36C25021Q0011 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

0001 08/31/2020

Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

Y

Department of Veterans Affair Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

To all Offerors/Bidders

36C25021Q0011

08-21-2020

X

X

** HOUR & DATE for Receipt of Offers is EXTENDED to: September 2, 2020; 4:00 PM EST

X 1

This amendment to the solicitation is for the following:

1. RFQ 36C25021Q0011 is extended for turn in of quotes. Date and time of turn in is extended to September 2, 2020, 4:00 PM EST.

2. Provide answers to questions submitted to the Contracting Officer. See paragraph A.1.

3. Provide updated Statement of Work with changes mentioned in paragraph A.1. See paragraph A.2.

Christopher D. Gundy Contracting Officer

A.1 Questions and Answers

Question # 1: Is there a current contract and what is the contract number; who; value?

Answer: Current Contract/Order is GS25F0006S VA25115F2535, Rapid Group, LLC; contract value can be found on FPDS, www.fpds.gov. Note: incumbent is not SDVOSB.

Question # 2: In item 4, you ask for 161 cabinets at the John D Dingell VA. Is this correct?

Answer: Yes, one hundred sixty-one (161) cabinets at the medical center.

Question #3: Are there any specific submission formats required other than email?

Answer: Provide by email but see paragraph E.1 for submission requirements.

Question #4: Page 4, paragraph 1.d. The second sentence does not seem to be complete, is something missing at the end?

Answer: Corrections to sentence. Change from: “For this requirement, Contractor (or subcontractor or third party) who accepts custody of the temporary paper records from a VA facility and transports them to the final destruction location.”

To: “For this requirement, Contractor (or subcontractor or third party) who accepts custody of the temporary paper records from a VA facility and transports them to the final destruction location, must maintain custody documents and records of final destruction. Contractor will be responsible for obtaining all documents and must submit the required documents to the VA.”

Question #5: What is the quantity of each type of media that will be presented at each location, and how frequently will it be presented?

Answer: Media collection is very rare. Collection of media will be transferred to offsite warehouse and will be handled separate from this contract. Collection of media will be struck from the Statement of Work.

Question #6: P.5, l). We can provide the poundage, but we can’t provide anything about recycling credits. Generally the VA takes the poundage and uses it for the GEMS program, please confirm this is what you mean.?

Answer: Yes, VA takes the poundage and uses it for GEMS program.

Question #7: P. 5, i). Where should pricing be entered for the twice yearly purge of file boxes, or will this be handled via pcard or contract modification??

Answer: This line item is no longer a requirement and will be struck from the Statement of Work. Purge of documents will be handled separate from this contract.

Question #8: For the main campus, how far apart are the buildings where service is needed?

Answer: John D Dingell VA Medical Center is one large facility. Facility map can be viewed at https://www.detroit.va.gov/visitors/campus.asp.

http://www.fpds.gov/ https://www.detroit.va.gov/visitors/campus.asp

Question #9: For all locations, will any bins be located above/below the ground floor? If so, are freight elevators available to move bins to/from ground level? If there is a loading dock, is there a ramp to the ground?

Answer: Contractor will use the dock, which there is a ramp. Freight elevators are available and must be used.

Question #10: How long does it take for the incumbent to perform the weekly service at the main location?

Answer: Unsure as this is not tracked by the VA. Only know that it takes a few hours.

Question # 11: Does the VA own any of the bins?

Answer: No. Current bins provided by incumbent.

A.2 STATEMENT OF WORK

The Department of Veterans Affairs, VA Detroit Healthcare System, 4646 John R, Detroit, MI 48201 requires document destruction services at the VA Detroit Medical Center 4646 John R, Detroit, MI 48201 as well as its Domiciliary at 4777 E. Outer Drive, Detroit, MI 48234, the Veterans Community Resource and Referral Center (VCRRC), 301 Piquette Detroit, MI 48202, and the VA Pontiac Community Based Outpatient Clinic (CBOC) 44200 Woodward Avenue, Suite 108, Pontiac, MI 48341. The Contractor shall perform all services described herein and in strict accordance with terms, conditions and clauses of this contract. The period of performance shall be October 1, 2020 to October 31, 2020 plus four one-year option periods to be exercised at the discretion of the government with the first to be exercised same day as the award of the contract. Note: This contract will be offset from fiscal year (FY) start date by one month. 13 months of FY 20 funds have been made available.

1. SPECIFICATIONS

a) The Contractor shall perform weekly document collection at the above referenced locations every Wednesday between the hours of 8:00 am to 4:00 pm excluding Government Holidays. The ten holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

b) Contractor shall maintain and provide to the VA document showing chain of custody of the documents.

c) The Contractor shall perform all shredding in compliance with VA Directive 6371, DESTRUCTION OF TEMPORARY PAPER RECORDS, dated April 8, 2014 (see attached copy).

d) Contractor shall meet the minimum requirements stated in VA Directive 6371 and have three recent consecutive years performing document shredding/destruction service. For this requirement, Contractor (or subcontractor or third party) who accepts custody of the temporary paper records from a VA facility and transports them to the final destruction location, must maintain custody documents and records of final destruction. Contractor will be responsible for obtaining all documents and must submit the required documents to the VA.

e) The Contractor shall not use bags to transport the materials to be shredded. The Contractor shall ensure all materials collected for shredding remain in locked containers while transporting from their point of collection until they are placed in the mobile shredding vehicle to be destroyed. The Contractor shall ensure all collections made throughout all sites are to remain in the Contractor’s sight at all times and remain in locked containers while transporting from one collection site to another. The Contractor shall not use bags to collect and/or transport materials for shredding. Quarterly security Audits shall be performed by VA staff to assure the Contractor is complying with all requirements of the contract.

f) The Contractor shall collect the following items for shredding: bond paper, colored paper, color copy, file folders, compact disks, Diskettes, and name badges.

g) The Contractor shall provide, deliver and install at the direction of VA personnel the following number of 20”x20”x36” cabinets in which materials may be placed to be shredded by the Contractor:

1. Eleven (11) cabinets for the VA Domiciliary, 4777 E. Outer Drive, Detroit, MI 48234

2. Two (2) cabinets for the VCRRC, 301 Piquette, Detroit, MI 48202

3. Three (3) cabinets to the Pontiac Community Based Outpatient Clinic (CBOC), 44200 Woodward Avenue, Suite 108, Pontiac, MI 48341

4. 161 cabinets at the John D Dingell VA Medical Center, 4646 John R Street.

5. The Contractor shall ensure these cabinets are locked security containers that will hold all paper products for shredding, including color paper, color copy, and file folders. The Contractor shall ensure these cabinets are constructed with a deadbolt lock and an offset document slot to prevent unauthorized removal of material. The Contractor shall ensure the cabinets securely hold approximately 100 pounds of material and are no larger than 32 gallons.

h) Contractor shall provide ten (10) 95-gallon totes for warehouse use only at the John D Dingell VA Medical Center, 4646 John R, Detroit, MI 48201.

i) The Contractor shall, at a day and time selected by the Contracting Officer’s Representative (COR), perform twice yearly shreds of 200 file boxes at the John D.

Dingell VA Medical Center, 4646 John R, Detroit, MI 48201.

j) The Contractor shall maintain certifications of responsibility and provide documentation to the COR upon their request that the shredded material meets all requirements VA Directive 6371, DESTRUCTION OF TEMPORARY PAPER RECORDS.

k) The Contractor shall maintain appropriate insurance/indemnification coverage for any and all accidents and/or incidents resulting from any act or omission on the part of the Contractor, their agents and/or their employees.

l) The Contractor shall provide documentation on poundage of shredding with reports due to the COR the first of each month.

m) The Contractor shall provide constant monitoring to ensure a sufficient number of containers is available at all times during this contract. The Contractor shall monitor the usage of containers but shall not add or remove containers to or from any locations without prior approval from the Chief of Logistics/Distribution section (313-576-4848) at the John D. Dingell VA Medical Center.

n) The Contractor shall ensure their agents and employees are uniformed, insured and bonded and have all licenses and certifications required for them to complete the tasks required by this contract in compliance with all applicable federal, state and local laws and regulations.

o) The Contractor shall ensure its agents and employees conform to all HIPPA certification guidelines.

p) The Contractor shall provide to the Chief of Logistics/Distribution section a Certificate of Destruction following each shred, along with notifications of areas that bins could not be accessed.

2. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

a) Contractor employees shall be preauthorized to witness destruction of confidential documents. Contractor staff found reading any of the VA materials shall be promptly removed from the premises where the document destruction is being performed and the person(s) involved shall not be allowed to return for any future document destruction services. Contractor staff shall adhere to VA polices applicable to all record destruction as outlined in VA Handbook 6300 and VA Directive 6371, DESTRUCTION OF TEMPORARY PAPER RECORDS, dated April 8, 2014. These guidelines are designed to protect sensitive and private information from being disclosed to unauthorized parties and adhere to the Privacy Act and HIPAA Privacy rules and regulations. Examples of sensitive information include: individually identifiable medical information, benefit information, and personnel information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information. Subject to criminal prosecution, Contractor employees shall comply with all manner of confidentiality when engaging in the destruction of any and all Department of Veterans Affairs Records.

b) Contractor employees shall wear a uniform with a company name and logo and wear a badge in plain view above the waist bearing the company name, logo, and employee name.

c) The Contractor shall maintain a current listing of employees performing services under this contract. The list shall include the employee’s name, address, phone number, social security number, level of security and position. The Contractor shall ensure the list is validated and signed by the Contractor’s security officer and provided to the VA Contracting Officer, the Chief Logistics/Distribution and Privacy Officer for the John D.

Dingell VA Medical Center.

d) The Contractor shall within 24 hours inform the Contracting Officer and Privacy Officer when a Contractor employee’s employment status has changed unless it is on a pickup day. On pickup days the Contractor shall immediately inform the Privacy Officer by phone at 313 576-1464 and Chief Logistics/Distribution at 313 576-4248 of such a change.

e) The Contractor’s agents and employees shall comply with Homeland Security Presidential Directive 12 (HSPD-12), NIST 800-53, and Office of Budget Management guidance M-05-24 as amended and federal Information Processing Standards publication (FIPS PUB) Number 201 as amended. Additionally, the Contractor shall ensure its agents and employees comply with the Privacy Act, VA Security requirements and HIPAA.

f) The Contractor shall report to the VA Contracting Officer, Information Security Officer, Privacy Officer, and Chief Logistics/Distribution any information or circumstances of which the Contractor is aware of may pose a threat to the security of Department of Veterans Affairs personnel, contractor employees, resources and classified and unclassified information.

g) Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor- owned or privately owned vehicle on the property of the VA.

h) If the Contracting Officer finds in the best interest of the Government they may at any time during the performance of this contract order the Contractor to remove their personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of in-site building rules. All costs associated with this involving the above reasons shall be borne by the contractor.

3. SPECIAL REQUIREMENTS

a) Contractor shall sign a Business Associate Agreement (BAA) with the VA.

b) Contractor shall sign the Contractor Rules of Behavior document as directed by the Contracting Officer Representative (COR). Successfully complete the VA 10203 Privacy and HIPPA training in TMS. Annually complete required Privacy and Information security Awareness and Rules of Behavior training. Complete VAF-0752 Confidentiality of Sensitive Information Non-Disclosure Agreement.

c) Contractor personnel working under this contract shall undergo a background investigation and shall complete and submit all required documentation and undergo a fingerprint check and complete online e-QUIP as required by the VA Security Center prior to receiving approval to begin working under this contract.

d) The COR and the Contracting Officer shall be the only staff members to have access and be issued container keys.

Note: ABSOLUTLY NO KEYS SHALL BE PROVIDED FOR ANY CONTAINERS TO

VA PERSONNEL WITHOUT THE APPROVAL IN WRITING BY THE CONTRACTING

OFFICER OR THE COR.

4. DOCUMENTATION REPORTS

a) The Contractor shall submit a legible report documenting first line destruction, which shall include detailed descriptions of the shredding accomplished on-site. Contractor shall maintain certifications of responsibility and provide monthly documentation to the COR that the material met VA Directive 6371 final destruction requirements.

b) Final Destruction -Certification of Destruction. The Certification of Destruction can be in the form of a letter, memo, or any format attesting to complete destruction of the documents. This certification is not considered a valid certification of destruction if completed and submitted prior to the final destruction of the records. The certification shall contain sufficient information to attest the final destruction of the temporary records and what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for their final destruction. Final destruction is defined as the process through which temporary paper records are pulped, liquefied, macerated, shredded or otherwise destroyed to a degree that definitively ensures that they are not readable or reconstructable to any degree.