AMEND 0001 ATTCH 3 PWS 36C24825R0136 07162025 Rev1.pdf

Performance Work Statement (PWS) Document Shredding Service

07/16/2025, Rev 1

?.## PERFORMANCE WORK STATEMENT (PWS)

TABLE OF CONTENTS

1. INTRODUCTION

2. DESCRIPTION / SCOPE / OBJECTIVE

3. APPLICABLE DOCUMENTS

4. SPECIFIC TASKS - PERFORMANCE REQUIREMENTS

5. PERFORMANCE LOCATION AND HOURS

6. CONTRACTOR PERSONNEL AND MANAGEMENT

7. TRAVEL

8. NON-PERSONAL SERVICE STATEMENT

9. CONTRACT MANAGEMENT

10. INCIDENT MANAGEMENT

11. TRAINING

12. PROCEDURE MANUAL

13. QUALITY CONTROL PLAN

14. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

15. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

16. PHASE IN /PHASE OUT PERIOD

17. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

18. INVOICES

19. GOVERNMENT ROLES AND RESPONSIBILITIES

20. CONTRACTOR SPECIFIC REQUIREMENTS, ROLES, AND RESPONSIBILITIES

21. CONTRACTOR EMPLOYEES

22. STANDARDS OF CONDUCT

23. EMERGENCY MEDICAL TREATMENT SERVICES

24. SAFETY REQUIREMENTS

25. SAFETY PLAN

26. ADMINSTRATIVE INORMATION

27. SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY

RESOURCES:

28. RECORDS MANAGEMENT LANGUAGE for CONTRACTS

LIST OF PWS ATTACHMENTS

ATTACHMENT 1 – CONTAINER LIST – OFF CAMPUS, Dated 07/16/2025 ATTACHMENT 2 – CONTAINER LIST – JAHVAMC, Dated 07/16/2025

ATTACHMENT 3 – PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX

– CHART, DOCUMENT SHREDDING SERVICE

ATTACHMENT 4 – SITE MAP – JAHVAMC CAMPUS

ATTACHMENT 5 – TECHNICAL EVALUATION FACTORS CHECKLIST

ATTACHMENT 6 – SUBMITTALS CHECKLIST

1. INTRODUCTION

The James A. Haley Veterans Administration Medical Center (JAHVAMC) is an accredited comprehensive medical provider, providing general medical, surgical, inpatient and outpatient mental health services to an estimated Veteran population of more than 150,000. The JAHVAMC also includes centers for AIDS/HIV, prosthetic treatment, and spinal cord injury rehabilitation, as well as a Geriatric Research, Education, and Clinical Center and is recognized as a Center of Excellence in Spinal Cord Injury Research, Substance Abuse Treatment and Chest Pain. The JAHVAMC consists of one Medical Center (hospital), several Community Based Outpatient Clinics (CBOC), Vet Centers and warehouses spanning across the Tampa Bay area.

2. DESCRIPTION / SCOPE / OBJECTIVE

2.1 The JAHVAMC, Environmental Management Service (EMS), requires routine sensitive document shredding services. The Contractor shall provide all labor, supervision, supplies, equipment, tools, materials, all supplementary or miscellaneous items, appurtenances and devices incidental to or necessary for successful completion of the requirements as herein defined for routine sensitive document and pill bottle destruction/shredding services.

The types of paper will be co-mingled and will include office paper, any color any type, labels, post-it notes, forms, etc. This list is not all-inclusive and may include carbon copy printer rolls, compact disks (CD), floppy disks, other storage media, and limited quantities of incidentals such as staples, paper clips, envelopes, file folders, newspapers, rubber bands and other types of paper. All shredded material must be used for recycling purposes and cannot be sold as packing material. All shredding shall take place at Government facilities or grounds and shall be witnessed by a VA employee.

2.2 Definition: VA Sensitive Information/Data:

A. All Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information.

B. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, records about individuals requiring protection under various confidentiality provisions such as the Privacy Act of 1974 and HIPAA Privacy Rule, and information that could be withheld under the Freedom of Information Act.

C. Examples of VA sensitive information include the following: Individually-identifiable medical, benefits, and personnel information, financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information, information that is confidential and privileged in litigation, such as information protected by the deliberative process privilege, attorney work product privilege, and the attorney-client privilege, and other information which, if released, could result in violation of law or harm or unfairness to any individual or group, or could adversely affect the National interest or the conduct of Federal Programs.

2.3 PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The period of Performance shall read as follows

Base Period, Option Period 1, Option Period 2, Option Period 3, Option Period 4

2.4 TYPE OF CONTRACT. The Veterans Administration will award a FIRM FIXED PRICE (FFP) Indefinite Quantity/Indefinite Delivery (IDIQ) type of contract with estimated not to exceed quantities.

Task Orders will be issued each Option Year to order and fund the applicable IDIQ Contract Option Year Line Items (LINs).

3. APPLICABLE DOCUMENTS

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

3.1 GLOSSARY:

GLOSSARY

AQL Acceptable Quality Level

CBOC Community-Based Outpatient Clinic(s) CMP Contract Management Plan COR Contracting Officer’s Representative CO Contracting Officer

EMS Environmental Management Service IAW In Accordance With

JAHVAMC James A. Haley Veterans Administration Medical Center PWS Performance Work Statement POC Point of Contact PCR Project Completion Report

VAMC VA Medical Center

3.2 REGULATIONS:

APPLICABLE DOCUMENTS (REGULATIONS)

Federal Acquisition Regulation (FAR) https://www.acquisition.gov/browse/index/far

Veterans Administration Acquisition Regulation (VAAR) https://www.va.gov/oal/library/vaar/vaar852.asp

Health Insurance Portability and Accountability Act of 1996 (HIPAA) https://www.ihs.gov/hipaa/

VA Directive 6371 (Apr. 8, 2014), Destruction of Temporary Paper Records https://www.va.gov/vapubs/viewPublication.asp?Pub_ ID=742&FType=2

VHA Directive 6300 (Oct. 22, 2018, Records Management https://www.va.gov/vhapublications/ViewPublication.a sp?pub_ID=8113

4. SPECIFIC TASKS - PERFORMANCE REQUIREMENTS

The Contractor shall shred materials in accordance with regulations referenced in PWS Section 3 at the facilities listed in PWS Attachments 1 and 2 Container List. All work will be done in accordance with the requirements of the contract and VA Directive 6371.

4.1 The Contractor shall deliver all lockable bins listed on the PWS Attachment 1, Off Campus Container List and PWS Attachment 2, JAHVAMC Container List to house all sensitive documents for shredding.

Delivery should occur within fourteen (14) calendar days of contract award. Contractor shall provide additional lockable containers as needed or required by the Government during the performance of the contract.

4.2 Contractor shall provide lockable containers of a size to sufficiently contain and secure the number of sensitive documents disposed of in between document destruction. A container list of sizes, quantities, and pick up frequencies the contractor shall provide are listed on the PWS Attachment 1, Off Campus Container List and PWS Attachment 2, JAHVAMC Container List.

4.3 Contractor shall provide a key to the lockable containers to the Contracting Officer Representative (COR) to use in case of emergency.

4.4 Contractor shall shred all paper before leaving the facility grounds. All material is to be crosscut.

4.5 Contractor shall not allow anyone access to the shredding containers without permission from COR or Contracting Officer (CO).

4.6 Contractor shall be responsible for visual inspection of locks. Any damaged or broken locks will be replaced by Contractor.

4.7 Containers will be placed in centralized locations throughout the JAHVAMC and Off Campus Facilities. Location of where to place the lockable containers at each facility will be provided upon award of contract. The lockable containers will have informative labels to aid in identification and use. "Labels shall be a highly visible adhesive type. Labels shall contain “Company Name/Logo”, “Contact Information”, “No Trash”, “No Recycling”, “No CD's, Disks, Soft Media etc. - Contact Records Management for soft media disposal".

4.8 VEHICLES: The Contractor must provide equipment to do all shredding onsite. Outcome of materials shall be unrecognizable, and impossible to reconstruct and sized no larger than necessary for recycling. The delivery vehicle(s) used in the performance of this contract shall be licensed, registered and insured. Provide a copy of the license, registration, and insurance with Contractor’s Technical Proposal. The VA reserves the right to inspect the Contractor’s equipment and vehicles.

4.9 NATIONAL ASSOCIATION FOR INFORMATION DESTRUCTION NAID:

In accordance VA DIRECTIVE 6371, dated April 8, 2014, “DESTRUCTION OF TEMPORARY PAPER RECORDS”, If final destruction is not carried out by VA employees, it must be carried out by either:

A. A NAID certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction; or

B. A non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in this VA DIRECTIVE 6371 Appendix.

4.9.1 NAID CERTIFICATION:

A. If Contractor (and its subcontractors or third parties)is NAID certified, bonded, and insured, provide a copy of the certification with Contractor’s Technical Proposal.

B. If Contractor (and its subcontractors or third parties) is not NAID certified, bonded, and insured, provide a written signed certification that the Contractor (and its subcontractors or third parties) can satisfy the standards outlined in this VA DIRECTIVE 6371 Appendix with Contractor’s Technical Proposal.

4.10 Certificate of Destruction Service Report (CDSR): The Contractor shall provide a CDSR upon completion of each destruction site visit. The CDSR shall contain the date of destruction, total weight of destructive material, and site location where sensitive material was destroyed.

a. CDSR shall be furnished to the COR via email within two (2) business days of completed service for inspection and acceptance.

b. COR shall provide Contractor with deficiencies leading to the rejection of any CDSR. The COR shall identify in writing the corrections that must be made to facilitate Government acceptance.

c. Contractor shall resubmit the CDSR with all corrections via email within 24 hours.

5. PERFORMANCE LOCATION AND HOURS

5.1 All document shredding services and contract performance under this PWS shall occur at the location listed on the PWS Attachment 1, Off Campus Container List and the PWS Attachment 2, JAHVAMC Container List.

5.2 JAHVAMC: Document shredding services at the JAHVAMC listed on the PWS Attachment 2, JAHVAMC Container List shall be provided as follows:

A. PER WEEK: All weekly pick-ups shall be provided on Fridays, between the hours of 8:00am to 4:30pm.

B. TWICE PER WEEK: All twice weekly pick-ups shall be provided on Fridays, between the hours of 8:00am to 4:30pm and another day during the week as identified by the JAHVAMC customer.

5.3 OFF CAMPUS: Document shredding services for all Off Campus Facilities listed on the PWS Attachment 1, Off Campus Container List shall be provided as follows: are listed biweekly (once every two weeks) on Thursdays, between the hours of 8:00am to 4:30pm.

A. BIWEEKLY: All pick-ups listed as biweekly (once every two weeks) shall be provided on the days listed on PWS Attachment 1, Off Campus Container List, between the hours of 8:00am to 4:30pm.

B. MONTHLY: All monthly pick-ups shall be provided on the days listed on PWS Attachment 1, Off Campus Container List, between the hours of 8:00am to 4:30pm.

5.4 HOLIDAYS: If the pick-up days fall on a holiday, the Contractor shall be required to perform services before or after on the next business day following the holiday.

6. CONTRACTOR PERSONNEL AND MANAGEMENT

6.1 Contractor Personnel: The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative controls necessary to meet the contract specifications and requirements.

6.2 Contractor Badges: Contractor personnel shall wear a laminated contractor identification badge at all times when performing services under this Contract. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

6.3 Contractor Identification: All Contractor personnel attending meetings or working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such.

6.4 Safety/Security Requirements: The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. VA Police has full authority for law enforcement and security activities on VA property and shall have the express right to inspect for security violations at any time during the term of the contract.

6.5 Government Ownership: All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract.

The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

6.6 Release of Information: The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Public Affairs Officer.

6.7 Standards of Conduct: The following standards of conduct are applicable to all contractor personnel on the premises for the express purpose of performance under this PWS:

a. Personnel Conduct: Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken, written, and limit access to the assigned areas.). The Government may require the Contractor to remove any employee performing under this contract for reasons of suspected misconduct, security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not be liable for any expenses incurred due to the removal of Contractor personnel.

b. Weapons: Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

c. Clothing, Appearance, and Personal Hygiene: Contractor personnel shall be professionally dressed in attire suitable to the work being performed in accordance with the PWS. Contractors’ appearance shall be neatly groomed. Contractor clothing or uniforms shall be clean, neat, and free of large stains (no larger than a quarter in size). Contractor shall utilize sufficient personal hygiene practices so as not to be odoriferous.

d. Personnel Qualifications: The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

e. Area Restrictions: Contractor personnel shall restrict their movements to the areas described within the PWS, restrooms within the local vicinity and public common areas such as the Canteen and smoking areas; i.e. Contractor personnel should not wander the halls of the Medical Center and be found in areas outside of reasonable proximity of the designated performance areas during scheduled performance hours.

7. TRAVEL

This requirement does not require travel outside of the locations provided.

8. NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services in accordance with this PWS will be controlled, directed, and supervised at all times by Contractor management personnel. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

9. CONTRACT MANAGEMENT

The contract shall be managed through the Government Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

9.1 Site Access: The Government shall coordinate the scheduling of work to coincide with site access.

The Government shall be responsible for providing access to the respective areas scheduled for performance.

9.2 Identify Contractor Personnel: The Contractor shall furnish the names of all Contractor personnel to be on-site per visit, via e-mail. The names shall be provided seven (7) business days prior to the scheduled service date. The Contractor shall alert the Government to any changes in personnel as soon as the need for a change is known.

10. INCIDENT MANAGEMENT

10.1 The Contractor shall immediately communicate any accidents, equipment, or environmental damages that are seen prior to or during contract performance to the COR.

A. The Contractor shall notify the COR immediately.

B. The Contractor shall provide the Government with a written Incident Report, to include the time, date, location, description of the incident, and names of involved parties.

C. Examples of such incidents that need to be reported include but are not limited to, breach of containment area, unauthorized personnel entering performance sites, vandalism, etc.

10.2 The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

10.3 To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

10.4 With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach.

Notifications need to be made in accordance with the executed business associate agreement.

10.5 In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

11. TRAINING:

11.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training and Privacy and HIPAA Training. The Contractor shall be required to be in compliance with HIPAA requirements and will be required to sign a Business Associate Agreement with the VA. This training can be accessed online through the VA Learning Management System (LMS) or the VA can provide a video to the Contractor to show to its employees that will be performing on this contract. Proof of training is required. The COR will provide the details required for obtaining the VHA Privacy Policy Training. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior.

11.2 The contractor shall provide to the Contracting Officer and the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required.

11.3 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

12. PROCEDURE MANUAL: Contractor shall provide a fully detailed written description and procedural manual of the methodology that will be used to collect, transport, and shredding of documents.

Contractor shall provide a Procedure Manual with the Contractors Technical Proposal

13. QUALITY CONTROL PLAN:

A. The Contractor, and not the Government, is responsible for the management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure the contract standards are achieved.

B. In this contract, the quality control plan is the driver for product quality. The Contractor is required to develop a comprehensive Quality Control Plan of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the Quality Control Plan, approved at the beginning of the contract, provides the measures needed to lead the Contractor to success. Once the Quality Control Plan is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

C. Contractor shall provide a Quality Control/Customer Service Plan to include its internal procedures for tracking and statistical methods utilized used to measure quality of the services. The Quality Control Plan must include a resolution process for customer complaints and address related specific task requirements in the PWS. Contractor shall provide a Quality Control Plan with the Contractor’s Technical Proposal.

14. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):

A. QASP PURPOSE: A Quality Assurance Surveillance Plan (QASP) has been developed to evaluate the Contractor’s performance while implementing the Document Shredding Service PWS. It is designed to provide an effective and systematic surveillance method of evaluating and monitoring the Contractor’s performance. The QASP is based on the premise the Government desires to maintain a quality standard in performing the Document Shredding Removal PWS requirements, and that a service contract to provide the service is the best means of achieving that objective.

B. DEFICIENCIES: The Contracting Officer’s Representative (COR) shall be responsible for monitoring the Contractor's performance to assure that the performance thresholds and standards of performance are met. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the COR and reported to the Contractor and CO.

Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the CO and

COR.

The Contractor shall notify the CO and COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the CO shall have the right to terminate the contract in it is entirety.

C. MEETING: When necessary and if determined appropriate, the CO, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve any issues. The Contractor may request a meeting with the CO and/or COR when Contractor believes such a meeting is necessary.

The deficiencies or poor performance and resolution of any issues shall be discussed to improve the contractor’s performance, if any performance modifications are required of the contractor , and any steps the Contractor needs to take to prevent future occurrences. The Contractor shall also provide a summation of all deficiencies or poor performance and provide insight into any identified trends.

D. MEETING MINUTES: The CO and COR will prepare written meeting minutes listing any corrective actions to be taken and a corrective action plan. The final meeting report shall be reviewed and signed by the Contractor’s PM, CO, COR and any other signatures as deemed appropriate. The final meeting report will be distributed to the CO, COR, Contractor, and any functional area representative. Should the Contractor not concur with the meeting minutes, the Contractor will provide a written notification to the CO and COR identifying areas of non- concurrence for resolution.

15. PERFORMANCE REQUIREMENTS SUMMARY (PRS): A Performance Requirements Summary (PRS) Matrix Chart is provided and lists those PWS requirements which are essential to acceptable contract performance and define the standard of performance for each listed service task requirement.

The absence of any contract requirement from the (PRS), shall not detract from its enforceability or limit the rights or remedies of the Government under this PWS for any other provisions of the contract The

Contractor service requirements are summarized into the PRS that relate directly to service essential tasks. The performance threshold briefly describes the minimum Acceptable Quality Levels (AQL) of service required for each specific task. These thresholds are critical to the Document Shredding Service success. See Attachment 3, PERFORMANCE REQUIREMENTS SUMMARY (PRS) MATRIX – CHART, DOCUMENT SHREDDING SERVICE.

16. PHASE IN /PHASE OUT PERIOD:

A. The Contractor shall prepare and submit (within five (5) ten (10) business days after contract award), a Phase In/Phase Out Plan to be implemented by the Contractor.

B. The Contractor shall provide sufficient experienced personnel during the phase-in and phase-out period to ensure that the services are maintained at the required level of proficiency.

C. During the phase-in, the Contractor shall observe all operations pertinent to the requirements of the PWS.

D. The Contractor shall commence all operations required by this PWS by the end of phase in period.

E. On the initial day of performance, the Contractor shall provide a work force which is fully qualified and capable of performing all work required under this PWS and contract.

F. During the ten (10) business day transition period immediately prior to the end of the previous contract, the Contractor shall permit the successor Contractor (and the successor Contractor's employees) to observe and become familiar with any and all operations under the contract.

G. The Contractor shall fully cooperate with the successor Contractor during Phase Out and the Government so as not to interfere with future work or duties.

17. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS:

A. The Contractor shall attend the post award conference convened by the Contracting Officer (CO) as agreed upon and stated in the contract award. The purpose of this meeting is to ensure a mutual understanding of the requirements as outlined within the PWS. Prior to contract performance, the Contracting Officer will arrange for a meeting with the Contractor and COR to discuss the work in general, address any Contractor questions, to include contract administration matters and issues for clarification, that require resolution before performance commences.

B. When the CO and COR meets with the Contractor to review the Contractor's performance, written minutes of meetings will be recorded by the Government and signed by the CO. The written minutes will be distributed within five (5) business after the meeting. If any party does not concur with any portion of the minutes, the non-concurrence shall be provided in writing to the CO/COR within two (2) workdays following receipt of the minutes.

C. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the Contractor.

18. INVOICES: The Contractor shall submit, by the 10th working day of each month, a copy of the invoice or invoices from any services provided, a copy of all supporting documents and reports as required.

19. GOVERNMENT ROLES AND RESPONSIBILITIES:

19.1 CONTRACTING OFFICER (CO): The CO is the only person authorized to make any changes in any of the requirements listed on this PWS; notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the CO. In the event the Contractor makes any change at the direction of any person other than the CO the change will be considered to have been made without authority and solely at the risk and expense of the Contractor.

A. All contract administration will be affected by the CO.

B. Communications pertaining to contractual administrative matters shall be addressed to the CO.

C. No changes in or deviations from the terms and conditions shall be affected without a written modification to the contract, executed by the CO authorizing such changes.

D. The CO will approve all Deliverables and Plans required in this PWS.

19.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR): The CO will appoint a COR during the performance of this requirement. Additional Government personnel may be designated to assist in contract oversight. Other surveillance personnel may be designated as a COR and shall be trained and appointed in accordance with the Standard for Contracting Officer’s Representative (COR) Certification.

The COR will aid in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform IAW the responsibilities and duties identified in the COR designation letter.

A. COR AUTHORITY: A letter of designation will be issued to the COR by the CO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially regarding changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions regarding cost, quantity, or schedule of the resulting order.

B. COR FUNCTIONS: The COR shall monitor all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

1. Assure the Contractor performs the technical requirements of the contract.

2. Perform inspections necessary in connection with contract performance.

3. Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

4. Issue written interpretations of technical requirements.

5. Monitor, document, and report Contractor's performance and notify both the CO and the

Contractor of any deficiencies.

6. Coordinate the availability of Government-Furnished Property and provides direction or assistance for site entry requests of Contractor personnel.

20. CONTRACTOR SPECIFIC REQUIREMENTS, ROLES, AND RESPONSIBILITIES:

20.1 CONTRACTOR KEY PERSONNEL: Contractor shall provide a resume of all key personnel, who will be designated in writing, to the CO with the Contractor’s Technical Proposal. Contractor key personnel shall be available during normal duty hours. These individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

A. PROJECT MANAGER (PM) : The Contractor shall provide a Project Manager (PM) who is responsible for the performance of the work and must have the following:

1. A minimum of three (3) years of documented experience of relative Document Shredding Service and scheduling of workflow is required.

2. The PM shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract.

3. The name and contact information of the PM shall be provided to the CO. The PM shall be available during normal duty hours. In the circumstances when the PM is not available, the Contractor shall designate an alternate who can perform the same duties during the absence.

B. QUALITY CONTROL MANAGER (QCM): The Contractor shall designate a Quality Control Manager (QCM). As a minimum, the QCM shall have at least two (2) years of documented relative Document Shredding Services experience and shall be responsible for the overall management and implementation of the Contractor's Quality Control Plan.

C. QUALITY CONTROL INSPECTORS (QCI): The Contractor shall designate Quality Control Inspectors (QCI) personnel sufficient to monitor contract work to assure compliance with the Government’s requirements. Depending on the size of the contract, the QCM may also serve as the QCI.

21. CONTRACTOR EMPLOYEES:

A. EMPLOYEE - U.S. RESIDENCY: All CONUS Contractor employees shall be legal U.S.

residents. The Contractor shall immediately remove any employee that is not a legal U.S.

resident. The Contractor personnel shall be able to communicate clearly in the English language.

B. CONTRACTOR HIRING RESTRICTIONS: The Contractor shall not hire or subcontract with off-duty or former Government employees whose employment would result in a conflict of interest.

C. CONTRACTOR IDENTIFICATION: The Contractor shall ensure that personnel present a neat appearance and can be easily identified as a contractor employee to distinguish themselves (e.g., badge, company logo, and/or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed. All Contractor owned/leased vehicles, trailers, containers, etc. shall also be clearly identified.

22. STANDARDS OF CONDUCT: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure all personnel present a professional appearance while working on the Government installation.

A. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance.

B. The Contractor shall ensure all Contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner.

C. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security.

D. The Contractor shall ensure employee conduct complies with 41 USC §423, Procurement Integrity.

E. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation.

F. The removal of such a person shall not relieve the Contractor of the requirement to provide personnel to perform adequate and timely service.

23. EMERGENCY MEDICAL TREATMENT SERVICES:

A. The Contractor or their employees shall immediately notify their supervisor of any incident requiring immediate emergency medical treatment.

B. The Government may provide 911 emergency support ambulance service and/or the VA medical facility, if available.

C. If injuries incurred while an employee is performing work under this contract, the contractor shall verbally notify the CO/COR no later than (NLT) two (2) hours after an emergency medical event, followed by a documented summary of events.

D. The Contractor shall be responsible for reimbursement of any cost of provided emergency medical treatment services provided to Contractor personnel.

E. Reimbursement shall be paid to the U.S. Treasury

24. SAFETY REQUIREMENTS:

A. In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to safeguard and maintain all Government and Contractor property, as well as provide for the safety and well-being of personnel employed under this contract.

B. The Contractor shall comply with all local, State, and Federal safety laws, rules, and regulations.

C. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the CO to halt all Contractor performance until such unsafe conditions are corrected.

D. The Contractor shall take due caution not to endanger personnel during performance of this contract.

E. Upon discovery of a serious hazard such as, but not limited to, fire, or fuel spill, the Contractor shall immediately notify the CO and COR verbally and follow up with an email notification.

F. The Contracting Officer or his designee will notify the Contractor of any noncompliance with the contract provisions and the action to be taken.

G. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor at the work site, shall be deemed sufficient for the purpose aforesaid.

H. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or any part of the work and may ultimately terminate the contract for default.

25. SAFETY PLAN: The Contractor shall develop, maintain, and implement a written Safety Plan that will be undertaken to protect the staff of the VA Medical Center and Contractor employees, including the surrounding community for its employees.

A. The Safety Plan shall include a process detailing how the contractor will comply with the above safety requirements listed.

B. The Contractor shall submit the Safety Plan with the Contractor’s technical proposal for review and evaluation.

C. Revisions to the Safety Plan shall be submitted to the CO/COR five (5) business days prior to the effective date of change.

26. ADMINSTRATIVE INORMATION:

A. RECOGNIZED HOLIDAYS: The contractor is not required to provide service on the following list of recognized Federal Holidays:

Note: Any of the above holidays falling on Saturday will be observed on the preceding Friday;

holidays falling on Sunday will be observed on the following Monday. In the event the scheduled pick-up falls on a holiday or due to emergency, the contractor shall reschedule and pick-up the next business day. All work schedules must be coordinated with the COR

B. TRAFFIC FLOW: The Contractor shall maintain the free flow of vehicular and pedestrian traffic while conducting Document Shredding Management Service Tasks.

C. NOISE AND DISRUPTION: The contractor is required to continuously consider the impact to the medical center in completing the required work. Any operation causing excessive noise or vibration shall be coordinated in advance with the COR. Also, movement of equipment, supplies, and waste through occupied areas, corridors, and elevators must be planned and scheduled with the COR to minimize disruption to hospital operations.

D. PARKING: It is the responsibility of contractor personnel to park only in designated parking areas. Parking information is available from the VA police and COR. The VA will not invalidate or provide reimbursement for parking violations of the contractor’s personnel under any circumstances.

E. SMOKING: Smoking is not permitted within or around VA Healthcare System facilities, except within designated areas.

F. ACCESSABILITY AND SECURITY: Contractor shall keep in mind and, to the extent applicable, follow practices that ensure the security and safety of JAH Veterans Hospital facilities, equipment, and personnel. To this end, accessibility to all work areas will be provided by the COR. No keys will be issued to Contractor employees.

G. CHANGES TO PERFORMANCE WORK STATEMENT: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the Contractor.

H. DELIVERABLES: The Contractor shall compile historical data, prepare reports, and submit information as specified by all the deliverable requirement stated in this PWS or as directed by the CO/COR.

27. SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY

RESOURCES: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

NO. HOLIDAY DATE NO. HOLIDAY DATE

1 New Years’ Day January 1st 7 Labor Day 1st Monday in September 2 Martin Luther King’s Birthday 3rd Monday in January 8 Columbus Day 2nd Monday in October 3 Presidents’ Day 3rd Monday in February 9 Veterans’ Day November 11th 4 Memorial Day Last Monday in May 10 Thanksgiving Day 4th Thursday in November 5 Juneteenth Day June 19th 11 Christmas Day December 25th 6 Independence Day July 4th

28. RECORDS MANAGEMENT LANGUAGE for CONTRACTS When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability 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 “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.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

[Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. 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.

2. 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.

3. In accordance with 36 CFR 1222.32, 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.

4. [Agency] 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 [Agency] or destroyed except for 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, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 [Agency] 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).

6. 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 [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. 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.

10. The [Agency] 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.