Shredding, Defense Finance and Accounting Service, Rome, New York

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY.  THIS IS NOT A SOLICITATION.  DO NOT PROVIDE A QUOTE.  

The Defense Finance and Accounting Service, Rome, New York (DFAS-RO) anticpates issuing a solicitation for Shredding Services.  This would be for one base and four option years. 

INTERESTED AND CAPABLE VENDORS, PLEASE RESPOND TO THIS REQUEST FOR INFORMATION.  In your response please indicate the name of your company, your company CAGE code, your Point of Contact's name, telephone number, email address.

This is a very general summary of what the client expects to need: 

Vendor to supply quantity 30 each wheelable, lockable 96-gallon collection bins.

Vendor to empty the 96-galllon wheeled collection bins up to 910 times in a year, as needed. 

Vendor to empty client's storage boxes holding stored paper/material items up to 1000 times in a year, as needed. 

1 CD/DVD bin to be dumped one time each year. 

The expected requirement is completely described in the tentative Statement of Work, shown below.   

STATEMENT OF WORK (Tentative)

PROVIDE SHREDDING SERVICE AT BLDG #1., DFAS-ROME, NY

DEFENSE FINANCE AND ACCOUNTING SERVICE

GRIFFISS BUINESS AND TECHNOLOGY PARK 325 BROOKS ROAD

ROME, NEW YORK 13441-4527

Dated 01/15/2022

Table of contents

1. SCOPE OF WORK
2. AREA OF WORK
3. DESCRIPTION OF WORK
4. PERIOD OF PERFORMANCE
5. MATERIALS
6. GENERAL SAFETY CONDITIONS
7. GOVERNMENT WORKING HOURS
8. UTILITIES
9. DISPOSAL OF MATERIALS AND CLEANUP
10. SECURITY
11. ESCORTS
12. 12. POINT OF CONTACT

1.  SCOPE OF WORK: The purpose of this requirement is to provide the Defense Finance and Accounting Service, Rome (DFAS-RO) with contractor services for shredding/destruction and disposal of sensitive Government papers/CD-DVD/materials while maintaining confidentiality to protect from identity theft, in accordance with the following Federal Laws and Regulations: DoD Instruction 5200.48, Controlled Unclassified Information (CUI) Section 4.5

The Privacy Act of 1974, The Gramm-Leach-Bliley Act of 1999, The Data Protection Act of 1998 DFAS Regulation 5200.1-R (Information Security) DFAS Regulation 5205.1 (Operations Security). Work location is at Defense Finance and Accounting Services (DFAS), Building 1, 325 Brooks Road, Rome, New York 13441 located on the Griffiss Business and Technology Park, Rome, New York 13441.

2.  AREA OF WORK: Contractor shall provide all personnel, equipment (to include thirty (30) wheel- able, lockable 96-gallon collection bins which shall be placed on site to support ‘Materials-Bins collection points), tools, materials, supervision, and other items and services necessary to perform all services identified herein from the DFAS Site, Rome NY.

The contractor will perform work on-site in the designated areas outside the loading Dock doors on the East and West dock areas at the address listed above.

3.  DESCRIPTION OF SERVICES: Contractor shall provide services and equipment for shredding, destruction and disposal, as a minimum on a monthly basis and /or will-call basis. The contractor will pick-up paper/CD-DVD/materials on an as needed basis on days mutually agreed upon by the Contracting Officer Representative (COR) and Contractor. The time of shredding is to be between the hours of 7:00 a.m. and 3:00 p.m. Monday through Friday excluding Federal Holidays unless an adjusted time period is mutually agreed upon by the COR. Quantities estimated may increase or decrease in volume based upon mission

3.1. Materials to be shredded or destroyed: Materials to be shredded or destroyed may include but not be limited to photo impressions, printouts, floppy disk, compact disk, notes, envelopes, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.

3.1.1. The Government will designate a separate bin for floppy and compact diskettes. The remaining materials will be un-separated.

3.1.2.  The Government will pack material and aged documents past retention period in boxes and seal prior to collection.

3.2  Shredding, the contractor will provide services that is referenced in DoD Instruction 5200.48, Controlled Unclassified Information (CUI) Section 4.5, The Privacy Act of 1974, The Gramm-Leach- Bliley Act of 1999, The Data Protection Act of 1998, DFAS Regulation 5200.1-R (Information Security) The document, entitled “Destruction”, states that documents must be disposed of in a manner that renders them “unreadable, indecipherable, and irrecoverable”, cross-cut shredding to unreadable status for the convenient, safe and secure destruction of a variety of media. May include but not be limited to paper, photo impressions, printouts, floppy disk, compact disk, notes, envelops, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose. Only appropriately, cleared employees of the contractor will shred/destroy material. After specified destruction is accomplished, shredded material shall be transported and properly disposed in accordance with all applicable local, state, and federal laws and regulations. The contractor shall report the total amount of paper shredded by the number of boxes and bins on the monthly invoice.

3.3.  Collection Requirements: The Contractor will provide on-site shredding services to handle a variety of Controlled Unclassified Information (CUI), Unclassified and Classified materials. Contractor shall provide thirty (30) wheel-able, lockable 96-gallon collection bins, which shall be placed on site to support ‘Materials-Bins collection points to support the collection of papers/CD- DVDs/materials. The contractor shall shred and dispose of paper/material. All problem/issues regarding paper/material shredding or disposal shall be reported to the Contracting Officer’s Representative (COR).

3.5. Estimated Quantities per Site:

1. All material boxes and wheel-able bins designated for shredding will be placed on the dock by the Government for onsite shredding.
2. Total Maximum Estimated Pounds Annually for Paper and Related Products based on:       a) Estimated one (1) Bin 96 gallon tote weighs 300-380 lbs.                                               b)  Estimated one (1) records Box weighs 25-30 lbs.
3. Total Maximum Estimated Bins Annually for CD/DVD; 1 bin for annual shredding of CD/DVD.

4.  PERIOD OF PERFORMANCE: One year plus four (4) option period, with the first service being available within 30 days of award.

5.  MATERIALS: The contractor will consider all material designated for destruction under this order as proprietary to DFAS and will safeguard all material designated for destruction until such time as destruction of material is certified as complete.

5.2.  Contractor shall provide thirty (30) wheel-able, lockable 96-gallon collection bins which shall be placed on site to support ‘Materials-Bins collection points. Bins will be owned by contractor and serviced by contractor if needed.

5.3.  Transportation of Material: Vehicles used for shredding by the contractor shall have watertight bodies shall not permit loss of paper/material. Open-box trucks, with or without canvas cover, shall not be used. Collection vehicles shall be operated in accordance with activity rules and regulations while in the activity area, and will be kept closed when moving or when not actually engaged in shredding paper/material. All vehicular equipment shall be maintained in good repair and in a safe and clean condition. The contractor’s name must be painted or otherwise displayed prominently on each contractor owned vehicle. The contractor will have sufficient equipment for backup of regularly assigned vehicles to insure completion of contract requirements in the event of break downs or other equipment problems. Vehicles used for shredding and transporting material to the disposal site must have Socking capability and are required to be Socked. Personnel must be security cleared and bonded. The Contracting Officers Representative (COR) or designee shall be authorized to observe the shredding and destruction process. The Contractor shall meet all Government security requirements and be agreeable to inspections.

6.  GENERAL SAFETY CONDITIONS: Contractor and all personnel shall comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable Occupational Safety and Health Administration (OSHA) standards, while on DoD property.

7.  GOVERNMENT WORKING HOURS: Work hours shall be Monday thru Friday 0700-1530 hours, with the exception of Federal holidays. Contractor must have prior approval in writing to work outside these guidelines and must coordinatewith COR or Site Support staff in charge. During periods of inclement weather unless specific approval to delay collections is requested by the Contractor and approved by the COR. Such approval will normally be granted only in cases of particularly severe weather, such snowstorms or tornados, etc. When approval to reschedule shredding is granted, the contractor will accomplish within 24 hours after the severe weather has terminated, at no additional cost.

8.  UTILITIES: The Government shall provide at no cost to the Contractor reasonable amount of water and electricityto support the contract. Hook up will be to existing outlets and will be the contractor’s responsibility.

9.  DISPOSAL OF MATERIALS AND CLEANUP: Disposal Permits: Within seven (7) calendar days after contract award, the Contractor will submit copies of disposal permits or other written documentation of approval and suitability of landfill or other final disposal methods.

9.2.  Certificate of Destruction: A signed certificate for shredding/destruction must be issued upon completion of each job. The certificate will be submitted to the COR and indicate the date of shredding/destruction, identify the material destroyed, method of destruction, number of pounds shredded and disposed and be signed by the individuals (contractor and Government) designated to destroy and witness the shredding. Destruction officials will be required to know, through their personal knowledge, that such material was shredded/destroyed. The certificate of destruction must include the contract number, invoice number, price per pound, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction is to accompany the invoice.

9.3.  The contractor will be responsible for cleaning up any spillage of paper/material that occurs as a result of the contractor’s actions during the shredding process.

Contractor shall protect all structure, retainment walls utilities, vegetation, sidewalks and vehicles from damage at all times. Replace all damaged materials with new materials to the satisfaction of the Government, at no additional cost to the Government.

Contractor must remove all trash from worksite shall disposed of in accordance with state laws, and packaging and other recyclable materials shall be recycled where ever possible.

10.  SECURITY: DFAS Security shall monitor the incoming and outgoing of work personnel during the duration of theproject. All deliveries shall be coordinated with the Site Support in Charge to arrange for their entrance into the compound.

The contractor shall submit a list of all personnel names, copy of a valid driver’s license within one week after award of contract. Any personnel that will work onsite shall be vetted through DFAS Security. No one will work on site until a background check is completed and personnel cleared. If at All Contractor personnel shall have a minimum of one (1) form of Photo Identification with them at all times.

Contractor employees identified as requiring access to the facility are required to complete the SF-85, Questionnaire for Non-Sensitive Positions, and a FD258 Fingerprint card, for a pre-appointment background investigation. They must be found eligible (meet requirements) based on the background check and fingerprint check in order to be issued a DFAS Contractor Unescorted Entrance Badge.

The SF-85 Questionnaire is an electronic document that must be completed on line. Necessary information to access the SF-85 on the website will be provided directly to the employees identified. The FD258 fingerprint card will be provided and actual fingerprinting will be done by DFAS Rome security personnel.

On-site contractor operations will follow the security and training requirements in DFAS 2000.1, Force Protection Program, DoD 5200.1-R, Information Security Program, and DFAS 5200.1-I, Information Security Program. On-site contractor operations will follow all host security requirements IAW DoD 5220.22-M, paragraph 6-105. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO) or Contracting Officer Representative (COR).

Security Education and Training. On-site contractor personnel will receive initial, continuous and refresher security education training IAW DoD 5200.1-R and DFAS 5200.1-I. On-site contractor personnel are also required to accomplish Antiterrorism Level I, Combating Trafficking in Persons, Information Security, and other required training available through the DFAS ePortal.

11.  ESCORTS: Escorts are required and will be provided.

END