Sredding - Base + 4 | NWK | 309
Added: Aug 15, 2017 3:05 pm COMBINED SYNOPSIS SOLICITATION ON-SITE CONFIDENTIAL SHREDDING SERVICE This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The solicitation number is VA101V-17-Q-0378. This acquisition is issued as a Request for Quote (RFQ). The solicitation incorporates provisions and clauses in effect tough Federal Acquisition Circular 2005-94, 2005-95, effective January 19, 2017. This procurement is being issued as SDVOSB/VOSB set-aside using Cascading Order of Precedence Procedures . Reference the below listed Evaluation Addendum detailed in paragraph X, for complete guidance on order of preference. The applicable NAICS Code for this solicitation is 561990 with a Small Business standard of $11 million dollars. The North Atlantic District Contracting Office requests responses from qualified sources capable of providing the following services: Item Information Contract Period: Base Period 9/15/2017 tough 9/30/2017 (PARTIAL MONTH IN FY17) Secure Confidential Sedding Services - Newark VA Regional Office Item # Price per Quantity Frequency Price per Month Yearly Total (one month) 0001 95-96 Gal. container with wheels 2 EA Monthly 65 Gal. container with wheels 7 EA Monthly Contract Period: Option Year 1 10/01/2017 tough 9/30/2018 Secure Confidential Sedding Services - Newark VA Regional Office Item # Price per Quantity Frequency Price per Month Yearly Total (one month) 1001 95-96 Gal. container with wheels 2 EA Monthly 65 Gal. container with wheels 7 EA Monthly Contract Period: Option Year 2 10/01/2018 tough 9/30/2019 Secure Confidential Sedding Services - Newark VA Regional Office Item # Price per Quantity Frequency Price per Month Yearly Total (one month) 2001 95-96 Gal. container with wheels 2 EA Monthly 65 Gal. container with wheels 7 EA Monthly Contract Period: Option Year 3 10/01/2019 tough 9/30/2020 Secure Confidential Sedding Services - Newark VA Regional Office Item # Price per Quantity Frequency Price per Month Yearly Total (one month) 3001 95-96 Gal. container with wheels 2 EA Monthly 65 Gal. container with wheels 7 EA Monthly Contract Period: Option Year 4 10/01/2020 tough 9/30/2021 Secure Confidential Sedding Services - Newark VA Regional Office Item # Price per Quantity Frequency Price per Month Yearly Total (one month) 4001 95-96 Gal. container with wheels 2 EA Monthly 65 Gal. container with wheels 7 EA Monthly Grand Total Base and All Option Years Base Period Total 9/15/2017 tough 9/30/2017 Option Year 1 Total 10/01/2017 tough 9/30/2018 Option Year 2 Total 10/01/2018 tough 9/30/2019 Option Year 3 Total 10/01/2019 tough 9/30/2020 Option Year 4 Total 10/01/2020 tough 9/30/2021 DELIVERY SCHEDULE Item Number Quantity Delivery Date 0001 2 Monthly BASE PERIOD OF PERFORMANCE 7 Monthly BASE PERIOD OF PERFORMANCE 1001 2 Monthly OPTION YEAR 1 7 Monthly OPTION YEAR 1 2001 2 Monthly OPTION YEAR 2 7 Monthly OPTION YEAR 2 3001 2 Monthly OPTION YEAR 3 7 Monthly OPTION YEAR 3 4001 2 Monthly OPTION YEAR 4 7 Monthly OPTION YEAR 4 Contractor shall furnish all management, supervision, labor, uniforms, confidential information consoles, tools, material and equipment for document destruction services located at the Newark VA Regional Office, 20 Washington Place, Newark, New Jersey; per the Statement of Work (SOW), for the period of one (1) base period and four (4) one-year option periods, which shall be exercised at the Government s discretion. Contractor shall perform these commercial services IAW with all federal, state, county, local, and VA requirements. Delivery / Performance Period: _Base Period (partial month) + 4 Option Years Delivery to: Department of Veterans Affairs / VBA Newark VA Regional Office 20 Washington Place Newark, NJ 07102 Company Name: Company DUNS Number: Company Tax ID Number: Point of contact: Telephone: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2016), applies to this solicitation. The following provisions are added as addenda: 52.203-98 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02)(FEB 2015) 52.252-5 Authorized Deviations in Provisions (APR 1984) 852.252-70 Solicitation provisions or clauses incorporated by reference (JAN 2008) 52.252-1 Solicitation Provisions Incorporated By Reference (FEB 1998). The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at: http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) FAR 52.212-2, Evaluation -- Commercial Items (OCT 2014), applies to this solicitation. Technical acceptability to meet the Government s requirement per the Statement of Work (SOW), Past-performance and price. Technical and past performance; when combined, are less important than price. Basis for Award: Award decision will be based on the lowest evaluated price from the responsible offeror whose quote was responsive and found to be satisfactory. The Government intends to make Award on an all or none basis to the offeror presenting the Best Value. All offerors shall have an active System for Award Management (SAM) Registration and be registered in the Center for Verification and Evaluation (CVE) to verify Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs). SDVOSBs and VOSBs who want to participate in the VA s Veterans First Contracting Program must be verified by CVE in order to be eligible for VA contract set-asides. DUNS numbers shall NOT be in the Excluded Parties List System (EPLS), and are NOT listed on the List of Parties Excluded from Federal Procurement or otherwise ineligible to receive an award. 1) The Government will determine an Offeror s responsibility IAW FAR 9.104-1. In doing so, the Offeror is requested to provide their technical approach, and record of past performance. a) The technical approach will provide the Offeror the ability to showcase how they intend to provide on-site confidential sed services of confidential information records, documents and other non-paper materials in accordance with all appendix clauses. The Contractor shall provide on-site sedding services of paper documents. Papers should be crosscut, and all sedding must be done on-site. The contractor shall provide for Monthly On-Site Sedding Service: two (2) 95-96-gallon containers and seven (7) 64 gallon containers (nine containers per month). When needed the contractor will also provide unscheduled services that may arise from time to time when VA purge records. Project Approach Ratings Satisfactory/Unsatisfactory Ratings Rating Description Satisfactory Offerors proposal reflects a full grasp of the requirement and clearly demonstrates the ability to meet the minimum requirements of the solicitation. Unsatisfactory Proposal does not clearly meet the minimum requirements of the solicitation. b) Past performance will be based on one or more of the following: (i) The contracting officer s knowledge of and previous experience with the supply or service being acquired; (ii) Customer surveys, and past performance questionnaire replies; (iii) The Government wide Past Performance Information Retrieval System (PPIRS) at www.ppirs.gov; or (iv) Any other reasonable basis. c) Price- Evaluated to determine that the proposed price is fair and reasonable. (i) Price Fair and Reasonable will be based in accordance with FAR Subpart 13.106-3(a). As part of Price Evaluation: the Government will evaluate its option to extend services (see FAR 52.217-8) by adding six (6) months to the offeror s total price. Offeror is required only to price the base, and four 1-year option periods. Offeror shall not submit a price for the potential six (6) month extension of services period. The Government may choose to exercise the Extension of Services at the end of the option period, utilizing the same rates as the last six months of the last option period. (ii) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the base period of performance. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced (i.e. the base period pricing is significantly higher than the option period pricing or an option period pricing is significantly greater than the base period pricing). Evaluation of options shall not obligate the Government to exercise the options. (iii) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Addendum to 52.212-2 Evaluation Commercial Items Method of Award Cascade Order of Precedence Procedure - As follows: Prospective SDVOSB/VOSB offerors must be a verified SDVOSB/VOSB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages at the date and time set for receipt of offers. Any award(s) resulting from this solicitation will be made using the following cascading order of precedence. Offers shall clearly record their business size and all business preference categories (i.e. SDVOSB, VOSB, HubZone, WOSB, Large Business, etc.) on the cover page of the offer. As a minimum, this cover page shall also include the following: Business name, Address, DUNS Number, Name, phone number, and email address for the Primary Point of Contact, Tax Identification Number, and your GSA contract number if applicable to this service. This cover page is a mandatory element of your offer as the offers will only be reviewed in accordance with the below criteria: In accordance with FAR Subpart 19.14 and PL 109-461, award under this solicitation will be made on a competitive basis first to an eligible Service Disabled Veteran Owned small business (SDVOSB) concern (FAR 52.219-1, Small Business Program Representations for small business size definition) who submits a responsive offer, provided that there is adequate competition among such firms. If there is inadequate competition for award to a SDVOSB concern, award will be made competitively to an eligible Veteran Owned Small Business (VOSB) concern. If there is inadequate competition for award to a VOSB concern, award will be made competitively to a certified HUBZone small business concern. If there is inadequate competition for award to a HUBZone concern, award will be made competitively to a Women-Owned small business concern. If there is inadequate competition for award to a Women-owned concern, award will be made competitively to a small business concern IAW FAR 19.5. If there is inadequate competition for award to a small business concern, award will be made on the basis of full and open competition considering all responsive offers submitted by responsible business concerns. Adequate competition shall be deemed to exist if At least two competitive offers are received from qualified, responsible business concerns at the tier under consideration; and Award will be made at fair market prices as determined in accordance with FAR 19.202-6. When there is inadequate competition at any tier, an otherwise competitive offer from a responsible business concern at that tier will be considered with the eligible offers for the next lower tier. For example, only one competitive offer is received from a SDVOSB business. That offer will be included with the offer(s) received from all VOSB businesses. If there is still inadequate competition, the offer from the SDVOSB business will then be included with SB offer(s) received; finally, if there is inadequate competition at the SB tier, the SDVOSB offer will be included with all responsive offers. Award will be made to the offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Pricing will be firm fixed price for each line item identified. End of Addenda to FAR 52.212-2 FAR 52.212-3, Offeror Representations and Certifications Commercial Items (JUL 2016) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the System for Award Management (SAM) Web site accessed tough http://www.sam.gov/portal. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____NONE . FAR 52.212-4, Contract Terms and Conditions Commercial Items (May 2015) applies to this solicitation. The following clauses are added as addenda: 52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984) 52.233-1 Disputes (MAY 2014) 52.252-6 Authorized Deviations in Clauses (APR 1984) 852.203-70 Commercial Advertising (JAN 2008) 852.219-10 VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2016) 001 AL-11-15-A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011) 852.232-72 Electronic Submission of Payment Requests (NOV 2012) 852.237-70 Contractor Responsibilities (APR 1984) 52.252-2 Clauses Incorporated by Reference (FEB 1998). The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at: http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.204-18 Commercial and Government Entity Code Maintenance (JULY 2015) 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.237-2 Protection of Government Buildings, Equipment and Vegetation (APR 1984) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (NOV 2016) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) (2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: Paragraph b clauses applicable: 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) 52.219-6 Notice of Total Small Business Set Aside (NOV 2011) 52.219-28 Post-Award Small Business Program Representation (JUL 2013) 52.222-3 Convict Labor (JUN 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (APR 2015) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-3 Buy American Free Trade Agreements Israeli Trade Act (MAY 2014) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-34 Payment by Electronic Funds Transfer Other Than System for Award Management (JUL 2013) (j) EFT information. The Contractor shall provide the following information to the designated office. The Contractor may supply this data for this or multiple contracts (see paragraph (b) of this clause). The Contractor shall designate a single financial agent per contract capable of receiving and processing the EFT information using the EFT methods described in paragraph (c) of this clause. (1) The contract number (or other procurement identification number). (2) The Contractor's name and remittance address, as stated in the contract(s). (3) The signature (manual or electronic, as appropriate), title, and telephone number of the Contractor official authorized to provide this information. (4) The name, address, and 9-digit Routing Transit Number of the Contractor's financial agent. (5) The Contractor's account number and the type of account (checking, saving, or lockbox). (6) If applicable, the Fedwire Transfer System telegraphic abbreviation of the Contractor's financial agent. (7) If applicable, the Contractor shall also provide the name, address, telegraphic abbreviation, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment if the Contractor's financial agent is not directly on-line to the Fedwire Transfer System; and, therefore, not the receiver of the wire transfer payment. 52.222-41 Service Contract Labor Standards (MAY 2014) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards -- Price Adjustment (Multiple Year and Option Contracts) (May 2014) 52.222-55 Minimum Wages Under Executive Order 13658 (Dec 2015) N/A The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition. The Government intends to award a firm fixed price contract resulting from this combined Synopsis/Solicitation. All offerors must be registered in the System for Award Management (SAM) prior to award (www.sam.gov). Quotes are being requested and a written solicitation will not be issued. Paper copies of this solicitation will not be issued and telephone requests or fax requests for the solicitation will not be accepted. Quotes must include company name, company DUNS number, company Tax ID number and point of contact information. Vendor questions must be submitted via email to courtney.middleton@va.gov no later than Friday, August 18, 2017. All responsible sources should submit quotes to Courtney Middleton via e mail: courtney.middleton@va.gov by Friday, August 25, 2017 @ 5:00PM, EST. For additional information, please contact the Contracting Officer, Courtney Middleton e-mail at courtney.middleton@va.gov. STATEMENT OF WORK CONFIDENTIAL ON-SITE SHREDDING SERVICES VA Regional Office Newark, NJ (VARO) Title: Secure On-Site Sedding Services PURPOSE The Department of Veterans Affairs, Newark Regional Office, Newark, NJ; intends to contract for the services of a Contractor to periodically sed VA records and other materials toughout the year on a scheduled monthly basis. BACKGROUND The RO provides a full complement of compensation benefits services to Veterans. Subsequently, creating sensitive documentation in the course of carrying out the mission and the documentation must be properly disposed of. SCOPE All material shall be sedded before leaving the grounds of the Regional Office. Containers shall be provided by the vendor and shall remain the property of the vendor. The final destruction process tough which temporary paper records are pulped, macerated, or sedded are to a degree that definitively ensures that they are not readable or reconstructable to any degree. Sed, not pulverize/disintegrate, all portable media such as CDs, DVDs, or other types of electronic tape media. The Contractor shall provide all labor and equipment required to properly sed materials and shall also be responsible for disposing of all sedded materials in the approximate volume of: 7 bins (64 gal, each with 4 wheels) per month and 2 (95-96 gal, each with 4 wheels). All bins should have a solid top with no openings (slots) on top that are lockable, and equipped with metal lift bars. The lock provided should be EITHER a combination lock that is changeable, or a key lock for each bin with one key for all locks and at least two sets of keys provided. The required sedding method is to have all sed double sedded on-site at the VA Regional Office at 20 Washington Place, Newark, New Jersey facility or grounds and shall be witnessed by the Records Management Officer (RMO). The Contractor shall sed materials in accordance with the regulations referenced in paragraph 5 at facility listed in paragraph 10. The contractor is required to make monthly pickups on the first Tuesday of every month unless a different pickup day is arranged and agreed upon by the RMO. The timeframe for sedding service provided shall be between the hours of 10am 1pm. Additional pickups may be scheduled by the RMO to meet mission demands as needed. The RMO will provide a 48 hour notification on those special occasions. The RMO needs to be notified in advance if the truck is out of service, or they cannot come for some other reason and the RMO will give the sed company the same notification if they are unavailable. A response time for service calls will be within 48 hours of notification. The Contractor shall provide on-site sedding services of paper documents and hard drives in accordance with all appendix clauses. The contractor shall provide for Monthly On-Site Sedding Service: seven (7) 64-gallon containers and two (2) 95-96 gallon containers (both with 4-wheels) monthly pick-up (nine containers per month). As needed, the contractor will also provide unscheduled services that may arise from time to time when VA is purging records. Contractor shall perform all services on-site at the following location: Department of Veterans Affairs Newark Regional Office 20 Washington Place, FL 4 Newark, New Jersey APPOINTMENTS: The Contractor shall coordinate all appointments with VA Records Management Officer (RMO) or contracted service provider requesting document destruction service. The Contractor shall understand and agree that the Contractor shall be under the direction of specific personnel of the requesting governmental entity regarding the completion of document destruction services. At the discretion of the requesting Governmental entity, driver assistance with destruction will be required. The Contractor shall accept and track all requests for document destruction services for all scheduled appointments. CANCELLATIONS: The Contractor must track and distinguish employee and contractor cancellations separately. Additionally, the contractor must track and distinguish cancellations made with more than forty-eight hours notice versus cancellations made with less than forty-eight hours notice. Authorized requesters reserve the right to cancel appointments with more than 2-business days/48 hours notice of the scheduled appointment time without penalty or charge. (For example: cancellation by Friday 8:00a.m. for an appointment on Tuesday at 8:00a.m.) REFERENCES a. VA Directive 6300 RECORDS AND INFORMATION MANAGEMENT, b. VA Handbook 6500 Incorporating Security and Privacy into the System Development Life Cycle (previously media & data protection), and c. VA HANDBOOK 6300.1 RECORDS MANAGEMENT PROCEDURES (disposal of non-record waste material) d. VA HANDBOOK 6371 (Certification of Destruction/Final Destruction) PERFORMANCE OUTCOMES DELIVERABLES/OBJECTIVES The Contractor is required to wet pulp, macerate, chop, sed, or otherwise definitively destroy the information contained in the records so that it is not readable or reconstructable. The destruction of the information must be witnessed by a VA Regional Office, Newark, New Jersey, Records Management Officer (RMO). The VA representative will certify the complete destruction of the records. A Certificate of Destruction shall be completed by the Contractor and provided to the witnessing Government representative at the conclusion of each sedding service visit. At the end of each calendar month, the Contractor shall provide the RO with an invoice detailing the number of bins that were collected, price per bin, date(s) the sedding services were performed, and total value. The Contractor shall provide an invoice for the facility serviced. TYPE OF CONTRACT: Firm Fixed Price. PERIOD OF PERFORMANCE Base contract (9/15/2017 tough 9/30/2017 plus four (4) Option Years (exercised at the Government s discretion). Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). HOLIDAYS and HOURS OF OPERATION Normal working hours are: 8:00am 4:30pm, Monday tough Friday, excluding Federal Holidays. The contractor shall coordinate services for alternate dates and times if the scheduled service cannot be met or falls on a holiday. Work at the government site shall not take place on Federal holidays or weekends. There is ten (10) Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4* Veterans Day November 11 Cistmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Day Fourth Thursday in November *Since pickup scheduled for first Tuesday of month, RMO will provide a 48 hour notification to schedule a different pickup day. PLACE OF PERFORMANCE The RO is located in a Federal Building that requires proper identification for all personnel entering the grounds/facilities. Services shall be performed at the following locations: Newark Regional Office (RO), loading dock. The contractor shall retrieve the records at the facility, which will be held at a holding area on the 4th floor of the Federal Building. BILLING / INVOICING Invoice(s) shall be emailed to: courtney.middleton@va.gov susan.rocco@va.gov The Contractor may not bill for services provided pursuant to this contract from unauthorized purchasers. The Contractor shall submit invoices monthly for actual services performed that month. All billing documents shall be maintained in an accurate, legible, and complete manner. Each invoice shall be in accordance to the stipulations outlined in the Payment Requirements section of this document and shall include: Contract Number Company Name and Address Invoice Date Invoice Number (Note: Each invoice must have a different Invoice Number) Reference applicable destruction ticket(s) Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the Invoice. Terms for any discount for prompt payment Name, title and phone number of company point of contact to notify in case of a defective invoice Weekly invoices of bins destroyed. Date and time service was provided. Total monthly charge PAYMENT TIME FRAME (NET THIRTY DAYS) VA or an authorized requester will make payment for authorized services provided under this contract within thirty days of receipt of a complete and accurate invoice. The contractor shall attach all appropriate billing backup documentation to the invoice. ADJUSTMENTS Incomplete and/or inaccurate invoices will be returned to the contractor for correction. The payment within thirty days requirement will not be in effect until VA or the authorized requester receives a corrected invoice. All adjustments to billed document destruction service amounts must be completed within ninety calendar days of the original date of billing by the contractor; or as extended by the requester. CONSTRAINTS Contractor must use only bonded and insured individuals for the collection and destruction of the materials. Employees should dress in marked uniforms and name tags. Provide necessary equipment needed to sed all collected materials according to HIPAA regulations. Contractor shall provide a printout each time services are performed which should include quantity of sedding and dollar amount to be paid by the VA for said sedding services. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. Vehicle used in the performance of this contract will be licensed, registered, and insured. Contractor shall be capable of sedding approximately 7 (64gal) bins and 2 (95-96 gal)/month of material at the VA Newark Regional Office location. Contractor owned and operated equipment shall be capable of cross cutting sed articles to the minimal specifications of 1 mm x 5 mm. If Contractor is not able to meet the 1 mm x 5 mm standard on the initial destruction, the Contractor shall comply with the interim destruction standards outlined in VA Directive 6371. To remain compliant with the VA standards, a final destruction must be accomplished in accordance with the directive. Pulping and burning are examples of approved final destruction methods. The task of document destruction shall be conducted from start to finish on-site at each location and witnessed by the Records Management Officer (RMO) employee. Subject to criminal prosecution, contractor personnel shall comply with all manner of confidentiality when engaging in the destruction of any and all RO records. Contractor employees shall be pre-authorized to witness destruction of the record, i.e., not have criminal convictions. Any Contractor personnel found to be reading any of the RO materials shall be promptly removed from the premises where the job is being performed and the person/s involved shall not be allowed to return for any future service requests. The Contractor shall adhere to the VA policies applicable to all record destruction as outlined in VA Handbook 6300, Records and Information Management, AAC Handbook 6300.9, Disposal of Non-record Waste Material, VA Directive 6371, and AAC Handbook 6500.05/1, Media and Data Protection. These guidelines are designed to protect sensitive and private information from being disclosed to unauthorized parties and adhere to the Privacy Act and the HIPPA Privacy Rules and regulations. Examples of sensitive information include: Individually identifiable medical, benefits, and personnel information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information. The Contractor shall provide a contingency plan for instances where equipment malfunction occurs during the sedding process. The Contractor shall maintain a current listing of employees. The list will include the employee s name, address, phone number, social security number, level of security and position. The list will be validated and signed by the company Facility Security Officer and provided to the Contracting Office and Contracting Officer s Representative (COR). An update listing will be provided when an employee s status or information changes. The Contractor has 24 hours to inform the Contracting office and COR that the employee does not work for them unless it is a pick up day and they have to inform the Contracting Office and COR immediately. Contractor and Staff shall comply with Homeland Security Presidential Directive-12 (HSPD-12), NIST 800-53, Office of Management and Budget (OMB) guidance M-05-24, as amended, and Federal Information Processing standards Publication (FIPS PUB) Number 201, as amended. Contractor and Staff will comply with the Privacy Act, Security and HIPPA. Contractor personal shall report to Contracting Office and the COR any information or circumstances of which they are aware may pose a teat to the security of the Department of Veterans Affairs personnel, contractor personnel, resources and classified and unclassified information. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor-owned or privately owned vehicle while on the RO property. If the Contracting Officer finds it in the best interest of the Government he/she may at any time during the performance of this contract may order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of on-site building rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor will bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government. In the event of an accident on the Department of Veterans Affairs property or involving Government personnel or property, the Contractor will submit a report immediately to the Contracting Officer and COR in a letter form that will include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involves; and (4) a narrative or description of the accident to include conological order of the accident and circumstances. The Contractor shall not hold any discussions or release any information relating to the contract to anyone not having a direct interest in performance of this contract, without written consent of the Contracting Officer or the COR. This restriction applies to all news releases of information to the public, industry or Government agencies. The Contractor shall not advertise information about projects preformed for this contact without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-web- pages, magazines, newspapers and similar promotions. SECURITY REQUIREMENTS All work is to be performed by competent personnel, experienced, and qualified to provide services. Contractors shall keep all VA records and related information strictly confidential. All Contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) tough the VA, the Contractor shall reimburse the VA within 30 days. The Contractor shall accept and track all requests for document destruction services for all scheduled appointments. SHREDDING ESTIMATES The Newark VA Regional Office guarantees: Eighty-four (84) 64-gallon bins and twenty-four (24) 95-96 gallon bins annually, (i.e. seven (7) 64 gallon and two (2) 95-96 gallon bins per month), at the Newark VARO location. (The actual total may be higher than the guaranteed number of bins.) GOVERNMENT RESPONSIBILITIES The following individuals will be the primary points of contact: Contract Administration: Name: Courtney Middleton, Contracting Officer Email: courtney middleton@va.gov Newark Regional Office Point Of Contact Name: Barbara Sapp, Chief, SSD Phone: (973) 297-3325 Email: barbara.sapp@va.gov Name: Susan Rocco Phone: (973) 297-3233 Email: susan.rocco@va.gov CONTRACTOR RULES OF BEHAVIOR MARCH 12, 2010 VA HANDBOOK 6500.6 This User Agreement contains rights and authorizations regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the Department of Veterans Affairs (VA). This User Agreement covers my access to all VA data whether electronic or hard copy ("Data"), VA information systems and resources ("Systems"), and VA sites ("Sites"). This User Agreement incorporates Rules of Behavior for using VA, and other information systems and resources under the contract. 1. GENERAL TERMS AND CONDITIONS FOR ALL ACTIONS AND ACTIVITIES UNDER THE CONTRACT: a. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems. b. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification. c. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel. d. I understand and accept that unauthorized attempts or acts to access, upload, change, or delete information on Federal Government systems; modify Federal government systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited. e. I understand that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. §1030 (fraud and related activity in connection with computers) and 18 U.S.C. §2701 (unlawful access to stored communications). f. I agree that OI&T staff, in the course of obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me. g. I understand I must comply with VA s security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer's Technical Representative (COTR). If the contractor believes the policies and guidance provided by the COTR is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution. h. I will report suspected or identified information security/privacy incidents to the COTR and to the local ISO or Privacy Officer as appropriate. 2. GENERAL RULES OF BEHAVIOR a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job. b. The following rules apply to all VA contractors. I agree to: (1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract. (2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions. (3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE. (4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract. (5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee. (6) Contractors use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply. (7) Grant access to systems and information only to those who have an official need to know. (8) Protect passwords from access by other individuals. (9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question. (10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. (11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders. (12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information tough the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs. (13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR. (14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR. (15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA. (16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR. (17) Understand that restoration of service of any VA system is a concern of all users of the system. (18) Complete required information security and privacy training, and complete required training for the particular systems to which I require access. 3. ADDITIONAL CONDITIONS FOR USE OF NON- VA INFORMATION TECHNOLOGY RESOURCES a. When required to complete work under the contract, I will directly connect to the VA network whenever possible. If a direct connection to the VA network is not possible, then I will use VA approved remote access software and services. b. Remote access to non-public VA information technology resources is prohibited from publicly-available IT computers, such as remotely connecting to the internal VA network from computers in a public library. c. I will not have both a VA network line and any kind of non-VA network line including a wireless network card, modem with phone line, or other network device physically connected to my computer at the same time, unless the dual connection is explicitly authorized by the COTR. d. I understand that I may not obviate or evade my responsibility to adhere to VA security requirements by subcontracting any work under any given contract or agreement with VA, and that any subcontractor(s) I engage shall likewise be bound by the same security requirements and penalties for violating the same. 4. STATEMENT ON LITIGATION This User Agreement does not and should not be relied upon to create any other right or benefit, substantive or procedural, enforceable by law, by a party to litigation with the United States Government. 5. ACKNOWLEDGEMENT AND ACCEPTANCE I acknowledge receipt of this User Agreement. I understand and accept all terms and conditions of this User Agreement, and I will comply with the terms and conditions of this agreement and any additional VA warning banners, directives, handbooks, notices, or directions regarding access to or use of information systems or information. The terms and conditions of this document do not supersede the terms and conditions of the signatory s employer and VA. Print or type your full name Signature Contractor s Company Name Position Title Office Phone
VA101V17Q0378 Department of Veterans Affairs Veterans Benefits Administration
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