36C24118Q0118-000.docx

FedBizOpps Combined Synopsis/Solicitation Notice

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* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 R TOGUS Shredding Services Open to SBs 2/1/18 - 1/31/19 Plus 4 Options 01053-9764 36C24118Q0118 01-08-2018 N 561990 Department of Veterans Affairs

VA CENTRAL WESTERN MASSACHUSETTS HCS

Acquisitions-90 421 North Main Street Leeds MA 01053-9764 Johanne Menard Contracting Officer 413-584-4040 Ten separate locations in Maine.

See Attachment.

Johanne.Menard@va.gov johanne.menard@va.gov Performance Work Statement (PWS) VA Maine Healthcare System - Shredding Services

I. Introduction

This contract will provide for the secure collection and onsite shredding of confidential information generated from the regular clinical, administrative and business processes of the Maine VA Healthcare system. These facilities are located throughout the State of Maine (as detailed below) and include the VA Maine Healthcare System (VAMHS), Augusta, ME as well as multiple Community Based Outreach Clinics (CBOCs) served throughout the Maine VA System.

II. Locations Required

1. Main Campus - VA Maine Healthcare System, 1 VA Center, Augusta, ME 04330 VA personnel will collect up all paper to be shredded from across the hospital. After collection by VA personnel, the on-site shredding services will be conducted at building 204 Loading Dock . It is estimated that shredding services should not exceed one (1) hour.

2. Community Based Outpatient Clinics (CBOC):

· Bangor CBOC (Weekly Pickup) 35 State Hospital Drive, Bangor, Maine 04401

· Calais (Monthly Pickup) 50 Union St. Calais, Maine

· Caribou CBOC (Monthly Pickup) 163 Van Buren Drive, Ste 6, Caribou, Maine, 04736

· Lewiston CBOC (Bi-Monthly Pickup) 15 Challenger Drive, Lewiston, Maine

· Lincoln CBOC (Monthly Pickup) 99 River Rd., Lincoln, Maine 04457

· Portland CBOC (Bi-Monthly Pickup) 144 Fore St., Portland, Maine 04402

· Rumford CBOC (Monthly Pickup): 431 Franklin St., Rumford, Maine

· Saco CBOC (Bi-Monthly Pickup): 655 main St., Saco, Maine

III. Period of Performance

Base February 1st, 2018 to January 31st 2019 Option Year 1: February 1st, 2019 to January 31st 2020 Option Year 2: February 1st, 2020 to January 31st 2021 Option Year 3: February 1st, 2021 to January 31st 2022 Option Year 4: February 1st, 2022 to January 31st 2023

IV. General Background Information

It is the policy of the VA through VA Directive 6371 that all paper records under the jurisdiction of the VA will be handled by the most secure, economical and effective means in accordance with legal requirements. PII is the most sensitive form of information handled at the VA and, therefore, requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in actual or potential identity theft and cause personal hardship to the subject individuals. It is imperative that the appropriate means of destruction be used for all VA temporary paper records.

With the implementation of new and enhanced regulatory criteria and the need for a systematic secured and trackable process, a comprehensive solution is sought by VA Maine Healthcare System to ensure compliance with all Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulations and VA Directive 6371. This process shall include but not be limited to being HIPAA compliant and defined and trackable from each point in the process.

V. Scope

1. Contractor will be required to provide a complete written process flow and identify the specific methods and processes used to insure compliance with the Privacy Act of 1974 and HIPAA, JACHO and all privacy standards and regulations including but not limited to:

· Federal Records Act, 44 U.S.C. Chapter 31

· VA Directive 6500, Information Security Program

· 36 C.F.R. 1228.58 Destruction of Temporary Records

2. Contractor will be required to provide a written policy regarding how they will ensure that their personnel will be scrutinized in the hiring, training, monitoring of compliance to ensure minimal risk due to human error.

3. Contractor shall provide a written pick-up schedule to the Contracting Officer’s Point of Contact (POC) which will be followed to ensure adequate coverage for all locations. All CBOC’s require a monthly pickup (at least) per section II of this PWS.

4. Contractor will be required to provide lockable containers at each CBOC and at the pickup locations on the main VAMHS campus. Containers must be in compliance with JACHO and HIPAA standards at the point of collection, as well as the centralized collection location, at each site. Collection containers distributed throughout the VAMHS facilities must be secured in a manner that prohibits unauthorized individuals from accessing paper records identified for destruction that have been deposited into them. These containers must provide reasonable physical safeguards which may include, among other measures, locks or placement in secure areas.

5. Contractor personnel will pick up materials from the secure point-of-collection containers.

6. Contractor will be required to provide shredding services on-site so that no confidential materials are removed from the premises before shredding is completed.

7. Contractor will be required to provide documentation of the pick – up at each collection point and the total weight of all materials shredded in a monthly report.

8. Contractor shall be bonded, insured, NAID certified for paper/printed media destruction and can provide reasonable physical safeguards for the data throughout the destruction process.

9. Contractor must enter into a fully actuated Business Associate Agreement (BAA) as attached.

VI. Applicable Directives

Regulations: Contractor will comply with and ensure the process outlined and implemented is in compliance with the attached regulations, including any and all regulatory changes that may occur during the term of the contract:

· The Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy and Security Rules http://www.hhs.gov/ocr/privacy/hipaa/understanding/srsummary.html http://www.hhs.gov/ocr/privacy/hipaa/understanding/srsummary.html

· Joint Commission on Accreditation of Hospitals standards

VII. Federal Holidays

Hours are 0800-1630 Monday through Friday except Federal holidays. The holidays observed by the Federal Government are:

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

VIII. Contractor Requirements:

1. Provide a Process flow diagram that meets the regulations of HIPAA and JACHO.

2. Provide secure, lockable containers for the collection of confidential materials at all identified point-of-collection sites noted on the Campus layout diagrams attached at all locations in the Site list.

3. Provide necessary containers and equipment required to collect and transport materials in a safe and secure manner if needed to the on-site shredding location. Material must be kept confidential and secure throughout all phases of the collection and destruction processes as defined herein and in the regulation by inclusion by reference.

4. Provide all labor needed to collect, weigh and shred all materials on-site

a. Weekly at the VAMHS Campus

b. As specified at the Community Based Outreach Clinics.

5. Notify the POC of any delays in the pick-up, removal or disposal of recyclable materials in providing services under this contract.

6. Provide only bonded and insured individuals for the collection and destruction of the materials. Employees of contractor shall dress in marked uniforms with nametags for easy identification.

7. Provide necessary equipment needed to shred all collected materials according to HIPAA regulations and shall be cross-cut shredded.

8. Be able to shred all types and colors of paper as well as the staples and fasteners.

9. Use shredded paper for recycling purposes, but may not sell it as packing materials.

10. Not allow anyone access to the shredding container without permission from the POC or Contracting Officer.

11. When requested, allow the POC to witness the on-site collection and shredding process in whole or in part.

12. Ensure an acceptable alternative method of destruction for facility records are available when a contractor’s shredder is temporarily not operational.

13. Provide a Certificate of Destruction at the time of service in order to document the destruction of the materials. The Certificate of Destruction shall be a written record of the destruction of records by the contractor attesting to the completion of the destruction process AFTER the destruction of VA records has taken place. This certification is not considered valid if submitted prior to the actual destruction of the records.

14. Contractor shall conduct an annual audit (not later than the anniversary date of the signing of the subject contract) of their written process and provide a written report to the VA. VA may, at their discretion, request additional remedial measures and/or may conduct their own oversight audit of the process in addition, with which Contractor will cooperate.

IX. Documentation Required:

Documentation shall be submitted by the Contractor to the Government Point of Contact, Kathleen Gagnon-Rood, Administrative Officer, Facilities Management/Environmental Services, which shall consist of the following:

1. A monthly printout which shall include location and quantify of shredding provided

2. Dollar amount paid by the VA for said shredding services

3. Copies of all Certificates of Destruction maintained in accordance with applicable VA Records Control Schedules.

4. Documentation of any and all exceptions and/or incidents which may have occurred including response to those exceptions and/or incidents by Contractor.

X. Vehicle(s):

The shredding vehicle(s) used in the performance of this contract will be licensed, registered and insured. The VA reserves the right to inspect the Contractor’s equipment and vehicles.

XI. Contractor Qualifications:

Contractor shall be successfully established in the shredding business, be financially responsible, and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Contractor shall meet all requirements of Federal, State and/or City code(s) regarding operations of this type of service and provide proof to the Contracting Officer that his/her business is licensed.

See attached document: C40 - Station Breakdown - VA Maine 12-21-18.