36C24218Q9495-0002001.docx

STATEMENT OF WORK (SOW)-Removal of Sensitive Documents

1. Background Removal of sensitive documents from the VHA WNY Healthcare System, Bath VA Medical Center and Stratton VA Medical Center is required at the following locations:

Serviced Weekly:

Serviced bi-Weekly:

Serviced Monthly:

2. Scope Description of Services: The contractor shall provide sensitive document destruction services in accordance with VA Directive 6371 to the Bath, Buffalo and Albany VAMC’s. In accordance with this Directive, the contractor shall ensure that document information/material will be secure from the point of pick-up, to the point of generation, to the point of destruction. All documents shall be destroyed beyond recognition. The Contractor shall make pick-ups as required by volumes generated of document materials for destruction. The day(s) of pick-up will be agreed upon by the Contracting Officer’s Representative (COR) and the Contractor. The COR shall provide a location list of consoles and totters to be serviced, and/or other materials for destruction on the day of pick up, or by mutual consent with an established schedule. This list will be kept current by both the COR and vendor. Some locations may stage the totters/consoles/ receptacles in a specific area.

· Contractor shall provide secured/locked consoles and totters free of charge. If a facility possesses their own consoles then that facility will not require contractor provided consoles.

· Contractor shall provide a listing of rooms where all consoles and totes are within the facility at all locations to the COR quarterly or when changes are made.

· Contractor shall provide servicing of consoles and totters per instructions of COR.

· Contractor must be able to destroy materials regularly placed in consoles and totters of the following mixed type:

· Bath VAMC Approximately 7,000 -10,000 pounds of paper material monthly, 80 totters.

· Buffalo VAMC and associated Western New York Clinics and sites require Approximately 14,000-20,000 pounds of paper material monthly, 100 totters.

· Albany VAMC requires Approximately 8,000 – 12,000 pounds of paper material monthly

· Paper of any color, Carbon Paper

· Paper clips, staples, fasteners

Contractor shall destroy materials regularly placed in consoles and totters in the manner prescribed by VA Handbook 6500, Risk Management Framework for VA Information Systems – tier 3: VA Information Security Program., and VA Directive 6371, Destruction of Temporary Paper Records.

Contractor shall destroy paper in accordance with VA Directive 6371 at a secure facility that passes government inspection. When material is burned it must be reduced to a white ash. A Certificate of Destruction shall be provided to the COR after final. The contractor may provide the COR with a temporary document. This document shall contain the contractor technician’s signature and detail the number of totters/consoles/ receptacles worth of documents that were destroyed. A final Certificate of Destruction must be provided to the VA Medical Center COR within 24 hours of the service performed.

If final destruction is not performed on site, Contractor shall provide the COR with notification when other stops will be made prior to delivery to final destruction facility. Contractor shall be responsible for sensitive documents from pick up throughout final destruction.

The contactor shall destroy all material on the same day of pick up or make written notification to the COR with a justification of why destruction is delayed and what measures the contractor has put in place to protect the material (electronic mail is acceptable). In no case will the contractor hold any material for greater than 24 hours. The contractor will provide all security measures to ensure that the protection of documents for destruction.

Contractor (Owned) Provided Supplies/Equipment:

The Contractor shall provide to the listed sites below, totes and consoles as needed at no cost to the Government. Keys to all consoles and totes placed at the VA shall be provided to the COR. Consoles shall meet the following specifications:

· Approximate size for totes - 35"-40" in height, 15"-19" in width, and 15"-19" in depth.

· Must be securely locked with a deadbolt mechanism. Keys to be provided by Contractor to the COR or designee for all consoles and totes at all sites. On service dates, no console or tote shall be provided without a key given to the COR.

· Must have a frontal opening approximately 2"X15" for depositing materials

· Must contain an inner bag that will hold approximately 100 pounds of material, when full, secured inside the unit

· Must be aesthetically pleasing to the eye, preferably gray or similar light color in nature, and be able to accept labeling for acceptable material.

Approximate totals for no charge Consoles to be provided by contractor:

Total 278 /99Consoles/Totters

The Contractor shall provide the VA sites listed below with locked totters with keys provided to the COR as needed at no cost to the Government. Totters shall meet the following specifications:

· Totters shall accommodate 65-95 gallons or 200-300 pounds of material when full.

· Totters shall be easily mobile (have wheels)

· Totters shall be plastic in nature

· Totters shall be locked with lock and Keys to be provided by Contractor to the COR or designee.

· Totters shall have a slot on top of unit approximately 2" X 17"

Totters shall be able to accept labeling for type of material acceptable.

Sites:

· VA Medical Center 3495 Bailey Avenue, Buffalo, New York 14215

· VA Medical Center 222 Richmond Avenue, Batavia, New York 14020

· VA Medical Center 76 Veterans Ave, Bath, New York 14810

· VA Offices at Apple Tree Business Park 2875 Union Road, Suite 3500 Cheektowaga, New York 14227

· VA CBOC – Niagara Falls 2201 Pine Avenue Niagara Falls, NY 14301

· VA HBPC – Jamestown 610 West 3rd Street Jamestown, NY 14701

· VA CBOC – Olean 465 North Union Street Olean, NY 14760

· VA HBPC – Springville 27 Franklin St., Suite 7 Springville, NY 14141

· VA Day Treatment Center 2963 Main Street Buffalo, NY

· VA – Healthcare for Homeless Program 1298 Main Street Buffalo, NY

Approximate totals for no charge Totes to be provided by contractor:

· Buffalo VAMC- 30 each (approx. 64 Gal); 3 each (approx. 95 Gal.)

· Batavia VAMC- 2 each (approx. 64 Gal); no large totes.

· Bath VAMC - 75 each (approx. 64 Gal); 5 each (approx. 95 Gal.)

· Apple Tree - 3 (approx. 95 gal); no small totes.

· VA Day Treatment Center - approx. 64 Gal

· VA – Healthcare for Homeless Program - approx. 64 Gal

· VA CBOC – Niagara Falls - approx. 64 Gal

· VA HBPC – Jamestown - approx. 64 Gal

· VA CBOC – Olean - approx. 64 Gal

· VA HBPC – Springville - approx. 64 Gal

Stratton VAMC (Albany) requirement only:

Contractor shall:

· Provide the rental of the appropriate sized and necessary document destruction machinery (secure shredder) to the Albany VAMC. The machinery shall be able to accommodate paper clips, staples and fasteners within the machine.

· Accommodate Stratton VAMC destruction based upon estimated 64.80 Ton shredding destruction per year.

Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect. The Contractor will be responsible for the coordination for staging areas and parking within the receiving area of the building.

All work shall be completed during business hours Monday – Friday, 8am – 4:30pm. All federal holidays, excluded

Facility Contractor Badge: Contractor shall complete background checks and receive identification badges prior to being allowed to service VA facilities. Badges must be worn at all times or contractor employee will be turned away. Services to locations where contractor failed to provide the required identification will be rescheduled immediately. At Apple tree Business Park – Ring door bell and check in with Administrative Officer in Room 14. Document log of how many totes are leaving the facility at each site. Contractor shall check in at all CBOCs and HBPCs reception desk.

Work Hours: Normal Business Hours are 7:00 am to 4:00 pm Monday through Friday. The Contractor shall provide a work schedule with a timeframe and preferred day of service (i.e. Tuesday August 7th, 2015 7:00 AM EST) to the COR or his/her designee a minimum of five days before the contract commencement date. The work schedule must be approved by the COR and the POC at each of the sites or his/her designee.

Documentation: The Contractor shall maintain an excel spreadsheet or other acceptable spreadsheet software to provide weekly feedback to the VA on the types and amount of materials picked up from the specified VA locations. The Contractor shall provide an updated list monthly, or as requested, to the COR or designee, and provide a log with the number of totters removed from the facility at the end of each service. The final Certificate of Destruction will contain the following: date received, quantity, method of disposal, date/time of the destruction.

3. Quality Assurance and Quality Control The Government desires to maintain a quality standard in operating, and maintaining sensitive documentation for disposal and believes that a service contract is the best means of achieving that objective. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved. The Contractor and the COR have developed a Quality Assurance Surveillance Plan (QASP) that monitors work performance and management under this contract. A copy of these monitors shall be maintained by both parties. The Government will monitor the Contractor’s performance for this requirement utilizing the terms in the QASP.

Quarterly Meetings with COR:

It is the COR’s responsibility to develop a monthly schedule for activities based on the surveillance plan’s requirements. This schedule will cover the times during which work is being performed or re-performed under the terms of this contract. The surveillance schedule will be monthly. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted electronically to the Contracting Officer for information. The COR will routinely inspect containers on-site, and document the inspection. Unannounced inspections will be completed periodically with the privacy Officer and COR to ensure information within the containers are safeguarded at all times.

4. Security Requirements

Final Destruction: Final destruction performed away from a VA facility must be performed in accordance with VA Information Security Program., and VA Directive 6371, Destruction of Temporary Paper Records. Final destruction shall be witnessed by the contractor employee.

This destruction must be to the degree that the information contained on them is not readable and not re-constructible without extraordinary effort. If interim destruction is not carried out by VA employees, it must be carried out by an insured contractor who has contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided to VA.

Certifications of destruction must be maintained in accordance with applicable VA Records Control Schedules, and should only be accepted from data destruction or recycle vendors after final destruction has actually taken place.

Use of Contractor's site and services may require management of Federal records. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31& 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Managing the records includes, but is not limited to secure storage, retrievability, and proper disposition of all federal records including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract.

Paper records are under the purview of the Privacy Officer and the Records Manager and disposition of such records must follow the official Records Control Schedule for each office. In accordance with VA Directive 6371, under 36 C.F.R 1228.58, and record management policy, all paper records to be disposed of that do not contain sensitive data must be sold as waste paper. However, if the records require special protection because they are deemed to contain VA sensitive information, the wastepaper contractor must be required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records according to NIST SP 800-88 standards and VA 6500.1 Handbook. Paper documents must be shredded to 1 x 5mm if shredding is the end point in the destruction process. Disintegration is also an acceptable method of destruction, if the disintegrator device utilizes a 3/32 inch security screen. If a facility contracts with a company, language must be included in the contract to specify that information will be secured at every stage of the disposal process.

5. Period of Performance.

Services are required to start on October 1, 2017 through September 30, 2018 with provision of four (4) option periods.

6. Contractor Personnel Security Requirements All contractor employees will require a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel.

A. Position Sensitivity – The position sensitivity has been designated as Low Risk for Document Destruction services.

B. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI).

1. Contractor Responsibilities

1. The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered.

1. All contractor and subcontractors employees are required to complete VA’s Security Awareness and Privacy Training course annually either on-line or hard copy. TMS Course #10176. Contractor and subcontractors employees will provide a course certificate when completed.

1. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

1. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

1. The contractor awarded the contract will provide after contract award notification and prior to contract performance a listing of contractor personnel that will be performing services under the contract.