S06 36C26326Q0112 0002.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

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

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

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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

1 22

None

36C263

DEPARTMENT OF VETERANS AFFAIRS

NETWORK CONTRACTING OFFICE 23

4801 VETERANS DRIVE

SAINT CLOUD MN 56303

To all Offerors/Bidders

36C26326Q0112

11-17-2025

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 12-08-2025 13:00 CST

See CONTINUATION Page

X (1)

The purpose of this amendment is to make the following changes and/or clarifications to the solicitation.

Updates have been made to the Statement of Work on page 7 of 22. Chart clarifications are reflected in yellow.

Solicitation due date shall be extended to 12-08-2025 @13:00CST.

All Solicitation amendments are required to be signed and returned.

Emanuel Nevarez Contracting Officer

VA-VHA-RPOC-2026-0002

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

1.00 YR _______________

DOCUMENT DESTRUCTION CONTRACT - 1 YEAR

Contract Period: Base POP Begin: 02-01-2026 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

1.00 YR _______________

DOCUMENT DESTRUCTION CONTRACT - 1 YEAR

Contract Period: Option 1 POP Begin: 02-01-2027 POP End: 01-31-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

GRAND TOTAL _______________

A.2 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Iowa City VA Health Care System 601 Highway 6 West Iowa City, IA 52246 2209

USA

1.00

B.2 STATEMENT OF WORK

Summary:

This contract is for services to shred, destruct, and dispose of paper and other media that contain sensitive information from the Iowa City VA Health Care System and associated Community Based Outpatient Clinics as noted below.

Scope of Work:

The Iowa City Veterans Affairs Health Care System (ICVAHCS), Community Based Outpatient Clinics (CBOCs) and various other locations within the ICVAHCS intend to use the services of a contractor to destruct VA records and other materials throughout the year. The contractor shall provide all labor and equipment and be responsible for disposing of all destructed materials according to the guidelines set forth within this statement of work for the two year contract with no option years. Records may contain carbon paper, binders, folders, DVDs, CDs, VHS tapes, and other non-paper materials.

The frequency of service and estimated number of containers to be services at each shredding site is provided below.

Requirements of the Contractor:

The contractor must meet the following criteria:

• The contractor is required to be National Association for Information Destruction (NAID) certified and provide NAID certificates to the VA Contracting Officer’s Representative (COR).

• The contractor shall provide all labor and equipment and shall be responsible for disposing of all destructed materials according to guidelines set forth within this scope of work. The contractor shall clean up any residual material before leaving the site.

• The contractor shall be responsible for maintaining liability insurance for the duration of the contract.

• While on VA property, contractor employee(s) shall wear a company uniform and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with company’s name.

• The contractor shall provide the services identified weekly between the hours of 1:00 PM CST and 04:30 PM CST, Monday through Friday at the ICVAHCS. Service for the CBOCs and other locations will be between the hours of 08:00 AM CST and 04:30PM CST, as determined by clinic staff and the Contracting Officer Representative (COR).

• The contractor shall provide a schedule for pick-up and destruction times to the COR. Once the schedule is established, all destruction shall occur on the same day of the week. If the regularly scheduled destruction day falls on a national holiday, the contractor shall perform the services either the day prior to or the day after the holiday and will inform the COR of the revised schedule.

• The contractor shall recover material from the ICVAHCS to be destructed from various location as notated in Attachment 1. The material will be in the contractor’s locked 32-gallon console, 64-gallon tote and 95-gallon totes. Material will be collected throughout the ICVAHCS by the contractor. At the off-site locations, the contractor will recover the contractor’s locked 32- gallon console, 64-gallon tote and 95- gallon totes that are centrally located and return them to the place of collection.

The containers will be locked prior to collection and locked aftercollection. The contractor shall keep control of documents in their possession and ensure documents are locked and secure until final destruction.

• The contractor shall destroy material by means of a crosscut shredder. If the final shredded product is not shredded to a size of 1.0 millimeter by 5.0 millimeters, the contractor must have a system in place to do final destruction of pulping, pulverizing, or incinerating. If the final destruction is not accomplished by the contractor, the contractor must use an interim destruction method that makes the information not readable or reconstructable to any degree but does ensure that they are not read or reconstructable without extraordinary effort. If the contractor uses an interim destruction method it must be accomplished either on site at the ICVAHCS, CBOC or in a secure destruction area. The contractor’s secure destruction area must be locked at all times, have security camera system to monitor the building and destruction area and have a policy in place to monitor all visitors/contractors that enter the secure destruction area. If documents are not destroyed onsite at the ICVAHCS or CBOCs, the contractor is required to have a secure/locked process to store and transport the documents within their possession at all times. All material must remain in a secure/locked location until final Disposition.

Acceptable methods of final destruction for all content would include pulping, macerating, shredding with shredder device that must have a crosscutting capability which produces particles that are one millimeter by five millimeters (1 x 5 mm) in size or that will pulverize/disintegrate paper material using disintegrator devices with a 3/32 inch security screen, or other suitable means as approved by VA.

o The use of complaint shredder device must have a crosscutting capability which produces particles that are 1 x 5 millimeters in size or that will pulverize/disintegrate paper material using disintegrator devices with a 3/32 inch security screen, which would prevent reconstruction/restoration of the material.

o As an off-site methodology, for example, company A would shred the paper onsite to a minimum of 5/8 inch or less and then take the shredded paper off-site to be pulped and recycled. In this case, the contractor must provide the VA Contracting Officer Representative (COR) with an unbroken VA chain of custody throughout the destruction process, otherwise known as cradle to the grave.

• The contractor shall be required to provide a certificate of destruction on all interim and final destructions to the ICVAHCS COR or Privacy Officer within two business days via email. The interim and final destruction log must include the following:

Service Provider; Initial Shred Date/Pick-up date; Origination; Weight; Method of interim/final destruction; Date of interim/final destruction; Witness Name (Print);

Witness

• The contractor shall be responsible to ensure that contractor employees coming to the work site will receive the information required.

• The contractor shall be responsible to ensure contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The contractor is also responsible for completing background investigations on all personnel who will be onsite. The results of the background investigations must be furnished to the COR or Contracting Officer upon request.

• The contractor shall ensure all material is shredded to guidelines set forth in the contract, and maintenance is performed on all equipment.

• Contractor shall allow Federal Government auditor(s) or designated representative access to inspect the destruction or records of material received from the ICVAHCS or CBOCs.

• The contractor and any subcontractor’s facility will be inspected by COR once a year or as needed.

• All changes to handling procedures must be preapproved by the ICVAHCS COR.

• Estimated pounds of paper to be shredded for ICVAHCS & CBOCs per year is: 137,000 lbs.

Equipment:

The contractor shall provide thirty of the 95-gallon bins, nineteen of the 64-gallon bins and Ninety-three of the 32-gallon consoles to be placed throughout the ICVAHCS and CBOCs.

Two sets of keys for each console and bin will be provided to the COR. The bins and consoles will be placed throughout the VA by the contractor. The number of consoles is an approximate and may vary throughout the period of performance of the contract. Console quantities may increase or decrease by 10% with no additional charge to VA. The locations are subject to change and the COR will notify the contractor of any location changes.

The ICVAHCS reserves the right to add additional sites through the year via a written and signed contract modification from the VA Contracting Officer.

The contractor shall provide all equipment to perform the document destruction services.

Deliverables:

The contractor shall shred materials according to the schedule set by contractor and COR. Any additional service request shall be provided within forty-eight hours after the contractor is notified by the COR.

Additional Requirements:

1) VA Handbook 6300.1 “Records Management Procedure” shall be applicable to all record/microfiche destruction. The procedures read: “The authorized destruction of records that are classified or otherwise restricted from discloser by statue, such as Privacy Act of 1974 or Title 38 USC, must be witnessed by a federal employee or a contractor employee. If a contract is used to dispose restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contractor must provide documentation that the contractor employee is authorized to witness destruction of the record. Resale of VA records for use as records or documents is prohibited.

2) Confidentiality of Material Destruction: Contractor personnel shall maintain the confidentiality of the material to be destroyed. Any contractor personnel found to be reading any of the medical center materials shall be promptly removed from the government premises. The person(s) involved shall not be allowed to return to the medical center for any future service requests.

3) Storage: The VA will provide a room to be used by the contractor as a collection/storage area for the shredding materials. This room is intended for the storage of vendor containers.

4) National Holidays: The eleven holidays observed by the Federal Government are:

New Year’s Day Birthday of Martin Luther King Jr.

Washington’s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

Any other holiday specifically declared by the President of the United States to be a national holiday.

5) HIPAA: The contractor will complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) after award.

6) Shredding Service Sites:

At the CBOCs and other locations, the contractor will service the large, locked, centrally located 95- gallon bins, 64-gallon bins and 32-gallon consoles. The containers will be locked prior to collection and locked after collection. The contractor shall keep control of documents in their possession and ensure documents are locked and secure after final destruction.

Number of Containers and Frequency of Service: The Frequency of service for each shredding site is provided in the chart below. The estimated number and size of containers to be serviced at each site is also listed; however, the exact number of containers and size of containers to be serviced at each site shall be agreed upon after the award by the contractor and the COR.

Shredding Site 32-gal Console 64-gal Cart 95-gal Cart Frequency of Service

Iowa City VAMC 52 12 14 Weekly

Coralville Outpatient Clinic 0 0 6 Monthly

Davenport CBOC 15 0 0 Monthly

Davenport CRRC 2 1 0 Monthly

Waterloo CBOC 7 0 0 Monthly

Dubuque CBOC 1 1 0 Monthly

Galesburg CBOC 1 1 0 Monthly

Quincy CBOC 0 0 1 Monthly

Administration Bldg. 1 0 10 Monthly

Post Office-Federal Building 1 0 3 Monthly

Cedar Rapids Outreach Center 0 1 0 Monthly

Ottumwa CBOC 3 1 0 Monthly

Decorah CBOC 4 1 0 Monthly

Sterling CBOC 2 1 0 Every other Month (EOM)

Network Contracting Office23 2 0 0 Monthly

Burlington CBOC 2 0 0 Monthly

Cedar Rapids CBOC 6 0 0 Monthly

Shredding Services Sites:

Iowa City Veterans Affairs Health Care System 601 Hwy 6 West Iowa City, IA 52246

Coralville Outpatient Clinic 2213 2ND St Coralville, IA 52241

Quad Cities Community Based Outpatient Clinic 2826 W. Locust St Davenport, Iowa 52804

Davenport Outreach Center 415 N. Perry St Davenport, Iowa 52801

Waterloo VA Community Based Outpatient Clinic 4000 University Ave Suite 1 Waterloo, IA 50701

Dubuque VA Community Based Outpatient Clinic 2600 Dodge St.

Dubuque, IA 52003

Galesburg Community Based Outpatient Clinic 1090 W Carl Sandburg Dr Suite 100 Galesburg, IA 61404

Quincy Community Based Outpatient Clinic 6020 Broadway Quincy, IL 62305

Administration Bldg.

1410 S 1ST Ave Iowa City, IA 52246

Post Office-Federal Building (VA Offices only) 400 S. Clinton St.

Iowa City, IA 52240

Burlington Community Based Outpatient Clinic 1000 N. Roosevelt Ave Burlington, IA 52601

Cedar Rapids Outreach Center 3117 First Ave Southeast, Suite A Cedar Rapids, IA 52402

Ottumwa Community Based Outpatient Clinic 1020 North Quincy Avenue, Suite 1 Ottumwa, IA 52501

Decorah Community Based Outpatient Clinic 1106 Military Blvd Decorah, IA 52101

Sterling Community Based Outpatient Clinic 2901 East Lincolnway, Suite M Sterling, IL 61081

Network Contracting Office23 (NCO 23) 1303 5th St, Suite 300 Coralville, IA 52241

Cedar Rapids Community Based Outpatient Clinic 3500 Dalton Way, West Town Center, Suite 400 Cedar Rapids, IA 52404

Definitions as Used in this Statement of Work:

• Final Destruction – The process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that the records are not readable to any degree. If this final destruction is performed away from a VA facility, it must be performed by a Nation Association for Information Destruction (NAID) certified, bonded, and insured recycler or paper mill and any intermediary processes must protect the records until final destruction is completed.

• Interim Destruction – Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of records to a degree that does not definitively ensure that the records are not readable to any degree, but does ensure that the records are not readable to any degree without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction.

• Onsite – Physically located on the VA facility.

• Onsite Final Destruction – Acceptable methods of onsite final destruction for all content would include burning, pulping, and/or macerating. In addition, shredding with a shredder device that has a crosscutting capability to produce particles that are no larger than one millimeter by five millimeters (1 x 5 mm) in size, or that will pulverize/disintegrate paper material using disintegrator devices with a 3/32 inch security screen. Other means of final destruction may be approved by VA.

• Off-site – at a location other than on the VA facility.

• Off-site Final Destruction – An acceptable method offsite final destruction would be to shred the paper onsite to a minimum of 5/8 inch or less and then take the shredded paper off-site to be pulped and recycled. If this methodology is used, the contractor shall provide the VA Contracting Officer Representative (COR) with an unbroken VA chain of custody throughout the destruction process, otherwise known as cradle to the grave.

• Chain of Custody – A written means of tracking the records that have been marked for destruction throughout the entire destruction process until a certificate of destruction is received.

• Certification of Destruction – Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA records has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records.

• Personally-Identifiable Information (PII) – PII is any information about an individual including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and information which can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, biometric records, including any other personal information which is linked or linkable to an individual.

CBOCS

CBOC

Location

Point of Contact

Description Container

Size Needed Container Location

Comments

Burlington

CBOC

Brian Fischer 32 Gallon 102

32 Gallon 117

Cedar Rapids

Gene Peterson

Mental Health work room

32 Gallon 116

HBPC

32 Gallon 137

PT Gym area 32 Gallon 111

Specialty

32 Gallon 129

Cedar Rapids

CRRC

Sarah Whitmore

64 Gallon 108

Coralville

Nathan Mahaffy

95 Gallon 222

PACT

95 Gallon 197A

PACT

95 Gallon 197A

95 Gallon 223 by steps 95 Gallon 131

CBOC

Location

Point of Contact

Description Container

Size Needed Container Location

Comments

Reception room

95 Gallon 156A

Davenport

Cindy McGee

Admin work area

32 Gallon 107

Lab 32 Gallon 111

Radiology 32 Gallon 115

Telehealth 32 Gallon 116

Telehealth 32 Gallon 117

Telehealth 32 Gallon 120

Optometry 32 Gallon 118

Audiology 32 Gallon 137

Audiology 32 Gallon 143

Mental Health

32 Gallon 129

Home Based Primary Care

32 Gallon 199

PT Gym 32 Gallon 209

Sherrod PACT 32 Gallon In Hallway

Reddy Joshi PACT/Gimbel

PACT

32 Gallon

In Hallway

Glawe PACT 32 Gallon In Hallway

Davenport CRRC Jessica Mohr

32 Gallon B01

32 Gallon 103

64 Gallon 127

CBOC

Location

Point of Contact

Description Container

Size Needed Container Location

Comments

Decorah

Dana Helton

Front Office 32 Gallon 123

PACT team

32 Gallon 115

PACT team

32 Gallon 135

PT room 32 Gallon 138

Utility room 64 Gallon 120

Dubuque

CBOC

Teri Keleher 64 Gallon 162

32 Gallon 197

Federal Building

Rachel Murphy vestibule by elevators, no room number

95 Gallon 1st floor elevator

2nd Floor Break Room

95 Gallon 225A

2nd Floor Break Room

95 Gallon 225A

1st floor PT/OT Admin

Area 32 Gallon 135

Galesburg

Tammy Heap Admin work

32 Gallon 110

Printer/fax

64 Gallon 159

Ottumwa

Brian Fischer

32 Gallon 109

32 Gallon 126

32 Gallon 126A

64 Gallon 159

Quincy CBOC Danielle Terstriep

95 Gallon 169

Location

Point of Contact

Description Container Size Needed

Container Location

Comments

Sterling

CBOC

Tammy Heap PACT area 64 Gallon 155

MSA area 32 Gallon 109

PACT area copy room

32 Gallon 155C

Waterloo

Waterloo

Kathy Kroemer

Kathy Kroemer

Lab 32 Gallon 108

Admin area 32 Gallon 110A

Aud/Opt 32 Gallon 117

MH team room

32 Gallon 131

HBPC 32 Gallon 135

PACT room 32 Gallon 155

PACT room 32 Gallon 162

Business Office

Joseph Goedken

95 Gallon

95 Gallon

95 Gallon

95 Gallon

Business Office

Joseph Goedken

95 Gallon

95 Gallon

95 Gallon

32 Gallon

Network Contracting Office23

32 Gallon

Iowa City VHCS Locations

Building Location Description Size of Container

Bldg. 1 BW26 Lab Hallway 64

Bldg. 1 BW120 Near Lab Draw 32

Bldg. 1 BW120 Inside Lab 95

Bldg. 1 BW101 Outside LMS Office 32

Bldg. 1 BW103G Warehouse Mailroom

Bldg. 1 BS11 SPD Admin 32

Bldg. 1 BS04C Pharmacy Cubical

Area

Bldg. 1 BS04 Basement Pharmacy

Bldg. 1 BE19 Engineering/Mech anical Spaces

Bldg. 1 BE02 EMS Office 32

Bldg. 1 1W101 Across from elevator B on 1st floor.

Bldg. 1 1W201 ER front office/check in

Near both EDIS boards

Building Location Description Size of Container

Bldg. 1

ER nurses’ stations Near both EDIS boards

Bldg. 1 1W205 ER physicians work area

Bldg. 1 1W226 Clinic Managers

Office

Bldg. 1 1W40 Orthopedics admin 32

Bldg. 1

1W23

Orthopedics provider work room

Bldg. 1 1W37A Employee Health 32

Bldg. 1 1W22 Cashier 32

Bldg. 1 1W21 Enrollment 64

Bldg. 1 1W103c Pharmacy AO 32

1W101

Pharmacy provider area-special key

Pharmacy provider area-special key

Bldg. 1 1W101 Pharm CITC area 32

Bldg. 1 1W105 Pharmacy Booth 32

Bldg 1 1W146 Primary Care 95

Bldg. 1 1N12 Pain Clinic Hallway 32

Bldg. 1 1E07B Hallway near

ROI,

Travel, E&E Booths

Bldg. 1 1ST05 Hallway corner 64

2E18-29

95 Gallon already present

32 Gallon already present

Bldg. 1 2S05 Cardiology PACT Area- Personnel

Side Corner

Bldg. 1 2S14 MOHS Clinic-

Fax/Copy Area behind check-in

Bldg. 1 2W150 Radiology hallway-

95 already present

Bldg. 1 2W151G Radiology Admin

Hallway

Bldg. 1 2W16 Nuclear Med

Admin Office

Bldg. 1 2S01 Cardiology 32

Bldg. 1 2S39 Cardiology 32

Bldg. 1 3W21 Whole Health 32

Bldg. 1 3W10 Volunteer Services 32

Bldg. 1

3W10A

Hallway with NCM, Volunteer, telehealth

Bldg. 1 3E19A Hallway 95

Bldg. 1 3E15 Director's Suite 32

Bldg. 1 4E15 Nurses Station 32

Bldg. 1 4E21 Work area 32

Bldg. 1 4th Floor “B”

Bank Elevator

Hallway 95

Bldg. 1 4W123 Sterile Core Room 32

Bldg. 1 4S06 OR Control Room 32

Bldg. 1 4W14C Urology Check in 32

Bldg. 1 4W18H Urology Nurses 32

Bldg. 1 4W12 Urology Providers 32

Bldg. 1 4W39 ICU Nurses Station 32

Bldg. 1 5 B Bank Elevator Hallway 95

Bldg. 1 5W Nurses Station 32

Bldg. 1 5E Nurses Station 32

Bldg. 1 5S04 Dialysis Check in 32

Bldg. 1 6E04 Office 32

Bldg. 1 6E10 Clinic Check in 32

Bldg. 1 6E17B Staff work room 32

Bldg. 1 6E37 Staff work room 32

Bldg. 1 6 B Bank Elevator Hallway 95

Bldg. 1 6W19A Hallway 32

Bldg. 1 6W24 Reception/Hall 32

Bldg. 1 7E Nurses Station 32

Bldg. 1 7E 01 Office 32

Bldg. 1 8E 11 Office 32

Bldg. 1 8E 17 to 8E 29 Admin Hallway 32

Bldg. 1 8W 07 Office 32

Bldg. 1 8W 13 Front Desk 32

Bldg. 1 8E B elevator 95

Bldg. 1 9W Nurses Station 32

Bldg. 1 9E14 Check in 32

Bldg. 1 9E24 Work area 32

Bldg. 1 9E36 Copier Work area 95

Bldg. 2 114C HR-Outside Office 64

Bldg. 2 204Q Engineering Space 64

= Building 1

= Building 2

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

LANGUAGE FOR INCLUSION INTO CONTRACTS

GENERAL

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.

NARA Records Management Language for Contracts:

httphttps://www.archives.gov/records-mgmt/policy/records-mgmt-language

We are pleased to announce that the Records Management Contract Language has been updated on our records management website. NARA has long-provided sample language to use in contracts. This update reflects changes in the way Government creates and manages records and current legal obligations.

Federal agencies need to determine what Federal records management requirements should be included in their contracts. Federal contractors often create, send, or receive Federal records. Contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

This language should not replace specific records management requirements included within Federal information system contracts.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products.

The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in https://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html https://www.archives.gov/records-mgmt/policy/records-mgmt-language connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Department of Veteran Affairs] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Department of Veteran Affairs] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

The following standard Items relate to records generated in executing this contract and should be included in a typical contract where records could possibly be created, maintained or dispositioned:

ADD THE FOLLOWING 11 ITEMS TO THE STATEMENT OF WORK (SOW):

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

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

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

4. [VA Nebraska-Western Iowa Health Care System] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of [VA Nebraska-Western Iowa Health Care System] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [VA Nebraska-Western Iowa Health Care System]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and [VA Nebraska- Western Iowa Health Care System] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [VA Nebraska-Western Iowa Health Care System] policy.

8. The Contractor shall not create or maintain any records containing any non-public [VA Nebraska-Western Iowa Health Care System] information that are not specifically tied to or authorized by the contract.

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

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

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.