36C25025Q0838_1.docx
DOCX document 160 KB Posted
- Attached to
- R616--NIHCS Document Destruction Federal contract opportunity
- Solicitation number
- 36C25025Q0838
About this file
This document is a Standard Form 1449 Solicitation/Contract/Order for Commercial Products and Services issued by the Department of Veterans Affairs Network Contracting Office 10, seeking a contractor to provide secure, on-site document destruction services. The solicitation (36C25025Q0838) is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and covers document destruction at two main campuses in Fort Wayne and Marion, a Mental Health Annex in Fort Wayne, and five community-based outpatient clinics (CBOCs) in Indiana and Ohio.
The contract includes a base period from October 5, 2025 to October 4, 2026, with four additional one-year option periods through October 5, 2030. The scope involves providing secure, lockable containers and on-site document destruction services, with specific requirements for different bin sizes and quantities across multiple locations. The service will involve destroying sensitive documents in compliance with VA privacy and information security directives, with contractors required to provide certificates of destruction and weight reports for each service. The solicitation anticipates a total contract value of $16.5 million, with offers due by 5:00 PM EDT on September 24, 2025, and questions to be submitted by September 19, 2025.
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|---|---|---|
| 36C25025Q0838 0001.docx | DOCX document | |
| 852.219-75.pdf |
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36C25025Q0838
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. SIGNATURE 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
610-26-1-6062-0001 36C25025Q0838 09-17-2025 Nachtrab, Kaitlin M.
(734) 800-7355 09-24-2025 17:00
EDT
36C250 Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105 X X 561990 $16.5 Million N/A X 36C610 Department of Veterans Affair Northern Indiana Health Care Systems Environmental Management Services
Y Department of Veterans Affairs Network Contracting Office 10 24 Frank Lloyd Wright Drive Lobby M, Suite M2200 Ann Arbor MI 48105
See invoicing website at:
https://www.tungsten-network.com/ customer-campaigns/veteransaffairs
See CONTINUATION Page Department of Veterans Affairs Northern Indiana Health Care Systems is looking for a qualified vendor to provide secure, on-site document destruction services.
Acquisition shall result in a FFP contract with options.
Service Contract Labor Standards apply under wage determinations 2015-4781, 2015-4743, 2015-4799, 2015-4829, 2015-4809, 2015-4805, and 2015-4787.
This acquisition shall be conducted using the procedures within FAR Parts 12 & 13.
Questions regarding this solicitation must be submitted by 9/19/25 and will only be accepted via email to kaitlin.nachtrab@va.gov.
All offers must be submitted by 5pm on 9/24/25.
See CONTINUATION Page X X One( 1)
CHAD KEMPER
Contracting Officer 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 | 4 |
| B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING | 6 |
| B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) | 7 |
| B.4 PRICE/COST SCHEDULE | 8 |
| ITEM INFORMATION | 8 |
| B.5 STATEMENT OF WORK | 34 |
| SECTION C - CONTRACT CLAUSES | 44 |
| C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023) | 44 |
| C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) | 49 |
| C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) | 50 |
| C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS | 50 |
| C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) | 51 |
| C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) | 51 |
| C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) | 51 |
| C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) | 54 |
| C.9 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899 (DEVIATION)(APR 2025) | 56 |
| C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) | 56 |
| C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) | 57 |
| C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) | 57 |
| C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025) | 58 |
| SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS | 67 |
| D.1 D.1 WAGE DETERMINATION INFORMATION | 67 |
| SECTION E - SOLICITATION PROVISIONS | 69 |
| E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) | 69 |
| E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021) | 73 |
| E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023) | 76 |
| E.4 52.233-2 SERVICE OF PROTEST (SEP 2006) | 77 |
| E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018) | 77 |
| E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018) | 78 |
| E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) | 79 |
| E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) | 79 |
| E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION FEB 2025) | 80 |
SECTION B - CONTINUATION OF SF 1449 BLOCKS
B.1 CONTRACT ADMINISTRATION DATA
1. Contract Administration: All contract administration will be handled by the following individuals:
a. Contractor:
Contractor Name
Contractor Address
Contractor Main Phone
Contractor Fax
Contractor Primary POC
Contractor Primary POC Title
Contractor Primary POC Phone
Contractor Primary POC Email
SAM ID Number
Tax ID Number
Business Size
b. Government:
| Contracting POC |
| Kaitlin Nachtrab, Contract Specialist, NCO 10, 36C250 |
| Contracting Address |
| Department of Veterans Affairs |
Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite 2200 Ann Arbor, MI 48105
| Contracting POC Phone |
| (734) 800-7355 |
| Contracting POC Email |
| Kaitlin.Nachtrab@va.gov |
| Contracting POC |
| Chad Kemper, Contracting Officer, NCO 10, 36C250 |
| Contracting Address |
| Department of Veterans Affairs |
Network Contracting Office (NCO) 10 24 Frank Lloyd Wright Drive Lobby M, Suite 2200 Ann Arbor, MI 48105
| Contracting POC Phone |
| (937)268-6511 ext. 4541 |
| Contracting POC Email |
| chad.kemper@va.gov |
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 |
3. Invoices: Invoices shall be submitted in arrears:
| [X] |
| Other - Monthly: https://www.tungsten-network.com/customer-campaigns/veteransaffairs |
4. Government Invoice Address: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veteransaffairs
5. SUBMISSION OF OFFER:
a. Offerors must complete and return ALL of the following REQUIRED documents:
1.) Blocks 17 (a) and 30 (a-c) of SF 1449 2.) B.1 Contract Administration Data 3.) The Price/Cost Schedule, Section B 4.) 52.212-3, Representations and Certifications, or valid completion of SAM is acceptable.
Submit copy of SAM record showing active at time of submission of offer.
5.) 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (Jan 2023)(Deviation) 6.) Evidence of technical capability as required in 52.212-2
Information shall be received by the date and time specified in Block 8 of SF 1449 in order to be considered for award. Missing documentation may exclude an offeror from consideration of award.
b. By submission of an offer, the offeror acknowledges the requirement that the prospective awardee shall be registered in the System for Award Management (SAM) database upon offer submission and prior to award. Offerors who are not registered in SAM should consider applying for registration immediately. Registration in SAM is a requirement to conduct business with the Federal Government. If the prospective awardee is not registered in SAM within the timeframe specified by the Contracting Officer, the successful offeror shall be removed from further consideration for award. Offerors can register in SAM at https://www.sam.gov.
c. Simplified Acquisition Procedures of FAR Part 12 and 13 are being used to conduct this procurement.
d. Offeror must be certified in the SAM representations and certifications in FAR 52.212-3 that the firm meets the small business size standard for the NAICS Code assigned to the procurement.
6. Secure Fax: All faxes regarding this contract shall contain the following on the coversheet:
This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.
ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
| AMENDMENT NO |
| DATE |
B.2 ELECTRONIC INVOICE SUBMISSION AND INVOICING
VENDOR ELECTRONIC INVOICE SUBMISSION REQUIREMENTS AND METHODS
E-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:
1. VA’s Electronic Invoice Presentment and Payment System – the FSC uses a third-party contractor, Tungsten Network (referred to OB10), to transition vendors from paper to electronic invoice submission. Please go to website: https://www.tungsten-network.com/customer-campaigns/veteransaffairs to enroll in the program and begin submitting the electronic invoices, free of charge.
1. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website is: http://www.x12.org
1. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:
2. Tungsten e-Invoice Setup Information: 1-877-489-6135
2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
2. FSC e-Invoice Contact Information: 1-877-353-9791
2. FSC e-Invoice email: vafsccshd@va.gov
BILLING AND INVOICING
1. In accordance with this contract, all services shall be billed in arrears monthly.
2. Contractor shall only bill for services and for line-items delivered.
3. A proper invoice that is submitted for payment; shall be accepted and certified for payment if:
i. Monthly invoice is submitted in arrears, no later than the 20th business day of the following month that services were rendered.
ii. Invoice contains in addition to the information required for submission of a ‘proper’ invoice in accordance with FAR 52.212-4(g) the following information:
a. Name and Address of the Contractor
b. Invoice Date and Invoice Number
c. Contract Number
d. Contract Order Number
e. Purchase Order Number
f. Date Range of Services Provided
g. Description of Services Provided
h. Line/Sub-Line Item number(s) of services provided
i. Quantity of each Line/Sub-Line Item
j. Unit Rate for each Line/Sub-Line Item
k. Total Cost for each Line/Sub-Line Item
l. Total Invoice Cost
4. The Certifying Official will confirm the information in the submitted invoice to the contract and invoice to ensure it is correct and valid.
i. If the invoice submitted is not a proper invoice, the certifying official shall refuse the invoice with a detailed statement as to why the invoice was refused.
ii. Contractor shall make corrections and resubmit using a separate invoice number, notating the invoice number it is replacing.
B.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)
As prescribed in FAR Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts and contracts that exceed $250,000.00 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to Federal Awardee Performance and Integrity Information System (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.
Each contractor whose contract award is estimated to exceed $250,000.00 requires a CPARs evaluation. A government Focal Point will register your contract within 30 days after award and, at that time, you will receive and email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690.
For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have 60 days to submit any comments and re-assign the report to the CO.
Failure for the contractor’s representative to respond to the evaluation within those 60 days will result in the governments evaluation being placed on file in the database with a statement that the contractor failed to respond. The Contractor’s representative will be locked out of the evaluation and may no longer send comments.
B.4 PRICE/COST SCHEDULE
ITEM INFORMATION
| ITEM NUMBER |
| DESCRIPTION OF SUPPLIES/SERVICES |
| QUANTITY |
| UNIT |
| UNIT PRICE |
| AMOUNT |
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 65 Gallon Bins - Quantity of 36 Bins Contract Period: Base POP Begin: 10-05-2025 POP End: 10-04-2026 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R616 - Support – Administrative: Physical Records Management Services
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Executive Counsel Bins - Quantity of 30 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 95 Gallon Bin - Quantity of 10 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex 64 Gallon Bins - Quantity of 2 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex Executive Counsel Bins - Quantity of 10 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 64 Gallon Bins - Quantity of 55 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Executive Counsel Bins - Quantity of 37 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 95 Gallon Bins - Quantity of 13 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Executive Counsel Bins - Quantity of 5 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Mini EC Bins - Quantity of 6 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Mini EC Bins - Quantity of 7 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC 64 Gallon Bins - Quantity of 4 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC Executive Counsel Bins - Quantity of 25 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2025 POP End: 10-04-2026
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2025 POP End: 10-04-2026
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 65 Gallon Bins - Quantity of 36 Bins Contract Period: Option 1 POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Executive Counsel Bins - Quantity of 30 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 95 Gallon Bin - Quantity of 10 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex 64 Gallon Bins - Quantity of 2 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex Executive Counsel Bins - Quantity of 10 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 64 Gallon Bins - Quantity of 55 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Executive Counsel Bins - Quantity of 37 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 95 Gallon Bins - Quantity of 13 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Executive Counsel Bins - Quantity of 5 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Mini EC Bins - Quantity of 6 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Mini EC Bins - Quantity of 7 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC 64 Gallon Bins - Quantity of 4 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC Executive Counsel Bins - Quantity of 25 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2026 POP End: 10-04-2027
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2026 POP End: 10-04-2027
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 65 Gallon Bins - Quantity of 36 Bins Contract Period: Option 2 POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Executive Counsel Bins - Quantity of 30 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 95 Gallon Bin - Quantity of 10 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex 64 Gallon Bins - Quantity of 2 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex Executive Counsel Bins - Quantity of 10 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 64 Gallon Bins - Quantity of 55 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Executive Counsel Bins - Quantity of 37 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 95 Gallon Bins - Quantity of 13 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Executive Counsel Bins - Quantity of 5 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Mini EC Bins - Quantity of 6 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Mini EC Bins - Quantity of 7 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC 64 Gallon Bins - Quantity of 4 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC Executive Counsel Bins - Quantity of 25 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2027 POP End: 10-04-2028
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2027 POP End: 10-04-2028
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 65 Gallon Bins - Quantity of 36 Bins Contract Period: Option 3 POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Executive Counsel Bins - Quantity of 30 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 95 Gallon Bin - Quantity of 10 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex 64 Gallon Bins - Quantity of 2 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex Executive Counsel Bins - Quantity of 10 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 64 Gallon Bins - Quantity of 55 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Executive Counsel Bins - Quantity of 37 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 95 Gallon Bins - Quantity of 13 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Executive Counsel Bins - Quantity of 5 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Mini EC Bins - Quantity of 6 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Mini EC Bins - Quantity of 7 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC 64 Gallon Bins - Quantity of 4 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC Executive Counsel Bins - Quantity of 25 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2028 POP End: 10-04-2029
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2028 POP End: 10-04-2029
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 65 Gallon Bins - Quantity of 36 Bins Contract Period: Option 4 POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Executive Counsel Bins - Quantity of 30 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Fort Wayne VAMC 95 Gallon Bin - Quantity of 10 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex 64 Gallon Bins - Quantity of 2 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Mental Health Annex Executive Counsel Bins - Quantity of 10 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 64 Gallon Bins - Quantity of 55 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Executive Counsel Bins - Quantity of 37 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus Mini EC Bins - Quantity of 5 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
Marion Campus 95 Gallon Bins - Quantity of 13 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Executive Counsel Bins - Quantity of 5 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Muncie CBOC Mini EC Bins - Quantity of 6 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC 64 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Peru CBOC Mini EC Bins - Quantity of 7 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC 64 Gallon Bins - Quantity of 4 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 26.00 |
| WK |
| __________________ |
| __________________ |
SJCC Executive Counsel Bins - Quantity of 25 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Huntington CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC Executive Counsel Bins - Quantity of 3 Bins
POP Begin: 10-05-2029 POP End: 10-05-2030
| 12.00 |
| MO |
| __________________ |
| __________________ |
Defiance CBOC 95 Gallon Bins - Quantity of 1 Bin
POP Begin: 10-05-2029 POP End: 10-05-2030
Base Total
Option 1 Total
Option 2 Total
Option 3 Total
Option 4 Total
CONTRACT TOTAL
B.5 STATEMENT OF WORK
PART I: GENERAL INFORMATION
A. Introduction VA Northern Indiana Health Care Systems (VANIHCS) has a requirement for document destruction services at the two (2) main campuses in Fort Wayne and Marion, one (1) Mental Health Annex in Fort Wayne; and Five (5) community-based outpatient clinics (CBOC) in Huntington, IN, Muncie, IN, Peru, IN, Mishawaka, IN. & Defiance Ohio. Contractor shall provide secure, on-site destruction service. Service shall include providing and placing a predetermined number of secure and lockable containers at the eight (8) designated locations and shall include continuous, consistent, bi-weekly, or monthly service as listed on the Schedule of Supplies or Services and Price/Costs.
B. Background VANIHCS is a medical facility providing both inpatient and outpatient care and services. Documents with personally-identifiable information (PII) and other VA sensitive information are temporarily generated and shall be destroyed to ensure patient and employee information is protected.
| C. | Scope |
| 1. | Contractor shall provide and service secure document containers on a consistent, regularly scheduled basis with their own equipment. All destruction is required to be performed on-site with certificates of destruction and weight reports provided for each service, processed through pulping down to 1/8 of an inch or less to ensure that destroyed material is not readable or reconstructable in any way per VA Directive 6371 and Appendix A. |
| 2. | Performances of these services May involve exposure to 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. |
| 3. | Examples of VA sensitive information include the following: Individually-identifiable medical information, benefits, personnel information, financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, law enforcement information, and 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. |
| D. | Applicable Documents |
The object of this contract is to provide patient and employee privacy by destroying confidential information documents in accordance with the following:
| 1. |
| VA Directive 6371, Destruction of Temporary Paper Records |
https://www.va.gov/vapubs/Search_action.cfm
| 2. |
| Privacy Act of 1974, 5 USC 552a |
https://bja.ojp.gov/program/it/privacy-civil-liberties/authorities/statutes/1279
| 3. |
| NARA Records Management, 36 CFR Chapter XII Subchapter B. |
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B
| 4. |
| NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders |
https://www.nsa.gov/Portals/75/documents/resources/everyone/media-destruction/January%202025%20Quarterly%20Updates/NSAEPLPaperShreddersJanuary2025.pdf?ver=EahYNvGrUezJYHOAYwmckg%3d%3d
| 5. |
| NSA/CSS 02-02-P, Evaluated Products List for High Security |
Disintegrators https://www.nsa.gov/Portals/75/documents/resources/everyone/media-destruction/January%202025%20Quarterly%20Updates/NSAEPLPaperDisintegratorsJanuary2025.pdf?ver=b-3f794uT5r_vDa8Ow_nCA%3d%3d
| 6. |
| VA Directive 6300, Records, and Information Management |
https://www.va.gov/vapubs/Search_action.cfm
| 7. |
| VA Directive 6500, Information Security Program |
https://www.va.gov/vapubs/Search_action.cfm
| 8. |
| 36 CFR 1220.14 Subpart A, General Provisions, General Definitions |
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B/part-1220/section-1220.14
| 9. |
| 36 CFR 1226.24, Destruction of Temporary Records (formerly |
1228.58) https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B/part-1226/section-1226.24
| 10. |
| 44 USC 3302 § 1228.58 |
Destruction of Temporary Records https://www.archives.gov/about/laws/disposal-of-records.html
| 11. |
| VA Directive and Handbook 0710, Personnel Suitability and |
Security Program https://www.va.gov/vapubs/Search_action.cfm
PART II: WORK REQUIREMENTS
| A. | Technical Requirements |
| 1. | Contractor shall meet all requirements of Federal, State or City codes regarding operations of this type of service. The contractor must possess a License as a Confidential Document Destruction Company and hold certification as meeting all standards as mandated through HIPAA in handling, transporting, storage and destruction of confidential documents. |
| 2. | All paper documents picked up shall be handled in accordance with the Privacy Act and destroyed on site at the time of pickup. This shall require final destruction of records on site. Interim destruction shall be followed with final destruction procedures. The trucks shall be secured, sealed and locked after pick up. |
| 3. | The Contracting Officer’s Representative (COR) shall monitor the service. Any change in the company’s certification, accreditation or ownership shall be disclosed to VANIHCS COR immediately. |
| 4. | Contractor shall be responsible for the maintenance and serviceability of all aspects of each secure document container including all lock mechanisms. Contractor shall provide keys for each type of lock used to the COR on all secure document containers to VANIHCS for emergency purposes. |
| 5. | Bins shall be locked and the material unable to be retrieved once it is placed in the container unless it is unlocked. The contractor shall ensure all destroyed items from VA NIHCS are recycled. |
| 6. | Contractor shall not allow anyone access to the shredding containers without permission from COR. |
| 7. | Contractor shall be responsible for visual inspection of locks. Any damaged or broken locks shall be replaced by Contractor. |
| 8. | Contractor shall comply with all established confidentiality and non-disclosure policies and procedures per industry standards, VA guidelines per VA Directive 6371 and Appendix A of same. |
| B. | Record Management. |
| 1. | Federal Records related to this policy, regardless of medium, shall be created, maintained, and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA-approved records schedule, if applicable. |
| 2. | Federal Records shall be stored per the National Archives & Records Administration (NARA) Records Management, as described in 36 Code of Federal Regulations (CFR) Chapter XII Subchapter B. |
| C. | Deliverables |
| 1. | Contractor shall provide secure lockable containers with one set of keys for these containers at each site location. |
| 2. | Contractor shall inspect for damage of broken locks. Contractor to replace containers as needed when broken or damaged. |
| 3. | Contractor shall provide service at each site per the set schedule. If for any reason service cannot be delivered within the scheduled timeframe, the contractor shall provide an explanation in writing to the CO to include a firm commitment of when the service will be completed. |
| 4. | Contractor shall provide certifications of destruction for each completed destruction; interim and/or final. Final destruction certification shall ensure that information on the destroyed records is neither readable nor reconstructable. |
| 5. | A Business Associate Agreement (BAA) shall be completed prior to award. |
| 6. | Contractor shall provide monthly total poundage of paper destroyed including total cost for each location for the previous month, by the first business day of each month. |
| 7. | Valid NAID and ARMA, Certifications and Confidential License issued throughout contract life. Provided to the COR annually or upon request. |
PART III: SUPPORTING INFORMATION
| A. | Security |
| 1. | Background Investigations and Special Agreement Checks |
| a) | All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is moderate risk. |
| b) | 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 (Course - 10176) and Privacy and HIPAA Training (Course – 10203). The successful 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 Talent Management System (TSM) 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 shall provide the details required for obtaining the VHA Privacy Policy Training. |
| c) | Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior. |
| 2. | The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. |
| a) | Contractor shall check in with Environmental Management Service (EMS) prior to collection of locked containers. |
| B. | Travel |
This requirement does not require travel outside of the locations provided.
C. Place of Performance The service shall take place at the following locations
1. VANIHCS, Fort Wayne Campus, 2121 Lake Avenue, Fort Wayne, IN
2. VANIHCS, Mental Health Annex, 2500 East State Boulevard, Fort Wayne, IN
3. VANIHCS, Marion Campus, 1700 E 38th Street, Marion, IN
4. VANIHCS, Huntington CBOC, 2859 Northpark Avenue, Suite 110, Huntington, IN 46750
5. VANIHCS Muncie CBOC, 3401 North Morrison Rd. Muncie, IN 47304
6. VANIHCS Peru CBOC, 750 N Broadway, Peru, IN
7. VANIHCS, Mishawaka Campus/SJCC, 1540 Trinity Place, Mishawka, IN
8. VANIHCS, Defiance CBOC, 800 N Clinton Street, STE B, Defiance, Ohio 43512
The Hours of Work are defined as Monday through Friday from 7:00am to 4:00pm; excluding federal holidays and weekends or as otherwise arranged with the COR.
The eleven normal holidays observed by the Federal Government are:
| 1. | New Year’s Day |
| 2. | Martin Luther King, Jr. Day |
| 3. | President’s Day |
| 4. | Memorial Day |
| 5. | Juneteenth: Freedom Day |
| 6. | Independence Day |
| 7. | Labor Day |
| 8. | Columbus Day |
| 9. | Veteran’s Day |
| 10. | Thanksgiving Day |
| 11. | Christmas Day |
Any other day declared by the President of the United States to be a national holiday.
When one of the above referenced holidays falls on a Sunday the following Monday will be the observed holiday.
When one of the above referenced holidays falls on a Saturday, the preceding Friday will be the observed holiday.
Contractor shall have the ability to provide 24 hour emergency service for containers that are full and need to be picked up during a non-scheduled pickup time and/or for work performed outside normal working hours of coverage at the request of the Contracting Officer or the COR. Emergency Orders shall be paid for by a separate Purchase Order Number and that Purchase Order Number will be provided to the contractor and be invoiced separately. Contractor shall not provide emergency service unless they have been given a separate Purchase Order or Purchase Card Order.
| D. | Government Furnished Property: None |
| E. | Qualifications of Key Personnel |
Contractor shall identify by name the key management and technical personnel to the CO and COR prior to contract performance. Contractor shall be sufficiently staffed to meet the needs as outlined in the mandatory tasks and deliverables. Contractor’s workforce shall be adequately informed and educated regarding the handling and destruction of VA sensitive information per established regulations and directives. Contractor personnel shall abide by all VA policies and procedures while performing service on VA property.
F. Confidentiality and Non-Disclosure Contractor employees shall be bound by the Business Associate Agreement.
PART IV: CONTRACTOR PERSONNEL AND MANAGEMENT
| A. | 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. |
| B. | 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. |
| C. | 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. |
| D. | Weapons: Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade in excess of three inches, while assigned under this contract. |
| E. | Check-In: All contractors are required to check-in with the local EMS services office. |
PART V: INCIDENT MANAGEMENT
| 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, breach of containment area, unauthorized personnel entering performance sites, vandalism, etc. |
| 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. |
| 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. 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. |
| 4. | 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. |
PART VI: CONTRACT MANGEMENT
The contract shall be managed through the Government Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP). The Contractor’s management plan shall establish the strategy and plan to manage all aspects of the contract, to include quality.
Post-Award Contract Kick-Off Meeting: 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. All clarifications of ambiguities shall be formalized with a PWS revision and contract modification.
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.
Site Preparation: The COR shall be responsible for coordinating the moving of furniture and equipment in sites scheduled for sensitive document destruction services.
Contract Management Plan: The Contractor shall prepare a Contract Management Plan (CMP). The Government- approved CMP serves as the mutual understanding between the Government and the Contractor on how the contract will be managed. The CMP shall contain the Contractor’s proposed approach to performing the requirements under the PWS regarding the following:
| a. | Technical Approach |
| b. | Barriers, Removal, and Disposal Processes |
| c. | Management Approach |
| d. | Schedule Management |
PART VII: QUALITY MANAGEMENT
The Contractor shall furnish the names of all Contractor personnel to be on-site per visit, via email.
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