RFQ Amendment 36C25923Q0646 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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

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

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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

575-23-2-6041-0153

36C259-23-AP-2228

NA

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25923Q0646 07-13-2023

X X X 3:00pm MDT on 7/19/2023 X The purpose of this solicitation amendment to the On-Site Document Shredding and Media Destruction Services for the Grand Junction CO VA Medical Center to answer vendor solicitation questions and extend the close date from 7/13/2023 at 3:00pm MDT to 7/19/2023 at 3:00pm MDT.

All offers must be received by email to: john.cheng2@va.gov by no latter than 3:00pm MDT on 7/19/2023.

CONTINUATION PAGE

Vendor solicitation questions:

Question 1: What is the total number of bins and their frequencies for services?

Answer: Please review the updated paragraph 6 of the SOW.

Question 2: Containers is only for paper, or will you be needing containers for hard drive destruction? If so, how many containers?

Answer: Please review the updated paragraph 1 of the SOW pertaining the media formats for destruction.

The following changes to section B.2 Statement of Work (SOW) to address vendor questions and changes to section B.3 Price/Cost Schedule the are in Red text Below.

B.2 STATEMENT OF WORK (SOW)

On-Site Document Shredding and Media Destruction Services for The VA Western Colorado Healthcare System (WCHCS) Grand Junction VA Medical Center 2121 North Avenue Grand Junction CO 81501

1. PURPOSE AND SCOPE OF WORK:

a. The purpose of this Statement of Work (SOW) is to contractually define VA’s requirement for the timely destruction of classified and personal identifiable information and/or documents by a Shredding contractor, which documents or items contain protected health information or individually identifiable information on veterans or employees.

b. 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. Note: media for this requirement does not include hard drives, thumb drives, and disc media. The media destruction are formats that are capable of interim destruction using commercial grade industrial document shredding devices.

c. At each facility contractor shall provide lockable Consoles, Blue bags and, Document Destruction Certificates after completion of document destruction. At the Veterans Affairs Medical Center in Grand Junction, CO provide quantity: 40, 32-gallon and quantity: 10, 64-gallon consoles/containers located in 7 separate buildings on campus, enough blue bags and document destruction with a destruction certificate bi-weekly. Paragraph 5.J. of the SOW has further details on the requirements of the containers.

d. Destruction techniques may 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 Colorado. The contractor shall provide scheduled service frequency based on paragraph 6 of the SOW. For unscheduled services that may arise from emergencies, the Contracting Officer (CO) or Contracting Officer’s Representative (COR) will direct changes to the schedule for a short period of time lasting no more than 2 weeks at no additional cost to the government. The contractor’s performance will be based on the SOW using the Quality Assurance Surveillance Plan (QASP).

e. In accordance with VA Handbook 6500.6, Contract Security, Certification and Accreditation requirements do not apply. Document Destruction Services hall comply with regulations issued by the Archivist of the United States which govern the methods of destroying records, (36 C.F.R. 1228.58, Destruction of Temporary Records) and VA Directive 6371, Destruction of Temporary Paper Records dated April 8, 2014. The Destruction Standard is contained in 36 C.F.R. 1228.58 which states: paper records that contain sensitive information may not be sold as wastepaper but must be wet pulped, macerated, chopped, shredded, or otherwise definitively destroyed so that the information contained in the records is not readable or reconstructable. The destruction of the information must be witnessed either by a Federal employee or, if authorized by the organization that created the records, by a contractor employee. This witnessing may be completed by the contractor if a documented certification of destruction is provided to the VA that certifies complete and final destruction of the records.

f. Contractor shall provide all labor and materials to collect, secure and provide final onsite destruction services to destroy all sensitive and non-sensitive documents for the Grand Junction, CO Veteran Affairs Medical Center, 2121 North Avenue, Grand Junction, CO 81501-6428.

2. OBJECTIVES:

a. This is a Firm Fixed Price 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 Colorado. These materials and documents include, but are not limited to papers, folder, 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 of, 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

1. Privacy Act of 1974, 5 USC 552a

1. Federal Records Act, 44 USC Chapter 31

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

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

1. VA Directive 6300, Records, and Information Management

1. Contractor Rules of Behavior/See Appendix C

1. VA Directive 6500, Information Security Program

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

1. 36 CFR 1220.14 Subpart A, General Provisions, General Definitions

1. 36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58)

1. 44 USC 3302 § 1228.58 Destruction of Temporary Records

1. 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 about 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.

e. 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, Safety Data Sheets (SDS) are required to be submitted to the COR and/or PO.

3. GENERAL:

a. 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.

b. The Contractor shall provide enough vehicles capable of shredding and/or transporting all types of material as provided in this SOW at the time of service.

c. The contractor shall perform, or cause to be performed, shredding of paper and other information-holding media, 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).

d. 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. There will no storage of containers on-site as all collected documents will be shredded the day it was collected.

e. 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.

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

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

h. 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.

i. 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.

j. 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.

k. 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 CO 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.

l. 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.

m. 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.

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

o. 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.

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

q. 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. 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.

r. 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 to all federal, state, and local regulations.

4. DESTRUCTION METHODS:

a. All pickups/removals shall be between 8 a.m. and 4 p.m., Mountain Time, Monday through Friday except for the following federal holidays:

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

b. 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.

c. The preferred method of destruction is one that permits paper records to be recycled, while still meeting the requirements for final destruction to ensure 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.

d. 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.

5. CONTRACTOR RESPONSIBILITIES:

a. Final disposition of VA paper documents may be performed away from the VA facility only after the interim document destruction is completed at the VA facility.

Again, interim destruction of these records must take place at the VA facility and this destruction must be to the degree that the information contained on them is not readable and not reconstructable without extraordinary effort.

b. 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 Western Colorado Healthcare System (WCHCS) Privacy Office.

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

1. Signatures of contractor's representative and the Privacy Officer.

2. Number of containers, estimated weight, and type of materials; and

3. Date of removal.

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

d. 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 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.

e. 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.

f. 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.

g. Off-site paper storage duration – To insure 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.

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

i. 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.

j. Vendor will provide a qty of 40, 32-gallon and qty of 10, 64-gallon collection containers/consoles to be distributed throughout the COR designated Grand Junction VA facility. 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/consoles must provide reasonable physical safeguards which may include, among other measures, locks or placements in secure areas.

k. Upon written request from the CO, the vendor shall provide additional 32-gallon or 64-gallon collection containers/consoles with service cost per additional container at the same rate as the other containers during the same performance period.

l. The vendor shall only service the 50% - 100% full containers, and shall only charge the VA for the containers they service at the agreed upon rate during that period of performance. No additional fees shall be charged for containers not serviced during the scheduled bi-weekly service.

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. Pick up is conducted bi-weekly at the Grand Junction VA Facility with a total of 26 pick-ups annually.

Each bi-weekly service shall service qty of 20, 32-gallon containers and qty of 5, 64-gallon containers per trip. The vendor shall not service more than those quantities per bi-weekly service without written approval by the CO.

Period of Performance:

7. 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 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 SOW.

8. 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.

9. CONTRACTURAL 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.

10. CONTRACT MANAGEMENT

The Contracting Officer shall delegate the Contracting Officer Representative (COR) to monitor the Contractor’s performance. The COR will conduct periodic reviews of contractor performance to ensure contract compliance.

11. 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. 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:

Quality Assurance Surveillance Plan:

Level Method of Surveillance

Area where shredding takes place is to be kept Area is free of refuse and oil/fluids. No

VA personnel

25 spare blue bags are to be kept on station at the Extra blue bags are required to allow

VA personnel

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

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.

c. 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 investigate 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.

12. DEFINITIONS:

Final destruction. This is the process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or reconstructable to any degree.

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.

Readable. Printed data is readable when strategies can be used to assist with decoding (the translation of letters and or symbols into sounds or visual representations of speech) data and arriving at comprehension through the use of morpheme, semantics, syntax and contextual clues to integrate the information they have read into their existing framework of knowledge in order to arrive at a meaning.

Reconstructable. Printed data is reconstructable when methods can be employed to reassemble the various portions of material in such a fashion that data can be decoded and meaning can be derived from the data found on the media.

Temporary Records. As defined in 36 C.F.R. 1220.14, temporary records are those records that have been determined by the Archivist of the United States to have insufficient value to warrant preservation by NARA. Temporary paper records are eligible for destruction by burning, pulping or shredding. Examples of temporary records would be copies of hardcopy documents for research or development projects.

13. VA RECORDS POLICY

All records (administrative and/or health specific) created during the period of the contract belong to Western Colorado Health Care System (WCHCS). Said records must always be handled 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, VHA Records Control Schedule 10-1, and VA Handbook 6500.1 regarding Electronic Media Sanitization. Said records must also be returned to WCHCS at the end of the contract and/or destroyed in accordance with the VHA Record Control Schedule (RCS)10-1. For questions, please contact the Western Colorado Health Care System VA Records Officer.

RECORDS MANAGEMENT STATEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. WCHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of WCHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to WCHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to WCHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any subcontractor) is required to abide by Government and WCHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with WCHCS policy.

8. The Contractor shall not create or maintain any records containing any nonpublic WCHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The WCHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which WCHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736 Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

(End of the Statement of Work)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 20, 32 Gallon containers Pick-ups IAW the SOW.

Contract Period: Base POP Begin: 07-21-2023 POP End: 07-20-2024 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 5, 64 Gallon containers Pick-ups IAW the SOW.

Contract Period: Base POP Begin: 07-21-2023 POP End: 07-20-2024

Base Year Total: $_______________

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 20, 32 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 1 POP Begin: 07-21-2024 POP End: 07-20-2025

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 5, 64 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 1 POP Begin: 07-21-2024 POP End: 07-20-2025

Option Year 1 Total: $_______________

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 20, 32 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 2 POP Begin: 07-21-2025 POP End: 07-20-2026

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 5, 64 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 2 POP Begin: 07-21-2025 POP End: 07-20-2026

Option Year 2 Total: $_______________

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 20, 32 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 3 POP Begin: 07-21-2026 POP End: 07-20-2027

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 5, 64 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 3 POP Begin: 07-21-2026 POP End: 07-20-2027

Option Year 3 Total: $_______________

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 20, 32 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 4 POP Begin: 07-21-2027 POP End: 07-20-2028

Provide onsite Bi-weekly (every 2 weeks) Document Shredding and Media Destruction Services for the Grand Junction VA Medical Center - QTY: 5, 64 Gallon containers Pick-ups IAW the SOW.

Contract Period: Option 4 POP Begin: 07-21-2027 POP End: 07-20-2028

Option Year 4 Total: $_______________