RHA On-site Shredding

Request for Information Shredding & Destruction of Unclassified Documents Program at the Transatlantic Division Middle East District US Army Corps of Engineers Winchester, VA March 2022 1.0 INTRODUCTION The United States Army Corps of Engineers (USACE) Transatlantic Middle East District (TAM) has a need to acquire secure document destruction service Unclassified Documents for the Records Holding Area (RHA) located at 222C Admiral Byrd Drive, Winchester, VA 22602 2.0 BACKGROUND The contract requirements stem from a USACE-TAM goal to destroy all Unclassified Documents that have been identified by government representatives for destruction and, as good stewards of the environment, recycle those items that qualify for recycling. There is 10,000 - 12,000 boxes containing documents with staples, clips, and other bindings of which 8,000 are ready to be shredded/destroyed immediately, and another 2,000 - 4,000 boxes to be shredded/destroyed before November 30, 2022. The boxes are located on x-tier shelving or stacked on floor. 3.0 SCOPE Offeror shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision, and other related services necessary to provide on- site commercial document shredding services. a.The Offeror shall perform destruction on site (RHA premises) and provide certification of destruction. b. The building location above will have scheduled destruction events coordinated at least 48 hours in advance. The Contracting Officer's Representative (COR) will be identified in contract. c. All costs associated with the collection, and handling, of shredded materials shall be included in the Offeror's proposal for the specified period of performance. 4.0 PERFORMANCE REQUIREMENTS 4.1 PERIOD OF PERFORMANCE a. The contract period of performance is from TBD through November 30, 2022. b. Observed Federal Holidays: 1. New Year's Day (*) 2. Birthday of Martin Luther King, Jr. (*) 3. Washington's Birthday (*) 4. Memorial Day (*) 5. Juneteenth 6. Independence Day (*) 7. Labor Day (*) 8. Columbus Day (*) 9. Veteran's Day (*) 10. Thanksgiving Day 11. Christmas Day c. If the holiday falls on Saturday, the holiday will be observed on Friday and if the holiday falls on Sunday, the holiday will be observed on Monday. 4.2 OFFEROR PERSONNEL a. The contract company shall submit their employees for background investigations that will be initiated by TAM Security Office. Contract employees are not permitted to perform work on the contract until the TAM security office has approved the results of each background investigation. b. Offeror employees shall NOT have unescorted access to RHA facility. c. Offeror employees entering and working at any of the buildings must be United States citizens and should be able to read and understand the English language with X% proficiency. d. Offeror employees shall be required to display contractor issued photo identification cards containing, as a minimum, the following information: 1. Offeror's company name 2. Employee's name 3. Date of Issuance 4. Expiration Date e. The photo identification cards shall be displayed at all times during the performance of the contract. 4.3 OFFEROR VEHICLES a. All Offeror vehicles utilized in the performance of the contract shall be insured (up to the minimum coverage required by the state) and maintain current state vehicle registration. b. All Offeror employees responsible for the transportation of shredded paper from the Offeror's facilities shall possess a valid State Driver's license according to state and federal regulations. The Offeror and his/her employees shall not use personal vehicles while performing the contract. c. Offeror shall ensure that all contractor vehicles utilized under this contract are kept in proper working condition. Vehicles should be free from fluid leaks and should be properly tuned. d, The Offeror vehicles shall be locked and properly secured while at the government site or contractor site. Vehicles used in the performance of the contract shall not be left unlocked, while transporting recyclable waste. 4.4 CONTRACTOR FACILITIES a. All shredded/recyclable Unclassified waste shall be removed from TAM's premises and disposed properly with certification of destruction presented to TAM. b. On-site destruction shall be performed with COR oversight and a certification of destruction provided. c. Destruction shall be accomplished at the RHA in accordance with the schedules indicated in the contract. The destruction times, dates, and locations may be changed as required by the government. The COR will coordinate any changes made to the schedules with the contractor within 72 hours of the schedule service. A revised pick-up schedule will be provided to the contractor if changes to the pick-up schedule are to be made permanently. 4.5 CONTROL OF WASTE The Offeror shall be responsible for management, oversight, security, and control of all Unclassified documents through the disposal of all material once shredded. 5.0 COMPLETION OF DESTRUCTION SHREDDING Paper document shredding shall be completed on site only and certification of destruction provided to the government. 6.0 QUALITY REVIEW AND ACTIVITY LOGS/REPORTS 6.1 INSPECTION SYSTEM The Offeror shall provide and maintain an inspection system acceptable to the Government covering services under the contract. Records shall be maintained and made available to the Government during the contract performance and for as long afterwards as the contract requires. 6.2 CERTIFICATE OF DESTRUCTION The Offeror shall prepare and submit, to the TAM site COR, an original signed Certificate of Destruction after each recycling event prior to departure. The Offeror shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall, at a minimum, contain the following: a. Destruction Location b. Destruction Date c. Name of Government POC at the pick-up location d. Name of the Government COR e. Amount of shredded waste pounds shredded) f. Destruction Certification Number g. Destruction Certificate Date h. Any other information determined to be necessary by the Security Officer 6.3 ACTIVITY LOGS/REPORTS a. The Offeror shall maintain an Activity Log of shredding/destruction services accomplished at each site, by date. b. A copy of the Activity Log shall be provided to the COR on the last day of each month. The activity log shall be subject to an audit by the COR and the Contracting Officer 7.0 QUALITY CONTROL The Offeror shall develop and maintain quality programs to ensure refuse and recycling services are performed in accordance with The Army Records Information Management System (ARMIS) . The Offeror shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. 8.0 QUALITY ASSURANCE The Government will periodically evaluate the Offeror's performance by appointing a representative(s) to monitor performance to ensure services are received and being performed acceptably for each task. The Government representative will evaluate the contractor's performance through intermittent on-site inspections of the Offeror's quality control program and receipt of complaints from TAM personnel. The Government may inspect each task as completed or increase the number of quality control inspection if deemed appropriate because of repeated failures discovered during quality control inspection or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located at the business locations. The contractor shall be responsible for initially validating customer complaints. However, the Government representative shall make final determination of the validity of the customer's complaint(s) in cases of disagreement with the customer(s). Results of the inspection evaluation of the contractor's performance will be used to determine if the contractor is meeting the TAM requirements and performing satisfactorily under the contract. If repeated failures to meet TAM requirements and/or violation of the security regulations are discovered during the quality inspections, the Government will use these findings as grounds to terminate the contract. 9.0 PERFORMANCE DELIVERY SUMMARY The Offeror performance delivery is evaluated and measured according to the standard of performance that relates directly to mission essential items. Summary of the Offeror performance delivery will be evaluated and analyzed monthly and any negative results will be shared with the contractor for necessary corrective actions. INSTRUCTIONS TO OFFERORS Proposed Shredding & Destruction of Unclassified Documents Transatlantic Division-Middle East District, PANTAD-22-P-0000 000338 1. FORMAT Proposed Request for Information (RFI) shall be clearly, concisely written, and in English; as well, as being neat, indexed and logically assembled so that the government can obtain sufficient understanding of the Offeror's qualifications and approach from the contents of the offer. All pages of each part shall be appropriately numbered and identified with name of the Offeror, date, and PANTAD number to the extent practicable. The offeror shall also place the following notification on the bottom of each page of its RFI: - Source Selection Information - See FAR 2.101 and 3.104 - Do not disclose any source selection information to any unauthorized person The overall RFI shall be submitted in accordance with instructions. RFIs need to be submitted through the Procurement Integrity Enterprise Environment, to which the contractor is responsible for registering its company prior to submitting its RFI. Do not assume that because you have had similar awards with the Federal Government, that the reviewer knows of your performance under such agreements and that assumptions will be made regarding your proposed RFI based on that knowledge. Any Information received in response to this RFI will be reviewed strictly as submitted for market research. FORMAT FOR - RFI for approach to handle Shredding at RHA Facility Submission Documents: The Offeror shall provide the qualifications and approach to handle 10,000 - 12,000 cardboard boxes to be destroyed including the disposal of the cardboard boxes. a. Offerors shall submit its proposed solution on how it will move 10,000-12,000 boxes of documents from shelving or stacked, on-site destruction, disposal, assumptions for additional consideration, along with an estimated cost. b. Financial Capability, a prospective contractor must meet the standards at FAR 9.104. c. The name, address, telephone and fax numbers, e-mail addresses of the Point(s) of Contact with the authority to legally bind the Contractor. d. Name, Address, Phone Number, E-Mail, DUNS, CAGE, and TAX Identification Number of the Contractor submitting the proposed quote. Offeror shall have a current registration in System Award Management (SAM). e. Maximum Shelf height is 12ft. The Warehouse is a ground level with a loading dock and ramp access. There is no Government Furnished Equipment for the requirement available. RFI responses due NLT 18 March 11:00 am EST. See attached PDF for additional information