S02 - RFQ - 36C25224Q0334_1.pdf

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

36C25224Q0334 03-14-2024

Sands,Scott Scott.sands2@va.gov 03-27-2024

3:00 PM CDT

36C252 Department of Veterans Affairs

GLAC (69D)

115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

561990

$16.5 Million

N/A

X

36C607

Department of Veterans Affairs William S Middleton VA Hospital 2500 Overlook Terrace

Madison WI 53705-2286

36C252

Department of Veterans Affairs

GLAC-MILWAUKEE (69D)

Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971

877-353-9791 512-460-5540

See CONTINUATION Page

This firm fixed-price requirement is for one base and four option year periods for onsite document destruction at the William S Middleton VA Hospital, Madison East VA Clinic, Madison West VA Clinic, and Deming Way Office Building in accordance with the Statement of Work.

The DOL Wage Determination for Dane County shall apply to any award made from this solicitation.

https://sam.gov/wage-determination/2015-4897/24

This requirement is being procured as a 100% Service Disabled Veteran-Owned Small Business set-aside. Only SDVOSBs verified Within the Small Business Administration’s VetCert database at The time of quote submissions will be considered for award.

Firms not verified within the Small Business Administration’s VetCert database will be rendered technically unacceptable Outright and shall not be eligible for award.

https://veterans.certify.sba.gov/

See CONTINUATION Page

X X

X One

Scott Sands Contracting Officer

36C25224Q0334

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN

PRIOR TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED

FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME _____________________________________

ADDRESS ________________________________________________

CITY-STATE-ZIP __________________________________________

POINT OF CONTACT/TITLE ________________________________

PHONE NUMBER ______________________________________

FAX NUMBER ______________________________________

E-MAIL ADDRESS ______________________________________

SAM UEI NO. ____________________________________________

CAGE CODE _____________________________________________

CONTRACTOR’S PAST PERFORMANCE POINT OF CONTACT

(IF DIFFERENT THAN ABOVE):

NAME: __________________________________________

EMAIL ADDRESS:_________________________________

b. GOVERNMENT: SCOTT SANDS, CONTRACTING OFFICER

CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. ACQUISITION OF COMMERCIAL ITEMS:

This Request for Quote (RFQ) solicitation is issued under the authority of FAR Part 13.5 Simplified Procedures for Certain Commercial Items in which simplified acquisition procedures in FAR Part 13 will be used. FAR Part 14 and 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable;

there is no difference in meaning between the two.)

3. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449

4. SOLICITATION TIMELINE SUMMARY:

A. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer Scott.Sands2@va.gov no later than Thursday March 21st, at 3:00 PM Local Time. Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties.

B. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

C. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

5. CONTRACTING OFFICER AUTHORITY:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

6. INVOICES:

a. All payments by the Government to the contractor will be made in accordance with: FAR

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER – SYSTEM FOR

AWARD MANAGEMENT (OCT 2018)

b. Invoices shall be submitted monthly in arrears in accordance with: 852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

c. Payments shall be made in arrears upon receipt of a properly prepared invoice

d. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

e. The VA has mandated electronic invoice submission to the Veterans Affairs Financial

Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten-Network.com or calling 1-877-489-6135 for Enrollment.

f. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e- Invoice through the website at https://portal.Tungsten-Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1-877-489-6135.

g. All invoices shall reference the vendor name and address, customer name, contract number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

h. VA’s Electronic Invoice Presentment and Payment System – The Veterans Affairs Financial Services Center (VAFSC) uses a third-party contractor, Tungsten Network e- Invoice, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/customer-campaigns/veteransaffairs/ to begin submitting electronic invoices, free of charge.

i. As of July 1, 2020, the VA10091 form has been eliminated and the VAFSC is requiring our vendors to update and add their information in the Customer Engagement Portal (CEP) at https://www.cep.fsc.va.gov/. This is for new vendors being added to FMS only.

j. For assistance setting up e-Invoice, the below information is provided:

* Tungsten Network e-Invoice Setup Information: 1-877-489-6135

* Tungsten Network e-Invoice email: VA.Registration@Tungsten-Network.com

* FSC e-Invoice Contact Information: 1-877-353-9791

* FSC e-invoice email: vafsccshd@va.gov

7. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible to follow all on site facility policies

b. All VA property is considered Federal property and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all

Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP).

AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

8. SECURITY & PRIVACY CONTROL:

PIV Card Applies to unsupervised, full-time, logical and/or physical access for more than 6 months OR more than 180 aggregate days in a one-year period.

Defined in VA Directive 0735 as: “Personal Identity Verification (PIV) Credential: An identification card that complies with FIPS 201 and related guidance that contains a photograph and stored identity information so that the claimed identity of the cardholder can be verified by another person or an automated process. PIV credentials are issued to persons requiring routine access to VA facilities or information systems.”

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 in accordance with the statement of work is: Special Agreement Check (SAC) & National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access.

The current fees associated with background investigations are as follows:

The SAC fingerprints is $20. This fee is the responsibility of the Contractor and will be billed accordingly.

Routine Access and Personal Identity Verification of Contractor Personnel:

The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

It shall be the responsibility of the prime Contractor to return such identification to the VA.

9. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

General Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

Access to VA Information and VA Information Systems

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S.

may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

VA Information Custodial Language

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations:

(i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

Security Incident Investigation

a. 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.

b. 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.

c. 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.

d. 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.

Liquidated Damages for Data Breach

a. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non- Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

Training

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

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

10. Business Associate Agreement (BAA)

Contractor shall have a complete, approved Business Associate Agreement (BAA) with the VA prior to performing services.

NOTE -

A dial-in connection is not considered essential to the program mission. If access to the device is required, it can be done via site-to-site VPN access, if authorized for the vendor.

If the contract is awarded to a vendor with a current approved national VA site-to-site VPN, the MOU/ISA for that VPN would cover access to the system via the approved VPN.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1,040.00 EA __________________ __________________

Weekly Document Shredding WM S Middleton Memorial VA Hospital

Contract Period: Base POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding WM S Middleton Memorial VA Hospital - Weekly Service for Twenty

(20) 95-Gallon Bins.

832.00 EA __________________ __________________

Weekly Document Shredding Madison VA East VA CBOC

Contract Period: Base POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding Madison VA East VA CBOC - Weekly Service for Sixteen (16) 65- Gallon Bins.

364.00 EA __________________ __________________

Weekly Document Shredding Madison VA West VA CBOC

Contract Period: Base POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding Madison VA West VA CBOC - Weekly Service for Seven (7) 65-Gallon Bins.

208.00 EA __________________ __________________

Weekly Document Shredding Deming Way Office Building

Contract Period: Base POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding Deming Way Office Building - Weekly Service for four (4) 95-Gallon

Contract Period: Option 1 POP Begin: 04-01-2025

POP End: 03-31-2026 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 1 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 1 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 1 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 2 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Weekly Document Shredding Madison VA East VA CBOC Contract Period: Option 2 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 2 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 2 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 3 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 3 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 3 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 3 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 4 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 4 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Contract Period: Option 4 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper

Shredding

Contract Period: Option 4 POP Begin: 04-01-2028 POP End: 03-31-2029 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

GRAND TOTAL __________________

B.3 STATEMENT OF WORK

STATEMENT OF WORK

DOCUMENT DESTRUCTION-SHREDDING SERVICES

William S. Middleton Memorial VA Hospital & Clinics

1. DESCRIPTION OF SERVICES.

The contractor is responsible for providing all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform On-site Document Destruction/ Shredding Services for the William S. Middleton Memorial VA Hospital & Clinics. The contractor is responsible for performing to the standards in the contract as well as all local, state, and federal regulations.

The William S. Middleton Memorial VA Hospital intends to use the services of a contractor to shred VA records and other materials throughout the year, and at various locations listed below. Records may contain carbon paper, folders, DVDs, CDs, VHS tapes, and other non-paper materials. Final destruction of material shall comply to the most current version of VA Directive 6371 (VA Publications) by using the crosscut shredding method to a minimum size of 5/16 inches or smaller, in such a manner that information shall be totally unrecoverable.

1.1. GENERAL PROCEDURES.

(a) The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide On-site Commercial Document Destruction (Shredding) Services. Contractor will clean up any residual material before leaving the site. The location of services for services are at the following locations:

William S. Middleton Memorial VA Hospital 2500 Overlook Terrace, Madison WI 53705 Phone: 608-308-3422 Hours: Mon-Fri 7:00 a.m. – 3:30 p.m.

Madison East VA Clinic 4904 Eastpark Blvd., Madison WI 53718 Phone: (new phone TBD) 608-256-1901 Clinic hours: Mon. - Fri., 8:00am - 4:00pm

Madison West VA Clinic 1 Science Court, Madison WI 53711 Phone: 608-284-6360 Clinic hours: Mon. - Fri., 8:00am - 4:00pm

Deming Way Office Building 3220 Deming Way, Middleton WI 53562 Phone: 608-256-1901 Clinic hours: Mon.- Fri., 8:00am - 4:00pm

Onsite pick-up: Contractor will arrive at the main hospital’s centralized recycling room to empty all document bins. (1 room with an exterior garage door)

Onsite pick-up: Contractor will enter the clinic and walk to all paper bins (1 floor), bring the paper bins outside for shredding, re-enter the clinic with all empty bins and place them back in the original locations.

Onsite pick-up: Contractor will enter the clinic and walk to all paper bins (2 floors), bring the paper bins outside for shredding, re-enter the clinic with all empty bins and place them back in the original locations.

Onsite pick-up: Contractor will enter the office and walk to all paper bins (1 floor), bring the paper bins outside for shredding, re-enter the office with all empty bins and place them back in the original locations.

(b) The contractor shall furnish the number of locked security waste containers, as required, without additional cost to the Government. The contractor shall furnish keys for the containers.

William S. Middleton Memorial VA Hospital: 20/ea. 95-gallon weekly shredding Madison East VA Clinic: 16/ea. 65-gallon weekly shredding Madison West VA Clinic: 7/ea. 65-gallon weekly shredding Deming Way Office Building: 4/ea. 95-gallon weekly shredding

(c) Onsite pick-up: Contractor will enter the clinic and walk to all paper bins, bring the paper bins outside for shredding, re-enter the clinic with all empty bins and place them back in the original locations for all locations expect the William S. Middleton Memorial VA Hospital.

(d) The contractor will furnish monthly the William S. Middleton Memorial VA Hospital Information Security Officer (ISO) along with the Chief, Environmental Management Services, with a certificate of proof for the shredding. Additionally, a quarterly total shred volume will also be required. Online access to a 24x7 portal/website where certificates can be downloaded is acceptable.

(e) The contractor shall provide mobile equipment to do all shredding. Equipment shall be capable of cross-cutting the paper material. Contractor will provide large locking central collection containers to collect shredding material.

1.2. GENERAL REQUIREMENTS.

(a) The Contractor shall provide document destruction services for Government provided documents, containing sensitive confidential and medical records. Protected information contained on any other form of media will be removed, obliterated, or the media destroyed by or in the presence of a VA employee or contractor employee in such a manner that the information is totally unrecoverable.

Destruction of and patient privacy information will be accomplished at the VA Facility through the use of a vehicle equipped for mobile shredding. Work is to be accomplished by bonded employees.

Contractor is responsible for maintaining liability insurance for the duration of the contract, and for following all pertinent federal and state regulations with regard to transportation and destruction of medical documentation. Contractor shall be National Association for Information Destruction (NAID AAA) certified for mobile shredding.

(b) The contractor will provide the services identified in this contract as listed in Paragraph 1.1.

General Procedures.

(c) The contractor will provide a schedule for shredding times to the COR. Once the schedule is established, all shredding will occur on the same day of the week. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday and will inform the medical center of the revised shredding day.

(d) All security waste shall be shredded on-site and removed from the VA premises and transported to an appropriate location to be recycled. The invoice will include weights and final disposition information for the recycled material. During shredding the security, waste material must be maintained in a secured container in a secured holding area, which will prevent any disclosure or unauthorized access.

(e) The Madison VA shall not be required to separate documents by color or grade of paper, nor remove paper clips and other fasteners such as binder clips, staples, wire binding.

1.3. CONFORMANCE STANDARDS.

(a) Contractor shall be National Association for Information Destruction (NAID) certified.

(b) Contractor shall have a complete, approved Business Associate Agreement (BAA) with the VA.

(c) All services provided under this purchase order must be performed in conformance with the National

Fire Protection Agency (NFPA), and Occupational Safety and Health Administration (OSHA).

Collection containers shall meet the requirements of the National Fire Protection Association Life Safety Code 101 Chapter 19 7.5.7.1 and 7.5.7.2

(d) Materials collected for destruction and disposal shall be secured until the confidential material shall be rendered unrecognizable in accordance with National Institute of Standards and Technology (NIST) 800-88 Guidelines for Media Sanitization and Federal Information Processing Standards (FIPS) 199 Security Categorization of the System Confidentiality. The Contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with most current VA Directive 6371. If shredding shall not be the final destruction method and shredding shall only be an interim step in the destruction process, then shredding to NIST standards shall not be required, but the shredded material must be secured until it shall no longer be readable or re-constructable, which means material must be pulverized, bleached, pulped, or fully destroyed by other means.

(e) Contractor shall provide locked security containers that shall hold all paper products for shredding, including color paper, color copy and file folders. Madison VAMC or CBOCs shall not be required to separate documents by color or grade of paper, nor remove paper clips and other fasteners.

(f) Containers shall be constructed with a deadbolt lock and an offset document slot to prevent unauthorized removal of material. Wheeled containers can be no larger than 95-gallons.

(g) Contractor shall maintain required and appropriate insurance and indemnifications for liability coverage for any and all incidences of occurrence resulting from any information breach that they shall be responsible for throughout the term of the task order.

1.4. CONTROL OF SECURITY WASTE.

The Contractor shall be responsible for management, oversight, security, and control of all sensitive and confidential documents containing personal information stored in the locked containers, prior to and until completion of Document Destruction/ Shredding of the documents. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal, state and local regulations with regard to transportation and destruction of medical documentation.

1.5. PRIVACY ACT DOCUMENTS.

The contractor understands and agrees that property obtained 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. Additionally, all document destruction and documentation will be as required by the Health Insurance Portability and Accountability Act

(HIPAA).

1.6. HIPAA COMPLIANCE.

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 will be required to enter into a Business Associate Agreement (BAA) with VA.

1.7. DOCUMENT DESTRUCTION REPORTS.

Document destruction reports will be submitted to the VA Privacy Act Officer within 48 hours of pickup and will include the information required to meet HIPAA requirements. Online access to a 24x7 portal/website where certificates can be downloaded is acceptable. At a minimum the report will include:

- Date of document pickup.

- Weight/tonnage picked up.

- Date of Destruction.

- Method of Destruction.

- Description of the disposed records: Confidential documents.

- Statement that the documents were received secured.

- Statement that the documents were destroyed in the normal course of business.

- The signature of the individuals supervising and witnessing the destruction.

2. GENERAL INFORMATION.

2.1. QUALITY CONTROL.

The contractor is responsible for developing and maintaining a quality assurance program to ensure On-site Document Destruction/ Shredding Services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure nonrecurrence of defective services.

2.2. QUALITY ASSURANCE.

The government will periodically evaluate the contractor’s performance by appointing an evaluator to monitor performance to ensure services are received. The government evaluator will evaluate the contractor’s performance through intermittent onsite inspections of the contractor's performance and receipt of complaints from facility personnel. The government is responsible for validating customer/facility complaints.

2.3. INSURANCE.

a. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

b. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

c. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

2.4. HOURS OF OPERATION.

a. Normal Hours. The normal hours of operations at the VAMC are Monday through Friday from 8:00 am to 4:30 pm (Central Time), excluding holidays. All work and services will be performed during normal hours of coverage and will be during the time period agreed upon by the COR.

b. Federal Holidays observed by VA:

New Years’ Day Independence Day Christmas Day Columbus Day Labor Day Martin Luther King Day Memorial Day Presidents’ Day Veterans’ Day Juneteenth Thanksgiving Day

Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

c. 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.

2.5. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Please see attachment for the BUSINESS ASSOCIATE AGREEMENT BETWEEN THE

DEPARTMENT OF VETERANS AFFAIRS, VETERANS HEALTH ADMINISTRATION.

2.6. CONTRACTOR PERSONNEL.

The Contractor shall provide qualified employees. The Contractor shall be required to comply with all security requirements of the VAMC. The Contractor is responsible for ensuring all employees possess all required licenses for operating all equipment used in the execution of this contract. The Contractor shall be responsible for coordinating with the COTR and providing all information required of him or his employees for performance of work. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner so as to be easily visible and readable.

2.7. PHYSICAL SECURITY.

The contractor is…