36C24820Q0132-0002014.pdf

RFQ #: 36C24820Q0132

MOBILE DOCUMENT DESTRUCTION SERVICES (MDDS) FOR THE

ORLANDO VA MEDICAL CENTER (VAMC) AND ASSOCIATED VA SITES

This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR subpart 12.6 in conjunction with FAR subpart 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This combined synopsis/solicitation is issued as a Request for Quote (RFQ) 36C24820Q0132.

Submit written quotes in accordance with Addendum to FAR 52.212-1, Instruction to Offerors outlined in pages 34-38 of this solicitation. Oral quotes will not be accepted. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC_2019- 06 / 10-10-2019 & VA Acquisition Regulations (VAAR) Update 2008-19 / 10/04/2019. North American Industrial Classification Standard (NAICS) 561990, Document Shredding Services, with a Size Standard of $11,000,000.00, applies to this procurement.

This procurement is a 100% Total Service-Disabled, Veteran-Owned Small Business (SDVOSB) set-aside and all eligible quoters are encouraged to submit quotes. To be eligible for award quoter must be Verified in the Vendor Information Pages (VIP) (https://www.vip.vetbiz.gov) prior to the closing date and time of the RFQ and at the time of award.

Network Contracting Office 8 (NCO 8) – Orlando Services Contracting Team intends to award a single firm, fixed-price contract for Mobile Document Destruction Services (MDDS) for the Orlando VA Medical Center and associated VA sites throughout central Florida.

To be eligible for award, the quoter is required to be registered in the System for Award Management (SAM) when submitting an offer or quotation and shall continue to be registered until time of award, during performance, and through final payment of any contract resulting from this solicitation.

1. Quote shall be valid 120 days from the close of this solicitation.

2. All questions and answer requests are due in writing, via email to Contracting Officer Kurt Kramer, at Kurt.Kramer@va.gov, no later than October 12, 2019, 11:00 am Eastern Standard Time (EST). The Government reserves the right to not respond to questions submitted after this time.

3. Quotes are due no later than NOVEMBER 20, 2019, 11:00 EST. Quotes will only be accepted in Microsoft Word (.doc/.docx) or Adobe (.pdf) format by email to: Contracting Officer Kurt Kramer, Kurt.Kramer@va.gov.

36C24820Q0132

Table of Contents

SECTION B - CONTINUATION OF COMBINED SYNOPSIS/SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICING SCHEDULE

B.3 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED

SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018) (DEVIATION)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.9 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

ATTACHMENT 1 WG 2015-4533 Rev 9 07_30_2019 FLAGLER VOLUSIA COUNTY. . 33 ATTACHMENT 2 WG 2015-4553 Rev 11 07_16_2019 ORANGE COUNTY https://beta.sam.gov/wage-determination/2015-4553/11/document) ATTACHMENT 3 WG 2015-4555 Rev 8 07_30_2019 BREVARD COUNTY https://beta.sam.gov/wage-determination/2015-4555/8/document)

ATTACHMENT 4 VA DIRECTIVE 6371

ATTACHMENT 5 ESTIMATED LABOR HOURS FOR ON-SITE SERVICE

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.2 52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2019)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.10 ADDENDUM TO 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014) .. 42

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (OCT 2018)

SECTION B - CONTINUATION OF COMBINED

SYNOPSIS/SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: ________________________________ (Company Name)

________________________________ (Address)

________________________________ (City-State-Zip)

POINT OF CONTACT: __________________________

PHONE NUMBER: __________________________

E-MAIL ADDRESS: __________________________

DUNS #: __________________________

TAX ID # (TIN): __________________________

b. GOVERNMENT: Kurt Kramer, Contracting Officer

(E): Kurt.Kramer@va.gov

Network Contracting Office 8 (NCO 8) Orlando – Contracting Services Team 13800 Veterans Way Lakemont Bldg., Room 221 Orlando, FL 32827-7403

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33 Payment by Electronic Funds Transfer - System For Award Management (JUL 2013)

3. INVOICES/PAYMENT: Invoices shall be submitted electronically, in arrears:

a. By the 20th day of the following month after services have been rendered and accepted.

b. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e- Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment.

c. VA’s Electronic Invoice (e-Invoice) system uses a third-party contractor (Tungsten Network) for submission of electronic invoices. Go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/customer-campaigns/veteransaffairs-us/

For assistance setting up e-Invoice, the below information is provided:

Tungsten Network e-Invoice Registration: VA.Registration@tungsten-network.com Tungsten Network Customer Service: (877) 489-6135 OB10 Portal to submit electronic invoices: VA.Registration@ob10.com VAFSC – for Invoice receipt or payment questions, call: (877)353-9791 or VAFSC Email: vafsccshd@va.gov

FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF

SUBMISSION FOR PAYMENT REQUESTS

CONTRACT ADMINISTRATION

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under 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 commitment or issue changes that will 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, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

B.2 PRICING SCHEDULE

The contractor shall provide all-inclusive MDDS at each VA site based on the frequency established herein. All-inclusive includes all labor, supervision, locking containers (varying in size), transportation, and any other equipment or services necessary to meet or exceed the requirements contained in this PWS.

BASE YEAR: February 1, 2020 through September 30, 2020

TOTAL PRICE FOR BASE YEAR: _____________________

CLIN DESCRIPTION QTY UNIT UNIT PRICE TOTAL PRICE

Mobile Document Destruction Services (MDDS) Location: Orlando VAMC Frequency: Every 1 Week (E1W)

35 WK

Mobile Document Destruction Services (MDDS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W)

35 WK

Mobile Document Destruction Services (MDDS) Location: Lakemont Campus Frequency: Every 1 Week (E1W)

35 WK

Mobile Document Destruction Services (MDDS) Location: Crossroad Annex Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Tavares CBOC Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Clermont CBOC Frequency: Every 2 Week (E2W)

17 WK

Mobile Document Destruction Services (MDDS) Location: Deltona CBOC Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Daytona CBOC (William Chappell Jr) Frequency: Every 1 Week (E1W)

35 WK

Mobile Document Destruction Services (MDDS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W)

9 WK

Mobile Document Destruction Services (MDDS) Location: Viera CBOC Frequency: Every 1 Week (E1W)

35 WK

OPTION YEAR 1: October 1, 2020 through September 30, 2021

TOTAL PRICE FOR OPTION YEAR 1: _____________________

Mobile Document Destruction Services (MDDS) Location: Orlando VAMC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lakemont Campus Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Crossroad Annex Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Tavares CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Clermont CBOC Frequency: Every 2 Week (E2W)

26 WK

Mobile Document Destruction Services (MDDS) Location: Deltona CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Daytona CBOC (William Chappell Jr) Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Viera CBOC

52 WK

OPTION YEAR 2: October 1, 2021 through September 30, 2022

TOTAL PRICE FOR OPTION YEAR 2: _____________________

Mobile Document Destruction Services (MDDS) Location: Orlando VAMC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lakemont Campus Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Crossroad Annex Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Tavares CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Clermont CBOC Frequency: Every 2 Week (E2W)

26 WK

Mobile Document Destruction Services (MDDS) Location: Deltona CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Daytona CBOC (William Chappell Jr) Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Viera CBOC

OPTION YEAR 3: October 1, 2022 through September 30, 2023

TOTAL PRICE FOR OPTION YEAR 3: _____________________

Mobile Document Destruction Services (MDDS) Location: Orlando VAMC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lakemont Campus Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Crossroad Annex Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Tavares CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Clermont CBOC Frequency: Every 2 Week (E2W)

26 WK

Mobile Document Destruction Services (MDDS) Location: Deltona CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Daytona CBOC (William Chappell Jr) Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Viera CBOC

OPTION YEAR 4: October 1, 2023 through September 30, 2024

TOTAL PRICE FOR OPTION YEAR 4: _____________________

AGGREGATE TOTAL PRICE FOR BASE & ALL OPTION YEARS: _____________________

Mobile Document Destruction Services (MDDS) Location: Orlando VAMC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Lakemont Campus Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Crossroad Annex Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Tavares CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Clermont CBOC Frequency: Every 2 Week (E2W)

26 WK

Mobile Document Destruction Services (MDDS) Location: Deltona CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Daytona CBOC (William Chappell Jr) Frequency: Every 1 Week (E1W)

52 WK

Mobile Document Destruction Services (MDDS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W)

13 WK

Mobile Document Destruction Services (MDDS) Location: Viera CBOC

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. PURPOSE

The Contractor shall furnish Mobile Document Destruction Services (MDDS) at the following locations:

Orlando VA Medical Center (VAMC), 13800 Veterans Way, Orlando, FL 32827*

(* Note: This location includes: Warehouse, Community Living Center (CLC), Domiciliary, Chapel, Central Energy Plant (CEP), Outpatient Clinic (OPC), & Main Hospital buildings)

Lake Baldwin Outpatient Clinic (OPC), 5201 Raymond St., Orlando, FL 32803

Lakemont Campus, 2500 S. Lakemont Ave., Orlando, FL 32814

Crossroads Annex, 925 S. Semoran Blvd., Ste. 114, Winter Park, FL 32792

Tavares Community Based Outpatient Clinic (CBOC), 1390 E. Burleigh Blvd., Tavares, FL 32778

Kissimmee CBOC, 2285 N. Central Avenue, Kissimmee, FL 34741

Clermont CBOC, 805 Oakley Seaver Dr., Clermont, FL 34711

Deltona CBOC, 1200 Deltona Blvd., Deltona, FL 32725

William V. Chappell, Jr. OPC, 551 National Health Care Drive, Daytona Beach, FL 32114

Westside Pavilion VA Clinic (UMHS Annex), 1821 Business Park Blvd., Daytona Beach, FL. 32114

Port Orange VA Clinic (Veterans Wellness Recovery Program), 3731 Clyde Morris Blvd., Port Orange, FL

32129

Viera OPC, 2900 Veterans Way, Viera, FL 32940

2. SCOPE

The contractor shall provide all-inclusive MDDS at each VA site based on the frequency established herein. All-inclusive includes all labor, supervision, locking containers (varying in size), transportation, and any other equipment and services necessary to meet or exceed the requirements contained in this PWS. The Contractor shall be responsible for delivery, distribution, and removal of collection containers at each VA site throughout the contract. All shredding shall take place at Government facilities or grounds and shall be witnessed by a VA employee authorized to witness destruction of sensitive VA material.

The contractor shall shred materials in accordance with VA Directive 6371 – Destruction of Temporary Paper Documents. Types of paper that can be expected are office paper and computer paper, any color or type. Also, limited quantities of incidentals such as paper clips, staples, rubber bands, patient plastic armbands and other types of paper can be expected.

The contractor shall provide secure locking containers to collect and store materials to be shredded until such time that shredding of the materials occurs. The containers must be secured in a manner that prohibits unauthorized individuals from accessing temporary paper records identified for destruction that have been deposited into them.

3. REFERENCES

3.1. Contractor shall comply with VA Directive 6371, Destruction of Temporary Paper

Documents.

4. QUALIFICATIONS

4.1. The Contractor shall be 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 VA Directive 6371, Destruction of Temporary Paper Documents, Appendix A.

5. PERFORMANCE REQUIREMENTS

5.1. Task:

The Contractor shall provide at each location all supervision, labor, equipment and locking containers necessary to perform on-site document shredding. The Contractor shall be responsible for distribution and placement of all containers; as well as, pick-up and removal of all containers throughout the duration of this contract.

5.2. Shredding:

The Contractor shall arrive with equipment capable of performing all destruction on-site.

Contractor equipment shall shred articles within a Cross Cut Size Range of 1" x 3" (or smaller) per the National Association for Information Destruction (NAID) standards for mobile units. Contractor must have the capability of shredding large volumes of materials per hour to reduce the time utilizing limited VA assets (e.g. employees & warehouse dock space).

5.3. Deliverables:

Certificate of Destruction. The Contractor shall furnish a witnessing government representative with a Certificate of Destruction indicating how much material was shredded before leaving grounds.

6. CONTAINERS / VEHICLE STAGING AREA & WORK HOURS

6.1. CONTAINERS. Table 6.1 lists the estimated quantity, container sizes, and estimated monthly volume for each location.

Table 6.1

6.2. VEHICLE STAGING AREA & WORK HOURS.

6.2.1. Orlando VA Medical Center (VAMC), 13800 Veterans Way, Orlando, FL 32827

Vehicle staging: Loading dock areas located at warehouse and Community Living Center (CLC)

6.2.2. Lake Baldwin Outpatient Clinic (OPC), 5201 Raymond St., Orlando, FL 32803 Vehicle staging: Warehouse, Bldg. 501, designated loading dock areas

6.2.3. Lakemont Campus, 2500 S. Lakemont Ave., Orlando, FL 32814 Vehicle staging: Designed locations (TBD)

6.2.4. Crossroads Annex, 925 S. Semoran Blvd., Ste. 114, Winter Park, FL 32792 Vehicle staging: Designated loading dock area

6.2.5. Tavares Community Based Outpatient Clinic (CBOC), 1390 E. Burleigh Blvd., Tavares, FL 32778

6.2.6. Kissimmee CBOC, 2285 N. Central Avenue, Kissimmee, FL 34741

6.2.7. Clermont CBOC, 805 Oakley Seaver Dr., Clermont, FL 34711

6.2.8. Deltona CBOC, 1200 Deltona Blvd., Deltona, FL 32725

6.2.9. William V. Chappell, Jr. OPC, 551 National Health Care Drive, Daytona Beach, FL 32114

6.2.10. Westside Pavilion VA Clinic (UMHS Annex), 1821 Business Park Blvd., Daytona Beach, FL. 32114

6.2.11. Port Orange VA Clinic (Veterans Wellness Recovery Program), 3731 Clyde Morris Blvd., Port Orange, FL 32129

6.2.12. Viera OPC, 2900 Veterans Way, Viera, FL 32940

Note: Contractor Check-In: The contractor's pick-up/shredding employees will report to the location's designated VA COR, prior to the performance of each pick-up/shredding service.

6.3. WORK HOURS.

Contractor may perform services during the hours of 8:00 a.m. through 4:00 p.m. (local time), Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the appointed Contracting Officer Representative (COR).

6.3.1. RECOGNIZED HOLIDAYS. The following approved holiday are shown in Table

6.3.1. Under normal circumstance, contractor is not required to perform services during Federal Holidays. When a holiday falls on Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the U.S. Government agencies.

Holiday Date Month

New Year’s Day 1st January

Martin Luther King Jr.’s 3rd January

President’s Day 3rd February

Memorial Day Last May

Independence Day 4th July

Labor Day 1st September

Columbus Day 2nd October

Veterans Day 11th November

Thanksgiving Day 4th November

Christmas Day 25th December Table 6.3.1

7. ADDITIONAL REQUIREMENTS

7.1. TECHNICAL.

7.1.1. Shredding: Contractor shall be capable of shredding approximately 945,600 lbs.

(annually) via Mobile Shredding Vehicles. Contractor owned and operated Mobile Shredding Vehicle equipment shall be capable of cross cutting shred articles to the minimal specifications of Cross Cut Size Range of 1" x 3" (or smaller).

7.1.2. Mobile Shredding Vehicles: Contractor must have the capability to provide a sufficient number of mobile shredding vehicles to accommodate the shredding volume of the VA sites in addition to the Contractor's normal volume of business.

Contractor must have the capability of shredding large volumes of materials per hour to reduce the amount of time utilizing limited warehouse loading dock space.

7.1.3. Secure Collection Containers: The contractor shall provide secure locking containers to collect and store materials to be shredded until such time destruction of the materials occurs. The contractor shall be required to provide containers that are adequate in size to accommodate the need of the office or centralized location (smaller containers for low volume, larger containers for higher volume). All containers and carts shall possess locking mechanisms and locks that can be opened with a master key.

7.1.4. All materials to be shredded are to be contained during transfer from government custody to destruction vehicle to prevent loss from wind or other atmospheric conditions.

7.1.5. The task of document destruction shall be conducted from start to finish on-site at the designated VA locations and witnessed by a Government employee or, if authorized by Veteran’s Affairs officials that created the records, a contractor employee may act as witness.

7.1.6. Subject to criminal prosecution, contractor personnel shall comply with all manner of confidentiality when engaging in the destruction of any and all Department of Veterans Affairs records.

7.1.7. Contractor drivers and helpers must wear a specific uniform with company logo and shall wear a name badge above the waist identifying the company and employee.

7.1.8. Contractor shall provide a written schedule of the days and times of performance at each facility listed in this contract. Contractor is required to perform shredding/pick-up on days agreeable to both the VA and the Contractor. Any changes to the schedule shall be requested by the Contractor in writing and approved in advance by the COR prior to performance at the facility. The contractor shall schedule times during normal business hours which are between 8:00am and 4:30 pm, Monday through Friday, except Federal Holidays – reference Table 6.3.1.

7.1.9. The Contracting Officer's Representative (COR) shall conduct an initial orientation to the facilities; however, thereafter the Contractor shall be responsible for conducting orientations to new Contractor employees.

7.2. SECURITY.

7.2.1. Contractor employees shall be pre-authorized to witness destruction of the record.

7.2.2. Any contractor personnel found to be reading any of the Department of Veterans

Affairs materials shall be promptly removed from the premises where the job is being performed and the person/s involved shall not be allowed to return for any future service requests.

7.2.3. The contractor shall maintain a contingency plan for instances where (1) equipment malfunction occurs during the shredding process and (2) when a Mobile Shredding Vehicle breaks down in route to a VA Location for a scheduled shredding.

7.2.4. Contractor shall maintain a current listing of employees performing this contract. The list shall include the employee's name, address, phone number, social security number, position, level of clearance. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Office or Contracting Officer's Representative (COR) upon request.

7.2.5. Contractor personal shall report any information or circumstances of which they are aware may pose a threat to the security of Department of Veterans Affairs personnel, contractor personnel, resources, and classified and unclassified information.

7.2.6. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor-owned or privately-owned vehicle while on the property of the VA.

7.2.7. If the Contracting Officer finds it in the best interest of the Government, he/she may at any time during the performance of this contract order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of on-site building rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government.

7.2.8. In the event of an accident at any VA site, the Contractor shall immediately notify the Contracting Officer and COR in writing to include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident, events, and circumstances.

7.2.9. The Contractor shall not hold any discussions or release any information relating to the contract to anyone not having a direct interest in performance of this contract, without written consent of the Contracting Officer or the COR. This restriction applies to all news releases of information to the public, industry, or Government agencies.

7.2.10. The Contractor shall not advertise information about projects preformed for this contact without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-web-pages, magazines, newspapers, and similar promotions.

8. PERFORMANCE STANDARD

8.1. The Government representative shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, Government representative and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the Government. The Contractor shall notify the Contracting Officer and the Government representative when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the Government shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government’s rights outlined in 52.212-4.

8.2. Performance Requirements Standard (PRS) Matrix

Factor No.

Performance Indicators

Performance Standards

Acceptable Quality Level

(AQL)

Method of Surveillance

Incentive (Positive &/or Negative) (Impact on Contractor Payments)

Quality of Service – On-site document destruction services (reference PWS, para 5

– 5.3 & 7 – 7.2.10)

Services shall meet or exceed

PWS

requirements.

90% per occurrence

Observation by COR.

Positive: Acceptable performance rating in

Contractor Performance

Assessment Reporting System (CPARS)

Negative: Deduct up to

% of service not accomplished, reperformance until performance standard is met, and/or adverse

CPARS.

Timeliness of Service – Contractor adheres to service schedule (reference PWS, para 7.1.8.)

Contractor to perform services during normal business hours in accordance with agreed schedule.

90% of service requests.

Observation by COR.

Positive: Acceptable rating in CPARS

Negative: May result in adverse CPARS

Reporting – Certificate of Destruction, (reference PWS, para 5.3)

Contractor to provide

Certificate of Destruction.

100% of service

Reporting – Employee Listing.

(reference PWS, para 7.2.4)

Contractor to provide employee listing upon request.

100% of

Prompt & accurate invoice submission – Invoicing (see Section B.1 Contract Administration)

Contractor shall submit a properly prepared invoice in accordance with invoicing instructions.

occurrences

(per 12-month period) during contract duration

Certification of invoice(s) for payment by the COR delay of payment processing &/or adverse CPARS.

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL ITEMS

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months.

The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 45 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.5 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-Disabled Veteran-Owned Small Business concern or SDVOSB”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is so listed in the Vendor Information Pages (VIP) database (https://www.vip.vetbiz.va.gov); and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406 and 125.6, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB. The nonmanufacturer rule and the limitations on subcontracting apply to all SDVOSB and VOSB set-asides and sole source contracts.

(2) “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General.

(1) Offers are solicited only from eligible service-disabled veteran-owned small business concerns. Only VIP-listed service-disabled veteran-owned small business concerns (SDVOSBs) may submit offers in response to this solicitation. Offers received from concerns that are not VIP-listed service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed service-disabled veteran-owned small business concern that meets the size standard for the applicable NAICS code.

(c) Representation. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible. Therefore, any reference in 13 CFR part 121 and 125 to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB and only such concern(s) qualify as similarly situated. The offeror must also be eligible at the time of award.

(d) Agreement. When awarded a contract (see FAR 2.101, Definitions), including orders under multiple-award contracts, or a subcontract, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR part 121.406 and 125.6, provided that for purposes of the limitations on subcontracting, only VIP-listed SDVOSBs shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An independent contractor shall be considered a subcontractor. An otherwise eligible firm further agrees to the following:

(1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(2) Supplies or products.

(i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(ii) In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) is granted.

(3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(4) Special trade contractors. In the case of a contract for special trade contractors, it will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. Any work that a VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, cost of materials is excluded and not considered to be subcontracted. For mixed contracts and additional limitations, refer to 13 CFR 125.6.

(e) Joint ventures. A joint venture may be considered an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any reference therein to service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to mean a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(f) Precedence. For any inconsistencies between the requirements of the SBA program for service-disabled veteran-owned small business concerns and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program requirements have precedence.

(End of clause)

C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING

AND COMPLIANCE (JUL 2018) (DEVIATION)

a) This solicitation includes VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor’s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor’s offices where the Contractor’s business records or other proprietary data are retained and to review such business records regarding the Contractor’s compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor’s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor’s compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of clause)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office.

Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

C.8 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

The contractor shall obtain all necessary licenses and/or permits required to perform this work.

He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Florida. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from.

(End of Clause)

C.9 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS

(JAN 2008)

The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the contractor.

(End of Clause)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

FAR

Number

Title Date

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS

AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS

APR 2014

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER

MAY 2011

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

JUL 2016

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

OCT 2018

52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

JAN 1997

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

DEC 2013

852.203-70 COMMERCIAL ADVERTISING MAY 2018

(End of Addendum to 52.212-4)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS

(OCT 2019)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115– 91).

(3) 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2019) (Section 889(a)(1)(A) of Pub. L. 115–232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[X] (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

[] (2) 52.203-13, Contractor Code of Business Ethics and Conduct (OCT 2015) (41 U.S.C.

3509).

[] (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

[X] (4) 52.204–10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109–282) (31 U.S.C. 6101 note).

[] (5) [Reserved]

[X] (6) 52.204–14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[] (7) 52.204–15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111–117, section 743 of Div. C).

[X] (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note).

[X] (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

[] (10) [Reserved]

[] (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (NOV 2011) (15 U.S.C.

657a).

[] (ii) Alternate I (NOV 2011) of 52.219-3.

[] (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT…