning off the water faucets or valves, appliances and lighting.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Equipment: The Contractor shall furnish consoles for paper destruction, bins to remove the paper from the buildings, and scales to weigh the paper. Contractor shall provide a mobile shredding truck. Equipment shall include any and all items necessary to meet the requirements of Part 5.

4.3 Personnel: Contractor shall provide a collection team (customer service representatives), who shall collect the contents of the secure bins and take the filled and secured contents to the contractor’s mobile shredding truck. All other personnel needed to meet the requirements of the PWS shall be provided by the contractor.

4.3 Console locations:

Consoles may be relocated after coordination between the COR and Contractor at no additional charge to the Government.

Bldg. 7500 The Main Hospital Service Floor Rooms; 0305, 0400, 0213, 0300, 0100, 0507, 0705, 0400A, Dock 1st Floor Rooms; 1011, 1020, 1025, 1037, 1040, 1048, 1200, 1204, 1237, 1300, 1304, 1310, 1390, 1400, 1500, 1501, 1531, 1540, 1711, 1715 1716, 1726D, 1745, 1775, 1832B, 1837B, 1841, 1841A, 1844B, 1919, 1962, 1964A 2nd Floor Rooms; 2050D, 2061, 2072D, 2200, 2201, 2300, 2400, 2470, 2504, 2520, 2563, 2700, 2707, 2712, 2740, 2900, 2960 3RD Floor Rooms; 3732, 3800, 3807 4th Floor Rooms; 4813, 4911, 4936 5th Floor Rooms; 5835 Bldg. 7503 1st Floor Rooms; 1110, 1202, 1302, 1504, 1506, 1511, 1516 2nd Floor Rooms; 2106, 2129, 2134, 2203, 2300, 2373 3rd Floor Rooms; 3104, 3114, 3131, 3238, 3301, 3305, 3401

Bldg. 7505

1st Floor Rooms; 123, 124, 140 165

2nd Floor Rooms; 222, 228, 250, 260

Outlying Clinics Buildings 813, 1011, 1040, 1056, 1058, 1059, 1150, 1161, 1162, 1223, 1525, 1657, 1830, 1843, 2059, 2361, 2649, 6190, 7488, 7489, 7490, 7494, 7495, 7508, 9481, 9621, 962

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide document destruction and hard drive destruction services for Evans Army Community Hospital, 1650 Cochrane Circle, Building 7500, Fort Carson, CO 80913, Mountain Post Medical Home 565 Space center Dr. Suite 130, Colorado Springs, CO, Premier Medical Plaza, Suite 100, 3920 North Union Blvd, Colorado Springs, CO and buildings on Ft Carson with MEDDAC presence. (app 70 buildings).

5.2 Document Shredding:

a. Document destruction shall be performed on-site on a bi-weekly basis (26 times per year) based on poundage as per the attachment.

b. Contractor shall provide enough consoles to collect at least 1,000 cubic feet of material from approximately 70 locations throughout six floors of a 650,000 square foot hospital. In addition to building 7500 (the main hospital), the contractor will service all outlying satellite clinical activities, and Mobile Behavioral Health Teams. Consoles shall be delivered and ready for use within five (5) business days after date of award.

c. Contractor shall provide a collection team (customer service representatives), who shall collect the contents of the secure bins and take the filled and secured contents to the mobile shredding truck located in the dock area of Evans Army Community Hospital. Behind locked doors, the documents shall be immediately shredded; total destruction is to be completed on-site.

d. A mobile on-site truck shall collect materials from the satellite/outlying clinics/buildings at no additional charge from these locations. Pricing shall be included for the additional stops. Failure to provide all specified requirements will result in no payment for services not rendered.

e. In addition to providing routine bi-weekly document destruction services, the contractor shall have the capability to perform special document destruction services for large document purges. If special document destruction services are needed, the Government POC will coordinate in advance with the Contractor and give the Contractor notice a minimum of five (5) business days in advance for up to 10 tons of material. The special document destruction services may or may not be conducted in conjunction with regularly scheduled bi-weekly service.

f. Upon completion of any service, a written service report shall be provided to Health Information Technology Department with detailed information regarding destruction. This report shall include CLIN numbers, price per service, poundage, and total amount due.

g. Contractor shall issue a "Certificate of Destruction" at the end of each service to certify that all material has been destroyed on location. This Certificate will be given to the Health Information Technology Division’s POC.

5.3 Hard Drive, Tapes, and Cell Phones Destruction

a. Hard Drives, Tapes and Cell Phone destruction shall be performed on-site or at the contractors location when needed; the Government POC will coordinate in advance with the Contractor and give the Contractor a minimum of ten (10) business days’ notice.

b. Serial Numbers shall be recorded and turned into Evans Army Community Hospital’s Representative within 30 business days of the destruction services.

5.4 All material shall be kept confidential and secure throughout all phases of the collection and destruction processes. Destruction process shall utilize, at a minimum, a hammer mill or equivalent process to ensure destruction of material, with no opportunity for document reconstruction.

5.5 The Contractor shall comply with Fort Carson policies for controlling tobacco use in Government buildings, vehicles, and facilities. AR 600-63 Army Health Promotion. Although the State of Colorado has legalized the use and possession of marijuana, the Contractor shall comply with the Drug Free Workplace Act of 1988(48 C.F.R. §§ 52.223-6 and 252.223-7004), which requires contractors to develop and maintain drug-free workplace programs. Such programs must include, among other features, disciplinary action or rehabilitation following a criminal drug conviction and a prohibition on the possession or use of controlled substances in the workplace. This includes marijuana, a Schedule l controlled substance under the Controlled Substances Act of 1970. See 2I U.S.C.§ 812.

5.6 Antiterrorism/Operations Security Review: The Contractor must complete and be compliant in the following.

5.6.1.Anti-Terrorism Level I Training. All contractor employees, to include subcontractor employees and vendors requiring access to Anny installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor shall collect all certificates of completion for each affected contractor employee and subcontractor employee, or vendor. The AT Level I awareness training is available at the following website: https://atlevel I . dtic.mil/at

5.7 Access and General Protection/Security Policy and Procedures. Contractor and all associated sub-contractors employees, and vendors shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) 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.

5.8. For contractors that do not require CAC, but require access to a DOD facility or Installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National crime Information center Interstate Identification Index (NCIC-III) and terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of force agreement and other theater regulations.

5.9. iWATCH Training. The Contractor and all associated sub-contractors, and vendors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the Program Manager. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the Program Manager NLT 30 calendar days after contract award.

5.10. General Security Requirements. The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data, to ensure the confidentiality, integrity, and availability of government data.

5.11. Health Insurance Portability and Accountability Act (HIPAA). The contractor shall comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)(P.L. 104-191) requirements, specifically the administrative simplification provisions of the Jaw and the associated rules and regulations published by the Secretary, Health and Human Services (HHS) and the published TRICARE Management Activity (TMA) implementation directions. This includes the Standards for Electronic Transactions, the Standards for Privacy of lndividually Identifiable Health Information and the Security Standards. It is expected that the contractor shall comply with all HIPAA-related rules and regulations as they are published and as TMA requirements are defined (including identifiers for providers, employers, health plans, and individuals, and standards for claims attachment transactions).

5.12 Follow DoD requirements for secure disposal, destruction. The contractor shall ensure that data which contains PHI is continuously protected from unauthorized access, use, modification, or disclosure. The contractor shall comply with all previously stated requirements for HIPAA.

5.13. CONTRACTOR MANAGEMENT REPORTING (CMR) : The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

Not applicable

PART 7ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Technical Exhibit 1 – Performance Requirements Summary

7.2 Technical Exhibit 2 – Deliverables Schedule

7.3 Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS

Item

PWS

Reference

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Certificates of Destruction

Upon completion of each service day

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

All figures are estimates.

38 hours per month

38 hours per month

38 hours per month

38 hours per month

38 hours per month