36C25223Q0080 0004.docx

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) None 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Offerors/Bidders

36C25223Q0080 11-22-2022

X x x ** HOUR & DATE for Receipt of Offers is EXTENDED to: 12/14/2022 at 09:00 a.m. Local Time See CONTINUATION Page X See Continuation Page

Ashley Johnson Contracting Officer

B.1 CONTINUATION PAGE:

SF 1449 Block (8) Offer Due Date: 12/14/2022 at 09:00 a.m. Local Time

Section B.1

(7) RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date the period for questions has closed. The below is the Governments consolidated response via solicitation amendment to https://sam.gov Contract Opportunities to all parties. The period of performance (POP) start date will begin at a date to be determined in the first quarter of CY2023.

Government Reponses to the questions submitted for solicitation 36C25223Q0080. Answers to each question are below in bold:

1. P. 21, 3.b. Patient ID bracelets are normally destroyed separately from paper to avoid contamination of the truckload, which can cause it to be rejected by the recycling facility. The rejected recycling would be forced to go to the landfill. Will any items that are not paper based be separated from the paper to allow separate destruction? Can a CLIN be added for non-paper-based items destruction?

a. The bins or containers shall not be opened by the facility to separate the non-paper-based items. A separate CLIN has been added for the removal of non-paper-based items at destruction. Any and all bins may have non-paper-based items in them at removal time within the facility. There are no historical amounts available and no estimates provided as amounts vary with patient volume.

STATEMENT OF WORK

1. Scope: The contractor shall provide all labor, travel, security, materials, and the necessary equipment to provide weekly off-site destruction (shredding) of sensitive and confidential documents, including those containing protected health information for the Jesse Brown VA Medical Center and associated Community-Based Outpatient Clinics (CBOCs) and other facilities listed below.

2. Specific Tasks/Deliverables. Contractor shall provide all labor, travel, security, materials, and the necessary equipment to provide weekly off-site destruction (shredding) of sensitive and confidential documents, including those containing protected health information for the Jesse Brown VA Medical Center and associated facilities listed below.

3. Contractor shall provide approximately 295 locked security waste containers to be distributed/allocated throughout the listed facilities for the collection of documents to be destroyed and (6) 95-gallon totes to be secured at the Jesse Brown facility dock.

a. Security waste containers should be at least 35 gallons in size, but no larger than 43 gallons, so as to be able to fit in these various locations. During the course of the contract, these quantities, locations, and date of document collection by the contractor may change as needed, through written correspondence, at the direction of the Contracting Officer’s Representative (COR).

b. Contractor personnel shall collect/consolidate the documents for off-site destruction. Documents for destruction may include but are not limited to paper, folders, x-ray file jackets, patient ID bracelets, patient ID cards, and self-adhering prescription labels. Specific schedule shall be coordinated with and approved by the COR. Documents shall be destroyed within 24 hours of collection.

c. The bins or containers shall not be opened by the facility to separate the non-paper-based items.

d. The Contractor shall work with the COR to collaboratively agree up the Service Shred Day.

Frequency of collection per facility shall be as follows:

Jesse Brown VAMC: weekly Adam Benjamin Jr CBOC (Crown Point): weekly Chicago Heights: weekly Auburn Gresham: weekly Lakeside CBOC: weekly 2100 W. Harrison: weekly 2215 W. Harrison: weekly A Safe Haven: every other week

e. Contractor shall provide approximately (295) locked security console containers throughout the facilities for the collection of documents throughout the week, prior to their destruction as well as (6) 95-gallon totes to be secured at the Jesse Brown facility dock.

· Jesse Brown VAMC:

(239) Locked Containers,

(6) 95-gallon totes

· Adam Benjamin Jr CBOC (Crown Point):

(22) Locked Containers

· Chicago Heights:

(5) Locked Containers

· Auburn Gresham:

(6) Locked Containers

· Lakeside CBOC:

(7) Locked Containers

· 2100 W. Harrison:

(12) Locked Containers

· 2215 W. Harrison:

(2) Locked Containers

· A Safe Haven:

(2) Locked Containers

f. Contractor shall provide a certificate of destruction for each off-site destruction service.

4. Hours of Operation.

a. Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm CST, excluding holidays. All services will be performed during normal hours of coverage unless requested or approved by COR or designee.

Holidays include:

Independence Day

And any other day specifically designated as a national holiday by the President of the United States. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday.

b. Collection/consolidation of documents for destruction shall be conducted on Mondays. Additional collections may be scheduled or called in throughout the week, as necessary. The contractor shall respond within 48 hours to any such call for additional collections.

c. Collection/consolidation dates, times and locations may be changed as required by the Government. The COR will coordinate any changes to the schedule with the contractor. A revised collection schedule will be provided to the contractor if permanent changes are made to the schedule.

d. All additional containers and additional locations shall be approved by the Contracting Officer. A modification or a different procurement method shall be determined by the Contracting Officer.

5. Places of Performance.

Jesse Brown VA Medical Center 820 S. Damen Ave Chicago, IL 60612-3728

Adam Benjamin Jr. CBOC 9301 Madison St.

Crown Point, IN 46307

Auburn Gresham CBOC 7731 S. Halsted St.

Chicago, IL 60620

Chicago Heights CBOC 211 South Dixie Highway, Suite 4 Chicago Heights, IL 60411

Lakeside CBOC 211 E. Ontario St., Suite 1200 Chicago, IL 60611

Harrison Facility 2100 W. Harrison St. (2nd Floor) Chicago, IL 60612

A Safe Haven Veterans Resource Center 2750 W. Roosevelt Rd. (1st Floor) Chicago, IL 60608 Harrison Facility #2 2215 W. Harrison St. (1st Floor) Chicago, IL 60612

6. Period of Performance.

Base Year: March 1, 2023 – September 30, 2023 Option Year One (1): October 1, 2023 – September 30, 2024 Option Year Two (2): October 1, 2024 – September 30, 2025 Option Year Three (3): October 1, 2025 – September 30, 2026 Option Year Four (4): October 1, 2026 – September 30, 2027

7. Quality Control. The Contractor shall develop and maintain quality programs to ensure document destruction services (shredding) are being performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas where the acceptable quality levels were not met. The contractor is responsible for quality control and specification compliance.

8. Performance Monitoring. Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.

a. Direct Observation-(Can be performed periodically or through 100% surveillance.)

b. Periodic Inspection- (Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)

ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. Security Requirements.

a. Security waste containers shall be kept locked at all times. Contractor shall have two sets of keys for each security container. One set shall be provided to the COR. The second set shall remain in the possession of the contractor (with contractor employees while Off-Site, and in a locked safe or other secure device while at the contractor’s site).

b. Documents collected for destruction shall be secured in a manner that prevents their content from being read, lost, or stolen throughout the process until their final destruction.

c. Materials collected for destruction and disposal will be secured until the material is rendered unrecognizable and unable to be reconstructed to any degree.

d. The contractor shall be responsible for management, oversight, security, and control of all sensitive and confidential documents including those containing protected health information stored in the locked containers, prior to and until completion of shredding of the documents.

e. Prior to beginning performance of document destruction activity, the contractor will report to the COR. The COR and/or designee will inspect the planned operation and monitor the activity. Upon arrival to Jesse Brown VA Medical Center and CBOCs, contractor shall maintain the security waste material in a secured container and or a secured holding area, which will prevent any disclosure or unauthorized access.

10. Activity Logs/Reports.

a. The contractor shall provide a proof of service report for each console or bin serviced using an electronic bar-coding system creating a service record complete with date and time stamp. This shall be provided daily, upon completion of service for all serviced locations.

b. The contractor shall prepare and submit to the COR a signed Certificate of Destruction for each shredding of documents, the same day of the activity. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction must at a minimum contain the following:

1) Pick-up/Delivery Location

2) Pick-up/Delivery Date

3) Amount of shredded waste (# of containers picked up and pounds shredded)

4) Destruction Certification Document Number

5) Destruction Certification Date

6) Any other information as determined necessary by the Privacy Officer

11. Government-Furnished Equipment (GFE) / Government-Furnished Information. The contractor understands and agrees that property obtained for destruction under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information.

12. Other Pertinent Information or Special Considerations.

a. Laws and Ordinances. The contractor shall comply with all applicable laws, ordinances, and regulations (Federal, State, City or otherwise) covering operations performed under this contract. Contractor shall be bonded, insured, and certified by the National Association for Information Destruction, Inc. (NAID) for paper/printed media destruction, and knowledgeable of the following guidelines and practices:

1) Association for Records Managers and Administrators, International (ARMA)

2) American Society for Industrial Security (ASIS)

b. Contractor is responsible for maintaining all containers in clean, odor free, secure, and safe condition.

c. Contracting Officer’s Representative (COR). At the time of contract award, the VA shall designate a COR to represent the contracting officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the contractor.

d. Liability Insurance. Contractor must maintain liability insurance in the amount of $1 million to include covering claims of negligence and/or other torts alleged to have been committed by the Contractor, its employees, and/or its sales representatives, including, but not limited to, any allegations arising out of the presence of the Contractor's representatives in patient care areas. Contractor will provide Government with proof of insurance upon request. All representatives of the Contractor who will be present in-patient care areas will comply with all applicable Government policies governing visitors to patient care areas. Contractor agrees to defend, indemnify, and hold harmless Government and any agents and employees of Government from any and all liabilities, claims, actions, or suits for personal injury or death arising out of or in connection with the presence of Contractor's representatives in patient care areas. Defense of any claims against Government entities will be conducted in accordance with the procedures of the United States Department of Justice governing claims under the Federal Tort Claims Act.

13. Required Registration with Contractor Performance Assessment Reporting System (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the thresholds outlined in FAR Part 42.15 and shares those evaluations with other Federal Government contract specialists and procurement officials through the Past Performance Information Retrieval System (PPIRS). The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to the posting of each report. To fulfill this requirement VA uses an online database, the Contractor Performance Assessment Reporting System (CPARS). The CPARS database information is uploaded to the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies.

Each contractor whose contract award is estimated to exceed the thresholds outlined in FAR Part 42.15 is required to provide to the contracting officer contact information for the contractor’s representative with their response to the solicitation. The contractor is responsible to notify the contracting officer of any change to the contractor’s representative during the contract performance period. Contractor’s representative contact information consists of a name and email address.

The Government will register the contract within thirty days after contract award. 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. Intermediate reports will be filed each year until the last year of the contract, when the final report will be completed. Each report shall be forwarded in CPARS to the contractor’s designated representative for comment. The contractor’s representative will have thirty days to submit any comments and return the report to the VA contracting officer. Failure by the contractor to respond within those thirty days will result in the Government’s evaluation being placed on file in PPIRS without contractor’s comments.

14. Health and Human Services/Office of Inspector General (HHS/OIG). To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the HHS/OIG, List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

15. Health Insurance Portability and Accountability Act (HIPAA) Compliance. The contractor is subject to the provisions of the Health Insurance Portability and Accountability Act (HIPAA). It is the contractor's responsibility to review HIPAA requirements. All documents must be destroyed within 24 hours of receipt and meet HIPAA acceptable destruction methods. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health, and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement (BAA) with VA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SERVICES

PRICE

AMOUNT

Jesse Brown VA Medical Center 239 bins, shredded weekly (6x 95GAL bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Chicago Heights (8 bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

Auburn Gresham (5 bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

Lakeside (7 bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

2100 W. Harrison (6 bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

2125 W. Harrison

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

A Safe Haven (Bi-Weekly) (2 bins, shredded every other week)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

Adam Benjamin Jr. CBOC (22 Bins, shredded weekly)

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

Removal of Non-Paper-Based Items

Contract Period: Base POP Begin: 03-01-2023 POP End: 09-30-2023

Base Year Est. Total: $

Jesse Brown VA Medical Center

(6x 95GAL bins, shredded weekly)

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

Chicago Heights

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

Auburn Gresham

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

Lakeside

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

2100 W. Harrison

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

2125 W. Harrison

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

A Safe Haven (Bi-Weekly)

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

A Safe Haven (Bi-Weekly)

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

Removal of Non-Paper-Based Items Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

Option Year One (1) Est. Total: $

Jesse Brown VA Medical Center

(6x 95GAL bins, shredded weekly)

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Chicago Heights

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Auburn Gresham

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Lakeside

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

2100 W. Harrison

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

2125 W. Harrison

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

A Safe Haven (Bi-Weekly)

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Adam Benjamin Jr. CBOC

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Removal of Non-Paper-Based Items Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

Option Year Two (2) Est. Total: $

Jesse Brown VA Medical Center

(6x 95GAL bins, shredded weekly)

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 12-30-2026

Chicago Heights

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

Auburn Gresham

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

Lakeside

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

2100 W. Harrison

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

2125 W. Harrison

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

A Safe Haven (Bi-Weekly)

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

Adam Benjamin Jr. CBOC

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

Removal of Non-Paper-Based Items

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

Option Year Three (3) Est. Total: $

Jesse Brown VA Medical Center

(6x 95GAL bins, shredded weekly)

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Chicago Heights

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Auburn Gresham

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Lakeside

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

2100 W. Harrison

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

2125 W. Harrison

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

A Safe Haven (Bi-Weekly)

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Adam Benjamin Jr. CBOC

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Removal of Non-Paper-Based Items

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

Option Year Four (4) Est. Total: $

Base Year + Option Year One (1) - Four (4) Est. Total: $