36C24121Q0342 0002.docx

36C24121Q0342

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) Department of Veterans Affairs VAMC Togus 1 VA Center Augusta ME 04330 Department of Veterans Affairs VAMC Togus 1 VA Center Augusta ME 04330 To all Offerors/Bidders

36C24121Q0342 10-18-2021

X

The purpose of this amendment is to:

1.) extend the question response due date and time to 10 a.m. EST on 10/29/2021 2.) extend the final response due date and time to 10 a.m. EST 11/9/2021 3.) provide an updated PWS 4.) provide a preliminary response to vendor questions

Performance Work Statement Revision 1

SUMMARY

This contract is for on-site shredding and disposal of paper materials. This contract shall be effective from 01/01/2022 through 12/31/2022. This agreement may be extended for 4 option years at the option of the Government.

SCOPE OF WORK

The US Department of Veterans Affairs, VA Boston Healthcare System (VABHS) intends to use the services of a contractor to shred VABHS records and other materials throughout the year. Note: records may contain carbon, binders, folders and other non-paper materials.

a. The contractor shall provide all labor and equipment and shall be responsible for disposing of shredded materials. Shredding may be witnessed by a VABHS employee authorized to witness destruction of sensitive materials.

b. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal and state regulations with regards to destruction of classified medical documentation.

c. While on VABHS premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. VABHS will provide a contractor photo ID badge. All contractor vehicles and collection containers will be clearly identified with the company's name. Collection containers should not include contractor contact information.

d. The contractor will provide the services identified in this contract between the hours of 8:00 AM and 4:30 PM, Monday through Friday.

e. The contractor will provide a schedule for paper shredding for three (3) main campuses, five (5) Community Based Outpatient Clinics (CBOC's), and one (1) Vet center. Once the schedule has been established, all shredding will occur on the same day of the week. All locations do not have to be serviced on the same day of the week. 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 will inform the medical center of the revised shredding day.

f. The contractor will provide and maintain 313 locked collection bins for the VA Boston Healthcare System and its Community Based Outpatient Clinics (CBOC’s) and Vet’s centers. Containers shall have a slotted lid or front panel allowing for the discarding of documents. The size and design of the slot shall be designed to prevent unauthorized access to the contents of the container. Size of containers shall be approximately 36" height, 20" wide and 19.5" deep. The containers must be compatible with the facility's interior design scheme. For high volume areas, the contractor may use larger containers in accordance with NFPA regulations and with the approval of the COTR. The containers shall be located throughout each campus and in specific areas at the CBOC’s and Vet’s centers and will be provided by the contractor at no cost to the VABHS.

All containers shall utilize a keyed lock to limit access. All containers in the VABHS shall use the same key (keyed alike). The contractor will provide 10 master keys for each campus and two 4 master keys for each CBOC and Vet Center.

The contractor will provide the following to each campus 76 Jamaica Plain, 96 West Roxbury, 118 Brockton, 4 Causeway CBOC, 5 Lowell CBOC and 4 Lafayette Vet Center wheeled locking collection containers (approximately 90 gallon capacity) at each campus for VABHS personnel to use when emptying containers between contractor pick-ups and for storage of materials. The contractor will also provide console bags (same as in the collection bins) for 10 Jamaica Plan, 12 West Roxbury, 10 Brockton, 4 Causeway CBOC, 4 Lowell CBOC, 2 Framingham CBOC, 2 Quincy CBOC, 2 Brockton Vet Center and 2 Plymouth CBOC.

g. Service locations will be:

1. Brockton Campus (940 Belmont Street, Brockton, MA)

2. Jamaica Plain Campus (150 South Huntington Ave, Jamaica Plain, MA)

3. West Roxbury Campus (1400 VFW Parkway, West Roxbury, MA)

4. Causeway CBOC (251 Causeway Street, Boston, MA)

5. Framingham CBOC (61 Lincoln Street, Suite 112, Framingham, MA)

6. Lowell CBOC (130 Marshall Road, Lowell, MA)

7. Quincy CBOC (110 Squantum Street, Quincy, MA)

8. Plymouth CBOC (116 Long Pond Road, Suite 4, Plymouth, MA)

9. Brockton Vet's Center (1 Pearl Street, Brockton, MA)

10. VA Lafayette City Center ( 2 Avenue de Lafayette, Boston, MA)

h. The contractor will be responsible for ensuring that contractor employees coming to the work site will receive the information required above.

i. The contractor will be responsible for ensuring that contractor employees providing work on this contract are fully trained and completely competent to perform the required work.

j. The contractor will recycle all shredded materials. This may be through traditional recycling methods or used for fuel in electrical co-generation.

EQUIPMENT

The contractor shall provide mobile equipment to do all shredding on-site. Contractors can propose equipment that will crosscut the materials and provide smaller cuts. During operation of the vehicle, it will not be parked near any air supply vents that provide air to buildings on VABHS property. Contractor will provide locking containers to collect and transport shredding materials for destruction to mobile unit.

DESTRUCTION

Contractor shall shred documents in accordance with shredding specifications outlined in most recent VA Directive 6371 guidelines following INTERIM DESTRUCTION: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or re-constructible to any degree, but does ensure that they are not readable or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction

DELIVERABLE

Contractor will shred materials weekly at the main campuses (Brockton, Jamaica Plain and West Roxbury); every two weeks at the CBOC's; and monthly at the Vet's Centers. Additionally, the contractor will deliver to the COTR and Privacy Office at vhabhsprivacyofficers@va.gov, through electronic means, a monthly report identifying the following from the prior month: (1) the amount of funds paid to the contractor by VA Boston Healthcare System, (2) weight of waste removed from containers throughout VA Boston Healthcare System, and (3) percentage of the waste collected that was diverted to recycling. This report is due by the 7th of the following month and shall be broken down by site and shall include all sites in VABHS.

ADDITIONAL REQUIREMENTS

1. Certificate of Destruction – A “Certificate of Destruction" shall be provided after each job. The contractor shall complete the certificate after each service is completed and return it to the VA BHS representative.

2. Records Management Procedure -. The procedure reads "The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as PA or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose of restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction.

The contract of sale should state that the contractor employee is authorized to witness destruction of the record. Any contract or sale of VA records must prohibit their resale for use as records or documents." The VABHS shall notify the contractor when these procedures are applicable.

3. Confidentiality of Material Destruction – Contractor personnel shall comply with confidentiality in the destruction of all VABHS records. Any contractor personnel found to be reading any VABHS materials shall be promptly removed from the government premises. The person(s) involved shall not be allowed to return to the VABHS for any further service requests.

4. The procedures in VA Directive 6371 Destruction of Temporary Paper Records must be followed, specifically, the "shredder device must have a crosscutting capability which produces particles that are 1x5 millimeters in size."

5. The VABHS will provide a room at each location to be used by the contractor as a collection/ storage area for the paper/ shredding materials.

6. National Holidays – The eleven holidays observed by the Federal Government are:

· New Year’s Day

· Martin Luther King's Birthday

· Washington’s Birthday (President's Day)

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veteran's Day

· Thanksgiving Day

· Christmas Day

And any other holiday specifically declared by the President of the United States to be a national holiday. No service is required on a holiday.

7. HIPPA – The contractor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPPA) after award.

8. Restrictions – The VABHS is a government facility. Loading dock hours are limited so contact any of the authorized personnel below for availability. VA personnel authorized to place calls for services are listed below:

· Brockton Campus

· Bob Doherty, EMS Chief, 774-826-1140

· Jamaica Plain Campus

· Angelo Manoloules, EMS Asst. Chief, 857-364-5059

· West Roxbury Campus

· Christopher Dull, EMS Asst. Chief, 857-203-6377

· Causeway CBOC

· Sandra Bing, Supervisor, 617-248-1425 (2:30 – 11:00 PM)

· Framingham CBOC

· Linda Costello, RN, 508-628-0205

· Lowell CBOC

· Ed McCarthy, Supervisor, 978-671-9000 (2:30 – 11:00 PM)

· Quincy CBOC

· 617-376-2010

· Plymouth CBOC

· Bob Craig, RN 774-826-3732

· Brockton Vet’s Center

· Mervina Johnson 508-580-2730

9. Shredding services for the VABHS will require:

BROCKTON CAMPUS

940 BELMONT STREET

BROCKTON, MA

Bob Doherty

CHIEF, EMS

774-826-1140

JAMAICA PLAIN CAMPUS

150 SOUTH HUNTINGTON AVENUE

JAMAICA PLAIN, MA

ANGELO MANOLOULES

ASST. CHIEF, EMS

857-364-5059

1 2 Main Lab room B2-57 1 ACA 3 F3-30 Nurses Station 1 1 4 D and E Wing Intersection 1

WEST ROXBURY CAMPUS

1400 VFW PARKWAY

WEST ROXBURY, MA

Christopher Dull

ASST. CHIEF, EMS

857-203-6377

CAUSEWAY CBOC

251 CAUSEWAY STREET

BOSTON, MA

Sandra Bing

EMS SUPERVISOR

617-248-1425

* Must be done after 2:30 PM

FRAMINGHAM CBOC

61 LINCOLN STREET

FRAMINGHAM, MA

LINDA COSTELLO, RN

508-528-0205

LOWELL CBOC

130 MARSHALL ROAD

LOWELL, MA

ED MCCARTHY

EMS SUPERVISOR

978-571-8000

TOTAL BINS

* Must be done after 2:30 PM

QUINCY CBOC

110 SQUANTUM STREET

QUINCY, MA

617-376-2010

PLYMOUTH CBOC

116 LONG POND ROAD

PLYMOUTH, MA

BOB CRAIG

774-826-3732

BROCKTON VET’S CENTER

1 PEARL STREET

BROCKTON, MA

Mervina Johnson 508-580-2730

LAFAYETTE VET’S CENTER

2 AVENUE DE LAFAYETTE

BOSTON, MA

Preliminary Responses Vendor Questions In the doc, I am seeing two different numbers Under SOW letter F, “309 locked collection bins” Further down in F it brings up wheeled 90gal containers (unspecified amount).

Then under “deliverables” section 9, it says shredding service will require…and totals 313‐90 gal containers. I want to clarify exactly what is requested.

313-90 gallon containers Who is the Current Incumbent?

STERICYCLE, INC.

When does the current contract end?

12/31/2021 Are any Bridge Contracts in place that extend the current contract?

Yes, an extension is available from 1/1/2022 to 6/30/2022

Pg. 4 Scope of Work (e.) state 3 main campuses, 5 CBOC, and 1 Vet center. Pg. 5 Scope of Work (g.) state 10 servicing locations. Can you please clarify the number of locations being serviced?

There are 10 locations being serviced, Line items 0001-0010 provide locations and quantities needed for service. The locations and amounts repeat for the option years.

k. Service locations will be:

11. Brockton Campus (940 Belmont Street, Brockton, MA)

12. Jamaica Plain Campus (150 South Huntington Ave, Jamaica Plain, MA)

13. West Roxbury Campus (1400 VFW Parkway, West Roxbury, MA)

14. Causeway CBOC (251 Causeway Street, Boston, MA)

15. Framingham CBOC (61 Lincoln Street, Suite 112, Framingham, MA)

16. Lowell CBOC (130 Marshall Road, Lowell, MA)

17. Quincy CBOC (110 Squantum Street, Quincy, MA)

18. Plymouth CBOC (116 Long Pond Road, Suite 4, Plymouth, MA)

19. Brockton Vet's Center (1 Pearl Street, Brockton, MA)

20. VA Lafayette City Center ( 2 Avenue de Lafayette, Boston, MA)

Can you please clarify the number of containers required for this contract?

Listed on page 4, it states 309, pg. 5 lists 296 (90gal) wheeled containers, and pg.8 states 313 (90gal) Page 4 corrected to 313 Page 5 corrected to 313 Page 8 correct at 313 Pg. 6 Additional Requirements- Section 4 VA Directive 6371 The shredding conducted on site will meet the standard of “Interim Destruction” as described in VA Directive 6371. The procedures in VA Directive 6371 Destruction of Temporary Paper Records must be followed, specifically, the "shredder device must have a crosscutting capability which produces particles that are 1x5 millimeters in size."

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8310

Can a list of who will require a key be provided for chain of custody purposes? This will help minimize the potential for a breach.

A list of key holders will be provided to the contractor that gets the award

This states that there are limited dock hours, Will we need to call prior to each service in order to verify that we can provide service at that time? Can a schedule be created and given to provide consistency of service without the need to call?

Loading docks need to be secure. Those locations will need a call for access. Service has been provided without a set schedule for loading docks.

Will the government allow a full time employee to service the locations?

There are full time employees available at each location, shredding is not their only function. Once a contract is awarded contact information can be provided for those people.

If there are a change in the containers and locations will a new price cost sheet be provided to reflect the change?

All changes will be accomplished with a modification. Any price changes will be documented in the modification

Will each site be bring the documents to a loading dock, or will we have to walk throughout the building?

The contractor will have to walk through the building to retrieve bins. Buildings with loading docks will have bins there for pick up.

There is a reference for Consoles, Wheeled bins, and console bags, can you please clarify the type of containers needed at each location and how many of that type is needed?

The contractor will provide and maintain 313 locked collection bins for the VA Boston Healthcare System and its Community Based Outpatient Clinics (CBOC’s) and Vet’s centers. Containers shall have a slotted lid or front panel allowing for the discarding of documents. The size and design of the slot shall be designed to prevent unauthorized access to the contents of the container. Size of containers shall be approximately 36" height, 20" wide and 19.5" deep. The containers must be compatible with the facility's interior design scheme. For high volume areas, the contractor may use larger containers in accordance with NFPA regulations and with the approval of the COTR. The containers shall be located throughout each campus and in specific areas at the CBOC’s and Vet’s centers and will be provided by the contractor at no cost to the VABHS.

There are 10 locations being serviced, Line items 0001-0010 provide locations, quantities and type of container needed for service. The locations and amounts repeat for the option years.

The amount and location of bins for each location are found on pages 8-15

Page 1 of

Page 1 of