36C24620Q0333 0002.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) 07-23-2020 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 To all Offerors/Bidders

36C24620Q0333

X X X Tuesday, July 28, 2020 by 10:00AM EST.

X The purpose of this amendment is to address all timely submitted technical questions, to update the Schedule of Services and Performance Work Statement, and to extend the due date for quotation submission:

A) Please see attached Technical Questions and Answers.

B) Please see attached updated Schedule of Services.

C) Please see attached updated Performance Work Statement.

D) The quotation submittal due date is hereby extended to Tuesday, July 28, 2020 by 10:00AM EST.

Stephanie M. Patterson Contracting Officer

A.1 TECHNICAL QUESTIONS:

Q1) Could you please tell me if this is a new requirement, or if there is a current or previous contractor who has performed similar services? If available, can you please send along the incumbent contract or task order number?

A1) This is a new requirement. The previous contract for this service was awarded to Allways Shred, Inc. dba Proshred Security via GS-03F-0050V VA246-15-F-3693. Total award amount was $63,915.00. Note that the areas of coverage have changed from the previous requirement.

Q2) Is this a firm-fixed-price contract for the quantities and frequency of service listed in the Price Schedule? Please confirm that the government is expecting that every container on the Price Schedule will be serviced at each service visit.

A2) Yes, this is a firm-fixed-price contract. The schedule is expected to be followed.

Q3) P. 4, Price Schedule. Can the “twice-monthly” services be changed to bi-weekly? We’ve found that a bi-weekly shredding is a more logical schedule to maintain and the on-site customer typically agrees.

A3) The Schedule of Services has been updated to bi-weekly. Please see updated Schedule of Services.

Q4) P. 5, CLIN 0015 and associated CLINs. This mentions optical discs, magnetic tapes, VHS, printer ribbons, memory cards, super disks, 35mm film and x-rays. Most of these items cannot be safely destroyed on site either due to fouling the mobile truck’s shredding equipment or for environmental hazard reasons. Can these items be removed and shred off-site?

A4) All media shall be in conformance with the National Institute of Standards and Technology (NIST) Records Management regulations. See Performance Work Statement (PWS) 3.1.

Q5) P. 15, 4.1 Progress Reports. Will detailed invoices that include what is mentioned here suffice for the monthly report? Also, what are invitational travel orders?

A5) Please see the updated Performance Work Statement (PWS).

Q6) P. 16, “Contractor is to deduct the cost of this service from the monthly credit that is normally given to the VA for regular existing recycling contract or bill the VA for the difference.” The intent of this sentence is not clear, can you please clarify what it means? How is this procurement related to “the existing recycling contract”?

A6) This has been removed. Please see the updated Performance Work Statement (PWS).

Q7) P. 21, 4. Information System Design and Development. This appears to be about providing system software and applications, could you please clarify how this is applicable to secure document destruction activity? Is there a requirement to provide any service associated with this section?

A7) Contractors shall abide by all security requirements when applicable.

Q8) P. 24, 5. Information Hosting…or Use. This appears to be about software and computer systems as well, can you please clarify this section’s applicability to shredding activity? Is there a requirement to provide any service associated with this section?

A8) Contractors shall abide by all security requirements when applicable.

Q9) P. 47, 3.0 Award Basis, SP1: Special Licensure, and SP2: Specialized Experience.

· In light of an offeror’s ability to meet the NAID certification and 3-year experience requirements through the credentials of a subcontractor, how will the VA ensure that the eventual awardee has the requisite knowledge and expertise to properly oversee contract performance?

· And, because an offeror relying upon its sub for NAID-certification and/or the 3-year experience requirement would likely make both parties joint venturers under the Ostensible Subcontractor Rule, how will the VA ensure the Rule is met and the set-aside nature of the solicitation is not circumvented?

· Finally, allowing a subcontractor to fulfill the qualification requirements normally fulfilled by the contractor, how will the agency avoid encouraging a “store-front contractor” situation where a potential awardee might never have provided the service being procured, and relies on his subcontractor, a scenario that could also foster non-adherence to the Limitations on Subcontracting Rule?

A9) All quotes will be evaluated by the terms and conditions in the solicitation. The VA will monitor awardee performance for adherence to the Limitations on Subcontracting and applicable laws and regulations.

Q10) Accessibility:

· For the 2 larger locations, how far apart are the buildings where service is needed?

· For all locations, will any bins be located above/below the ground floor? If so, are freight elevators available to move bins to/from ground level? If there is a loading dock, is there a ramp to the ground?

· Is there sufficient parking for our truck at each location/building for the time it will take to perform the required services?

A10) All buildings at Fayetteville VAMC are within walking distance. Currently the Fayetteville VAMC only has one building with a below ground floor with no elevator. Sufficient parking is available.

Q11) What type of equipment is located at the VA Facility to use for shredding? The scope indicates there is equipment that can be used at the site.

A11) There is no equipment provided by the VAMC. All equipment must be provided by the contractor.

Q12) Is there any time limit as to how long our vehicle can be parked at the location to shred and remove the documents?

A12) There is no time limit specified in the PWS; however, normal commercial practices shall be followed.

Q13) 7. It currently appears the shredding is done at the site, but the scope states the materials can be removed so long as they are secured with end to end tamper proof security. We wanted to ask if there is any issue with securing the material at the site and removing it while maintaining end to end security and having it disposed of at an offsite facility.

A13) All document shredding is to be done onsite. All media shall be in conformance with the National Institute of Standards and Technology (NIST) Records Management regulations. See PWS 3.1.

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all labor, equipment and supplies, transportation and qualified supervision necessary to perform Shredding Services at the Department of Veterans Affairs Medical Center, Fayetteville VA Medical Center and several CBOC locations in accordance with all terms and conditions herein.

Base Year October 1, 2020 – September 30, 2021

TOTAL COST BASE YEAR:

Option 1 October 1, 2021 – September 30, 2022

TOTAL COST OPTION 1 (ONE):

Option 2 October 1, 2022 – September 30, 2023

TOTAL COST OPTION 2 (TWO):

Option 3 October 1, 2023 – September 30, 2024

Months

TOTAL COST OPTION 3 (THREE):

Option 4 October 1, 2024 – September 30, 2025

TOTAL COST OPTION 4 (FOUR):

TOTAL CONTRACT COST (BASE + OPTIONS):

B.3 PERFORMANCE WORK STATEMENT (PWS)

I REQUIREMENTS

1.0 INTRODUCTION

The purpose of this contract is to furnish the Fayetteville Veterans Affairs Medical Center, including several Community Based Outpatient Clinics (CBOC’s) with sensitive document shredding and mixed media destruction services.

2.0 GENERAL

In accordance with the terms and conditions stated herein, the contractor shall provide all materials, personnel, equipment, tools, and supervision required to pick up and disposed of sensitive data as outlined in VA Directive 6371, Destruction of Temporary Paper Records.

3.0 SCOPE

The Contractor shall work with VA staff to properly manage the destruction of sensitive data to include paper documents, optical discs, magnetic tapes, and any other media that may contain information that is deemed sensitive by the Fayetteville VA Medical Center for the following locations:

1) Fayetteville VA Medical Center: 2300 Ramsey Street, Fayetteville NC 28301

2) Dialysis Center: 2301 Robeson St. Ste 101, Fayetteville, NC 28305

3) VA Fiscal Department: 201 Hay St., Fayetteville, NC 28301

4) Fayetteville HCC: 7300 South Raeford Rd, Fayetteville NC 28304

5) Hamlet CBOC: 100 Jefferson Street, Hamlet NC, 28345

6) Robeson County CBOC: 139 Three Hunts Drive, Pembroke, NC 28372

7) Sanford CBOC: 3112 Tramway Rd, Sanford NC, 27332

8) Goldsboro CBOC: 2610 N Hospital Rd, Goldsboro NC, 27534

9) Wilmington HCC: 1705 Gardner Dr, Wilmington NC, 28405

10) Brunswick CBOC: 18 Doctors Circle Ste 2, Supply NC, 28462

11) Jacksonville CBOC: 4006 Henderson Dr, Jacksonville, NC 28546

12) Josh Court Clinic: 4 Josh Ct, Jacksonville, NC 28546

13) Brynn Marr Clinic: 306 Brynn Marr Rd, Jacksonville, NC 28546

14) Jacksonville IV: 2580 Henderson Dr, Jacksonville, NC 28546

3.1 Contractor shall dispose of media that contains sensitive information as outlined in VA Directive 6371, Destruction of Temporary Paper records and in compliance with NISTSP 800-88, Guidelines for Media Sanitization. This shall include paper documents, optical discs, magnetic tapes, and any other media that may contain information that is deemed sensitive by the Fayetteville VA Medical Center. Sensitive data must be managed in a way that prevents release of patient information. All loads leaving the Fayetteville VA Medical Center, and its designated facilities MUST BE SECURED UNTIL THE FINAL DESTRUCTION OF THE MEDIA MEETS THE STANDARDS AS OUTLINED IN VA Directive 6371 or other applicable regulation.

3.2 The Contractor will submit in writing to the Fayetteville VA Medical Center, the process they will follow to ensure the proper destruction of the media for approval before the process is to begin. The Fayetteville VA Medical Center must be notified upon any change in the destruction process for all loads leaving the Fayetteville VA Medical Center, and its designated facilities.

3.3 The Contractor shall be responsible for cleaning up messes during the pickup and destruction process.

3.4 The contractor shall provide a certificate of destruction directly after service to include date, signature, amount collected and HIPPA disclaimer. All breaches of security will be reported to the Fayetteville VA Medical Center designated COR immediately upon discovery.

3.5 The deliverables from this project will be used to support regulatory recordkeeping requirements for Universal Waste and Hazardous Waste disposal at VAMC Fayetteville.

4.0 SPECIFIC TASKS

4.1 Progress Reports/Invoices: The Contractor shall submit certified monthly progress reports to the VA Contracting Officer Representative (COR). Reports should include monthly weight. The monthly reports shall contain an accurate, up-to-date account of all work completed during the month, and shall normally be no longer than two typed pages in length.

4.2 Contractor Furnished Equipment, Materials, and Information: Contractor shall furnish services, equipment, and materials to properly handle, package, label, transport, and dispose of sensitive data generated at Fayetteville VAMC and designated facilities.

4.3 Government Furnished Equipment, Materials and Information: The government will provide access for the Contractor to sensitive data storage areas to support completion of work.

5.0 CONFIDENTIALITY OF MATERIALS

Personally-Identifiable Information (PII) is any information about an individual Including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and information which can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, and biometric records, including any other personal information which is linked or linkable to an individual. The protection of PII and other VA sensitive information through the awareness of proper privacy, security, and records management practices is the responsibility of every member of the VA workforce. Each container will be secured with a lock. Contractor staff on pick up dates after emptying the container contractor is responsible for immediately relocking the container lid.

Computer generated labels and other person/patient information collected in designated containers in selected areas will be maintained under strict control of Contractor from collection to destruction. Contractor will destroy material by on site shredding and will provide written certification of pick up/receipt of destruction on the day of destruction.

Contractor is aware of and agrees that the paper which is the subject of this contract contains confidential patient, employee and other Veterans Administration information which is subject to and protected by Title 5, U.S. Code, Section 5522a, commonly known as the privacy Act of 1974, and other confidentiality statutes to which the Department of Veterans Affairs is subject, including Title 38, U.S. Code, Section 3301 and Title 38, U.S. Code, Section 4132. Contractor acknowledges that it is fully bound by these statues in its handling confidential documents in accordance with this contract and agrees that it will institute appropriate procedures to safeguard any documents and/or information received from the Medical Center. Contractor warrants that it will not sell, release or otherwise disclose or distribute such materials or information to any individual or organization other than contractors’ employees as necessary to conduct work.

Contractor further acknowledges that it is aware of certain civil and criminal penalties to which it may be subjected if it fails to comply with the above requirements, specifically:

I SPECIAL CONTRACT REQUIREMENTS

1.0 HOURS OF OPERATION

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours are Monday through Friday, 8:00am – 5:00pm, excluding federal holidays which are as follows:

Any other day specifically declared by the President of the United States to be a federal holiday. 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.

2.0 BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA Facility. The Fayetteville VA Police will issue an ID badge, which needs to be presented by contractor’s employee at the VA entrance security check points.

3.0 BILLING AND PAYMENT

The contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/fsc/einvoice.asp.

Invoices shall be submitted monthly in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

Date of Service

4.0 CONTRACT ADMINISTRATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

In the event the contractor effects any such change at the direction of any person other than the contracting officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

Points of Contact

Contracting Officer Stephanie Patterson 100 Emancipation Drive Building 27 Hampton, VA 23667

757-315-2510 FAX 757-728-3132

stephanie.patterson2@va.gov

Contracting Officer Representative (COR) Pedro Sanchez 2300 Ramsey Street Fayetteville, NC 28301 910-488-2120 x5880 pedro.sanchez@va.gov

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