36C26026Q0373.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Document Destruction Shredding Services for White City Southern Oregon Rehabilitation Centers and Clinics (SORCC)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 98661

SOLICITATION NUMBER* 36C26026Q0373

RESPONSE DATE/TIME/ZONE 03-10-2026 3pm MOUNTAIN TIME, DENVER, USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* R614

NAICS CODE* 561990

CONTRACTING OFFICE ADDRESS NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

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

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs VA White City SORCC

8495 Crater Lake Hwy White City OR

POSTAL CODE 97503

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products and commercial services as prepared in accordance with the format in Revolutionary Federal Acquisition Regulation Overhaul (RFO) Subpart 12.212(b)(1), as supplemented in the attached Request for Quotation (RFQ). This announcement constitutes the only solicitation. A firm-fixed price purchase order is anticipated. RFO 12, Acquisition of Commercial Products and Commercial Services will be used. This announcement constitutes the only solicitation.

The solicitation number is 36C26026Q0373 and is attached.

This solicitation will be issued unrestricted. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561990, with a small business size standard of $16.5M. This NAICS code is not subject to a waiver. The FSC/PSC is R614.

The VA White City Southern Oregon Rehabilitation Centers and Community Based Outreach Clinics (SORCC) and surrounding Community Based Outreach Clinics (CBOC) is seeking to purchase secure document destruction (shredding) services.

Service Location:

VA White City SORCC 8495 Crater Lake Hwy White City, OR 97503

The period of performance will be a base plus four option years. (or delivery date, if product)

Base Year: 04/01/2026 – 03/31/2027 Option Year One: 04/01/2027 – 03/31/2028 Option Year Two: 04/01/2028 – 03/31/2029 Option Year Three: 04/01/2029 – 03/31/2030 Option Year Four: 04/01/2030 – 03/31/2031

Award will be based upon the evaluation factors listed in Section E of the attached RFQ. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions.

Offers must be emailed to Amy Kuczajda at Amy.Kuczajda@va.gov and received no later than 3:00 PM Mountain on 03/10/2026.

Any questions or concerns regarding this solicitation should be forwarded in writing via email to Amy Kuczajda at Amy.Kuczajda@va.gov Telephone inquiries will not be responded to.

No late quotations will be accepted.

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

692-26-3-661-0010

36C26026Q0373 02-26-2026

Amy Kuczajda 208-429-2018 03-10-2026 3pm MDT

36C260 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd

X

561990

$16.5 Million

Net 30

N/A

36C692

Department of Veterans Affairs VA White City SORCC

8495 Crater Lake Hwy White City OR 97503

36C260

NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Document Destruction (shredding) for VA White City Southern Oregon Rehabilitation Centers and Clinics (SORCC) and surrounding CBOC's in accordance with the Statement of Work.

Period of Performance will be a base year with 4 options starting 04/01/2026.

See CONTINUATION Page x 1

36C26026Q0373

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 PRICING SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...25

C.4 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.5 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.6 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATIONS

D.2 BUSINESS ASSOCIATES AGREEMENT

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.212-2 EVALUATION – COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICE

E.5 BASIS OF SELECTION

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 NCO 20 Network Contracting Office

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

1. GENERAL PROCEDURE

1.1. The contractor shall provide all labor, personnel, equipment, supplies, shipping, secured vehicles, materials, supervision and other related services necessary to provide on-site commercial document destruction services for the Department of Veterans Affairs (VA) White City, OR Medical Centers, Community-Based Outpatient Clinics (CBOC) and administrative facilities in accordance with VA regulations. Numbers of bins/consoles per location are provided below. Consoles and bins to be provided by the contractor.

1.2. Locations

Bins currently on site Services per year

VA Southern Oregon Rehabilitation Centers and Clinics (SORCC)

8495 Crater Lake Hwy.

White City, OR

85 - 65-gallon Totes 13

VA Klamath Falls

CBOC

2225 N Eldorado Ave Klamath Falls, OR

2 – standard consoles (32-gallon)

Grants Pass VA CBOC 1877 Williams Hwy, Grant Pass, OR

1 - standard consoles (32-gallon)

1.3. 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 Veterans Integrated Service Network (VISN) 20 locations. The use of secure shredding services will enable the VA to ensure that patient sensitive data be protected.

1.4. Contract base year with four option years:

Base Year 4/1/26 – 3/31/27

Option Year 1 4/1/27 – 3/31/28

Option Year 2 4/1/28 – 3/31/29

Option Year 3 4/1/29 – 3/31/30

Option Year 4 4/1/30 – 3/31/31

1.5. The Government shall notify the contractor of location changes prior five working days of any changes.

2. SHREDDING SPECIFICATIONS

2.1. 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.

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

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

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

2.5. Bulk document shredding will be on an as needed basis, and a modification will be required to add funding. No bulk funding will be provided without written consent from the Contracting Officer. The VA will contact the vendor with an estimated amount of the boxes and/or pallets of documents and set up a time and date for the vendor to pick up.

2.6. Vendor must have the ability to shred items that are not considered paper (items in shredding bins that are not considered paper such as I.D. bands, CDs, I.D. cards, cardboard). No more than 15% of non-paper items will be included in each pickup.

2.7. Contractor will provide written documentation that attest to the completion of the destruction process after the final destruction of VA temporary paper records has taken place attesting to its complete destruction. The certificate will not be considered valid if completed and submitted prior to the final destruction of the records. The certificate will include what temporary records were destroyed, what destruction method was used, where they were destroyed, and who was responsible for their final destruction (contractor on site or subcontractor).

2.8. The information destruction contractor will demonstrate to the facility upon request that the process of final destruction of temporary paper records completed on facility grounds are pulped macerated, shredded or otherwise destroyed to a degree that definitively ensures they are not readable or reconstructable to any degree.

2.9. The information destruction contractor will use sufficient reasonable safeguards to protect the temporary paper records until final destruction has been completed.

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

2.11. The only permissible uses of a mobile destruction vehicle will be within the enclosure of the destruction facility, on-site at the VA’s premises, or at an off-site location if approved of in advance by the VA and is located within walking distance of the VA premises. A log is kept to record the dates and times that the mobile destruction vehicle is operating within the destruction facility, which shall be made available to VA during an audit, by means of review of CCTV images.

2.12. The mobile destruction vehicle will be made available to VA for audit, within the enclosure of the destruction facility, during the initial audit and during all scheduled re-audits, for demonstration purposes.

2.13 The contractor will demonstrate that they are National Association for Information

Destruction (NAID) certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction has been completed; or a non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in Appendix A of VA Directive 6371.

2.14 All mandatory VA Acquisition Regulation (VAAR) and Federal Acquisition Regulation (FAR) contracting, security, and privacy clauses must appear in all contracts let for the destruction of VA temporary paper records.

2.15 VA Directive 6371 shall be followed 100% of the time.

3 INTERMITTENT/EMERGENCY ORDERS

3.1 In the event that 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.

4 CONTROL OF SECURITY WASTE

4.1 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.

5 SECURITY WASTE COLLECTION CONTAINERS (Bins, Consoles, Rolling Bins)

5.1 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.

5.2 The containers shall be kept locked at all times. 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.

5.3 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.

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

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

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

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

6 CERTIFICATION OF DESTRUCTION

6.1 The Contractor shall prepare and submit to the medical facilities POC an original signed Certificate of Destruction for each pick up for each site within three (3) working days of each pick up.

6.2 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 designated VA representative with documentation that acknowledges receipt of the temporary paper records.

6.3 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 records released to an information destruction contractor.

6.4 When final destruction is carried out by a contractor (and its subcontractors or third parties) the 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 Appendix A of VA Directive 6371 Destruction of Temporary Paper Records (April 8, 2014).

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

6.5.1 Pick-up/Delivery Location

6.5.2 Pick-up/Delivery Date

6.5.3 Name of Government COR at Pick-up Location

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

6.5.5 Destruction Certification Document Number

6.5.6 Destruction Certification Date

6.5.7 Any other information as determined necessary by the Information Security Officer

7 ACTIVITY LOGS/REPORTS

7.1 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.

8 CONTRACTOR PERSONNEL

8.1 Provide all personnel, supervision, transportation (secure vehicles), and labor necessary to perform the 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.

8.2 The Contractor shall provide qualified employees. Qualified is defined as: The employee has passed the security and clearance requirements.

8.3 The Contractor shall be required to comply with all VA security requirements.

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

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

8.6 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:

8.6.1 Employee's Typed Name

8.6.2 Employee's Title

8.6.3 Employee's Signature

8.6.4 Employee's Photograph

8.6.5 Company Name

8.7 Ensure that all employees:

8.7.1 Display (on their person) the picture identification card that clearly identifies them as authorized messengers for Contractor.

8.7.2 Wear company logo uniforms.

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

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

9 CONTRACTOR SECURITY

9.1 The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA information systems designated as sensitive.

9.2 If selected, a Business Associate Agreement (BAA) is required per directive 6371. A copy of the BAA is required within 90 days of the award.

9.3 All contracted employees of Contractor who will be providing Service for Center must understand and adhere to the following language:

9.3.1 As an independent contractor, (shredding company name), under contract with the Center, I fully understand that much of the information that is provided to (shredding company name) and its employees is privileged and legally and administratively restricted and falls under the provisions of the Privacy Act of 1974. The Privacy Act, the Safeguards, and the Criminal/Civil Sanctions paragraphs specify (shredding company name) responsibility and liability regarding disclosure of this information.

9.4 Contractor and subcontractor personnel who require access to VA information systems shall be subject to all necessary background investigations to ensure compliance with such policy.

If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract.

9.5 The contract requires Contractor personnel to maintain U.S. citizenship; the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

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

10. QUALITY ASSURANCE

10.1 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.

10.2 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.

10.3 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 an 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.

10.4 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.

10.5 Provde the VA Medical Center POC and COR with two (2) contacts (a primary and an alternate) who the VAMC Center can reach during Contractor’s business hours.

Information to include:

10.5.1 Name

10.5.2 Contact numbers (phone, mobile, pagers)

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

11. BADGES AND PARKING

11.2 All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Personal Name, and Photo of Contractor.

11.3 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.

11.4 VA will not validate or make reimbursement for parking violations of the contractor's personnel under any circumstance.

12. CHANGES:

12.2 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.

12.3 In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof.

12.4 All route changes must be provided to the VAMC point of contact and contracting officer within 24 hours of the 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 contracting officer.

12.5 Any deviations from the scheduled pickup times and dates must be agreed upon by the VAMC point of contact and contracting officer.

12.6 All changes to delivery times and dates require notification in writing to the VAMC POC and the contracting officer.

13. NO SMOKING POLICY:

13.1 Except in designated areas smoking is strictly prohibited inside and on the patios and balconies of all buildings and within 35 feet of all openings of all buildings. “Smoking” is defined as the burning of any cigarette, cigar, or other tobacco product.

14 HOURS OF SERVICES:

14.1 The contractor shall perform the services as specified herein Monday through Friday with the exception of National Holidays (see below) between the hours of 7:30 a.m. – 4:30 p.m.

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

National holidays observed by the Federal Government:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 16 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

14.3 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.

15. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

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

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

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

Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

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

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

16. VA INFORMATION CUSTODIAL LANGUAGE

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).

VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems 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 onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

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

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

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.

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

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

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

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

Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

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

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

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION

OF SERVICES QTY UNIT UNIT PRICE AMOUNT

1.00 YR __________________ __________________

Document destruction service (shredding) for the White City Southern Oregon Rehabilitation Center and Clinics (SORCC) in accordance with the Statement of Work and Price schedule.

Contract Period: Base POP Begin: 04-01-2026 POP End: 03-31-2027

(SORCC) in accordance with the Statement of Work and Price schedule.

Contract Period: Option 1 POP Begin: 04-01-2027 POP End: 03-31-2028

(SORCC) in accordance with the Statement of Work and Price schedule.

Contract Period: Option 2 POP Begin: 04-01-2028 POP End: 03-31-2029

(SORCC) in accordance with the Statement of Work and Price schedule.

Contract Period: Option 3 POP Begin: 04-01-2029 POP End: 03-31-2030

(SORCC) in accordance with the Statement of Work and Price schedule.

Contract Period: Option 4 POP Begin: 04-01-2030 POP End: 03-31-2031

GRAND TOTAL __________________

B.4 PRICING SCHEDULE

Total of Bins required

Price per bin

Service charge

Number of services per year

Annual Total

VA SORCC 85 –

65-gallon totes

VA Klamath Falls CBOC

2 – 32-gallon standard consoles

Grants Pass

VA CBOC

1 – 32-gallon standard consoles

GRAND TOTAL

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(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 Federal Acquisition Regulation (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 and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The…