36C24121Q0342 0003.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 11-01-2021

X

The purpose of this amendment is to:

1.) provide a response to vendor questions 2.) provide an updated PWS

Performance Work Statement Revision 2

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

5. 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.

6. 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.

7. 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

8. 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

Console Bags, can you please explain how these will work and how they are going to be secured? This is not standard practice and can cause a concern for potential data breach.

Whether it is console bags or carboard boxes they are still secured inside the hard console and locked inside so either option is fine and poses no security issue.

For badging purposes can you please clarify the level of clearance that will be required for this contract?

There is no clearance requirement for this contract.

Standard housekeeper access with back dock door access should be all the contractor would need to service the consoles.

Will this be considered a SDVOSB or VOSB set aside per the Veterans First Program as this is a VA Medical Center?

An VOSB/SDVOSB was considered. Market research did not support a VOSB/SDVOSB set aside.

If the bins are wheeled bins what are the console bags used for?

The bins are not all wheeled bins most bins are stationary in locations throughout campuses. Console bags are used in those stationary bins and used to empty overflowing bins before the vendor arrives if that happens.

If the employee from the VA is the one collecting the material and meeting the shred truck, what locations have those employees at and what locations do not?

All locations do not have employees meeting the truck

Can you please show where in the directive 6371 it shows the 1x5 size?

1 x 5 reference has been removed from the PWS. Interim destruction is required on site.

Interim Destruction: Any physical destruction process that substantially reduces the risk that PII, PHI, or other VA sensitive information will be disclosed during transport and short-term storage (i.e., less than 30 days) of temporary paper records but does not meet the requirement of final destruction as defined in this Directive. Interim destruction is a reasonable physical safeguard that affords an additional layer of security for temporary paper records once they are identified for destruction. This may be while they are stored at a VA location awaiting final destruction or when they are removed from VA custody until final destruction is completed at an off-site location. It is generally accomplished through maceration, chopping, pulverization, or shredding where these processes do not render the material unreadable or where the material could be reconstructed. Interim destruction is not required but is strongly recommended to reduce risk; it will be a consideration as to whether a facility has completed due diligence in the event of a data breach.

In regards to solicitation #: 36C24121Q0342 - Shredding, the solicitation says the contractor will supply 313 containers but how is that paid for? The pricing sheet is only for the service, but where do we list the cost for the 313 bins?

The 313 bins are paid for by the vendor. The price of the bins should be incorporated into the price for the service.

Can you please clarify the pricing sheet. The first item is a weekly service for 8 - 90 gallon bins and 10 console bags. But looking at the Brockton Campus breakdown, it says they have 118 - 90 gallon bins.

Am I providing a price quote for the 8 - 90 gallon bins plus 10 console bags for a 52 weeks service, or am I providing a price quote for 118 containers within a 52 week service period?

The line items include a price quote for 118 containers within a 52 week service period

The pricing sheet is correct. That is the number of bins that will be serviced. The 313 number will supplied for the various locations. The pricing sheet is how many will be serviced/ emptied each week My two main questions are: Is the request for 313 containers a projected number for the year, or is that what's actually needed to be shredded (real time)?

313 containers are required to be placed at the identified locations for the life of the contract. Each location then has a weekly shredding requirement. The requirement for the Brockton location is:

Brockton Campus 118 containers

WEEKLY SERVICE 8- 90 GALLON BINS AND 10 CONSOLE BAGS

940 BELMONT STREET, BROCKTON, MA 02301

Each week 8-90 gallon bins and 10 console bags will be collected for shredding. The line item pricing for the Brockton Campus should reflect the price of all bins, console bags and shedding service for 8- 90 GALLON BINS AND 10 CONSOLE BAGS

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

No, contractor will need to go throughout building to each bin

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