36C10D24Q0072 0005.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

VA

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006 To all Offerors/Bidders

36C10D24Q0072 03-05-2024

X X X

N/A

1. Amendment 0005 is written to revise Section B.2 - SOW and Section E.7 Evaluation Criteria.

2. No other changes to the solicitation.

KIMBERLY M. TOMASI

Contracting Officer

VA-VBA-2020-E4F22765

STATEMENT OF WORK (SOW)

Confidential On-Site Document Shredding Service

09/21/2023 – REVISED 3/27/2024

1. Contract Title Confidential On-Site Document Shredding Service

2. Background - The US Department of Veterans Affairs (VA) Seattle Regional Office is requesting On-Site Document Shredding Service at the Jackson Federal Building office in downtown Seattle, WA and the Seatac Administrative Office in Seatac, on a monthly basis.

3. Type of contract – Firm Fixed Price

4. Scope

A. Summary: US Department of Veterans Affairs (VA) Seattle Regional Office requires services to shred and dispose of all sensitive paper materials and media destruction. The contractor is responsible for providing all personnel, equipment, tools, materials, vehicles and other items and services necessary to perform shredding services at the Seattle Regional Office to include the Seatac Administrative Office in Seatac, WA. Confidential materials shall be handled according to applicable local, state, and federal regulations. The contractor shall be a full-service shredding contractor who can demonstrate expertise and qualifications in confidential document destruction management.

a. The contractor shall provide all labor and equipment required to properly shred materials and shall also be responsible for disposing of all shredded materials in the approximate volume of 11 bins per month. Labor includes moving all bins filled with shred materials from the secured office to the mobile shred vehicle then back to the secured office. The Seattle Regional Office currently owns bins with wheels that are capable of holding an average of 220 lbs. (64-gallon bins). The bins include locking mechanisms and locks that are maintained by the Seattle Regional Office Records Management Officer. All shredding shall take place at Government facilities or grounds and shall be witnessed by a VA employee authorized to witness destruction of sensitive VA material. The contractor shall shred materials in accordance with the regulations referenced in Section F at the facilities listed in Section G and in accordance with the schedule provided in Section G. All additional service requests shall be accomplished within 48 hours after the contractor is notified by the Seattle Regional Office.

b. Media Destruction includes floppies, tapes, DVD’s, CD’s, VHS, VIC cards, Printer ribbons, memory cards, super disks, 35mm film and x-rays.

B. Location of Services:

a. The Jackson Federal Building office will have approximately 9 – 64-gallon bins and the Seatac Office will have approximately 2 -64-gallon bins per month of paper and media to be shredded.

C. Coordination

a. Services shall be provided to the Jackson Federal Building office the second Tuesday of the month between the hours of 8:00 a.m. and 3:30 p.m. and at the Seatac Administrative Office on the second Wednesday of the month between the hours of 8:00 am and 3:30 pm. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday and shall inform the Seattle Regional Office point-of-contact of the revised shredding day.

b. The contractor shall coordinate all appointments with the Seattle Regional Office. 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.

c. The contractor must accept and track all requests for document destruction services for all scheduled appointments.

D. Performance Outcomes – Objectives

a. The contractor is required to wet pulp, macerate, chop, shred, 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 employee. 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 shredding service visit.

b. At the end of each calendar month, the contractor shall provide the Seattle VA with an invoice detailing the number of bins that were collected, price per bin, date(s) the shredding services was performed, and total value. The contractor shall provide an invoice for the facility serviced.

E. INVOICING/BILLING REQUIREMENTS

a. The Contractor may not bill for services provided pursuant to this contract from unauthorized purchasers. Each invoice shall be submitted for payment no later than ninety days from date of service provided. All billing documents shall be maintained in an accurate, legible, and complete manner. Each invoice shall be in accordance with the stipulations outlined in the Payment Requirements section of this document and will: For all appointments being billed on an invoice, all reimbursable services and expenditures for the invoiced appointments must be submitted with the required documentation at the same time.

b. PAYMENT TIME FRAME (NET THIRTY DAYS)

i. 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.

c. ADJUSTMENTS

i. Incomplete and/or inaccurate invoices will be returned to the contractor for correction. The payment within thirty days requirement will not be in affect 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.

d. PAYMENT DISPUTE RESOLUTION

i. Disputes related to payments made by VA or an authorized requester for services provided under this contract shall be resolved at the local level (i.e. between the authorized requester and the contractor). Action pursuant to this clause by either party shall not be construed as a waiver of any legal avenue of recourse available through this contract.

e. OVERPAYMENT

i. Issues related to VA or requester overpayment to the contractor shall be in accordance with the Terms &Conditions of the VA Purchased Services contract.

F. CONSTRAINTS

a. Contractor shall be capable of shredding approximately 11 bins/month of material at the Place of Performance in Seattle, WA and the Place of Performance in SeaTac, WA. (Note that the estimate is a sum of the estimated volume for both sites: 9 bins/month in Seattle and 2 bins/month in SeaTac. Estimates to not represent minimums and the actual volume is not guaranteed)

b. Contractor owned and operated equipment shall be capable of cross cutting shred articles to NAID Certification requirement dimensions of maximum width of ¾ inch and maximum length of 2 ½ inches and are not re-constructable.

c. The task of document destruction shall be conducted from start to finish on-site at the Seattle Regional Office location(s) and witnessed by a Government employee.

d. Subject to criminal prosecution, contractor personnel shall comply with all manner of confidentiality when engaging in the destruction of any and all Seattle Regional Office records.

e. Contractor employees shall be preauthorized to witness destruction of the record, i.e., not have criminal convictions.

f. Any contractor personnel found to be reading any of the Seattle Regional Office 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.

g. Contractor shall allow for on-site vehicle inspection of shredded items for compliance of VA Policy. A Federal employee must witness the destruction of documents and media.

h. Contractor shall allow for the inspection of the contractor warehouse at least annually if requested.

i. Contractor is responsible for safeguarding documents until final destruction and shall provide safeguard addendums to the service contract as required by Directive 6371.

j. All Contractor vehicles utilized in the performance of this contract shall maintain insurance (mandatory minimum coverage required by the respective state) and shall maintain current state inspection and vehicle registration.

The Contractor, or Contractor employees, while performing under this contract, shall not use personal vehicles to transport containers to and from the Government and Contractor’s site.

k. The contractor shall adhere to the Seattle Regional Office policies applicable to all record destruction as outlined in VA Handbook 6300, Records and Information Management, VA Directive 6371, Destruction of Temporary Paper Records, and VA Handbook 6500.6, Contract Security. 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.

l. The contractor shall provide a contingency plan for instances where equipment malfunction occurs during the shredding process.

G. PLACE OF PERFORMANCE / HOURS OF OPERATION

a. The Seattle Regional Office 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: Seattle Regional Office 915 Second Ave Seattle, WA 98174 (Tuesday on-site destruction - On the 2nd Tuesday of each month) SeaTac Out-based Office 17930 International Blvd SeaTac, WA 98188 (Wednesday on-site destruction -On the 2nd Wednesday of each month) Unless directed by the Contracting Officer (CO), work at the site(s) shall not take place on Federal holidays or weekends.

5. Technical Attachments

b. VA Handbook 6300, Records and Information Management

c. VA Handbook 6500.6

d. VA Handbook 6500 Appendix G

e. Media and Data Protection VA Directive 6371

E.7 FAR 52.212-2, Evaluation – Commercial Items (NOV 2021), applies to this solicitation.

BASIS FOR AWARD: Following receipt of quotes, the government will perform an evaluation using a comparative analysis of the quotes, in an impartial manner. The government intends to compare what has been quoted to one another to select the quote that is best suited to fulfill the requirement. The evaluation factors outlined in this request for quote will determine suitability. Technical, and past performance when combined are equal to price. The Government will award a contract resulting from this solicitation to the responsive, responsible Vendor in accordance with FAR 9.104-1 and whose quote conforms to the solicitation, and provides the best value to the Government, price and other non-price factors considered. Since award may be made to the Vendor with other than the lowest price, price is not necessarily the determining factor.

The following factors shall be used to evaluate quotes:

a. PRICE- The Vendor is required to quote a fully burdened fixed price for the CLIN structure as shown in the Price/Cost Schedule. Insert the quoted unit and extended prices in Contract Line-Item Number (CLIN) 0001 through 4001. All unit prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458. The Government shall evaluate price to determine whether it is or not considered fair and reasonable in accordance with FAR Part 13.106-3.

As outlined in VAAR 852.215-70 - SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019), extra credit will be given to properly registered SDVOSB/VOSB’s.

· A qualifying SDVOSB’s Evaluated Price will be set at 10% less than their quoted price.

· A qualifying VOSB’s Evaluated Price will be set at 5% less than their quoted price.

· All other Technically Acceptable Quotes will have Evaluated Prices equal to their quoted price.

b. Technical Capability - Offeror shall include in their quote the following information to demonstrate technical capability:

· The Contractor owned and operated equipment shall be capable of cross cutting shred articles to NAID Certification requirement dimensions of maximum width of ¾ inch and maximum length of 2 ½ inches and are not re-constructable. (Contractors are invited to propose equipment that will crosscut the materials and achieve smaller cut specifications)

c. PAST PERFORMANCE- Identify any federal, state, and local government contracts as well as any private/commercial contracts of similar scope, size, complexity that are ongoing or were completed with the past two years. Include the following information for each contract:

· Company Name and address

· Types of services performed

· Name, telephone number or e-mail address of responsible individuals who have firsthand knowledge of performance relative to the same type of services

· Dates of contract performance

· Total contract value

Past performance information is one indicator of an offeror’s ability to perform the contract successfully. Current and relevant information, source of information, context of data, and general trends in Contractor’s performance shall be considered as it pertains to the performance of work described in this solicitation. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. The Government shall consider this information as well as information obtained from any other sources when evaluating the offeror’s past performance.

The Government reserves the right to obtain past performance data from other sources than those identified by the Vendor in evaluating past performance. In the case of a Vendor without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Vendor may not be evaluated favorably or unfavorably on past performance. Therefore, the Vendor shall be determined to have unknown past performance. In the context of confidence, the Vendor will be evaluated as “Unknown Confidence” and shall be considered “neutral”.

SHREDDING SERVICES