36C24123Q0096 0003.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) 12/7/2022 631-23-2-9944-0013 None Department of Veterans Affairs VAMC Togus 1 VA Center Augusta ME 04330 Ian Herrick, Contract Specialist Ian.Herrick@va.gov, 207-623-8411 x 6395 Department of Veterans Affairs VAMC Togus 1 VA Center Augusta ME 04330 To all Offerors/Bidders

36C24123Q0096 12-07-2022

X X X

631-3630152-9944-844100-2580 0100V3009 X The purpose of this amendment is as follows:

1. Answer questions received on 11/23/2022 and 11/28/2022. See below.

2. Extend the due date from 12/ /2022 at 12:00 PM EST to 12/13/2022 at 12:00 PM EST.

Mercedes Blanton Contracting Officer

VA-VHA-RPOE-2022-221832

Questions received 11/23/2022:

1. Pill bottle destruction – can this be accomplished off-site with an appropriate chain of custody? A: No

2. Will any other non-paper media be presented for destruction during the regular services? A: No

3. P. 21, Price Schedule. CLINs 0005-0010 and similar CLINs call for service every month or every two months. Can the frequency me changed to every 4 weeks or every 8 weeks as it is listed in the table on page 17? Every 4 or 8 weeks is easier to fit into routes and provides more consistent service. A: Frequency can not be changed A: P. 21, Price Schedule. Bulk Pickup CLINs.

a. In order to price the pickups we need to know how much material will be provided. Or does the VA want a “per one rolling bin” entered for these?

A: Bulk pick-up is for a pick-up out of the normal schedule. It should be priced based off the cost of a regular pick-up. The only difference being it is outside the normal schedule. This is used for when the locations purge their documents.

b. Does “4 each” “at any location” mean four total across the system each year, or the possibility of four at each location each year?

A: This means a bulk pick-up once a quarter at a specified location.

c. Will any non-paper media be presented at the bulk pickups? If so, please describe the type and quantity of each type. A: Possibility of items holding paper together such as paper clips, staples, and small metal tabs inside of paper folders.

4. Accessibility

· For the Medical Center, how far apart are the buildings where service is needed – in other words will our shred truck need to move multiple times to service the various locations on campus? A: Yes, the shredding truck will have to move several times.

· Our collection bins cannot negotiate steps, are freight elevators available at any location where shred containers are located above/below the egress floor? A : Elevators are at all but three buildings, one of the three has a handicap ramp.

· Please confirm if there is a loading dock at any facility, and is there a ramp to the ground? A: There are several loading docs at different locations that need service.

· Is there sufficient and appropriate parking for our truck at each location for the time it will take to perform the work? A: Yes

· Is there a current contract for the work being solicited? A: 36C24122P0507

· Please provide the name of the incumbent contractor and when the contract is ending. A: This information can be found either on FPDS-NG.gov or SAM.gov under the contract number given.

· Please provide the annual contract amount. A: This information can be found on FPDS-NG.gov or SAM.gov under the contract number.

· Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill the new contract? If not, please explain how the work will be different under this solicitation. A: Vendor will be required to assist in the removal of the bins from the building per the PWS section C.

RFI: 36C24123Q0096

Location: West Massachusetts

Reference

Question

1.

General Who is the Current Incumbent?

A: This information can be found in FPDS-NG or SAM.gov under 36C24122P0507

2.

When does the current contract end?

A: This information can be found in FPDS-NG or SAM.gov under 36C24122P0507

3.

Are any Bridge Contracts in place that extend the current contract?

A: No

4.

What are the last contract award number and total award amount?

A: 36C24122P0507 the amount can be found FPDS-NG or SAM.gov under the above contract number.

5.

Is there a loading dock or area the truck needs to park to perform the services at all locations?

Docks/ramps are at most buildings. Parking typically isnt an issue.

6.

Will the agency consider extending the offer due date for a questions period and review of answers?

A: Yes, there will be an extension via same amendment.

7.

Are there any training or badging requirements?

Training is required. Please direct yourself to B.2 IT Contract Security, section 9. Training.

8.

SOW

Will the government accept a proposal utilizing 46 Executive Consoles (32 Gal) at the Main Campus and 11 Executive Consoles (32 Gal) at the Worcester CBOC instead of the 64 gallon tote? Use of Executive consoles offer faster and less expensive service. A: no, please see Evaluation approach on page 56.

9.

Page 16, dot 3 FIPS publication is specific to Cryptographic modules and does not appear to apply to the SOW. Can this be removed?

Yes, this has been removed from the SOW. Updated SOW in the amendment

10.

Page 16, dot 8 Rescheduling must be flexible when a holiday is near, weather, etc. Can the “exact date of service known at least thirty (30) days prior to arrival” be removed as this will make rescheduling difficult to meet.

No, VA is open Monday-Friday with the exception of Federal Holidays and should be able to know set dates with this information.

11.

Page 16, Table, Leeds, MA, Worcester, MA Clinic, Springfield, MA Clinic What bin size is being requested to hold the pill bottles?

65 gallon or larger.

Will the Pill Bottles be a separate bin and labeled for example “Non-Paper Media”?

Pill bottles are in a separate bin located in the pharmacies.

12.

Page 16, dot 12

How far is the VA CWM Chief of Logistics Officer, Privacy Officer, COR, and Warehouse Supervisor willing to travel for the vendor site visit?

No more than 100 miles from Leeds, MA.

No more than 100 miles from Leeds Mass.

Pill bottles are in a separate bin located in the pharmacies

PERFORMANCE WORK STATEMENT

Sensitive Document Shredding Contract

Department of Veterans Affairs VA CWM Healthcare System 421 N. Main Street Leeds, MA 01053

A. JUSTIFICATION

VA Central Western MA HCS has sensitive document and pill bottle destruction needs located at all seven of its physical locations.

B. SCOPE OF CONTRACT

Request is for a Base Year contract for 2022 and four (4) Option Years for a total of five (5) years of contracted service.

C&A requirements do not apply and a Security Accreditation Package is not required.

C. SCOPE OF WORK

· Vendor must be a National Association for Information Destruction (NAID) certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction has been completed; or A non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in Appendix A of VA Directive 6371, DESTRUCTION OF TEMPORARY PAPER RECORDS dated April 8, 2014

· Vendor is to perform full collection service (removal, shredding, and disposal) of sensitive materials from the locations designated below in Section E

· Collection service is to include secure contractor removal of materials from each building as selected by customer (VA CWM)

· Vendor is to provide secure document and pill bottle shredding containers as specified below. Containers will be uniform, secured with a key lock versus a padlock, and customer will be provided with multiple copies of each key as needed (2 keys per CBOC with an additional 4 sets of keys for the main facility). Containers will be replaced by vendor on an as needed basis

· Vendor will supply all the necessary locked trucks for transportation of sensitive materials

· Vendor will supply labor to collect and prepare sensitive materials for destruction

· Destruction will be conducted on-site.

· Certificate of Destruction must be provided to the POC below on a per visit basis

· Customer will not be required to remove staples, paper clips or rubber bands or sort/separate materials by grade

· Availability of 4 bulk pick-ups as needed per year

· Collection service must be conducted between the hours of 8:00am and 1:00 pm on a weekday

· Collection service must be on a set scheduled with the exact date of service known at least thirty (30) days prior to arrival

· Pill bottle collection can be on a different day and time than paper collection as long as schedule is well communicated one month prior to visit and is on the required frequency

· Destruction will be in accordance with VA Directive 6371. Destruction should be accomplished through maceration, chopping, pulverization or shredding where the material is left unreadable and could not be reconstructed.

· Samples will be provided upon request to any of the individuals listed below.

· VA CWM Chief Logistics Officer, Privacy Officer, COR, and Warehouse Supervisor are authorized vendor site visits to ensure contractor compliance with VA Directive and Contract.

· Vendor will be accompanied by a Dept. of Veterans Affairs employee for the duration of each collection visit.

Leeds, MA VA Hospital (421 North Main St)

(46) 64 gallon secure document containers

(2) Pill Bottle containers

(11) 90 gallon secure document containers Every 2 weeks

(2) Pill Bottle containers Every 2 weeks

(2) Pill Bottle containers Every 4 weeks

D. POINT OF CONTACT (POC):

Any question regarding this contract request should be directed to POC as listed below:

Brian McLain Acq. Program Specialist

VA CWM HCS

421 N. Main Street Leeds, MA 01053 413-584-4040 x2400

VENDOR REQUIREMENTS:

The Vendor shall perform all work under this contract in strict accordance with all safety codes to eliminate the possibility of damage or injury to patients, personnel and equipment or building structures.

E. PLACE OF PERFORMANCE

· VA Central Western MA HCS 421 N. Main Street Leeds, MA 01053 Main site includes multiple separate buildings

· Worcester VA Clinic 403 Belmont St.

Worcester, MA 01604

· Springfield VA Clinic 25 Bond Street Springfield, MA 01104

· Fitchburg VA Clinic Philip J. Philbin Federal Building 881 Main Street Fitchburg, MA 01420

· Greenfield VA Clinic 143 Munson Street Greenfield Corporate Center Greenfield, MA 01301

· Pittsfield VA Clinic 78 Center St.

Pittsfield, MA 01201

· Worcester Plantation St. Clinic 377 Plantation Street Worcester, MA 01605

Quality Assurance Surveillance Plan To ensure compliance the contractor must adhere to the below.

· Destruction will be in accordance with VA Directive 6371.

· Destruction should be accomplished through maceration, chopping, pulverization or shredding where the material is left unreadable and could not be reconstructed.

· Samples will be provided upon request to any of the individuals listed below.

VA CWM Chief Logistics Officer Privacy Officer

COR

Warehouse Supervisor

· The VA CWM Chief Logistics Officer, Privacy Officer, COR and Warehouse Supervisor are authorized vendor site visits to ensure contractor compliance with VA Directive 6371 and Contract.

END OF DOCUMENT

Answer questions received on 11/23/2022 and 11/28/2022. As well as extend the due date to 12/13/2022 at 12:00 PM EST.

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