3_PWS_Shredding_2024.05.08.pdf

Nebraska Army National Guard Document Destruction Services

1.0 General: This is a non-personal service(s) contract to provide on-site destruction services of unclassified paper documents, and materials to include For Official Use Only (FOUO), Personally Identifiable Information (PII), or other Controlled Unclassified Information (CUI). The methods for destruction services are obtained through these destruction options: shredding (e.g. paper documents, folders, newspapers, catalogs, magazines).

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform document destruction, as defined in this PWS. The exception is specified in Paragraph 4.0 as Government Furnished.

1.2 Objectives: The objective of this contract is to provide timely destruction services on-site at various Nebraska Army Guard locations.

1.3 Background: On-site destruction services are needed at various locations across Nebraska to ensure appropriate papers and materials are destroyed in a timely manner. Several contracts have been in place over the last ten years providing continuous destruction services. Current contract expires on March 16, 2023.

1.4 Period of Performance (PoP): The contract will be an option contract. There will be one base year and three option years.

1.4.1 Base Year – July 1, 2024 to June 30, 2025.

1.4.2 Option Year One – July 1, 2025, to June 30, 2026.

1.4.3 Option Year Two – July 1, 2026, to June 30, 2027.

1.4.4 Option Year Three – July 1, 2027, to June 30, 2028.

1.5 Delivery of receptacles to locations listed in “2_Locations and Frequency_2024.05.08” required within 30 days after award date.

2.0 General Information

2.1 Performance of Services: The contractor shall provide services between the hours of each facility is open during the week 0730-1730 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

2.2 Place of Performance: The work to be performed under this contract will be performed at numerous government facilities across the state of Nebraska. Detailed list of locations with physical address, point of contact, and frequency of pickup, is attached titled Locations_and_Frequency_2024.05.08.

2.3 Telework: The Government does not permit the contractor to telework in support of this requirement.

2.4 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

2.5 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety, and security regulations while on the installation.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

2.6 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

2.6.1 New Year’s Day: January 1st

2.6.2 Martin Luther King, Jr.’s Birthday

2.6.3 President’s Day

2.6.4 Memorial Day

2.6.5 Juneteenth National Independence Day: June 19th

2.6.6 Independence Day: July 4th

2.6.7 Labor Day

2.6.8 Columbus Day

2.6.9 Veteran’s Day: November 11th

2.6.10 Thanksgiving Day

2.6.11 Christmas Day: December 25th

2.7 Quality Control (QC): This acquisition is for commercial services and will be formed using FAR Part 12. The contractor’s existing quality assurance system shall be utilized in accordance with FAR 12.208. The Contractor shall inform the COR of issues or potential issues that might affect the performance within 1 day of identifying those issues. Verbal reports shall be followed up by written reports within 7 days (Deliverable A.001).

2.8 Quality Assurance (QA): The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 acceptable quality levels (performance thresholds).

2.9 Contracting Officer’s Representative (COR): Refer to Part 3 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter 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. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. 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 property, and coordinate site entry of Contractor personnel.

2.10 Installation Access and Security Requirements. Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements. The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

2.10.1 Failure to comply with these requirements may result in withholding of final payment.

2.10.2 Installation Access Control/Entry Access List Request (EAL): The Contractor shall provide the Contracting Officer, via the COR, an Initial EAL within (3 calendar days) after contract award (Deliverable A.002). The log will be provided as document NEARNG – EAL Template – (v5).xlsx . The log must at a minimum contain the following information:

first name, last name, middle initial, date of birth, driver’s license number & state of issue, begin date and end date for access (up to 12 months per individual on initial EAL). The log shall be updated as employees are added or removed. The Updated EAL shall be current and available at any time upon request by the Government and submitted to the COR within five (5) days after any changes to the log (Deliverable A.002).

2.10.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html

2.10.4 Access and general protection/security policy and procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub‐contractors employees shall 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.

2.10.5 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 forces agreements and other theater regulations.

2.10.6 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (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 COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance.

The contractor shall report completion for each contractor employee and subcontractor employee to the COR, within 15 calendar days after completion of training.

2.10.7 Personally Identifiable Information (PII) Training: Contractor employees, including subcontractors, performing services under this contract with access to PII and Government https://jko.jten.mil/courses/atl1/launch.html information shall complete “Identifying and Safeguarding PII” within 30 calendar days of employment. Contractor personnel shall complete refresher training every twelve (12) months from initial completion. The Contractor shall provide the COR a copy of the training certificates for its employees no later than five (5) days after completion (Deliverable A.006). Training is available at http://iatraining.disa.mil/eta/piiv2/launchPage.html

2.10.8 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

2.10.9 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm

2.11 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

2.11.1 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

2.11.2 Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

2.11.3 Contractor Travel: No travel expenses will be reimbursed. All expected travel expenses to include lodging, airfare and mileage will be included in the quote.

3.0 Definitions and Acronyms

3.1 Definitions

3.1.1 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.

http://iatraining.disa.mil/eta/piiv2/launchPage.html https://securityawareness.usalearning.gov/opsec/index.htm

3.1.2 Critical Item: An item that the failure of or disclosure of which is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the item; or is likely to prevent performance of a vital Government mission.

3.1.3 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

3.1.4 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

3.1.5 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 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.

3.1.6 Physical Security: Actions that prevent the loss or damage of Government property.

3.1.7 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

3.1.8 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

3.1.9 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of a product or service shall meet contract requirements.

3.1.10 Subcontractor: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

3.2 Acronyms

AASF Army Aviation Support Facility ACOR Alternate Contracting Officer’s Representative AEI Army Enterprise Infrastructure AFARS Army Federal Acquisition Regulation Supplement ANG Air National Guard AQL Acceptable Quality Levels AR Army Regulation ARNG Army National Guard ASTM The American Society for Testing and Materials AT Antiterrorism AT/OPSEC Antiterrorism/Operational Security AUP Acceptable Use Policy AVCRAD Combined Maintenance Aviation Classification Repair Activity Depot BBP Best Businesses Practice CA Contract Administrator CFR Code of Federal Regulations CMF Combined Maintenance Facility COMSEC Communications Security CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf CS Contract Specialist CSMS Combined Support Maintenance Shop CST Civil Support Team CUI Controlled Unclassified Information DA Department of the Army DD250 Department of Defense Form 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 DODD Department of Defense Directive FAR Federal Acquisition Regulation FMS Field Maintenance Shop FPCON Force Protection Condition GFP/M/E/S Government Furnished Property/Material/Equipment/Services HHIM Health Hazard Information Forms HHSC Health Hazard Severability Code HIPAA Health Insurance Portability and Accountability Act of 1996 HQDA Headquarters, Department of the Army IA Information Assurance IS Information System(s) IT Information Technology KO Contracting Officer MATES Maneuver Area Training Equipment Site NEARNG Nebraska Army National Guard NG National Guard NGB National Guard Bureau NLT No Later Than OCI Organizational Conflict of Interest OCONUS Outside Continental United States ODC Other Direct Costs OEL Occupational Exposure Limit OPSEC Operational Security OSHA Occupational Safety and Health Administration P&C Purchasing and Contracting PII Personally Identifiable Information PIPO Phase In / Phase Out POC Point of Contact PoP Period of Performance 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 Plan RC Readiness Center SEG Similar Exposure Group SF Standard Form STEL Short Term Exposure Limit TASMG Theater Aviation Sustainment Maintenance Group TE Technical Exhibit TWA Time Weighted Average USPFO United States Property and Fiscal Office UTES Unit Training Equipment Site

4.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

4.1 Property: Not used.

4.2 Materials: Not used.

4.3 Equipment: Not used

4.4 Utilities: Not used.

5.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E)

5.1 General: The Contractor shall furnish all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform services as described in the PWS and associated contract documents, except for those items specified in Part 3 Government Property and Services.

5.2 The Contractor shall provide a 40-70 gallon size lockable security consoles/containers for the collection and storage of NEARNG confidential materials waiting destruction at pre-designated locations. The consoles/containers must be lockable and have wheels to facilitate their movement. An authorized individual at each location will be provided a key so they can unlock the consoles/containers to handle bulk PII materials for destruction that does not fit in the slot provide on each container. Keys and consoles/containers will be provided to each location within 30 calendar days of contract award.

5.3 The Contractor shall provide all necessary vehicles (no GSA vehicles provided to Contractor for use on this contract) and equipment to perform the work described in this PWS. All Contractor provided vehicles and equipment shall have the company name prominently displayed on both sides of the vehicle or equipment and present a neat, professional appearance. Contractor's vehicles and equipment used in the performance of this contract shall employ a fully automated hands free / no touch destruction process which guarantees materials are deposited from the secure container into the destruction device without being individually handled or seen by the operators. This must ensure a SECURE and TOTAL (uninterrupted) chain of custody from the locked security consoles/containers through to final destruction ensuring no un-destroyed material ever leaves an NEARNG location. The COR may inspect the document destruction process and result at any time.

6.0 Requirements.

6.1 Basic Services: The Contractor shall provide services for on-site destruction services of unclassified paper documents, and materials to include For Official Use Only (FOUO), Personally Identifiable Information (PII), or other Controlled Unclassified Information (CUI).

The methods for destruction services are obtained through these destruction options: shredding (e.g. paper documents, folders, newspapers, catalogs, magazines); disintegration (e.g. microfilm, microfiche, ID/Common Access Cards, tapes, audio/video cassettes, CD ROM, DVD-ROM, and floppy disks.

6.2 Tasks:

6.2.1 Collection and Destruction

6.2.1.1 Collection: The contractor’s shredding vehicle shall visit each pre-designated NEARNG location to ensure consoles/containers are emptied in accordance with frequency identified on locations and frequency spreadsheet. In case of holidays, the contractor will either pick up the day before or day after a holiday.

6.2.1.2 Contractor will provide a continuous chain of custody from picking up the container, to moving it outside to the vehicle, to shredding it.

6.2.1.3 Destruction companies will be NAID AAA Certified.

(a) Destruction of all documents will be in accordance with NAID AAA

Certification standards.

7.0 Applicable Publications:

7.1.1 The Army Physical Security Program (AR 190-13)

7.1.2 The Army Operations Security Program (AR 530-1)

7.1.3 NIST SP 800-88 Guidelines for Media Sanitation

Exhibit A Performance Requirements Summary (PRS)

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY

LEVELS (AQLs)

METHOD OF

SURVEILLANCE

PRS#1 –

PWS para 5.2 The Contractor shall provide a 40-70 gallon size lockable security container and key for each NEARNG confidential materials

Keys and containers will be provided to each location within 30 calendar days of contract award.

100% Compliance Zero Deviation from standard.

COR Inspection

PRS#2 –

PWS para 6.2.1 The contractor’s shredding vehicle shall visit each NEARNG location to empty and shred container contents.

Destruction services are performed Mon- Fri between hours of 0730-1730.

95% Compliance Zero Deviation from standard.

COR Inspection

Exhibit B Deliverables Schedule

Deliverable Frequency # of Copies Medium/Format A.001 Issues Report (para. 2.7) As needed One each to the COR Electronic delivery

A.002 Entry Access List (para.

2.10.2)

Initially and upon changes

One each to the COR

Electronic delivery

A.003 AT Level I Training Certificates (para. 2.10.3)

Initially and annually thereafter

One each to the COR

Electronic delivery

A.004 OPSEC Training (para. 2.10.9) Initially and annually thereafter

One each to the COR

Electronic delivery

A.005 iWatch Training (para. 2.10.6) Initially One each to the COR

Electronic delivery

A.006 PII Training (para. 2.10.7) Initially and annually thereafter

One each to the COR

Electronic delivery

A.007 Provide a 40-70 gallon size lockable security container and key for each NEARNG facility

Initially N/A In person

A.008 Destruction of materials Monthly/Bi-monthly N/A In person