36C26021Q0902_1.docx

SUBJECT*

Document Destruction

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 20

960 Broadway Ave, Suite 460 Boise ID 83706

POINT OF CONTACT*

Amy Kuczajda Amy.Kuczajda@va.gov 208-429-2018

PLACE OF PERFORMANCE

VA Puget Sound Health Care System

1660 S Columbian Way

Seattle WA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Document Destruction Services This is a combined synopsis/solicitation for Document Destruction Services, as prepared in accordance with the format in Subpart 12.6, as supplemented in the attached Request for Quotes (RFQ). A firm-fixed price purchase order is anticipated. Simplified Acquisition Procedures IAW FAR 13 will be used.

The solicitation number is 36C260-21-Q-0902 and is attached.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04 dated 01/19/2021.

This solicitation is being issued unrestricted and the associated NAICS Code 561990 has a small business size standard of $12M.

Quotes must be emailed to Amy.Kuczajda@va.gov and received no later than 5pm MST on 09/17/2021.

Provide evidence demonstrating capability of meeting all performance requirements of the Statement of Work, to include process used for document shredding and destruction. Provide size and type of containers offered to meet the requirements.

No late quotations will be accepted.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C26021Q0902 09-07-2021 Amy Kuczajda 208-429-2018 09-17-2021 5pm

MDT

36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706 X 561990 $12 Million Net 30 Days N/A X 36C663 Department of Veterans Affairs VA Puget Sound Health Care System 1660 S Columbian Way Seattle WA 98108 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page The Department of Veterans Affairs, Puget Sound Health Care System and surrounding CBOC's require document shredding services in accordance with the Statement of Work.

Period of Performance:

10/01/2021 - 09/30/2022 See CONTINUATION Page X 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: TBD

b. GOVERNMENT: Contracting Officer 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

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.

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

Statement of Work Document Destruction Services VA Puget Sound Health Care System

1. BACKGROUND

The Department of Veterans Affairs, VA Puget Sound Health Care System (VAPSHCS) would like to establish a document destruction services contract for the Seattle and Tacoma Washington areas. The Contractor shall provide on-site document destruction services for the Seattle VA Medical Center, the American Lake VA Medical Center and seven (7) Community Based Outreach Clinics (CBOC) in the Puget Sound area to include the following: Mount Vernon, Port Angeles, Silverdale, Edmonds, Puyallup, Olympia and Everette. This requirement is critical to ensuring the security of our veterans.

2. OBJECTIVE

To establish a contract for document destruction services throughout the VA Puget Sound Healthcare System. This will be a base year contract.

3. PERIOD OF PERFORMANCE

10/01/2021 – 9/30/2022

4. PLACE OF PERFORMANCE:

VA Puget Sound HCS Seattle 1660 S. Columbian Way Seattle, WA 98108

VA Puget Sound HCS American Lake 9600 Veterans Drive SW Tacoma, WA 98493

Mount Vernon VA Clinic 307 S 13th St.

Mt. Vernon, WA 98274

North Olympic Peninsula VA Clinic 1114 Georgiana St.

Port Angeles, WA 98362

Silverdale VA Clinic 9177 Ridgetop Blvd NW Silverdale, WA 98383

Federal Building Seattle 909 1st Ave Seattle, WA 98104

Puget Sound HCS 4585 Texas Way Seattle, WA 98199

Vet Center 305 S. Lucile St.

Seattle, WA 98108

Edmonds VA Clinic 21616 76th Ave. W Suites 107 & 112 Edmonds, WA 98026

Olympia Medical Center 500 Lilly Rd NE Suites 201 & 204A Olympia, WA 98506

Puyallup VA Clinic at Sunrise Medical Center 11102 Sunrise Blvd E Bldg 3, Suites 204 & 209 Puyallup, WA 98374

Everette VA Clinic 220 Olympic Blvd Everette, WA 982031.

5. Description of Services This is a non-personal service and is for a Contractor to furnish all personnel, equipment, acceptable receptacles and supplies, insurance, proper licensing, tools, materials, travel, transportation, and supervision necessary to provide Document Destruction Services for the Veteran Affairs (VA) Puget Sound Healthcare System. The Government shall not exercise any supervision or control over the contract service providers performing the service heroin. Such contract service providers shall be accountable solely to the contractor, who in turn is responsible to the Government.

6. General Procedure

6.1 The contractor shall provide all labor, personnel, equipment, supplies, shipping (origin), secured vehicles, materials, supervision and other related services necessary to provide on-site commercial document destruction services for the VA Medical Centers, CBOC’s and administrative facilities listed in Attachment A, in accordance with VA regulations.

6.2. The goal of this procurement is to establish a safe and uniform process for shredding of documents that may or may not include sensitive data from the VAPSHCS locations. The use of secure shredding services will enable the Veterans Administration to ensure that patient sensitive data will be protected.

6.3. No guarantees are made as to the estimated pick-up and delivery frequencies or volumes, or the quantities of bulk containers. The estimated information provided in the scope of work is based on historical data. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor of location changes within five working days of any changes. 6.4. This is a new requirement. Interested vendors must have at least three (3) years of experience in providing commercial shredding services. Shredding services must be completed on-site at time of collections. Shred output size must be confetti size or smaller.

7. Shredding Specifications

7.1 The contractor shall provide onsite document destruction services in the presence of a VA employee for Government provided documents containing classified, sensitive, confidential, and medical records.

7.2 The documents (paper data) shall be destroyed (shredded) per commercial standards including two-factor shredding.

7.3 Two-factor shredding is defined as the destruction of material through a two-step process.

7.4 A sample is to be provided as requested showing the documents destruction. Protected information contained on any other form of medial will be removed, obliterated, or the media destroyed by or in the presence of a VA employee.

7.5 Bulk document shredding will be on an as needed basis. The VA will contact the vendor with an estimated amount of the boxes and/or pallets of documents and set up a time and ate for the vendor to destroy.

7.6 At times there might be items that are not considered paper. The vendor must have the capability to shred items such as ID bands, CDs, ID cards, and other non-paper items. No more than 15% of non-paper will be included in each pickup.

7.7 At times there may be a need for additional containers and/or locations. Contractor shall provide no more than twenty (20) additional containers and/or locations to be included with original quote.

8. Intermittent/Emergency Orders

8.1 If additional onsite shredding is needed, the contractor shall be available within 48 hours’ notice to respond for unscheduled service and prices shall be in accordance with the location fee that is listed in the contract schedule.

9. Control of Security Waste

9.1 The Contractor shall be responsible for management, oversight, security, and control of all classified, sensitive, confidential documents and documents containing medical records stored in the locked containers, prior to and until completion of shredding or destruction of the documents.

10. Security Waste Collection Containers (Bins, Consoles, Rolling Bins)

10.1 The Contractor shall deliver the required number of locked security waste containers with key-locking lids at each VA facility. The containers shall be placed at the designated locations directed by the POC.

10.2 The containers shall always be kept locked. Temporary 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 them. The method of collecting and processing these temporary paper records must also prevent their loss or theft until their final destruction.

10.3 Contractors, subcontractors (or third parties) who handle VA temporary paper records shall require documentation in any and all subsequent contracts or agreements between the primary information destruction contractor and their subcontractors or third parties that the subcontractors or third parties shall provide sufficient reasonable safeguards for the temporary paper records, to the same standards required of the primary contractor, throughout the destruction process.

10.4 The contractor shall provide two sets of keys for each bulk container. One set of keys shall always remain in the possession of the contractor or his employees while at the Government site. The second set of keys shall be provided to the medical facility’s designated staff member.

10.5 Once documents are in the shred box, no human contact with the documents unless authorized by the designated VA employee for the purpose of shredding or retrieval of items if required.

10.6 The Contractor is responsible for maintaining all bulk containers in a clean, safe, and odor-free condition

10.7 The number of containers may change as needs change. Contractor shall offer or remove containers as needed.

11. Certification of Destruction

11.1 The contractor shall prepare and submit to the medical facilities COR an original signed certificate of destruction for each pick-up for each site within three (3) working days or each pick-up.

11.2 Methods of interim destruction carried out by an information destruction contractor must be witnessed by a VA employee or, if authorized by the VA organization that created the temporary paper records, a contractor (or subcontractor or third party) employee may act as witness. If a contractor (or subcontractor or third party) employee is the witness, then that individual must, prior to departing the VA location, provide the designation VA representative with documentation that acknowledges receipt of the temporary paper records.

11.3 VA personnel responsible for documenting the final destruction of temporary paper records must develop a tracking method for ensuring that a certificate of destruction is submitted for every shipment of temporary paper record released to an information destruction contractor.

11.4 When final destruction is carried out by a contractor (and its subcontractors or third parties) must be a NAID certified, bonded, and insured contractor for paper/printed media destruction; or a non-NAID certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in this Appendix.

11.5 The contractor shall maintain proper records concerning each Certificate of Destruction issued. The certificate of Destruction shall as a minimum contain the following:

11.5.1 Pick-up/Delivery Location

11.5.2 Pick-up/Delivery Date

11.5.3 Name of Government COR at Pick-up locations

11.5.4 Amount of shredded waste (number & type of containers picked up and pounds shredded)

11.5.5 Destruction Certification Document number

11.5.6 Destruction Certification Date

11.5.7 Any other information as determined necessary by the ISSO (See below section)

12. Activity Logs/Reports

12.1 The Contractor shall maintain an activity log of shredding/destruction services accomplished at each site. One copy of the activity log shall be provided to the facility POC after all documents have been shredded.

13. Contractor Personnel

13.1 Provide all personnel, supervision, transportation (secure vehicles), and labor necessary to perform driving, pick-up, and shredding of documents the specified locations. All personnel shall have the skills, knowledge, and training to satisfactorily perform the services required. Contractor will be responsible for training, providing uniforms, equipping, supervising, and discharging employees.

13.2 The contractor shall provide qualified employees. Qualified is defined as: An employee who has passed the security and clearance requirements.

13.3 The contractor shall be required to comply with all VA security requirements

13.4 The contractor shall be responsible for coordinating with the facility POC and providing all information required of employees for performance of work.

13.5 All security requirements must be met, and employees cleared prior to the contractor performing work under the contract.

13.6 Provide each employee with a printed and laminated identification card containing the following information that is consistent with the employee information provided to the agency:

13.6.1 Employee Typed Name

13.6.2 Employee’s Title

13.6.3 Employee’s Signature

13.6.4 Employee’s Photograph

13.6.5 Company Name

13.7 Ensure that all Employee’s:

13.7.1 Display (on their person) the picture identification card that clearly identifies them as authorized messengers for the contractor

13.7.2 Wear company Logo uniforms.

13.7.3 Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

13.7.4 A VA employee shall be designated to escort the contractor to all areas until all documents are shredded to the proper dimensions.

14. Privacy

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

14.2 VA Information should not be co-mingled, if possible, with any other data on the Contractors/Subcontractors information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct site inspections of contractor data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

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

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

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

15. Records Management

15.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapters 21,29,31; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

15.2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

15.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and /or Government records.

15.4 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 by the Freedom of Information Act.

15.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

15.6 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

15.7 The Government Agency owns the rights to all data/records produced as part of this contract.

15.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc] or mode of transmission [e-mail, fax, etc] or state of completion [draft, final, etc].

15.9 No disposition of documents will be allowed without the prior written consent of the contracting officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal Records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedule.

15.10 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, this contract. The contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

16. Information Security

16.1 The C&A requirements do not apply, and a Security Accreditation package is not required.

16.2 Document destruction is performed on-site to ensure VA sensitive information is protected. Once Shredded, the confetti-sized pieces are recycled.

16.3 The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and privacy officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

16.4 To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

16.5 With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associated must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

16.6 In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (entities) of jurisdiction, including the VA OIG and Security Law Enforcement. The contractor, it’s employees and its subcontractors and their employees shall cooperate with the VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

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

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

16.9 Risk

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

16.9.2 Nature of the event (loss, theft, unauthorized access)

16.9.3 Description of the event including the following:

16.9.3.1 Date of Occurrence

16.9.3.2 Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code.

16.9.3.3 Number of individuals affected or potentially affected

16.9.3.4 Names of individuals or groups affected or potentially affected.

16.9.3.5 Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, E.G., unencrypted, plain text.

16.9.3.6 Amount of time the data has been out of VA control.

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

16.9.3.8 Known misuses of data containing sensitive personal information, if any

16.9.3.9 Assessment of the potential harm to the affected individuals

16.9.3.10 Data Breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, As appropriate; and

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

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

· Notification

· One-year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports

· Data breach analysis

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

· One year of identity theft insurance with $20,000 coverage at $0 deductible, and

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

17. Quality Control

17.1 The contractor shall develop and maintain quality programs to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices.

17.2 The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

17.3 At a minimum, the contractor shall develop quality control procedures addressing the areas when the Acceptable Quality Levels are not met.

18. Quality Assurance

18.1 The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections.

18.2 Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located at the business locations.

18.3 Provide professional customer service (i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner). “Timely manner” in the context of this contract means no later than close of next business day. The VA POC and COR shall be able to contact the contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the contracting officer or his/her representative.

18.4 Ensure the work be carried out in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations.

18.5 Provide the VA Medical Center POC and COR with two (2) contacts (a primary and al alternate) who the VAMC Center can reach during contractor’s business hours. Information to include:

• Name

• Contact numbers (cell)

18.6 A 24-hour emergency contact (name, telephone #, Mobile #) available during Contractor’s non-business hours.

19. Insurance Requirements

19.1 The contractor is required to provide copies of proof of Worker’s Compensation that complies with Federal and State Worker’s Compensation and Occupational disease statues, and provide proof of General Liability Insurance, within 15 calendar days after notification of contract award.

19.2 In accordance with FAR subpart 28.307-2. Liability:

19.2.1 Workers’ compensation and employer’s liability. Contractors are required to comply with applicable Federal and State workers’ compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employers’ liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer’s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers’ compensation to be written by private carriers.

19.2.2 General Liability – the contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

19.2.3 Property damage liability insurance coverage shall be required written on the comprehensive form of policy of at least $500,000 per occurrence

19.2.4 The contractor shall meet all requirements of Federal, State and City codes regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. The contractor shall possess at least the minimum amount of liability insurance for operation of courier services within the states of Oregon, Washington, Idaho, and Alaska.

20. Badges and Parking

20.1 All contractor personnel are also required to wear Vendor ID badges noting contractor name, Personal name, and Photo of contractor.

20.2 It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from the participating healthcare center’s Security Office.

20.3 VA will not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstances.

21. Changes

21.1 The awarded contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.

21.2 Tn the event the contractor effects any such change at the direction of any person other than the contracting officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof

21.3 All route changes must be provided to the VAMC point of contact and contracting officer within 24 hours of change. All scheduled pickup times and dates must still be adhered to during a route change unless agreed upon by the VAMC point of contact and the contracting officer.

21.4 All pickups and deliveries must be within the required dates and times as noted on attachment A. Any deviations from the scheduled pickup times and dates must be agree upon by the VAMC point of contact and contracting officer

21.5 All changes to deliver times and dates require notification in writing to the VAMC point of contact and the contracting officer.

21.6 Provide to the VA contracting officer and VA COR a Disaster Contingency Plan. The plan must address what alternative actions contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. The VA Contracting Officer and VA COR will approve/reject the Plan within 15 calendar days of submission. If not approved, the VA contracting officer will notify the contractor as to the areas of the Plan that are unacceptable. Changes and resolution shall be achieved through mutual agreement between VA and contractor.

22. NO smoking Policy

22.1 Smoking is strictly prohibited on ALL Federal Properties

23. Hours of Service

23.1 The contractor shall perform the services as specified herein Monday through Friday except for National Holidays (see below) between the hours of 7:30am – 4:30pm

23.2 The contractor is not required to provide service on the following U.S. Government Holidays, nor will the Contractor be paid for these holidays.

· New Year’s Day – Jan 1st

· Martin Luther King’s Birthday – Third Monday in January

· President’s Day – Third Monday in February

· Memorial Day – Last Monday in May

· Independence Day – July 4th

· Labor Day – First Monday in September

· Columbus Day – Second Monday in October

· Veterans Day – November 11th

· Thanksgiving Day – Fourth Thursday of November

· Christmas Day – December 25th

23.3 If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any National holiday specifically declared by the President of the United States.

24. VA Requirements and Responsibilities

24.1 Ensure that the company has and maintains insurance coverage valued at $1,000,000 made payable to the VA Medical Center to cover the costs to reconstruct a lost, stolen or destroyed deposit

24.2 Maintain a copy of the insurance certificate

24.3 Provide accurate and complete addresses and contact information. VA POC shall notify contractor accordingly if there are changes to the center’s information

24.4 Provide access to the center

24.5 Ensure that all bins are available for shredding within the scheduled time.

24.6 Evaluate the contractor’s performance under this contract

24.7 Have and maintain at each VA POC, a performance Log Matrix (see below) showing the details of each shredding pickup to include date, time of pickup and any issues that may have occurred.

24.8 If an item is mistakenly dropped in the bin, the designated key holder will, at his/her discretion, open the bin to retrieve the item.

25. Service Contract Act Wage Determinations

25.1 The appropriate wage determinations are hereby incorporated by reference for each geographic location represented in this solicitation. The appropriate wage determinations shall be found at the Department of Labor website: http://www.dol.gov

26. Deliverables

VA POC

Email

VA POC

Email

VA POC

Email

VA POC

Email

VA POC

Email

VA POC

Email

27. Performance Requirements Summary

27.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

(Performance Standards)

ACCEPTABLE QUALITY LEVEL

(AQL)

METHOD OF SURVEILLANCE

(QA)

PERCENTAGE REDUCTION IF EXCEED AQL

28. Location and Quantity of Bins and Consoles

307 S 13th

4735 E Marginal Way S

9600 Veterans Dr.

909 1st Ave

4585 Texas Way W

1660 S Columbian Way

1114 Georgiana St

9177 Ridgetop Blvd

305 S Lucile St

21616 76th Ave

11103 Sunrise Blvd E

220 Olympic Blvd

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Services, non-personal: Document Destruction services for the VA Puget Sound HCS and surrounding CBOC's in accordance with the attached Statement of Work.

Contract Period: Base POP Begin: 10-01-2021 POP End: 09-30-2022

36C26021Q0902

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer…