STATEMENT OF WORK

1. Contract Title: Onsite Document Destruction Services

2. Background: The Environmental Management Services for the San Diego Veterans Affairs Healthcare System (SDVAHCS), Greater Los Angeles Veterans Affairs Healthcare System, Loma Linda Veterans Affairs Healthcare System (LLVAHCS), and Long Beach Veterans Affairs Healthcare System (LBVAHCS) require Onsite Document Destruction Services. The Contractor shall provide all labor, personnel, equipment, supplies, vehicles, materials supervision, and applicable certificates/licenses to provide Onsite Secured Sensitive Document Destruction Services. Services shall be provided at each main hospital as well as the healthcare system’s associated Community Based Out-Patient Clinics (CBOCs), Veteran Centers (Vet Centers), Ambulatory Care Centers (ACC), and administration buildings not on the main campus.

3. Scope of Work: Services shall be provided at each main hospital as well as the healthcare system’s associated Community Based Out-Patient Clinics (CBOCs), Veteran Centers (Vet Centers), Ambulatory Care Centers (ACC), and administration buildings not on the main campus. The Contractor shall follow the guidelines set by the Occupational Safety and Health Administration (OHSA) and California Code of Regulations (CCR).

3.1. Hospital Locations to be serviced including Community Based Out-Patient Clinics (CBOCs)

Veteran Centers (Vet Centers), Ambulatory Care Centers (ACC), and administration buildings not on the main campus. Each site will provide a detailed schedule to the Vendor.

3.1.1. San Diego Veterans Affairs Healthcare System (SDVAHCS)

SDVAHCS (Main Campus) 3350 La Jolla Village Drive San Diego, CA 92161

3.1.2 Long Beach Veterans Affairs Healthcare System (LBVAHCS)

LBVAHCS (Main Campus) 5901 E. 7th St, Long Beach, CA 90822

Santa Ana CBOC 1520 Brook Hollow Drive Santa Ana, CA 92705

Long Beach VVRC 2090 River Avenue, Long Beach, CA 90810

Santa Ana Outreach CCRC 888 W. Santa Ana Blvd., Santa Ana, CA 92701

Anaheim CBOC 2569 W. Woodland Drive Anaheim, CA 92801

Village of Cabrillo CBOC 2001 River Avenue Long Beach, CA 90806

Airport Plaza 4811 Airport Plaza Drive, Long Beach, CA 90815

Santa Fe Springs CBOC 10330 Pioneer Blvd., Suite 180 Santa Fe Springs, CA 90670

Santa Ana CBOC 1506 Brookhollow Drive Santa Ana, CA 92705

Santa Ana Annex 1506 Brookhollow Drive Santa Ana, CA 92705

3.1.3 Greater Los Angeles Healthcare System (GLAHCS)

GLAHCS (Main Campus) 11301 Wilshire Blvd., Los Angeles, CA 90073

Los Angeles Ambulatory Care Center 351 East Temple Street Los Angeles, CA 90013

Bakersfield Outpatient Clinic 1801 Westwind Drive Bakersfield, CA 93301

East Los Angeles Vet Center 5400 E. Olympic Blvd., # 140 Commerce, CA 90822

San Luis Obispo CBOC 1288 Morro Street STE. #200 San Luis Obispo, CA 93401

Santa Barbara Outpatient Clinic 4440 Calle Real Santa Barbara, CA 93110

Santa Maria CBOC 1550 E. Main Street Santa Maria, CA 93454

Sepulveda Ambulatory Care Center 16111 Plummer Street Noth Hills, CA 91343

3.1.4 Loma Linda Veterans Affairs Healthcare System (LLVAHCS)

LLVAHCS (Main Campus) 11201 Benton St., Loma Linda, CA 92357

Corporate Business Center 25834 Business Center Drive Redlands, CA 92373

Prosthetics Clinic 10444 Corporate Drive, Redlands, CA 92373

Warehouse # 3 10390 Enterprise Drive Redlands, CA 92373

March Air Force Base Research March Air Force Base Riverside, CA

Mail Room 10418 Enterprise Dr., Suite B Redlands, CA 92374

Ambulatory Care Center 26001 Redlands Blvd., Redlands, CA 92373

4. Specific Work Requirements: The Contractor shall provide all labor, personnel, equipment, supplies, vehicles (shredding), materials, supervision and certifications/license to provide onsite secured sensitive document destruction. Contractor shall perform the following specific tasks:

4.1. Furnish various locked security totes (please reference details below) and consoles as required for each facility without additional cost to the Government.

4.2. Place all contractor furnished totes or consoles at the designated areas as required by the Government. There are also Government-owned totes and consoles that will be provided during the performance of the contract.

4.3. Any additional contractor totes / consoles that are provided by the contractor shall be identified with a label and serialized to distinguish Government furnished property and contractors’ furnished property. The Contractor shall also provide an inventory list of all totes / consoles that will be provided to the Government. Each console or tote shall have a label that states, “SENSITIVE DOCUMENTS ONLY”. At the minimum, each locked security containers shall meet the following specifications:

4.3.1. Totes:

32, 64, 65, 95, and/or 96 gallons Shall be easily mobile (i.e. wheels).

Shall be plastic in nature.

Shall have a locking mechanism (internal or external) with a key.

Slot on top of unit to accept various sizes of documents.

Labeled and serialized.

4.3.2. Consoles:

24” to 36” Shall have a locking mechanism (internal or external) with a key.

Paper deflector.

Collection bag.

Labeled and serialized.

4.4 Each healthcare system will need the following amount of totes and/or consoles. The Government’s stated quantity of totes / consoles required have been compiled based on historical data and from subject matter experts of each respective healthcare system. The numbers of contractor-owned totes / consoles maybe subject to change to meet the Government’s needs.

4.5 The Contactor shall provide “FULL SERVICE”, “CENTRALIZED SERVICE”, or “HYBRID” shredding service for each respective healthcare system. This information will be provided to the Vendor by the Program Point of Contacts for each Veterans Affairs location.

4.5.1. Full Service: The Contractor shall pick up all totes/consoles and bring them to the shredding site to conduct shredding.

4.5.2. Centralized Service: Government employees shall pick up all totes/consoles and bring them to the shredding site for the Contractor to conduct the Shredding Services.

4.5.3. Hybrid Service: A mixture of FULL and CENTRALIZED service (i.e. GLA, LL, SD, or LBVAHCS has Centralized Service at their main facility, while the CBOC’s has Full Service).

4.5.3.1. All document destruction must be done on-site at facility where the containers are emptied. In accordance with VA Handbook 6300.1, Records Management Procedures, all on-site document destruction done under this contract must be witnessed by a Federal Employee or a Contractor Employee. The Program Point of Contact for each respective Healthcare System will identify the site where the interim destruction will occur.

4.5.4. Shred size shall not be larger than the industry standard of 5/8”. If this shredding size is not the final destruction method and is only the interim destruction, then final destruction must be conducted in accordance with VA Directive 6371, Destruction of Temporary Paper Records.

4.5.5. Final destruction shall be in accordance with VA Directive 6371, in which documents are pulped, macerated, shredded or otherwise to deem the documents unreadable or unable to reconstruct to any degree.

4.5.6. The Contractor shall sign a Business Associate Agreement (BAA). If the Contractor has a national BAA on file with the Veterans Affairs, the Contractor shall provide a copy before award.

4.5.7. Date of shredding shall conform to attached shredding schedule.

4.5.8. The Contractor shall maintain a chain of security/custody from pick up to final destruction.

The Contractor will then provide the Veterans Affairs a Certificate of Destruction (COD) for the number bins shredded prior to departing the facility. The Contractor shall deliver industry standard COD for completed destruction according to VA Directive 6371.

4.5.9. At the end of the month of service, the Contractor shall provide facility pounds and number of trips of shredded materials on a monthly basis. This report shall be provided within five (5) business days after the last day of the month. The end of service report will detail the type of materials destroyed, weights, number of containers and dates of services performed.

Details can be obtain from the Program Point of Contacts.

4.5.10. The Contractor shall provide a contingency plan for instances where equipment malfunctions occur during the shredding process, data breach occurs, emergency plan of action.

4.5.11. The Contractor shall also provide the list of facilities in which final destruction will occur. The list should include the following minimal information about the facility:

4.5.11.1. Name of facility

4.5.11.2. Point of Contact

4.5.11.3. Address

4.5.11.4. Phone Number

5. Documentation and Reports:

5.1. Certificate of Destruction: The Contractor shall submit to the Program Point of Contact (PPOC), an original signed Certificate of Destruction (COD) for each pick up for each site within five (5) calendar days of each pickup. The COD may be also sent via an electronic copy to the Program Point of Contact. The Contractor shall maintain proper records concerning each COD issued.

The COD shall as a minimum contain the following:

5.1.1. Pickup/Delivery Location

5.1.2. Pickup/Delivery Date

5.1.3. Name of Government Program Point of Contact at Pickup Location

5.1.4. Amount of shredded waste (number of containers picked up and/or pounds shredded)

5.1.5. Destruction Certification Document Number

5.1.6. Destruction Certification Date

5.1.7. Any other information as determined necessary by the Program Point of Contact

5.1.8. Signature of personnel viewing and confirming final destruction

5.2. End of Month Service Report: At the end of each month of service, the Contractor shall provide a report that will provide the following information. This report is due within seven (7) calendar days after the end of the last day of the month.

5.2.1. Date of services

5.2.2. Number of containers

5.2.3. Types of material destroyed

5.2.4. Total weight in pounds or tons

6. Non-Disclosure of Sensitive Information:

6.1. Contractor staff involved in this contract will have access to some privileged and confidential materials of the US Government. These printed and electronic documents are for internal use only and remain the sole property of the US Government. Some of the materials are protected by Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees.

6.2. The Contractor shall safeguard sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities.

7. Training: All contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

7.1. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior.

7.2. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

7.3. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Contractor shall provide to the contracting officer and/or the Program Point of Contact a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

7.4. Contractor shall complete mandatory training on an annual basis, failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

8. Contractor Personnel, Badges, and Parking:

8.1. The Contractor shall provide the Program Point of Contact with a list of contractor employees expected to enter Government property to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

8.2. All Contractor personnel shall observe security, safety and environmental requirements of each Government facility, including, restricted area access, observing vehicle parking regulations and smoking restrictions.

8.3. A Flash badge or access badge will be given to the Contractor’s personnel upon entrance into VA buildings. Contractor personnel shall safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the Program Point of Contact. Contractor personnel shall properly display their badge above the waist (facing forward.). Contractor’s personnel shall return the badge(s) to the Program Point of Contact or designee at the end of each pick up process.

8.4. Contractor’s personnel maybe required to obtain a Personal Identity Verification (PIV) ID card.

If a PIV ID card is required, the contractor will be notified by the Government. The Government point of contract of each healthcare system will provide assistance in this process.

8.5. Contractor personnel shall wear distinctive clothing bearing the name of the Contractor, closed toe footwear, badges bearing the Contractor’s name and the employees name in English.

Contractor personnel are prohibited from wearing shorts or sandals while providing services on Government grounds.

8.6. Contractor shall comply with all security policies/requirements of each respective Government facility. Contractor shall meet all security policies/requirements and personnel shall be cleared prior to the contractor performing work under this contract. Contractor personnel that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

8.7. Contractor’s personnel shall park in the appropriate designated parking areas. Parking information shall be coordinated with each facility Program Point of Contact.

8.8. The Government does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

9. Access to VA Information and VA Information Systems:

9.1. The Contractor shall request 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.

9.2. The Contractor shall notify the Program Point of Contact immediately when an employee working on a VA system or with access to VA information is reassigned, terminated or leaves the contractor.

10. VA Information Custodial Language: Prior to termination or completion of this contract shall not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by the VA. Any document destruction done on behalf of VA by a contractor, shall 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. Contractor shall submit self-certification for data destruction requirements listed above shall be sent to the respective VA Program Point of within 30 days of termination of the contract.

11. Background Check: All Contractor personnel working with sensitive VA information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same type of data or information. These personnel shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all contractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the prime Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

11.1 Position Sensitivity - The position sensitivity shall be as designated by the VA Sponsor or Program Point of Contact (PPOC) assigned to the contract. Most investigations required are Low Risk although some key positions may be designated at higher levels. The risk level designations for public trust positions and the corresponding background investigation levels are defined in VA Directive 0710.

11.2 Performance - Contract performance shall not commence prior to confirmation from the VA Security and Investigation Center (SIC) that the investigative documents have been submitted. The SIC will notify the VA Contracting Officer, VA Sponsor (PPOC), and the Contractor upon receipt of the appropriate investigative documents.

11.3

Public Trust Risk Level

Designation Background Investigation Level

Low Risk

National Agency Check with Written Inquiries (NACI) - NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index

(DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.

12. Hours of Operation: Contractor is responsible for conducting business during normal business hours (normally between 8:00 a.m. to 4:30 p.m.) to facilitate communication between the Government and the Contractor, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. ***Please coordinate with the Service Program Point of Contact for each facility listed in this contract to establish specific hours of operation for each site***

12.1. If a holiday falls on a 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 day specifically declared by the President of the United States. Contractor is not required to provide any service(s) on nationally recognized U.S. Government holidays, nor shall the contractor be paid for these holidays.

12.2. Any schedule services that are on a holiday will be required to be perform the day before or after the holiday.

12.3. Federal Holidays

New Year’s Day Thursday, January 1 Birthday of Martin Luther King Jr. Monday, January 19 Washington’s Birthday (Presidents’ Day) Monday, February 16 Memorial Day Monday, May 25 Juneteenth National Independence Day Friday, June 19 Independence Day Friday, July 3 (July 4, 2026, is a

Saturday)

Labor Day Monday, September 7 Columbus Day / Indigenous Peoples’ Day Monday, October 12 Veterans Day Wednesday, November 11 Thanksgiving Day Thursday, November 26 Christmas Day Friday, December 25

13. Contractor Point of Contact: The Contractor shall designate one (1) employee as the Point of Contact

(POC) responsible for administrative matters in the performance of services under this contract. The POC shall have authority to act for Contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and Program Point of Contact in writing those times when the alternate shall act as the POC.

13.1. The Contractor shall provide the name and telephone number of the person designated as

Point of Contact and Alternate on the space below:

13.1.1. Point of Contact, Name:___________________________

13.1.2. Telephone Number:______________________________

13.1.3. Email Address:__________________________________

14. Applicable Standards, Laws and/or Regulations: The following are a list of various applicable standards, policies, regulations, and/or governing bodies. This list is not an all-inclusive list;

therefore, it is the responsibility of the contractor to ensure all applicable standards, policies, regulations, and/or governing bodies not listed here are adhere to. Furthermore, contractor is responsible to adhere to all current addition of applicable standards, policies, regulations, and/or governing bodies.

14.1. VA Directive 6371, dated April 8, 2014

14.2. NIST Special Publication 800-88, Revision 1

14.3. Federal Information Processing Standard (FIPS 199), Standards for Security

Categorization of Federal Information and Information Systems

14.4. National Association for Information Destruction (NAID) Standards

14.5. The Joint Commission

15. Personnel Policy: The Contractor has full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers' Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and/or union regulations relevant to fringe benefits and premium pay for their employees.

16. Contractor Submittals/Insurance Requirements: The Contractor shall comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

16.1. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the insurance coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase “will endeavor” is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued.

16.2. In accordance with "FAR 28.307-2(c) the Contractor shall maintain automobile liability insurance for bodily injury and property damage on all vehicles used in the performance of this contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000.00 per person and $500,000.00 per occurrence for bodily injury and $20,000 per occurrence for property damage.

17. Period of Performance: Five-years, one base year with four, one-year option periods. Base-year:

12/1/2026-11/30/2027.

18. Program Point of Contact:

FACILITY NAME CONTACT INFORMATION

San Diego Veterans Affairs Healthcare System-SDVAHCS

TBD TBD

Loma Linda Veterans Affairs Healthcare System-LLVAHCS

TBD TBD

Greater Los Angeles Veterans Affairs Healthcare System-

GLAVAHCS

TBD TBD

http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=742&FType=2 http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf http://csrc.nist.gov/publications/fips/fips199/FIPS-PUB-199-final.pdf http://csrc.nist.gov/publications/fips/fips199/FIPS-PUB-199-final.pdf http://www.naidonline.org/

Long Beach Veterans Affairs Healthcare System-LBVAHCS

TBD TBD