36C24818Q0295-001.docx

Performance Work Statement Confidential Document Destruction at the North Florida/South Georgia Veterans Healthcare System

1.0—INTRODUCTION

The North Florida/South Georgia Veterans Health System (NF/SGVHS) is comprised of two main campuses and ancillary facilities throughout the area. The locations of the campuses where work under this contract will be performed are:

· Malcom Randall VA Medical Center, 1601 S.W. Archer Road Gainesville, FL 32608-1197

· Lake City VA Medical Center, 619 S. Marion Ave., Lake City, FL 32025-5808

· Ancillary facilities as identified in table A

The objective of this Performance Work Statement (PWS) is to describe the Contractor’s technical support requirements for a contract to remove and destroy confidential documents generated at NF/SGVHS.

2.0—GENERAL REQUIREMENTS

This section outlines the general requirements under which the Contractor will be expected to perform. Any issues regarding the terms and conditions of this contract shall immediately be brought to the attention of the Contracting Officer Representative (COR) and Contracting Officer (CO).

2.1. Scope of Work

NF/SGVHS employees are in the practice of putting all confidential materials (including white and mixed paper containing VA sensitive information, personally identifiable information and protected health information) in locked bins located throughout all the NF/SGVHS campuses for destruction.

The contractor shall provide all labor, personnel, equipment (including locked bins) secured vehicles, supervision, and other related services necessary to transport this information from NF/SGVHS campuses to the contractor facility and ensure the materials are appropriately destroyed, maintaining compliance with VA Directive 6371, Destruction of Temporary Paper Records, throughout the entire process.

The contractor shall deliver and set up locked bins at NF/SGVHS campuses within 10 business days after contract award and approval of Contracting Officer Representative (COR). The bins will provide protection with a security slot that can accepting multiple pages of paper at one time. The bins shall be placed at the designated locations directed by the COR (see paragraph 3.1.2.).

2.1.1. On a semiannual basis (June and December) the contractor will provide a listing, in electronic format, with the following information for each bin:

· Location

· Building number

· Room number

· Bin size in gallons

2.2. Service Frequency and Hours of Operation

Although this medical center operates 24 hours a day 7 days a week, for the purposes of this contract the standard hours of operation shall be defined as 7:00am through 5:00pm, local time, Monday through Friday, except federal holidays.

The contractor should adhere to the frequency schedule below regarding regular servicing. The servicing can occur on any set business day (Monday through Friday) between the hours of 8:00AM and 3:30PM. The contractor, COR and CO will negotiate the specific day of the week for reoccurring services once contract is awarded. This day should stay consistent, week to week and month to month, barring any unforeseen circumstances. If needed, it can be changed, upon agreement by modification from the CO.

When a regular pick up day occurs on one of the Federal holidays listed below, the pickup day shall automatically shift to the following business day. The ten national holidays observed by the Federal Government are:

Attachment A

This list may also include any other day specifically declared by the President of the United States to be a national holiday. If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. If a holiday falls on Saturday, the preceding Friday is observed as a legal holiday by U.S. Agencies.

2.2.1. Prior to any changes made to the pick-up schedule, the COR will notify the Contracting Officer (CO) in writing of the revised schedule. A revised pick-up schedule will be provided to the contractor in writing along with the contract modification from the CO.

2.3. Contract Management

For this contract, there is one designated CO and one COR located at NF/SGVHS. The CO will issue the Task Order (TO) and the COR will initiate and monitor the TOs for all equipment and services. The COR will have full responsibility for day-to-day document destruction operations, including but not limited to invoice verification and approval and bin relocations and deletions. The Contractor shall designate a local Project Manager to interact with the COR and CO.

3.0—SPECIFIC REQUIREMENTS

3.1. Bin Descriptions and Quantities

The sizes of the provided bins should be a 95-gallon (or similar size) container with wheels (so it can be rolled) unless specified otherwise. For other areas, PDC’s 32-gallons, and 64 gallons, (or similar size) container is suitable.

3.1.1. The estimated quantity and physical location of bins are Listed in Table A.

3.1.2. The amounts and locations listed above are subject to change and will fluctuate as needs change at each campus. Minor changes may be needed and will be determined on a case by case basis. The contractor will provide additional bins or remove bins as the COR advises in writing (hard copy or electronic). The contractor will have up to 10 business days to deliver these bins upon receiving the request. The COR will maintain a written list of bin locations, and the parties agree that this list will be definitive of what service is to be performed from the time the list is published until expiration of the contract period of performance or publication of a revised list.

3.1.3. Occasions may arise where a campus needs extra bins for special projects (i.e. a temporary or one-time removal of large amounts of documents). In the event a special project arises; the CO will modify the contract and place the request in writing. Following this, the COR will work with the contractor to coordinate the delivery, set up, and removal of bin(s). The contractor will have up to 10 business days to deliver these bins upon receiving the modification from the CO.

3.1.4. In the event, additional services or bins are needed, the CO is the only government staff member responsible for requesting changes with the contractor. All changes must be documented by contract modification. Once the COR requests and CO authorizes the request for additional service, the contractor will be notified of the request and at that point, and shall complete it within 10 business days. Any requests the contractor completes outside of the knowledge and approval from the CO will be considered unapproved. NF/SGVHS will not reimburse the contractor for any unapproved requests or services.

3.1.5. The bins shall be kept locked always to ensure the protection of the confidential materials enclosed. The contractor will provide a set of master keys for each site to the Privacy Officer, and COR. In the event NF/SGVHS staff identify a bin that is unlocked, the COR or Privacy Officer will use his/her master set of keys to lock the bin and notify the contractor. If there are three or more reported instances of the contractor providing unlocked bins, the contractor will need to formally address this noncompliance with staff, and provide documentation of these remediation efforts to the COR.

3.2. Shredding Specifications

3.2.1. The contractor shall provide shredding document destruction services for all secure materials that are collected in the locked bins. The contractor will shred paper material in accordance with VA Directive 6371. This directive requires that final destruction of paper records is pulped, macerated, or shredded to a degree that ensures documents are not readable or re-constructible to any degree.

3.2.2. The contractor will shred all collected material onsite via appropriate shredding devices approved by COR and facility Privacy Officers. Prior to beginning performance of the contract, the shredding process will be inspected by COR and/or Privacy Officers during the Post Award Briefing for readiness.

3.2.3. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The contractor will provide telephone information sufficient to contact management and other contractor officials for customer service during normal business hours. The Contractor will provide a quarterly Diverted Waste report to the COR to account for paper waste tonnage diverted from landfills. Periodic site evaluations with site managers will be conducted to ensure the shredding program is up to date and customized to the specification of the VA.

3.2.4. The contracted facility should either be

A. 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 throughout the entire destruction process; or

B. a non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in the Minimum Standards for Information Destruction listed in Appendix A of VA Directive 6371

3.3. Certificates of Destruction

3.3.1. Written documentation known as a certificate of destruction (COD) shall be provided by the contractor to attest to that final destruction of records has occurred. The COD should come from the contractor once final onsite destruction has taken place. The COD can be a memo, letter, or any format attesting to the documents’ complete destruction. The COD should contain sufficient information to attest to the final destruction including:

· the date destroyed

· the name of the campus serviced

· the location of each bin serviced

· the timestamp of each bin serviced

· what destruction method was used (i.e. shredding)

· the weight (in pounds) of material destroyed

The contractor shall send the COD to the COR immediately after destruction is complete. There shall be one COD for each campus.

3.4. Incident Notification

3.4.1. The contractor shall notify the Privacy Officer immediately after discovery of any incident which may potentially be a data breach. Per the methodology specified by the Department of Health and Human Services (HHS) in guidance issued under §13402(h)(2) of the Health Information Technology for Economic and Clinical Health (HITECH) Act, the contractor’s notice shall include the identification of each individual whose unsecured protected health information has been, or is reasonably believed by the contractor to have been, accessed, acquired, or disclosed during such breach.

3.4.2. The contractor will coordinate with the COR and Privacy Officers to the extent necessary to help remediate any issues related to data breaches that occur once the contractor officially maintained possession of the temporary paper records.

3.5. Contractor Vehicles

3.5.1. The onsite shredded material must be transported via locked secured vehicles from NF/SGVHS locations to the contractor’s (or subcontractor’s or third party’s) location.

3.5.2. All contractor vehicles utilized in the performance of this contract shall maintain insurance (at least the minimum coverage required by the state where the vehicle is registered) and shall maintain current state vehicle registration.

3.5.3. All contractor employees shall possess a valid state driver’s license and have a clean driving record. The contractor and its employees shall not use personal vehicles to transport containers to and from the government and contractor site while performing under this contract.

3.5.4. The contractor shall ensure that all contractor vehicles used in connection with this contract are kept in proper working condition. The contractor vehicles shall be locked and properly secured at all times while at the government site or travelling to and from contractor site(s). Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting NF/SGVHS sensitive information.

4.0—CONTRACT MONITORING AND ADMINISTRATION

4.1. Quality Control

4.1.1. The contractor shall develop and maintain quality programs to ensure recycling services are performed in accordance with commonly accepted commercial practices and comply with N/SGVHS requirements.

4.1.2. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

4.1.3. At a minimum, the contractor shall develop quality control procedures addressing the areas where the Acceptable Quality Level was not met and how corrective action will be taken.

4.2. Safety

4.2.1. The contractor shall have a documented and comprehensive Health and Safety program to ensure all shredding activities are provided in a safe and secure manor.

4.3. Payment and Invoicing

4.3.1. The contractor shall only invoice and receive payment for bins that are serviced during the billing period. Servicing will be documented on a receipt of temporary records, which will identify the location of every bin the contractor comes in contact with during the scheduled pick up day. Servicing can include the complete swap of a used bin with an empty bin. Servicing can also include the contractor observing a bin to note it is empty, and leaving it in place for the following week. In the event the contractor leaves an empty bin in place, the contractor still needs to account for said bin on the receipt. In the event the contractor fails to replace a bin because they missed it, they have 24 hours from the time of notification to empty/service the container and provide the COR the receipt. If a bin cannot be serviced, the contractor shall notify the COR of the reason that the bin was not able to be serviced.

4.3.2. The contractor must, prior to departing each NF/SGVHS campus for the day, provide the certificate of destruction to the COR.

This documentation is required per VA Directive 6371 and is critical for privacy and information security matters. If the contractor does not provide this documentation to the designated representatives on the day of servicing before leaving the campus, the COR is unable to establish appropriate custody of the sensitive documents. Therefore, the COR will not be able to pay for the bins serviced that day, as the facility will be noncompliant with VA Directive 6371. This is a zero-tolerance matter.

4.3.3. In the event a discrepancy arises in which NF/SGVHS staff advise a bin was not emptied for the week, the contractor will work with the COR to resolve the matter. The contractor can either come back to NF/SGVHS within 48 hours to service that bin or not include fee for the bin on the monthly invoice.

4.3.4. The facility will pay the contractor for each bin serviced as noted on the receipts of temporary records. Reimbursement rates will be established for each service shown below as part of the bid/award process:

· price for servicing one 95-gallon bin

· price for servicing one 32-gallon bin

· price for servicing one temporary 95-gallon bin for special projects, as described in paragraph 3.1.4.

4.3.5. The contractor will submit a consolidated invoice monthly. This invoice shall encompass the total amount billed, based on the total number of bins serviced at all three campuses throughout the entire month. The COR will compare the weekly receipts of temporary records for each campus to calculate the total amount owed for the month. Due to special projects and the possible fluctuation of the quantity of bins, the monthly invoice total is expected to vary.

4.4. Security Requirements

4.4.1. Due to the sensitive nature of equipment and data present at all NF/SGVHS locations, contractor personnel requiring facility access shall meet the NF/SGVHS Security Program Procedural Requirements to obtain badges, complete information security and privacy training, and sign the Rules of Behavior. An escort will be provided when required for access into restricted work areas. All security requirements must be met, and the employees must be cleared prior to the contractor performing work under the contract. Employees that cannot meet the security requirements and clearance requirements will not be allowed to perform work under this contract. Upon contract award, COR will assist awardee to ensure the appropriate type of background investigation and/or fingerprints are initiated, and ultimately completed, on contract personnel in accordance with the contract terms and conditions and the VA/VHA Directive and Handbook 0710 Series. This also includes any required training for contract personnel (e.g. VA Cyber Security Awareness, VHA Privacy Policy, etc.) including Compliance and Business Integrity (CBI) Training. The COR will work security issues with the Contractor, as needed, to ensure that sensitive, private, and protected information is safeguarded. While on NF/SGVHS premises, contractor’s employees will strictly adhere to current procedures for registering entry, wear of identification/visitor badge, and departure from NF/SGVHS. Alternatively, Contractor personnel who expect to be at NF/SGVHS frequently may undergo an appropriate level background investigation for their level of access and complete specified training needed to obtain a longer-term badge unique to the person holding it.

4.4.2. Under HIPAA Privacy and Security Rules, the contractor providing services under this contract has access to protected health information and is not considered to be a “covered entity.” Thus, the contractor is required to enter into a Business Associate Agreement with VA, or provide a copy of a National Business Associate Agreement already in place.

4.5. Contract Transition

4.5.1. In the event NF/SGVHS awards a follow-on contract to other than the incumbent contractor, the contractor will cooperate to the extent required to allow for an orderly changeover to the successor contractor. This transition shall be as smooth and transparent as possible to ensure no interruption in the services currently being provided.

4.6. PERFORMANCE STANDARDS

4.6.1. Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Rating

Unsatisfactory = Not per Schedule or at all.

Unsatisfactory = not received on time or not at all

Unsatisfactory= Invoices Not Received on Time

Unsatisfactory= misconduct complaint received

4.7.

Table A North Florida South Georgia Veteran Health System Note: POC information for each location will be provided at the time of the contract kick-off

Gal Gal Gal Gal

Gal

PDC

Mini

Frequency

Human Resources 7015 NW 11th Pl Gainesville, FL 32605

Bi-weekly

COJ- Sun Center 201 SE 2nd Ave Ste. 215 Gainesville, FL 32606 weekly

COJ- Sun Center 235 S. Main Str. Ste. 104 Gainesville, FL 32606 weekly

Commerce Bldg- Research 300 E. University Ave Ste 280 & 350 Gainesville, FL 32601

Bi-weekly

Commerce Bldg. PSSG 300 E. University Ave Ste 430

Bi-weekly

Compensation & Pension 5415 SW 64th Str Gainesville, FL 32608

Bi-weekly

Dermatology & Audiology 5415 SW 64th Str

Bi-weekly

Domiciliary & HCHV 1604 SE 3rd Ave

Bi-weekly

Optometry 5415 SW 64th Str

Bi-weekly

Fee Basis Lease III 235 S. Main Str. Ste 106 weekly

Finance Lease 3842 W. Newberry Rd Ste. 2A Gainesville, FL 32607 weekly

Finance Lease 3842 W. Newberry Rd Ste. 2F

Home Based Patient Care 235 Main Str. Ste 103 weekly

Lake City Annex 1435 US Hwy 90 West, Lake City, FL 32055 weekly

Lake City VA Medical Ctr 619 S Marion Ave Lake City, FL 32025

Lecanto CBOC 2804 W. Marc Knighton Ct Lecanto, FL 34461

Malcolm Randall VA Med Ctr 1601 SW Archer RD Gainesville, FL 32608

Weekly

Mas Lease(Coding) 6020 NW 4th PL Ste D Gainesville FL 32607

Bi-weekly

MISA & Voc Rehab 825 NW 23rd Ave, Bldg 111, Ste A.

Gainesville, FL 32609

Bi-weekly

MISA & Voc Rehab 825 NW 23rd Ave, Bldg. 111, Ste B.

Bi-weekly

Ocala CBOC 1515 E. Silver Sprg Blvd Ste 225 Ocala, FL 34470

Bi-weekly

Ocala West 3307 SW 26th Ave Ocala, FL 34474

Bi-weekly

Pain Clinic

3901 NW 98 ST

Gainesville, FL 32606

Bi-weekly

NCO 8 Commerce Bldg.

300 E. University Ave Ste 180, 170

Bi-weekly

Prosthetic Warehouse 2444 NE 1st Blvd Ste 300, 400, 500 & 600 Gainesville FL 32609

Bi-weekly

MAS lease 6020 NW 4th Pl Ste. D

Bi-weekly

Jacksonville OPC 6900 Southpoint Dr. 3rd Fl Jacksonville, FL 32216

Bi-weekly

Mental Health Services – TBI 825 NW 23rd Ave.

Monthly

IRM

4805 SW 34th St. Rm: SP113

Monthly

Psychiatric Comm II & SATT 620 NW 16th Ave Gainesville, FL 32610

Bi-weekly

Psychiatric Comm I & Mental 620 NW 16th Ave Gainesville, FL 32610

Bi-weekly

Home Based Patient Care Sun Center West, 235 S Main Str. St 105 weekly

Tel Care Lease 2444 NE 1st Blvd, Ste 100

Bi-weekly

Summerfield OPC 8900 SE Mulberry Ln The Village, FL 32162

Palatka CBOC 400 Hwy 19 N. Ste #48 Palatka, FL 32177

Bi-weekly

Marianna CBOC 4970 Highway 90 Marianna, FL 32446

Bi-weekly

Tallahassee HHC 2181 East Orange Ave Tallahassee, FL 32311

Weekly

Healthcare for Homeless-JAX HCHV Midtown Centre-3300 Bldg.

4161 Carmichael Ave Jacksonville, FL 32207

Bi-weekly

Jacksonville Detox Southpoint Bldg-5th floor 6900 Southpoint Dr North Jacksonville, FL 32216

Bi-weekly

Jacksonville OPC 1536 North Jefferson Ste.

Jacksonville, FL 32209

Bi-weekly

Jacksonville OPC Primary Care Southpoint Bldg-4th floor 6900 Southpoint Dr North Jacksonville, FL 32216

Bi-weekly

Healthcare for Homeless-JAX HBPC Midtown Centre-3300 Bldg 4161 Carmichael Ave Jacksonville, FL 32207

Bi-weekly

Valdosta CBOC 2841 North Patterson Str Valdosta, GA 31604

Bi-weekly

St Mary's CBOC Kings Bay Village Shopping Center 2603 Osborne Rd, Ste. E St. Mary, GA 31558

Every two months

St Augustine HBPC 195 Southpark Blvd St. Augustine, FL 32806

Bi-weekly

St Augustine CBOC 195 Southpark Blvd St Augustine, FL 32086

Bi-weekly

Waycross VA Outreach Clinic 515 City Blvd Waycross, GA 31501

Every two months

Perry CBOC 1224 North Peacock Ave Perry, FL 32347

Bi-weekly

Medical Administration Service 7019 NW 11th PL Gainesville, FL 32605

Bi-Weekly

VISN 08 Telecare 1086 SW Main Blvd, Ste. B Lake City, FL 32025