36C24824Q1496.docx
DOCX document 175 KB Posted
- Attached to
- R614--RFQ SDVOSB set aside Document Destruction Federal contract opportunity
- Solicitation number
- 36C24824Q1496
About this file
This document is a Request for Quotations (RFQ) for Mobile Document Destruction Services (MDDS) at various Department of Veterans Affairs (VA) locations in Florida. The VA is seeking a Service-Disabled Veteran-Owned Small Business (SDVOSB) contractor to provide supervision, labor, equipment, and secure lockable containers to perform on-site document shredding. The contract will have a 1-year base period and up to four 1-year option periods. Key details include:
- 14 VA locations in Florida requiring MDDS at varying frequencies from weekly to quarterly.
- Estimated total annual volume of 583,725 lbs. of material to be shredded.
- Contractor must be NAID certified, bonded, and insured, or meet VA standards for secure destruction.
- Quotes are due by September 4, 2024 at 11:00 AM EDT. The award is planned for August 20, 2024 with a contract start date of October 1, 2024.
- The procurement is set aside for SDVOSB firms certified through the SBA.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 36C24824Q1496 0001.docx | DOCX document | |
| Attachment 3 WD 15-4553 Rev26 04-18-2024 Orange.pdf | ||
| Attachment 1 LOS Certification.pdf | ||
| Attachment 4 WD 15-4555 Rev23 07-22-2024 Brevard.pdf | ||
| Attachment 2 WD 15-4533 Rev24 07-22-2024 Volusha.pdf |
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Text version
PAGE 1 OF
1. REQUISITION NO.
2. CONTRACT NO.
3. AWARD/EFFECTIVE DATE
4. ORDER NO.
5. SOLICITATION NUMBER
6. SOLICITATION ISSUE DATE
a. NAME
b. TELEPHONE NO. (No Collect Calls)
8. OFFER DUE
DATE/LOCAL
TIME
9. ISSUED BY
CODE
10. THIS ACQUISITION IS
UNRESTRICTED OR
SET ASIDE:
% FOR:
SMALL BUSINESS
HUBZONE SMALL
BUSINESS
SERVICE-DISABLED
VETERAN-OWNED
SMALL BUSINESS
WOMEN-OWNED SMALL BUSINESS
(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED
SMALL BUSINESS PROGRAM
EDWOSB
8(A)
NAICS:
SIZE STANDARD:
11. DELIVERY FOR FOB DESTINA-
TION UNLESS BLOCK IS
MARKED
SEE SCHEDULE
12. DISCOUNT TERMS
13a. THIS CONTRACT IS A
RATED ORDER UNDER
DPAS (15 CFR 700)
13b. RATING
14. METHOD OF SOLICITATION
RFQ
IFB
RFP
15. DELIVER TO
CODE
16. ADMINISTERED BY
CODE
17a. CONTRACTOR/OFFEROR
CODE
FACILITY CODE
18a.
PAYMENT WILL BE MADE BY
CODE
TELEPHONE NO.
UEI:
EFT:
PHONE:
FAX:
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED
SEE
ADDENDUM
19.
20.
21.
22.
23.
24.
ITEM NO.
SCHEDULE OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
(Use Reverse and/or Attach Additional Sheets as Necessary)
25. ACCOUNTING AND APPROPRIATION DATA
26.
TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA
ARE
ARE NOT ATTACHED.
27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212
-4. FAR 52.212-5 IS ATTACHED. ADDENDA
ARE
ARE NOT ATTACHED
28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________
29. AWARD OF CONTRACT: REF. ___________________________________ OFFER
COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND
DATED ________________________________. YOUR OFFER ON SOLICITATION
DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY
(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE
ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED
SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:
30a. SIGNAT
URE OF OFFEROR/CONTRACTOR
31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED
AUTHORIZED FOR LOCAL REPRODUCTION
(REV. NOV 2021)
PREVIOUS EDITION IS NOT USABLE
Prescribed by GSA - FAR (48 CFR) 53.212
7. FOR SOLICITATION
INFORMATION CALL:
STANDARD FORM 1449
SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL
PRODUCTS AND COMMERCIAL SERVICES
OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30
36C24824Q1496 08-20-2024
KURT KRAMER
407-840-9048 09-04-2024 11:00
EDT
36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827 X X 561990 $16.5 Million N/A X Department of Veterans Affairs Orlando VA Healthcare System (VAHCS) 13800 Veterans Way Orlando FL 32827 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827
Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 (877) 353-9791
(512) 460-5429 See CONTINUATION Page Mobile Document Destruction Services (MDDS) for Orlando VAHCS facilities.
Department of Labor Wage Determination(s) apply.
See CONTINUATION Page X X X Kurt Kramer
VA-VHA-RPOE-2023-0095
Table of Contents
| SECTION A | 1 |
| A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 1 |
| SECTION B - CONTINUATION OF SF 1449 BLOCKS | 4 |
| B.1 CONTRACT ADMINISTRATION DATA (Continuation from Standard Form 1449, Block 18A) | 4 |
| B.2 PRICE/COST SCHEDULE | 7 |
| ITEM INFORMATION | 7 |
| B.3 PERFORMANCE WORK STATEMENT (PWS) | 25 |
| SECTION C - CONTRACT CLAUSES | 36 |
| C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 36 |
| C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) | 36 |
| C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) | 36 |
| C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS | 36 |
| C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) | 37 |
| C.6 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) | 40 |
| C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) | 41 |
| C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) | 43 |
| C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) | 43 |
| C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) | 43 |
| SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS | 52 |
| D.1 Attachment 1 LOS Certification. | 52 |
| D.2 Attachment 2 WD 15-4533 Rev24 07-22-2024 Volusha. | 52 |
| D.3 Attachment 3 WD 15-4553 Rev26 04-18-2024 Orange. | 52 |
| D.4 Attachment 4 WD 15-4555 Rev23 07-22-2024 Brevard. | 52 |
| SECTION E - SOLICITATION PROVISIONS | 53 |
| E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 53 |
| E.2 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS | 53 |
| E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021) | 57 |
| E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023) | 59 |
| E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) | 61 |
| E.6 52.233-2 SERVICE OF PROTEST (SEP 2006) | 62 |
| E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018) | 62 |
| E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) | 63 |
| E.9 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 63 |
| E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) | 65 |
SECTION B - CONTINUATION OF SF 1449 BLOCKS
B.1 CONTRACT ADMINISTRATION DATA (Continuation from Standard Form 1449, Block 18A)
| 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: | ||||
| SAM UEI #: | ||||
| b. GOVERNMENT: | Kurt Kramer, Contracting Officer (CO) | |||
| (E): Kurt.Kramer@va.gov |
Network Contracting Office 8 (NCO 8) Orlando Contracting - Services Team
| 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:
| [X] |
| Monthly - After services have been rendered and accepted. |
a. 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.
b. 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
· 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
| 4. | SPECIAL NOTES. To maintain the integrity of this solicitation and subsequent award, all quoters are advised that any question(s) must be submitted in written form via e-mail to the Contracting Officer at Kurt.Kramer@va.gov no later than 11:00 am (EST) on Monday, August 26th, 2024. Submissions shall reference ‘36C24824Q1496 – Questions’ in the email subject line. A consolidated response via solicitation amendment to Contract Opportunities (www.SAM.gov) will be provided. |
| Any question(s) received after the exact time specified for receipt of questions is late and will not be considered unless the Contracting Officer determines that accepting the late question(s) would not unduly delay the acquisition. |
5. SITE VISIT. Quoters are strongly encouraged to inspect each site to fully inform themselves of the nature of the work and the conditions under which the work is to be performed. Failure to do so shall in no way relieve the successful offeror from the necessity of furnishing any materials or performing any of the work that may be required to complete the work in strict accordance with the true intent and meaning of the specifications without additional cost to the VA.
Date: Wednesday, August 21, 2024 Time: 9:30 am Location: Orlando VAMC at Lake Nona, 13800 Veterans Way, Orlando, FL 32827-7403
· Meet at the south main entrance foyer area (by piano). At the conclusion of the walk-thru at Lake Nona, participants will travel (transportation not provided) for a walk-thru of the Lake Baldwin VAMC & Lakemont Campus.
| 6. | ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the solicitation numbered and dated as follows: | ||
| AMENDMENT NO | DATE | ||
| _____________ | ________________ | ||
| _____________ | ________________ | ||
| _____________ | ________________ |
| 7. | 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 PRICE/COST SCHEDULE
ITEM INFORMATION
| ITEM NUMBER |
| DESCRIPTION OF SERVICES |
| QUANTITY |
| UNIT |
| UNIT PRICE |
| AMOUNT |
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Orlando VAMC Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Lake Baldwin CBOC Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Lakemont Campus Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Daytona Beach VA Clinic Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Viera CBOC Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Clermont CBOC Frequency: Every 2 Week (E2W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Orlando Vet Center Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Tavares CBOC Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Kissimmee CBOC Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Clermont Vet Center Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Deltona CBOC Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Daytona - Westside Pavilion Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Port Orange CBOC Frequency: Every 4 Week (E4W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS) Location: Palm Bay CBOC Frequency: Every 1 Week (E1W) Contract Period: Base POP Begin: 10-01-2024 POP End: 09-30-2025
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 2 Week (E2W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 2 Week (E2W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 2 Week (E2W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 52.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 2 Week (E2W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 4 Week (E4W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| 13.00 |
| WK |
| __________________ |
| __________________ |
Mobile Document Destruction Services (MDSS)
Frequency: Every 1 Week (E1W) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029
| GRAND TOTAL |
| __________________ |
36C24824Q1496
Page 1 of
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, Sim LEARN, 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
· Orlando Vet Center, 5575 SR-436 N, Ste 30, Orlando, FL 32822
· Tavares Community Based Outpatient Clinic (CBOC), 1390 E. Burleigh Blvd., Tavares, FL 32778
· Kissimmee CBOC, 2285 N. Central Avenue, Kissimmee, FL 34741
· Clermont CBOC, 3200 Citrus Tower Blvd, Clermont, FL 34711
· Clermont Vet Center, 1655 E Hwy 50, Clermont, FL 34711
· Deltona CBOC, 1200 Deltona Blvd., Deltona, FL 32725
· Daytona Multispecialty Community Base Outpatient Clinic (CBOC), 1776 N. Williamson Blvd, Daytona Beach, FL 32117
· 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
· Palm Bay CBOC, 5200 Babcock St. NE, Palm Bay, FL 32905
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, lockable 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 as needed. 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 lockable 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 lockable 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 annual & monthly volumes 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. The Vet Center 5575 SR-436 N, Ste 30, Orlando, FL 32822 Vehicle staging: Designated loading dock area
6.2.5. Tavares Community Based Outpatient Clinic (CBOC), 1390 E. Burleigh Blvd., Tavares, FL 32778 Vehicle staging: Designated loading dock area
6.2.6. Kissimmee CBOC, 2285 N. Central Avenue, Kissimmee, FL 34741 Vehicle staging: Designated loading dock area
6.2.7. Clermont Vet Center, 1655 E Hwy 50, Clermont, FL 32940 Vehicle staging: Designated loading dock area
6.2.8. Clermont CBOC, 3200 Citrus Tower Blvd, Clermont, FL 34711 Vehicle staging: Designated loading dock area
6.2.9. Deltona CBOC, 1200 Deltona Blvd., Deltona, FL 32725
Vehicle staging: Designated loading dock area
6.2.10. Daytona Multi-Specialty (CBOC), 1776 N. Williamson Blvd, Daytona Beach, FL 32114 Vehicle staging: Designated loading dock area
6.2.11. Westside Pavilion VA Clinic (UMHS Annex), 1821 Business Park Blvd., Daytona Beach, FL. 32114 Vehicle staging: Designated loading dock area
6.2.12. Port Orange VA Clinic (Veterans Wellness Recovery Program), 3731 Clyde Morris Blvd., Port Orange, FL 32129 Vehicle staging: Designated loading dock area
6.2.13. Viera OPC, 2900 Veterans Way, Viera, FL 32940
Vehicle staging: Designated loading dock area
6.2.14. Palm Bay (CBOC), 5200 Babcock St. NE, Palm Bay, FL 32905 Vehicle staging: Designated loading dock area
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 Birthday |
| 3rd Monday |
| January |
| President’s Day |
| 3rd Monday |
| February |
| Memorial Day |
| Last Monday |
| May |
| Juneteenth |
| 19th |
| June |
| Independence Day |
| 4th |
| July |
| Labor Day |
| 1st Monday |
| September |
| Columbus Day |
| 2nd Monday |
| October |
| Veterans Day |
| 11th |
| November |
| Thanksgiving Day |
| 4th Thursday |
| 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 583,725 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 3/4" x 2.5" (or smaller) up to 1" x 3".
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 lockable 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-webpages, 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) |
| 1 |
| 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.
| 2 |
| 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
| 3 |
| Reporting – |
Certificate of Destruction, (reference PWS, para 5.3)
| Contractor to provide Certificate of Destruction. |
| 100% of service requests. |
| Observation by COR. |
Positive: Acceptable rating in CPARS
| 4 |
| Reporting – |
Employee Listing. (Reference PWS, para 7.2.4)
| Contractor to provide employee listing upon request. |
| 100% of requests. |
| Observation by COR. |
Positive: Acceptable rating in CPARS
| 5 |
| Prompt & accurate invoice submission – Invoicing (see Section B.1 Contract Administration) |
| Contractor shall submit a properly prepared invoice in accordance with invoicing instructions. |
| 2 occurrences (per 12-month period) during contract duration |
| Certification of invoice(s) for payment by the COR |
| Positive: Acceptable rating in CPARS |
Negative: May result in delay of payment processing &/or adverse CPARS.
9. RECORDS MANAGEMENT OBLIGATIONS
A. Applicability
1. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.
B. Definitions
2. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.
3. The term Federal record:
a. includes VHA records.
b. does not include personal materials.
c. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.
d. may include deliverables and documentation associated with deliverables.
C. Requirements
4. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
5. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
6. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
7. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.
8. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
9. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
10. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.
11. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.
12. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
13. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
14. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
a. ** VHA training for contractors is available in Talent Management System (TMS)
15. Records Management for Records Officers and Liaisons, Item #3873736
D. Flow down of requirements to subcontractors
a. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.
b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
36C24824Q1496
Page 1 of Page 1 of
SECTION C - CONTRACT CLAUSES
C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES 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 60 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 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)…
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