DOCUMENT SHREDDING SERVICE- Iron Mountain 100 PERCENT SMALL BUSINESS SET-ASIDE
Added: Apr 07, 2016 2:42 pm STATEMENT OF WORK FOR DOCUMENT DESTRUCTION-SHREDDING SERVICES 1. DESCRIPTION OF SERVICES. The contractor is responsible for providing all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform On-site Document Destruction/ Sedding Services for the Iron Mountain Veterans Affairs (VA) Medical Center and CBOCs. The contractor is responsible for performing to the standards in the contract as well as all local, state, and federal regulations. The Department of Veterans Affairs (VA) Iron Mountain Medical Center intends to use the services of a contractor to sed VA records and other materials toughout the year, and at various locations. Records may contain carbon paper, binders, folders, DVDs, CDs, VHS tapes, and other non-paper materials. Final destruction of papers must be sedded to NIST 800-88 Guidelines for Media Sanitation, which requires sedders to have cross-cutting capabilities which produce particles that are 1 X 5 millimeters in size, or disintegrator devices with a 3/32 inch security screen. All sedding must be done on-site at the Iron Mountain VA Medical Center, at the CBOCs, or other leased/rented locations identified below. 1.1. GENERAL PROCEDURES. (a) The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide On-site Commercial Document Destruction (Sedding) Services for VA Iron Mountain Medical Center and outpatient clinics. Contractor will clean up any residual material before leaving the site. The location of services for services are at the following locations: Iron Mountain VA Medical Center 325 East H Street Iron Mountain, MI 49801 Phone: 906-774-3300 Hours: Mon-Fri 8:00 a.m. - 4:30 p.m. Hancock CBOC 787 Market Street Hancock, MI 49930 Phone: 906-482-7762 Clinic hours: Mon. - Fri., 8:00am - 4:30pm Ironwood CBOC 629 West Cloverland Drive, Suite 1, Ironwood, MI 49938 Phone: 906-932-0032 Clinic hours: Mon. - Fri, 8:00 am-4:30 pm Marquette CBOC 1414 West Fair Ave, Suite 285, Marquette, MI 49855 Phone: 906-226-4618 Clinic hours: Mon. - Fri. 8:00am - 4:30pm Menominee CBOC 1110 10th Ave, Suite 101, Menominee, MI 49858 Phone: 906-863-1286 Clinic hours: Mon. - Fri., 8:00am - 4:30pm Rhinelander CBOC 639 West Kemp Street Rhinelander, WE 54501 Phone: 715-362-4080 Clinic hours: Mon. - Fri., 7:30am - 4:00pm Sault Ste. Marie CBOC 509 Osborn Blvd, Suite 306, Sault Ste. Marie, MI 498783 Phone: 906-253-9383 Clinic Hours: Mon. - Fri 8:00am-4:30 pm (b) An estimated Forty (30) wheeled 95-gallon, locked security waste containers shall be required each month. The contractor shall furnish the number of locked security waste containers, as required, without additional cost to the Government. The contractor shall furnish keys for the containers. (c) On-site pick-up shall be coordinated by the COTR, pick-up is twice monthly for the following facilities along with the number of bins per visit: Iron Mountain -10, Marquette - 1, ,Rhinelander - 2, Pick-up is once a month for the following facilities along with the number of bins per visit: Menominee - 1, Hancock - 1, Sault Ste Marie - 1, Pick-up is quarterly for the following facility along with the number of bins per visit: Ironwood -1, Manistique - 1 (d) The contractor will furnish the Iron Mountain VA Privacy Officer along with the Chief, Environmental Management Services, with a certificate of proof for the sedding. (e) The medical center estimates 75,000 pounds of material to be sedded annually, and reserves the right to increase or decrease the quantity of material. There are no guarantees made as to the estimated frequencies or volumes. (f) The contractor shall provide mobile equipment to do all sedding. Equipment shall be capable of cross-cutting the paper material. Contractor will provide large locking central collection containers to collect sedding material. (g) Contractor will be required to sign and return the Business Associate Agreement. 1.2. GENERAL REQUIREMENTS. (a) The Contractor shall provide document destruction services for Government provided documents, containing classified, sensitive confidential and medical records. Protected information contained on any other form of media will be removed, obliterated, or the media destroyed by or in the presence of a VA Iron Mountain employee or contractor employee in such a manner that the information is totally unrecoverable. Destruction of classified and patient privacy information will be accomplished at the VA Iron Mountain tough the use of a vehicle equipped for mobile sedding. Work is to be accomplished by bonded employees. Contractor is responsible for maintaining liability insurance for the duration of the contract, and for following all pertinent federal and state regulations with regard to transportation and destruction of classified medical documentation. Contractor shall be National Association for Information Destruction (NAID AAA) certified for mobile sedding. (b) The contractor will provide the services identified in this contract, twice monthly between the hours of 8:00 a.m. and 4:30 p.m. Monday tough Friday at the Iron Mountain VA Medical Center. Service for the CBOCs and other locations is stated as above in Para 1.1, sub para (c). (c) The contractor will provide a schedule for sedding times to the COTR. Once the schedule is established, all sedding will occur on the same day of the month. If the regularly scheduled sedding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday, and will inform the medical center of the revised sedding day. (d) All security waste shall be retrieved by the contractor from inside the facility and shall be sedded on-site and removed from the VA Iron Mountain and CBOC premises and transported to an appropriate location to be discarded or recycled. During sedding the security, waste material must be maintained in a secured container in a secured holding area, which will prevent any disclosure or unauthorized access. (e) The VA Iron Mountain shall not be required to separate documents by color or grade of paper, nor remove paper clips and other fasteners. 1.3. CONTROL OF SECURITY WASTE. The Contractor shall be responsible for management, oversight, security, and control of all classified, sensitive, confidential and documents containing sensitive personal information stored in the locked containers, prior to and until completion of Document Destruction/ Sedding of the documents. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal, state and local regulations with regard to transportation and destruction of classified medical documentation. 1.4. PRIVACY ACT DOCUMENTS. The contractor understands and agrees that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. Additionally, all document destruction and documentation will be as required by the Health Insurance Portability and Accountability Act (HIPAA). 1.5. HIPAA COMPLIANCE. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor will be required to enter into a Business Associate Agreement (BAA) with VA. 1.6. DOCUMENT DESTRUCTION REPORTS. Document destruction reports will be submitted to the VA Privacy Act Officer within 48 hours of pickup and will include the information required to meet HIPAA requirements. At a minimum the report will include: - Date of document pickup. - Weight/tonnage picked up. - Date of Destruction. - Method of Destruction. - Description of the disposed records: Confidential documents. - Statement that the documents were received secured. - Statement that the documents were destroyed in the normal course of business. - The signature of the individuals supervising and witnessing the destruction. 2. GENERAL INFORMATION. 2.1. QUALITY CONTROL. The contractor is responsible for developing and maintaining a quality assurance program to ensure On-site Document Destruction/ Sedding Services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure non-recurrence of defective services. 2.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor's performance by appointing an evaluator to monitor performance to ensure services are received. The government evaluator will evaluate the contractor's performance tough intermittent on-site inspections of the contractor's performance and receipt of complaints from facility personnel. The government is responsible for validating customer/facility complaints. 2.3. INSURANCE. a. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. b. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. c. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. 2.4. HOURS OF OPERATION. a. Normal Hours. The normal hours of operations at the VAMC are Monday tough Friday from 8:00 am to 4:30 pm, excluding holidays. All work and services will be performed during normal hours of coverage and will be during the time period agreed upon by the COTR. b. Federal Holidays observed by VAMC: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Cistmas Day c. Also included would be any other day specifically declared by the President of the United States to be a National Holiday. d. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. 2.5. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS (AS APPLICABLE) The Contractor shall assign to this contract the following key personnel: Document Destruction/Sedding Services Disposer a. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual's illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days after the occurrence of any of these events and provide the information required by paragraph (b) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (b) to the Contracting Officer at least 5 days prior to making any permanent substitutions. The Contracting Officer must approve all substitutions. b. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. c. The contractor will be responsible to ensure that contractor employees coming to the work site will receive the information required for the employee to complete required work. 2.6. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs' computer systems and any documents containing classified, sensitive, and confidential information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. 1. Position Sensitivity - The position sensitivity has been designated as Low Risk for On-site Document Destruction/Sedding services. 2. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries. 3. Contractor Responsibilities a. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered. b. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. c. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 15 days of receipt: (i) Standard Form 85P, Questionnaire for Public Trust Positions (ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions (iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iv) VA Form 0710, Authority for Release of Information Form (v) Optional Form 306, Declaration for Federal Employment (vi) Optional Form 612, Optional Application for Federal Employment d. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in rejection of the documentation for investigation. e. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. f. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. g. The contractor awarded the contract will provide after contract award notification and prior to contract performance a listing of contractor personnel that will be performing services under the contract that will require access to VA computer systems to the Contracting Officer within two business days. This list will include names, social security numbers, dates of birth, and place of birth of contractor's personnel. h. The contractor shall be responsible to provide evidence to the Contracting Officer that investigations have been completed or in the process of being requested within 15 calendar days from receipt of award. i. All contractor employees and subcontractors requiring access to VA computer network are required to complete VA's Security Awareness Training course annually either on-line or hard copy. 4. Government Responsibilities a. The contracting officer will forward the names, social security numbers, and dates of birth of the contractor's employees to the VA Law Enforcement Training Center/SIC. b. The VA Law Enforcement Training Center/SIC will provide the necessary investigative forms to the contractor or to the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations. c. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered. 5. The current fees associated with background investigations are $225.00 each for low level investigation, $900.00 each for medium level investigation, and $2,950.00 each for high level investigation. See paragraph one (1) above for the position sensitivity that has been assigned to this contract. 2.7. CONTRACTOR PERSONNEL. The Contractor shall provide qualified employees. The Contractor shall be required to comply with all security requirements of the VAMC. The Contractor is responsible for ensuring all employees possess all required licenses for operating all equipment used in the execution of this contract. The Contractor shall be responsible for coordinating with the COTR and providing all information required of him or his employees for performance of work. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner so as to be easily visible and readable. 2.8. PHYSICAL SECURITY. The contractor is responsible for safeguarding all government documents as indicated in Section "Control of Security Waste". 2.9. CONTRACTOR VEHICLES. All Contractor vehicles utilized in this contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver's license and have a clean driving record. The Contractor or his/her employees while performing under this contract shall use no personal vehicles. All contractor vehicles and collection bins will be clearly identified with the company's name. 2.10. Locked Document Recycling Containers. The Contractor will provide keys for the locked paper containers to the facility. The facility will utilize a key control program to maintain document security. The contractor will change all locks on all containers should the security system (key control system) be breached by other than VA personnel. (a) The Contractor shall deliver the required number of locked security Document Destruction/Sedding containers with key-locking lids to the VA Iron Mountain Medical Center, 325 East H STREET, Iron Mountain, MI 49801and all CBOC locations on the effective date of the contract award. (b) The containers shall be kept locked at all times. The contractor shall provide the COTR with a key for the locks on the containers. The Contractor is responsible for maintaining all bulk containers in clean and odor-free safe condition. 2.11. DOCUMENT CENTRALIZED PICK-UP LOCATIONS SECURITY. All security of Document Destruction/Sedding Services shall be removed from VA Tomah premises and transported to appropriate location to be sedded, and recycled. Before sedding the security waste material must be maintained in a secured container in a secured holding area, which will prevent any disclosure or unauthorized access. 2.12. SERVICES NOT COVERED. Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer to be within the overall scope of the contract, work shall be added by a modification to the contract. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement 2.13. PAYMENT: Invoices will be paid 30 days in arrears upon completion of monthly services. Invoices MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No. and detailed description of services provided. Invoices are to be sent directly to the address indicated on the "CONTRACT ADMINISTRATION DATA - GOVERNMENT INVOICE ADDRESS" section of this Agreement. 2.14. AVAILABILITY OF FUNDS DURING A CONTINUING RESOLUTION. At the beginning of each new fiscal year (October 1st) the federal government or parts thereof may be operating under a Continuing Resolution and only be funded for a limited period of time rather than for the entire fiscal year. If, at any time, funds for this contract are provided under a Continuing Resolution (CR), funds will only be available for performance under this contract up to and including the expiration date of the CR, and any extension thereof. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond the expiration date of the CR, and any extension thereof, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability. 2.15. DESIGNATION OF CONTRACT REPRESENTATIVE. Deborah Danielson at 906-774-3300 EXT. # 32054 is the designated COTR. The VA representative(s) of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. 2.16. Contractor Reporting Person. " Contractor -- Provide telephone number(s) to call for your Service Department: 906-774-3300 " Provide name(s) of authorized contact person(s): Deb Danielson 2.17. PROTECTION OF GOVERNMENT PROPETY. During work execution, the Contractor shall take special care to protect Government property including furniture, walls, baseboards, and other surfaces. Accidental splashes shall be removed immediately. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements. 2.18. DAMAGE: Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COTR immediately for appropriate action. Any damage caused by the Contractor will be repaired and or replaced to the satisfaction of the VA at the Contractor's expense. 2.19. PRE-WORK ORIENTATION. The Contractor shall be responsible to ensure Contractors' and Sub-contractors' employees providing work on this contract are: fully trained, completely competent, and approved by the VA to perform the required work as described above. 2.20. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS. The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COTR. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
VA69D16Q0697 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 12
4/7/16, 2:42 PM