36C25923Q0426.docx

36C25923Q0426

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. SIGNAT

URE 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

36C25923Q0426 04-19-2023 Frankie Basham 918.577.3923 04-21-2023 15:00

CDT

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 X 561210 $41.5 Million N/A X Department of Veterans Affairs Montana VA Health Care System 3687 Veterans Drive Fort Harrison MT 59636 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Document Destruction at multiple VA locations in Montana.

Respond to Solicitation: Email frances.basham@va.gov by date and time in block 8.

See CONTINUATION Page X X Mitchael Purdom

VA-VHA-RPOW-2022-249455

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

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.

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

B.2 PERFORMANCE WORK STATEMENT (PWS)

Document Destruction Department of Veterans Affairs (VA) Veterans’ Health Administration (VHA) Montana VA Health Care System

PURPOSE: Montana VA Health Care system requires the contractor to provide required timely destruction of classified and personal identifiable information and/or documents, in accordance with the Performance Work Statement (PWS), in an efficient and cost-effective manner, supporting the VA mission.

This is a non-personal services contract. The Contractor shall provide all labor, equipment (inclusive of Confidential Information Consoles), supervision, and management to provide Material/Document Shredding Services of classified and personal identifiable information that consist of hard copy media, paper, microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information.

TASKS and REQUIREMENTS:

· The Contractor must be in compliance with 36 CFR 1225 and VA Directive 6371 for the destruction of temporary paper records, dated April 8, 2014.

· The Contractor is required to provide document destruction, to include but not limited to shredding, pulverization, disintegration, purging, pulping an incineration in accordance with (IAW) federal, state, and local laws and ordinances of the State of Montana.

· The Contractor must provide for weekly, Monday through Thursday morning, service and unscheduled services that may arise from time to time as directed by the Department of Veterans Affairs, Rocky Mountain Acquisition Center, the Contracting Officer (CO) assigned to the contractor’s contract, or any other designated CO. The Contractor shall perform all services at the locations and with the specific frequency shown on the Pickup Schedule attached.

· The Contractor shall collect and properly dispose of sensitive material/information in accordance with 36 CFR 1225 and VA Directive 6371 for the destruction of temporary paper records, dated April 8, 2014, and in accordance with the specifications, terms, and conditions of this solicitation. All work is to be performed in accordance with (IAW) federal, state, and local laws and ordinances of the State of Montana.

· The requirements for this shredding contract, outlined below, are taken directly from VA Directive 6371 for the destruction of temporary paper records, dated April 8, 2014. To ensure proper compliance with this Directive, additional requirements or statements may be added or clarified, however, no tasks may be removed without prior approval of Privacy Officer

· Shredding services are required for each VA owned and contracted site in Montana: Butte, Billings, Bozeman, Cut Bank, Fort Harrison, Glasgow, Glendive, Great Falls, Hamilton, Havre, Helena, Kalispell, Lewistown, Miles City, Missoula and Plentywood.

OBJECTIVES:

a. This is a services contract to shred, destroy and dispose of Materials and Documents with Personally Identifiable Information (PII) and other sensitive materials, as defined by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and related materials, from the Department of Veterans Affairs (VA) facilities in Montana described below. These materials and documents include, but are not limited to papers, folders, microfilm, and microfiche.

b. The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction of personal, confidential and proprietary information consisting but not limited to paper and other medium, microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information per HIPAA, NARA Code of Federal Regulations - 36 CFR 1225 and NIST SP 800-88 and to provide the Department of Veterans Affairs, Veterans and employee privacy by destroying confidential information documents in accordance with:

1. VA Directive 6371, Destruction of Temporary Paper Records / See Appendix A

2. Privacy Act of 1974, 5 USC 552a

3. Federal Records Act, 44 USC Chapter 31

4. NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders

5. NSA/CSS 02-02-M, Evaluated Products List for High Security Disintegrators

6. VA Directive 6300, Records, and Information Management

7. Contractor Rules of Behavior / See Appendix C

8. VA Directive 6500, Information Security Program

9. VA Handbook 6500.1, Electronic Media Sanitization / See Appendix B

10. 36 CFR 1220.14 Subpart A, General Provisions, General Definitions

11. 36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58)

12. 44 USC 3302 § 1228.58 Destruction of Temporary Records

13. VA Directive and Handbook 0710, Personnel Suitability and Security Program

c. The Department of Veterans Affairs adheres to the Privacy Act of 1974 that was established to ensure that government agencies protect the privacy of individuals and businesses with regard to information held by them.

d. Contractor shall execute the terms of this contract in a manner that will safeguard the confidentiality of all Materials and information exposed to at any of the facilities.

a. Contractor shall perform all work in accordance with the guidelines of Federal, State, and local ordinances. All safety practices prescribed by these agencies shall be followed. When applicable, Material Safety Data Sheets (MSDS) are required to be submitted to the Veterans Benefits Administration Contracting Officer Representative (COR) and/or Privacy Officer (PO).

GENERAL

0. The contractor shall be National Association for Information Destruction (NAID) certified, bonded, and insured. All contractors and contractor employees who participate in any part of the shredding process under this contract shall be NAID certified, bonded and insured. This requirement includes the shredding vendor, any off-site storage vendor, recycling and/or pulp mill vendor.

0. The Contractor shall provide sufficient vehicles capable of shredding and/or transporting all types of material as provided in this Performance Work Statement (PWS) at the time of service.

0. The contractor shall perform, or cause to be performed, shredding of paper and other medium, such as microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information with state-of-the-art, high capacity, high speed shredding equipment. All shredding shall be crosscut, performed with hands-free shred and be on-site at the Department of Veterans Affairs facility/location. The Contractor shall utilize high speed mobile shredding trucks, which have a camera for viewing the material being shredded/destroyed, which may be witnessed by a VA employee or the Privacy Officer (PO) or his/her representative or the Contracting Officer’s Representative (COR).

0. The contractor shall provide locking containers in the appropriate size(s) for the collection of the materials intended for shredding. Containers shall be locked and the material unable to be retrieved once it is placed in the container unless it is unlocked by a Representative of the Department of Veterans Affairs or by the Contractor. The contractor shall maintain and service the containers on a regular basis.

0. The contractor shall be responsible for collecting the locked containers from the predetermined locations at the facility and moving the containers from the pickup point or the holding area to Contractor’s vehicle for on-site destruction or appropriate transportation. The contractor shall then return the empty containers to the same location after the pickup and shredding process is complete.

0. Contractor personnel involved in the actual handling and shredding of materials at any facility shall have a background check completed.

0. The contractor shall allow only individuals aged 18 or over, who have appropriate contractor identification, to assist with the shredding/removal.

0. The contractor shall provide a written statement of assurance that all materials intended for shredding will be destroyed and unreadable utilizing an on-site, crosscut shredding device. The contractor shall provide written assurance that all data is destroyed, and that nothing is removed from site un-shredded.

0. Contractor personnel involved in the actual handling and shredding of materials shall wear a contractor-provided, clearly readable identification badge that at a minimum state the name of the employee and the company. Contractor personnel's clothes are to be clean and maintained in good repair.

0. The contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning at any facility, including utility services, fire protection systems, emergency personnel, personnel, equipment, and other vehicles.

0. The contractor shall provide a written schedule of the days and times of anticipated performance at the facility listed in the contract, as shown on the attached Pick-Up Schedule. Any changes to the schedule shall be approved by the COR in advance of the Contractor visiting the facility. The contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 4:00 p.m., federal holidays excluded.

0. The COR shall conduct an initial orientation to the facilities. Thereafter, the Contractor shall be responsible for conducting orientations to new Contractor employees. This will not relieve the Contractor's obligation to provide documentation of trustworthiness of new employees.

0. The contractor's vehicles used to perform this contract, shall be locked and the keys removed when not in use. All contractor vehicle(s) shall be identified and parked in a predetermined location agreeable to both VA and the Contractor.

0. The contractor shall have a quality control program to assure the requirements of this contract are provided as specified.

0. The contractor shall do the first shred on site, to the size required by the applicable laws, rules, regulations, and VA policies, and small enough that there is reasonable assurance in proportion to the data considered that confidentiality that the data cannot be reconstructed or read. The final action shall be the blending of the shredded paper into a paper mash (pulping) product that can be used for recycling into new paper products.

0. All shredding shall be accomplished on the government facility. Under no circumstances shall confidential information leave the government facility prior to shredding.

0. All sensitive information shall be made unrecognizable via shredding. At no time shall the contractor leave containers filled with confidential information unattended, i.e., hallways, streets, alleys, or backs of trucks. The contractor shall be pleasant at all times and if a concern arises, he/she shall contact the Contracting Officer Representative (COR). It is the responsibility of the contractor to ensure the contractor's vehicle and shred mechanisms are operational and do not impede the requirements outlined herein.

0. The contractor may be accompanied by a VA employee to ensure that all consoles are properly collected, sensitive information is being properly handled, and disposed of in accordance with all federal, state, and local regulations.

1. DESTRUCTION METHODS

0. All pickups/removals shall be between 8 a.m. and 4 p.m., Mountain Time, except on Saturdays, Sundays, and federal holidays. See the attached collection schedule on the Pick-Up Schedule.

0. The following federal holidays are observed:

When a federal holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the federal holiday for all U.S. Government agencies, including the VA.

0. The government shall not furnish equipment, supplies, transportation, and/or labor to effect removal of property or material. All such equipment, supplies, transportation, and/or labor shall be furnished by the contractor. The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. The contractor shall provide the necessary recycling containers for use in Government designated storage areas in sufficient quantities for the storage of the recyclable material accumulations prior to removal by the contractor. The COR shall be responsible for approving container styles and container locations/placements. At the time of each pick up, all paper must be removed to the satisfaction of the PO or the COR. After materials are completely shredded/made unrecognizable, 100% of the paper shall be recycled as directed below. The contractor shall be responsible for disposing of all shredded material off-site at the contractor’s own expense.

0. The preferred method of destruction is one that permits paper records to be recycled, while still meeting the requirements for final destruction to insure lower environmental impact, however, if this is not possible then VA requires that the final destruction method of the paper records is one in which the records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or reconstructable to any degree.

0. Final destruction may be conducted on site at the VA facility or at another location, away from the VA facility.

0. Interim Destruction: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or reconstructable to any degree, but does ensure that they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction.

2. CONTRACTOR RESPONSIBILITIES

0. Final destruction of VA paper documents may be performed away from the VA facility. Until the documents reach their final destruction method, the interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction. Interim destruction of these records must take place at the VA facility or at a secured vendor location and this destruction must be to the degree that the information contained on them is not readable and not reconstructable without extraordinary effort.

0. Chain of custody---Methods of interim destruction carried out by a contractor must either be witnessed by a Federal employee or a contractor employee, and the written attestation shall be submitted to the VA Montana Health Care System, Privacy Office.

0. Receipt -- At the time of each removal the Privacy Officer shall require the contractor or his authorized representative to sign a receipt in triplicate for property removed. The receipt shall include the following information:

Removal receipts shall be furnished to the COR no later than the fifth (5th) day following each pick up.

0. Certificate of Destruction -- A written Certification of Destruction, which documents and attests to the completion of the destruction process, shall be provided to the Privacy Officer or the COR after the destruction of VA records has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. The Certificate shall state that all confidential materials collected were properly destroyed in accordance with all applicable laws, regulations, and VA policies.

Upon completion of any Shredding Service and within ten (10) business days after such service, the Contractor shall provide a written report of the services rendered to the Contracting Officer’s Representative (COR).

At a minimum the report shall consist of the following information:

· Service location.

· Service date(s).

· Name of Government employee or COR at service location.

· Destruction Certificate Document number

· Date of Destruction Certification.

· Amount of shredded material (number of containers picked up and/or pounds shredded).

· Annually, (on or before September 15th) report number of pounds of paper recycled from paper destruction.

Any violation observed or encountered must be reported IMMEDIATELY to the Contracting Officer’s Representative (COR), advising the Department of Veterans Affairs of the violation.

0. The contractor is required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records so that it is not readable or reconstructable.

0. Off-site paper storage -- Any intermediary processes to include off-site storage of records, prior to final destruction must include physical protection of VA records until final destruction is completed. Physical protection means the records must be stored in a locked and secured area. Paper records that are collected for destruction must be kept in a manner that will prevent their content from being read by individuals with no official business need or right to access the data contained in these records. The method of collecting and processing these records must also prevent the loss or theft of these records until their final destruction.

0. Off-site paper storage duration – To ensure a timely shredding processing of VA paper documents and to reduce risk and vulnerability of VA paper documents, vendor may store paper shred material from the trucks for a period of no later than 2 business days until the final destruction method is completed otherwise trucks should be emptied upon arrival to their main repository station.

0. Record material will be physically secured in the trucks during transport to the main repository stations.

0. If VA paper records are co-mingled with other non-VA entity records, the entire load or shipment will be required to be secured until final destruction is completed and verified. In the event that the vendor experiences a loss of records from the off-site storage facility, VA must be notified within 24 hours and vendor will take reasonable measure’s necessary to recover the lost paper data to include a physical search to locate records.

0. Vendor will provide 64-gallon collection containers to be distributed throughout all VA facilities. VA staff will keep these secured in a manner that prohibits unauthorized individuals from accessing paper records identified for destruction that have been deposited into them. These containers must provide reasonable physical safeguards which may include, among other measures, locks, or placements in secure areas.

6. SHREDDING PICK UP CYCLE

Vendor pick-up dates – Shredding pick-up cycles are a direct reflection of VA facility size and quantity of paper output. The following pick-up cycle is required for the following VA facilities throughout the State of Montana:

Miles City CBOC Every 12 Weeks

Off schedule pick-ups may be required during the contract period.

7. ESTIMATED WEIGHTS

a. Number of 64-gallon bins: 53.

b. Estimated weight per 64-gallon bin: 200 pounds.

c. Estimated monthly total of pounds: _10,600_______.

d. Estimated annual total of pounds: __127,200______.

8. VA RESPONSIBILITY

a. Certifications of destruction must be maintained in accordance with applicable VA Records Control Schedules and should only be accepted from data destruction or recycle vendors after final destruction has actually taken place.

b. VA personnel shall be responsible for the final destruction of temporary records and should develop a tracking method for ensuring that all receipts and certificates of destruction are submitted and maintained as required in this PWS.

9. INFORMATION SECURITY

a. VA Sensitive Information: VA sensitive information is all Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission; proprietary information; records about individuals requiring protection under various confidentiality provisions such as the Privacy Act and the HIPAA Privacy Rule; and information that can be withheld under the Freedom of Information Act. Examples of VA sensitive information include the following: individually identifiable medical, benefits, and personnel information; financial; budgetary; identifiable research; quality assurance; confidential commercial; critical infrastructure; investigation and law enforcement information; information that is confidential and privileged in litigation such as that which is protected by the deliberative process privilege, attorney work-product privilege, or 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.

b. This contract does involve VA sensitive information. This is a contract for services of a contractor; however, they do not require access to a VA system. A contractor may have a need to transport VA records, co-mingled with outside records to an off-site storage area while they await final destruction. This means there is a possibility the records may be viewable, if removed from the shredding truck to a holding bin. This does not require the use of contractor owned IT equipment or assets neither does it involve the connection of contractor owned assets to a VA system or network. This does involve the storage and/or transport of VA sensitive information. The VA’s C&A requirements do not apply, and a Security Accreditation Package is not required.

c. Personally-Identifiable Information (PII): PII is any information about an individual including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and information which can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, biometric records, including any other personal information which is linked or linkable to an individual.

10. CONTRACTUAL CLAUSES

a. Contracts governing the final destruction of temporary paper records containing VA sensitive information must contain a clause providing for inspection, upon request, by a VA representative of the contractor’s facilities where the records are processed, and final destruction takes place.

b. Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other sensitive temporary records are handled in a secure manner until they undergo final destruction. At a minimum, these contracts shall require documentation that any contractor who will handle the records until final destruction is completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data throughout the destruction process.

c. No VA paper records shall ever be placed with trash, recycling, or other refuse.

d. Contractor must provide to the VA Montana Health Care System, Point of Contact (Privacy Officer) documentation of Privacy and HIPAA training for all drivers upon initial signing of the contract and annually thereafter.

11. BUSINESS ASSOCIATE AGREEMENT

a. The contractor awarded this contract shall enter into a fully actuated Business Associate Agreement with the VA. This requirement includes the shredding vendor, any off-site storage vendor, recycling vendor, if applicable, or pulp mill, any of which are not under the direct control of VA personnel.

13. PERFORMANCE STANDARDS

a. Quality Control. Contractor shall maintain a quality control program that ensures services are performed in accordance with these specifications throughout the entire contract period, and shall implement procedures to track, identify prevent, remedy and ensure non-recurrence of defective services. Additionally, the contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution and shall immediately notify the Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance.

b. Certificate of Destruction. A Certificate of Destruction shall be issued each time pick-up location is served. The Contractor is responsible for recording, address of site, number of bins collected and obtain signature of VA staff documenting chain of custody for protected health information.

c. Inspections and Acceptance. The Department of Veterans Affairs will evaluate the Contractor's performance using customer complaints, periodic on-site inspections, and may at the Government's discretion, inspect each task to verify conformance and acceptance prior to payment. The Department of Veterans Affairs will also periodically evaluate Contractor's performance in accordance with the following Quality Assurance Surveillance Plan:

Shredding Services.

Protection of Privacy Zero Tolerance.

d. Surveillance: The PO or COR can receive complaints from VA personnel and pass them to the CO for correction.

e. Standards: The PO or COR shall notify the Contracting Officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed one customer complaints. The CO may consider complaints in excess of the standard as grounds for termination of the contract.

a. Procedures: Any VA employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the PO or COR and the PO or COR will complete appropriate documentation to record the complaint. The PO or COR will consider the customer complaint valid upon receipt from the customer. The PO or COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the PO or COR if not corrected. The contractor will be given eight (8) hours after verbal notification to address the unacceptable performance. If the Contractor disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor will notify the PO or COR. The PO or COR will conduct an investigation to determine the validity of the complaint. If the PO or COR determines the complaint is invalid, he or she will document the written complaint of the findings and notify the customer. The PO or COR will retain documentation for his/her files. If after investigation the PO or COR determines the complaint as valid, the COR will inform the Contracting Officer.

PICK UP SCHEDULE

Every 2 Weeks

HARRISON

Hamilton VA Clinic

Weeks

1. This is being solicited under NAICS code 561210, which is facility support services. According to the GAO, 561990 is the appropriate NAICS code for secure document destruction. What is the reason for using NAICS 561210? NAICS code 561210 is being used for this requirement as past awarded contract NAICS code 561210 was used.

2. P. 5, Purpose. This section includes “classified material.” Classified material is not normally generated by a medical facility, which typically generates sensitive but unclassified material such as PHI and PII. Classified material (e.g., Secret, or Top Secret) generally requires special handling, security clearance and tracking, plus special shredding equipment, all of which will increase the price of onsite shredding if it can be done onsite at all. Please confirm that there will not be any classified material presented for destruction. We do not include any classified material for destruction by the contractor without prior negotiation with the contractor, we typically do not have “classified Documentation” as you have defined it. The majority of the documentation that we have for destruction would be Personal identifiable information.

3. P. 5, Purpose. Microfilm, microfiche, and “other similar items” are mentioned here and a few other places. These items cannot be mixed with a load of shredded paper, or the recycler will reject the truckload, causing it to go to landfill which I contrary to VA policy. Will the non-paper media be presented in dedicated containers for separate destruction? Can items that require special destruction be taken off-site for destruction with a chain of custody? Where should non-paper media be priced and what sort of quantities will be presented at what frequency? There will only be paper material in the shred bins to be picked up by the contractor, is we have other items that need to be disposed of it will be separated into different container.

4. P. 5, T&R, 2nd bullet. This calls for weekly shredding and Monday through Thursday. Please confirm that the table on page 14 shows the required frequencies. The pickup schedule listed on page 13-14 does show the required frequencies

5. P. 6, General, a. NAID typically only certifies shredding companies, not recyclers or pulp mills. Unless a shredding company self-bales, material will be dropped at a recycling company that ships the material to a pulp mill. Neither of those businesses would be NAID Certified because they are not shredding companies. Could the requirement for recycling company and pulp mill to be NAID certified please be removed? This is standard business practice to ensure records reconstruction at recycling or pulp mill locations.

6. P. 9, 2. This states that interim destruction must take place at the VA facility “or at a secured vendor location.” Can shredding be done off-site at some/all locations? Interim Destruction: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or reconstructable to any degree, but does ensure that they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction. The interim destruction would need to happen at the VA Facility but them can be taken to their final destruction, we do not use offsite vendors for storage.

7. Will off-schedule pickups be priced at the same price as recurring services? We typically call the contractor in advance to set these up and request a quote from the contractor for the services needed.

8. Is this a firm fixed price contract? Yes, this will be a firm-fixed price contract.

9. Will each facility provide an initial list of container placement since a new contractor will not be familiar with building and room numbers? Yes, we will provide a container placement list.

10. Accessibility

· For the Ft. Harrison VAMC, will the boxes be presented at the loading dock for service? Is there a ramp to the ground? Yes, there is a loading dock and/or ramp.

· Our collection containers cannot negotiate steps, are freight elevators available to move between floors at any of the facilities where shred containers are located above/below the egress floor? Yes, all of our facilities are handicap accessible therefor there are other alternatives to stair for all facilities

· Please confirm if there is a loading dock, and is there a ramp to the ground? Yes, there is a loading dock and/or ramp

· Is there sufficient and appropriate parking for our truck at each location for the time it will take to perform the work? Based on current shredding operations for general considerations that standard size shred trucks should not have any issues with parking, trucks larger than that (i.e., semi-truck. Ect) may need special) consideration depending on the location.

· Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill the new contract? If not, please explain how the work will be different under this solicitation. Same level of effort is expected on the new contract as what is being provided now.

· Is the incumbent eligible to bid on this solicitation? Incumbent is eligible to bid.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Provide all labor and equipment to collect and shred all paper products at Butte VA Clinic, IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

Contract Period: Base POP Begin: 05-01-2023 POP End: 04-30-2024 PRINCIPAL NAICS CODE: 561210 - Facilities Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Provide all labor and equipment to collect and shred all paper products at Benjamin Charles Steele VA Clinic, Billings, MT, IAW the PWS. 2 console to be picked up every 4 weeks. (24 container pickups).

POP Begin: 04-01-2023 POP End: 03-31-2024

Provide all labor and equipment to collect and shred all paper products at Dr. Joseph Medicine crow VA Clinic, Billings, MT, IAW the PWS. 4 console to be picked up every 4 weeks. (48 container pickups).

POP Begin: 04-01-2023 POP End: 03-31-2024

Provide all labor and equipment to collect and shred all paper products at Travis W. Atkins VA Clinic, Bozeman, MT, IAW the PWS. 2 console to be picked up every 4 weeks. (24 container pickups).

POP Begin: 04-01-2023 POP End: 03-31-2024

Provide all labor and equipment to collect and shred all paper products at Cut Bank VA Clinic, Cut Bank, MT , IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 04-01-2023 POP End: 03-31-2024

Provide all labor and equipment to collect and shred all paper products at Montana VA Health Care System, Ft. Harrison, MT (1892 Williams St) , IAW the PWS. 12 console to be picked up every 2 weeks. (312 container pickups).

POP Begin: 04-01-2023 POP End: 03-31-2024

Provide all labor and equipment to collect and shred all paper products at Montana VA Health Care System, Ft. Harrison, MT (3687 Veterans Drive) , IAW the PWS. 6 console to be picked up every 2 weeks. (156 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Montana VA Health Care System, Ft. Harrison, MT (3633 Veterans Drive) , IAW the PWS. 80 boxes to be picked up every 26 weeks. (160 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Glasgow VA Clinic, Glasgow, MT, IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Glendive VA Clinic, Glendive , MT, IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Great Falls VA Clinic, Great Falls, MT, (2nd Floor - Ste 200), IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Great Falls VA Clinic, Great Falls, MT, (3rd Floor - VA Clinic), IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Hamilton VA Clinic, Hamilton, MT, IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Merril Lundman VA Clinic, Havre, MT, IAW the PWS. 1 console to be picked up every 8 weeks. (6 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Helena Admin Office, Helena, MT, (2905 N. Montana Ave.) IAW the PWS. 2 console to be picked up every 4 weeks. (24 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Helena VA Sleep Clinic, Helena, MT, (2271 Deer Field Lane) IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Kalispell VA Clinic, Kalispell, MT, IAW the PWS. 1 console to be picked up every 2 weeks. (26 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Lewistown VA Clinic, Lewistown, MT, IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Miles City VA Community Living Center, (210 S. Winchester), Miles City, MT, IAW the PWS. 5 console to be picked up every 12 weeks. (20 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Miles City VA Clinic, (316 S. Haynes, Ave.), Miles City, MT, IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at David J. Thatcher VA Clinic, Missoula, MT, IAW the PWS. 3 console to be picked up every 2 weeks. (78 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

Provide all labor and equipment to collect and shred all paper products at Plentywood VA Clinic, Plentywood, MT, IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2023 POP End: 04-30-2024

12.00

Provide all labor and equipment to collect and shred all paper products at Butte VA Clinic, IAW the PWS. 1 console to be picked up every 4 weeks. (12 container pickups).

Contract Period: Option 1 POP Begin: 05-01-2024 POP End: 04-30-2025

24.00

Provide all labor and equipment to collect and shred all paper products at Benjamin Charles Steele VA Clinic, Billings, MT, IAW the PWS. 2 console to be picked up every 4 weeks. (24 container pickups).

POP Begin: 05-01-2024 POP End: 04-30-2025

48.00

Provide all labor and equipment to collect and shred all paper products at Dr. Joseph Medicine crow VA Clinic, Billings, MT, IAW the PWS. 4 console to be picked up every 4 weeks. (48 container pickups).

POP Begin: 05-01-2024 POP End: 04-30-2025

24.00

Provide all labor and equipment to collect and shred all paper products at Travis W. Atkins VA Clinic, Bozeman, MT, IAW the PWS. 2 console to be picked up every 4 weeks. (24 container pickups).

POP Begin: 05-01-2024 POP End: 04-30-2025

4.00

Provide all labor and equipment to collect and shred all paper products at Cut Bank VA Clinic, Cut Bank, MT , IAW the PWS. 1 console to be picked up every 12 weeks. (4 container pickups).

POP Begin: 05-01-2024 POP End: 04-30-2025

312.00

Provide all labor and equipment to collect and shred all paper products at Montana VA Health Care System, Ft. Harrison, MT (1892 Williams St) , IAW the PWS. 12 console to be picked up every 2 weeks. (312 container pickups).

POP Begin: 05-01-2024 POP End: 04-30-2025

156.00

P…