36C10E19Q0003-002.docx

Appendix B. Certification of Destruction: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA hard drives has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records.

Certification will include the completion of VA Form 0751 (INFORMATION TECHNOLOGY EQUIPMENT SANITIZATION CERTIFICATE).

5.1 BACKGROUND CHECKS: Background checks will be processed through VA Security and Investigation Center Resource Site (SIC).Instructions and forms will be provided only to the contractor receiving award, and must be completed before start of performance of contract of contract. Training per 6500 HB will be provided through the program office point of contact. Background investigation type will be “NACI” and forms that will be provided to selectee will be pre-populated in certain areas.

5.2 SECURITY REQUIREMENTS

5.3 Government Responsibilities:

5.3.1 Contractor personnel involved in the actual handling and shredding of documents shall wear a contractor-provided, clearly readable identification badge that at a minimum state, the name of the employee and the company. Contractor personnel's clothes are to be clean and maintained in good repair.

5.3.2 If performing on site shredding, contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning at any facility, including utility services, fire protection systems, passage of facility visitors, personnel, equipment and carts.

5.3.3 Contractor shall coordinate schedule of days and times of anticipated performance with the station point of contact. Changes to the schedule shall be approved in advance of the contractor visiting the facility. Send a copy of the agreed schedule via email in pdf format to the Contracting Officer

5.3.4 The contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 4:30 p.m. Monday through Friday except Federal Holidays. For the first three months after contract implementation the Contractor shall monitor the usage on each container placed at the V A. Within 15 days after that period the Contractor shall provide a copy to the program office point of contact and cc the Contracting Officer a report detailing any suggestions regarding the placement, size or frequency of service

5.3.5 The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. The contractor shall provide the necessary recycling containers for use in Government-designated storage areas in sufficient quantities for the storage of the recyclable material accumulations prior to removal by the contractor. The station point of contact shall be responsible for approving container styles and container location/placement. At the time of each pick up, all paper must be removed. After materials are completely shredded, material shall be destroyed by recycling.

5.3.6 The contractor shall provide shredding services for destruction of media material such as floppy disks; tapes, micro-film; microfiche; microfilm; audio tapes; video tapes; cd's; DVD’s; Mylar; stored data; disks & diskettes, and other similar items. At times, destruction of U.S. flags shall be required. The Contractor shall establish a system for the destruction of the U. S. flag according the US Flags due respect with approval by program office.

5.3.7 The station points of contact, Records Management Officer (RMO) and if available the Contracting Officer (CO) shall conduct an initial orientation/site visit of their facility. This should be scheduled annually prior to end of each year. Records Management shall provide a summary less than half a page of site visit, with cc to the Contracting via email.