36C25926Q0528 0004.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Shanta Harrison Contracting Specialist shanta.harrison@va.gov

(303) 712-5719 Not Accepted

PLACE OF PERFORMANCE

921 Northeast 13th Street

Oklahoma City, OK 73104-5007

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

AMENDMENT 0004

36C25926Q0528 EMS Document Shredding

The purpose for this amendment is as follows:

1. Reopen RFQ No. 36C25926Q0528

2. Extend responses due date.

3. Post Q&A

4. Post Revised Documents (Statement of Work (SOW) and Pricing Spreadsheet)

Responses Due Date The responses due date is hereby extended to 5:00pm MDT, Tuesday March 21, 2026.

Questions and Answers (Q&A) Please note: Questions posted here have been included as originally received (i.e., format, phrasing, spelling, etc.)

1. Can the agency verify that the console count at the main hospital is 200?

Answer: Yes - we currently have between 165 and 200 consoles located here at the main facility.

2. What is needed for Rolling containers? 64gal or 95gal?

Answer: 95 gallon

3. Who owns the consoles and rolling containers on site? The agency or the current vendor?

Answer: Current vendor.

4. Is the main hospital all within one building?

Answer: Yes

5. Is there any collection bins in any outer buildings of the main campus address?

Answer: Yes

6. Can the frequencies be changed to weekly, every other week (biweekly), and every four weeks (1x per month)?

Answer: The pick-up schedule is weekly - no change. Billing cycle is once per month.

7. Can any material be taken off site to be shredded?

Answer: No. Should be shredded on site.

8. Will the agency be willing to add a non-paper CLN to the pricing sheet not to exceed $5,000?

Answer: No

9. P. 4, 25. Please confirm no classified information will be presented for destruction, only CUI such as PII/PHI material.

Answer: Confirmed.

10. P. 7, 8.1. Pill bottles and patient plastic armbands can contaminate a load of paper, causing it to be rejected and sent to landfill. Could the pill bottles and armbands be presented separately from the paper to be destroyed offsite?

Answer: No pill bottles will be inserted into shred bins.

11. P. 8, 8.3, 8.4 and 8.8. Any increase or decrease in container count changes the award’s scope of work and so must be handled via contract modification. Please confirm that any increases to container count or addition of locations will be done by a modification to the award, and the vendor will be compensated for any additional work since the government cannot request a vendor to perform work without compensation.

Answer: Yes any additional consoles will be a modification to the contract.

12. P. 8, 9.0 Locations - there are a few discrepancies between this listing and the stand-alone 36C25926Q0528 Pricing Template Spreadsheet to be used for pricing. Specifically, the counts at the Enid CBOC, the North Portland Clinic Corp 3, and the North Portland Clinic Corp 5 do not match. Is the Pricing Spreadsheet information to be used or the solicitation information?

Answer: Please see revised SOW and Pricing Spreadsheet.

13. Also, the Broadway Ext VA Clinic is listed in the solicitation but does not appear on the Pricing Spreadsheet. Should this be included in the pricing and if so, will you please revise the Pricing Spreadsheet?

Answer: Please see revised SOW and Pricing Spreadsheet.

14. P. 13, FAR 52.212-3. If our Representations and Certifications are completed electronically and available on SAM, is that sufficient to satisfy this requirement?

Answer: Yes

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED

Department of Veterans Affairs On-Site Document Destruction Services Oklahoma City VA Health Care System Performance Work Statement

1.0 DESCRIPTION OF SERVICES REQUIRED: The Oklahoma City VA Health Care System is requesting a contractor to furnish on-site, commercial, secured collection and destruction of confidential documents (to include on-site “Interim Destruction” and off site “Final Destruction), paper and patient privacy information for sites within the Oklahoma VA Health Care System area of responsibility. NOTE: There is no requirement for the contractor to be NAID (National Association for Information Destruction) certified. All document destruction procedures will be followed per VA Directive 6371, Destruction of Temporary Paper Records.

2.0 SPECIFICATIONS: Contractor will be required to accomplish the following:

2.1 The contractor shall provide all personnel, supervision, equipment, and other services deemed necessary to perform all work as defined in this Performance Work Statement (PWS)

2.2 The contractor shall clean up any residual material before leaving the site.

2.3 All “interim” shredding shall take place in/on the Government owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material.

2.4 The contractor shall maintain liability insurance for the duration of the contract. Insurance shall be adequate to cover all situations that could develop under this contract.

2.5 The contractor shall follow all Veterans Administration, Local, State, and federal laws and/or regulations, to include VA Directive 6371, Destruction of Temporary Paper Records regarding the transportation and destruction of classified medical documentation. Any (to include new) laws, regulations and or directives that are undated shall be followed as per the date of the update.

2.6 The contractor shall ensure that access to Personally identifiable Information (PII) is limited to authorized personnel and shall be kept in strict confidentiality. The Contractor is further informed that in accordance with provisions of the Privacy Act and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), criminal penalties may result for knowingly and willfully disclosing information of this type.

2.7 On a quarterly basis, regardless of whether the shredding takes place on or off site, provide a sample of the shred outputs to ensure the terms of the contract and constitute the level of destruction required in VA Directive 6371.

3.0 HOURS OF OPERATION:

3.1 Business hours are between 8am-4:30pm, Monday through Friday, excluding Federal Holidays.

3.2 The eleven holidays observed by the Federal Government are:

3.2.1 New Year’s Day

3.2.2 Martin Luther King Day

3.2.3 Presidents Day

3.2.4 Memorial Day

3.2.5 Juneteenth Independence Day

3.2.6 July 4th Independence Day

3.2.7 Labor Day

3.2.8 Columbus Day

3.2.9 Veteran’s Day

3.2.10 Thanksgiving

3.2.11 Christmas Day

3.2.12 Any other day specifically declared by the President of the United Sates to be a national holiday.

3.2.13 Holidays that fall on Saturday are usually observed on the preceding Friday and holidays that fall on Sunday are usually observed on the following Monday.

4.0 CONTRACTOR PERSONNEL, BADGES, AND PARKING:

4.1 The selection, assignment, reassignment, transfer, supervision, management, and control of all employees in performance of the PWS/contract shall be the responsibility of the contractor. However, the contractor shall comply with the general intent and specific policies set forth in the Performance Work Statement concerning conduct of employees as reference herein. When the Government directs, the contractor shall remove from performance of the contract any person who is identified as a potential threat to sensitive and/or patient information, the health, safety, security, general well-being, or operation mission of the activity and its population.

4.2 The contractor shall be required to comply with all security policies/requirements of the Oklahoma City VA Medical Center. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. Documentation of a National Agency check with Inquiries (NACI) background check shall be provided to the Contracting Officer’s Representative (COR) on all contract employees who will provide service to the Medical Center and all other locations.

4.3 The contractor shall provide only personnel who are knowledgeable of all sites and locations of collection bins. Upon arrival, the contract employee shall check in with the COR or with Environmental Management Service (EMS) to be assigned an escort. Contractor employees shall not be on any federally owned or leased property without an escort.

4.4 The contractor shall assign a Project Manager for the purpose of coordination, oversight, and management of this contract. All contract employees shall present a clean, neat appearance, be well groomed, and be easily recognized while working.

4.5 The contractor and/or Project Manager shall be accessible and/or available by phone Monday through Friday, 8am until 4:430pm, excluding federally recognized holidays for answering questions to assist in meeting the facility’s needs.

4.6 The contractor shall provide their staff with company badges with photo identification and the employee’s name.

4.7 It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with COR or designee.

4.8 The Oklahoma City VA Medical Center does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstances.

5.0 SAFETY AND FIRE PREVENTION

5.1 The Oklahoma City VA Health Care System Safety Office is responsible for the enforcement of all safety regulation as they apply to the safety of VA employees, contractor employees, visitors, and patients. Any violations by contractor employees will be submitted to the Contracting Officer for mediation.

5.2 In the performance of this contract, the contractor shall take such safety precautions as necessary to protect the lives and health of themselves as well as all occupants of the building.

5.3 The contractor shall comply with all Federal State, Veterans Administration, and local safety and/or fire regulations.

5.4 Contract employees shall smoke only in designated areas outside the building (owned or leased) by the Oklahoma City VA Health Care System.

5.5 The contractor shall be responsible for providing all applicable training and personal protective equipment (PPE) to protect contractor employees from all hazards, including blood borne pathogens that may be encountered in the performance of this contract.

6.0 INTERFERENCE TO NORMAL FUNCTION:

6.1 Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

6.2 In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

6.3 Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, pre-arranged scheduled will be made with the COR or designee.

7.0 PRIVACY

7.1 All VA sensitive information that is contained in paper records under the jurisdiction of VA shall be handled by the most secure, economical, and effective means in accordance with legal requirements. Personal Identifiable Information (PII) is the most common form of sensitive information handled at the Oklahoma City VA Health Care System and therefore requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in actual or potential identity theft and can cause great personal hardship to the subjected individuals. It is imperative that the appropriate means of destruction be used for all VA temporary paper records. A BAA (Business Associate Agreement) will be required of the contract awardee. VA Handbook 6371, Destruction of Temporary Paper Records (and/or any updated VA paper destruction regulation) will be adhered to in relation to this contract. A two-step method of destruction with “Interim Destruction” taking place on the Government facility and “Final Destruction” allowed to be completed away from the Government facility. VA’s preference is for a method of destruction that permits paper records to be recycled, while still meeting the requirements for Final Destruction.

7.2 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 re-constructible 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.

7.2.1 All temporary paper records will go through “Interim Destruction” before leaving the Government facility. The interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction.

7.2.2 Interim destruction of these records must take place at the VA facility and must be to the degree that the information contained on them is not readable or re-constructible without extraordinary effort.

7.2.3 Interim destruction must be carried out in accordance with VA Directive 6371 by a contractor who can provide sufficient reasonable safeguards to protect the records until final destruction has been completed.

7.2.4 Methods of interim destruction carried out by a contractor must be witnessed by a federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records.

7.2.5 The contractor employee may be the vendor performing the interim destruction if a certification of destruction is provided to VA.

7.3 Final Destruction: The process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or re-constructable to any degree. As this final destruction is usually performed away from the VA facility it must be performed by an information destruction contractor (or its subcontractor of third party) who has demonstrated that:

7.3.1 Its destruction process constitutes final destruction as defined in VA Directive 6371; and

7.3.2 It is implemented reasonable physical safeguards to protect VA temporary paper records during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper records.

7.3.3 If the records require special protection because they are national security classified or deemed confidential by statue such as the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulation or VA policy, the wastepaper contractor shall be required to wet pulp, macerate, chop, shred or otherwise definitively destroy the information contained in the records so that it is not readable or re-constructible.

7.3.4 The destruction of the information must be witnessed by a federal employee, or, if authorized by the organization that created the records, by a contractor employee.

7.3.5 Witnessing may be completed by the wastepaper contractor if a documented certification of destruction is provided to VA that certifies complete destruction of the records.

7.4 Certification of Destruction: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA records has taken place.

7.4.1 Contractor will submit Final Destruction report to the COR within 30 days of initial pick up from VA location.

7.4.2 The certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records.

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

7.4.4 VA personnel responsible for the final destruction of temporary records will develop a tracking method for ensuring that a certification of destruction is submitted for every shipment of such records released to a data destruction or recycling vendor.

8.0 SPECIFIC TASKS BY CONTRACTOR: All shredding services shall be provided on government owned or leased properties herein. Contract employees shall go to the location of consoles, remove materials from the locked containers and transfer them to a secured location until destruction. The contractor shall destroy all paper products removed from the VA Medical Center and the Community Based Outpatient Clinics (CBOCs), through an acceptable process which renders the paper completely unreadable, in accordance with VA Directive 6371.

8.1 The contractor’s equipment shall produce unreadable material that cannot be reconstructed to any degree. The shredder shall be of such capacity that limited quantities of incidentals such as paper clips, staples, rubber bands, pill bottles, patient plastic armbands and other types of paper can be shredded.

8.2 The contractor shall provide secure lockable containers (consoles) with front facing/loading openings to collect and store materials to be shredded until such time that the shredding of the materials occurs)

8.3 The consoles shall be approximately 36 inches high, 20 inches wide and 20 inches deep. The consoles shall be provided, maintained, increased, decreased, and replaced at no charge to the VA.

8.4 The VA reserves the right to increase or decrease the number of consoles by 10% as needed by submitting a request in writing at least 30 days in advance.

8.5 Console keys shall only be given to authorized VA employees. The COR will maintain a listing of authorized employees.

8.6 Consoles shall be installed in specific locations by the contractor. Changes in location of any console shall be by agreement of both the Government (Contracting Officer) and the contractor. Any console movement shall be accomplished by the contractor.

8.7 During the contract, quantities and location of collection consoles may be required to facilitate new construction and/or departmental moves. The CO, COR and contractor will work jointly to ensure a current list of console locations and numbers is maintained by the VA and the contractor. Any new construction console placement, existing location console removals will be added, or deleted, to the existing contract by contract modification at no further cost to the Government. A modification will be completed to fund/pay for servicing of any consoles added to the contract.

8.8 The contractor shall perform shredding/pick-up on days scheduled and/or as agreeable to both the VA facilities and the contractor. The VA facilities will provide an escort for the contractor on days scheduled and/or as agreeable to both the VA facilities and the contractor. The contractor shall perform their best effort to ensure service for all consoles on every scheduled visit. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities.

8.9 A clear certificate of destruction shall be provided to the COR (or Alternate COR (ACOR) when the COR is unavailable) upon the completion of service at every location. Shredded paper shall be recycled (if applicable) and the contractor shall provide a chain of custody letter showing each step of the recycle process and final disposition of destroyed materials, to include pounds and/or bags. The contractor shall provide an environmental certificate on an annual basis showing total estimated pounds of paper products disposed of.

8.10 For locations located on military bases, the contractor shall conform to all DOD regulations to enter and exit the military base. It is the contractor’s responsibility to ensure all drivers and vehicles have proper documentation to enter any DOD facility under this contract. Any fines, tickets, and/or additional cost occurred by the contractor will not be reimbursed by the VA.

8.11 The contractor shall provide documentation of a contingency plan in the event of equipment failure or unexpected events to include the primary and alternate site for final destruction. This shall be provided with any quote and evaluated by the Contracting Officer.

9.0 LOCATIONS

9.1 Oklahoma City VA Medical Center, including Garrison and Nicholson Towers 921 NE 13 Street, Oklahoma City, Ok 73104 Number of lockable consoles: 200 Number of rolling containers: 1 Pick-up, Every Wednesday of the month

9.2 VA Allergy and Asthma Clinic

750 NE 13th Street, 2nd Floor Oklahoma City, Ok 73105 Number of lockable consoles: 4 Pick-Up, Every Wednesday of the month

9.3 VA Medical Center, Research Parkway

755 Research Parkway, 5th Floor.

Oklahoma City, Ok 73105 Number of lockable consoles: 4 Pick-up Every Wednesday of the month

9.4 VA Medical Center, Ardmore

2002 12th Ave NW, Unit E Ardmore, Ok 73401 Number of lockable consoles: 2 Pick-up every 4th Wednesday of the month

9.5 VA Medical Center, Lawton/Ft Sill (located on a military base) Main Clinic 4303 Pittman and Thomas Ft Sill, Oklahoma 73503 Number of lockable consoles: 26 Pick-up, Every 2nd Wednesday of the month

9.6 VA Medical Center, Stillwater

320 N. Perkins Road, Stillwater, Ok 74075 Number of lockable consoles: 2 Pick-up Every 2nd Wednesday of the month

9.7 VA Medical Center, North May Clinic

2915 Pine Ridge Road The Village, Oklahoma 73120 Number of lockable consoles: 8 Pick-up Every 2nd and 4th Wednesday of the month

9.8 VA Medical Center – Friendship House

1140 NW 32nd Street Oklahoma City, Ok 73118 Number of lockable consoles: 1 Pick up Every 4th Wednesday of the month.

9.9 VA Medical Center, Fiscal Service

2915 N. Classen Blvd Oklahoma City, Ok 73106 Number of lockable consoles: 4 Pick up Every Wednesday of the month.

9.10 VA Medical Center, West Town Campus

1729 NW 3rd Street Oklahoma City, Ok 73106 Number of lockable consoles: 1 Pick up Every Wednesday of the month.

9.11 VA Medical Center – South OKC Annex

7917 Mid America Blvd, 3rd floor.

Oklahoma City, Ok 73135 Number of lockable consoles: 8 Pick up Every Other Wednesday of the month.

9.12 VA Medical Center- Veterans Resource Center

1301 NE 14th Street Oklahoma City, Ok 73117 Number of lockable consoles: 5 Pick up Every Wednesday of the month.

9.13 VA Medical Center – Wichita Falls Clinic

2600 Central E. Freeway, Suite 180 Wichita Falls, TX 76306 Number of lockable consoles: 5 Pick up Every 2nd Wednesday of the month.

9.14 VA Medical Center, Clinton CBOC

315 West Gary Blvd Clinton, OK 73601 Number of lockable rolling containers: 1 Pick up 3rd Wednesday of the month.

9.15 VA Medical Center, Lawton North Clinic (located on a military base) 2640 Miner Road Ft Sill, Oklahoma 73503 Number of lockable containers: 4 Pick up Every 2nd Wednesday of the month.

9.16 VA Medical Center – Norman CBOC

1020 24th Ave NW Norman, Oklahoma 73069 Number of lockable containers: 3 Pick up 3rd Wednesday of the month.

9.17 VA Medical Center-Yukon CBOC

1898b Commons Circle Yukon, Ok 73099 Number of lockable containers: 2 Pick up 3rd Wednesday of the month.

9.18 VA Medical Center- Tinker AFB (located on a military base) 7050 South Air Depot Blvd, Suite 1094 Tinker AFB, Oklahoma 73145 Number of lockable consoles: 2 Pick up 3rd Wednesday of the month.

9.19 VA Medical Center-Oklahoma City Clinic North

14400 Bogert Parkway Oklahoma City, Ok 73134 Number of lockable consoles: 9 Pick up 2nd Wednesday of the month.

9.20 VA Medical Center-Shawnee CBOC, Shawnee Health Plaza

3700 N. Kickapoo Ave, Suite 100 Shawnee, Ok 74084 Number of lockable consoles 3 Pick up 2nd Wednesday of the month.

9.21 VA Medical Center-Enid CBOC

915 E Owen K Garriott Rd.

Enid, Ok 73701 Number of lockable consoles: 2 Pick up 2nd Wednesday of the month.

9.22 VA Medical Center-North Portland Clinic-Corp 3

3613 NW 56th Street, Ste 100 and Ste 201 Oklahoma City, Ok 73112 Number of lockable consoles: 8 Pick up 2nd Wednesday of the month.

9.23 VA Medical Center-North Portland Clinic-Corp 5

3625 NW 56th Street, Ste 100, 101 and Ste 102 Oklahoma City, Ok 73112 Number of lockable consoles: 9 Pick up 2nd Wednesday of the month.

9.24 VA Medical Center-Broadway Ext VA Clinic

9400 Broadway Ext, Ste 200 Oklahoma City, Ok 73114 Number of lockable consoles: 6 Pick up 2nd Wednesday of the month.

9.25 VA Medical Center - Reynolds Army Health Clinic Reynolds Army Health Clinic 4301 Wilson Street Ft.

Sill, OK 73503 Number of lockable consoles: 3 Pick up 2nd Wednesday of the month.

See attached document: 36C25926Q0528 - Pricing Spreadsheet_Revised 7-14.

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Amendment to a Previous Combined Solicitation