ATTCH 1 PWS Document Shredding 04152025.pdf

Performance Work Statement (PWS) Document Shredding Service

04/15/2025

TABLE OF CONTENTS

1. INTRODUCTION

2. DESCRIPTION / SCOPE / OBJECTIVE

3. APPLICABLE DOCUMENTS

4. PERFORMANCE REQUIREMENTS

5. PERFORMANCE LOCATION AND HOURS

6. CONTRACTOR PERSONNEL AND MANAGEMENT

7. TRAVEL

8. NON-PERSONAL SERVICE STATEMENT

9. CONTRACT MANAGEMENT

10. INCIDENT MANAGEMENT

11. TRAINING

ATTACHMENT 1 – PERFOMANCE WORK STATEMENT (PWS)

1. INTRODUCTION

The James A. Haley Veterans’ Hospital (JAHVA) is an accredited comprehensive medical provider, providing general medical, surgical, inpatient and outpatient mental health services to an estimated Veteran population of more than 150,000. The JAHVA also includes centers for AIDS/HIV, prosthetic treatment, and spinal cord injury rehabilitation, as well as a Geriatric Research, Education, and Clinical Center and is recognized as a Center of Excellence in Spinal Cord Injury Research, Substance Abuse Treatment and Chest Pain. The JAHVA consists of one Medical Center (hospital), several Community Based Outpatient Clinics (CBOC), Vet Centers and warehouses spanning across the Tampa Bay area.

2. DESCRIPTION / SCOPE / OBJECTIVE

2.1 The JAHVA, Environmental Management Service, requires routine sensitive document shredding services. The Contractor shall provide all labor, supervision, supplies, equipment, tools, materials, all supplementary or miscellaneous items, appurtenances and devices incidental to or necessary for successful completion of the requirements as herein defined for routine sensitive document and pill bottle destruction/shredding services.

The types of paper will be co-mingled and will include office paper, any color any type, labels, post-it notes, forms, etc. This list is not all-inclusive and may include compact disks (CD), floppy disks, other storage media, and limited quantities of incidentals such as staples, paper clips, envelopes, file folders, newspapers, rubber bands and other types of paper. All shredded material must be used for recycling purposes and cannot be sold as packing material. All shredding shall take place at Government facilities or grounds and shall be witnessed by a VA employee.

2.2 Definition: VA Sensitive Information/Data:

• All Department data, on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information.

• The term includes information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, records about individuals requiring protection under various confidentiality provisions such as the Privacy Act of 1974 and HIPAA Privacy Rule, and information that could be withheld under the Freedom of Information Act.

• Examples of VA sensitive information include the following: Individually-identifiable medical, benefits, and personnel information, financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information, information that is confidential and privileged in litigation, such as information protected by the deliberative process privilege, attorney work product privilege, and the attorney-client privilege, and other information which, if released, could result in violation of law or harm or unfairness to any individual or group, or could adversely affect the National interest or the conduct of Federal Programs.

3. APPLICABLE DOCUMENTS

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

3.1 GLOSSARY:

GLOSSARY

AQL Acceptable Quality Level

CBOC Community-Based Outpatient Clinic(s)

CMP Contract Management Plan COR Contracting Officer’s Representative CO Contracting Officer

EMS Environmental Management Service IAW In Accordance With

JAHVA James A. Haley Veterans Hospital PWS Performance Work Statement POC Point of Contact PCR Project Completion Report

VAMC VA Medical Center

3.2 REGULATIONS:

APPLICABLE DOCUMENTS (REGULATIONS)

Federal Acquisition Regulation

(FAR)

https://www.acquisition.gov/browse/index/far

Veterans Administration Acquisition Regulation (VAAR) https://www.va.gov/oal/library/vaar/vaar852.asp

Health Insurance Portability and Accountability Act of 1996 (HIPAA) https://www.ihs.gov/hipaa/

VA Directive 6371 (Apr. 8, 2014), Destruction of Temporary Paper Records https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=742&FType=2

VHA Directive 6300 (Oct. 22, 2018, Records Management https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=8113

4. PERFORMANCE REQUIREMENTS

The Contractor shall shred materials in accordance with regulations referenced in PWS Section 3 at the facilities listed in PWS Section 5.1. All work will be done in accordance with the requirements of the solicitation and VA Directive 6371.

4.1 The Contractor shall deliver approximately 457 lockable bins to house all sensitive documents for shredding. Delivery should occur within thirty (30) calendar days of contract award. Contractor shall provide additional lockable containers as needed or required by the Government during the performance of the contract.

4.2 Contractor shall shred all paper before leaving the facility grounds. All material is to be crosscut.

4.3 Contractor shall provide lockable containers of a size to sufficiently contain and secure the number of sensitive documents disposed of in between document destruction. An estimated sizes and quantities the contractor shall provide are as follow: 336 each 32gal. consoles; 106 each 64 gal. bins; and 27 each 95 gal.

4.4 Contractor shall provide a key to the lockable containers to the Contracting Officer Representative (COR) to use in case of emergency.

4.5 Contractor shall not allow anyone access to the shredding containers without permission from COR or Contracting Officer (CO).

4.6 Contractor shall be responsible for visual inspection of locks. Any damaged or broken locks will be replaced by Contractor.

4.7 Containers will be placed in centralized locations throughout the JAHVA. Location of where to place the lockable containers at each facility will be provided upon award of contract. The lockable containers will have informative labels to aid in identification and use.

4.8 The Contractor must provide equipment to do all shredding onsite. Outcome of materials shall be unrecognizable, and impossible to reconstruct and sized no larger than necessary for recycling. The delivery vehicle(s) used in the performance of this contract shall be licensed, registered and insured. The VA reserves the right to inspect the Contractor’s equipment and vehicles.

4.9 Certificate of Destruction Service Report (CDSR): The Contractor shall provide a CDSR upon completion of each destruction site visit. The CDSR shall contain the date of destruction, total weight of destructive material, and site location where sensitive material was destroyed.

a. CDSR shall be furnished to the COR via email within two (2) business days of completed service for inspection and acceptance.

b. COR shall provide Contractor with deficiencies leading to the rejection of any CDSR. The COR shall identify in writing the corrections that must be made to facilitate Government acceptance.

c. Contractor shall resubmit the CDSR with all corrections via email within 24 hours.

5. PERFORMANCE LOCATION AND HOURS

5.1 All contract performance under this PWS shall occur at the following location listed on “PWS -

ATTACHMENT 1.

5.2 Document shredding services at the James A. Haley Veterans Hospital will be provided as follows:

• James A. Haley Veterans Hospital, Bruce B Downs Blvd, weekly on Fridays, between the hours of 8:00am to 4:30pm.

• Tampa VA Outpatient Clinics and the surrounding CBOC’s, and all other locations here listed biweekly (once every two weeks) on Thursdays, between the hours of 8:00am to 4:30pm.

• If the pick-up days falls on a holiday, the Contractor shall be required to perform services on the next business day following the holiday.

6. CONTRACTOR PERSONNEL AND MANAGEMENT

6.1 Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization and administrative controls necessary to meet the contract specifications and requirements.

6.2 Contractor Badges. Contractor personnel shall wear a laminated contractor identification badge at all times when performing services under this Contract. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

6.3 All Contractor personnel attending meetings or working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such.

6.4 Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. VA Police has full authority for law enforcement and security activities on VA property and shall have the express right to inspect for security violations at any time during the term of the contract.

6.5 All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

6.6 The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Public Affairs Officer.

6.7 The following standards of conduct are applicable to all contractor personnel on the premises for the express purpose of performance under this PWS:

a. Personnel Conduct: Contractor personnel shall conduct themselves in a professional manner (i.e.

timeliness, communication; spoken, written, and limit access to the assigned areas.). The Government may require the Contractor to remove any employee performing under this contract for reasons of suspected misconduct, security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not be liable for any expenses incurred due to the removal of Contractor personnel.

b. Weapons: Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

c. Clothing, Appearance, and Personal Hygiene: Contractor personnel shall be professionally dressed in attire suitable to the work being performed in accordance with the PWS. Contractors’ appearance shall be neatly groomed. Contractor clothing or uniforms shall be clean, neat, and free of large stains (no larger than a quarter in size). Contractor shall utilize sufficient personal hygiene practices so as not to be odoriferous.

d. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

e. Contractor personnel shall restrict their movements to the areas described within the PWS, restrooms within the local vicinity and public common areas such as the Canteen and smoking areas;

i.e. Contractor personnel should not wander the halls of the Medical Center and be found in areas outside of reasonable proximity of the designated performance areas during scheduled performance hours.

7. TRAVEL

This requirement does not require travel outside of the locations provided.

8. NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services in accordance with this PWS will be controlled, directed, and supervised at all times by Contractor management personnel. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

9. CONTRACT MANAGEMENT

The contract shall be managed through the Government Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP).

9.1 Post-Award Contract Kick-Off Meeting: The purpose of this meeting is to ensure a mutual understanding of the requirements as outlined within the PWS. Prior to contract performance, the Contracting Officer will arrange for a meeting with the Contractor and COR to discuss the work in general, address any Contractor questions, to include contract administration matters and issues for clarification, that require resolution before performance commences.

9.2 Site Access: The Government shall coordinate the scheduling of work to coincide with site access.

The Government shall be responsible for providing access to the respective areas scheduled for performance.

9.3 The Contractor shall furnish the names of all Contractor personnel to be on-site per visit, via e-mail.

The names shall be provided seven (7) business days prior to the scheduled service date. The

Contractor shall alert the Government to any changes in personnel as soon as the need for a change is known.

10. INCIDENT MANAGEMENT

10.1 The Contractor shall immediately communicate any accidents, equipment, or environmental damages that are seen prior to or during contract performance to the COR.

a. The Contractor shall notify the COR immediately.

b. The Contractor shall provide the Government with a written Incident Report, to include the time, date, location, description of the incident, and names of involved parties.

c. Examples of such incidents that need to be reported include but are not limited to, breach of containment area, unauthorized personnel entering performance sites, vandalism, etc.

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

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

10.4 With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach.

Notifications need to be made in accordance with the executed business associate agreement.

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

11. TRAINING:

11.1 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training and Privacy and HIPAA Training. The successful Contractor shall be required to be in compliance with HIPAA requirements and will be required to sign a Business Associate Agreement with the VA. This training can be accessed online through the VA Learning Management System (LMS) or the VA can provide a video to the Contractor to show to its employees that will be performing on this contract. Proof of training is required. The COR will provide the details required for obtaining the VHA Privacy Policy Training. (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior.

11.2 The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required.

11.3 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.

ATTACHMENT 1 - PWS

NO James A. Haley Veterans Hospital Performance Locations

1 James A. Haley VA Medical Center - 13000 Bruce B. Downs Blvd, Tampa FL 33612

2 Outpatient Pharmacy – 12210 Bruce B Downs Blvd, Tampa, FL 33612

3 Dermatology Clinic – 12210 Bruce B Downs Blvd, Tampa, FL 33612

4 Audiology Clinic – 14020 N 46th St, Tampa, FL 33613

5 Safety Center - 8900 Grand Oak Circle, Tampa FL 33637

6 Home Telehealth - 8900 Grand Oak Cir. Suite 200B Rm.232/233 Tampa, FL 33637

7 Outpatient Clinic - 10770 N. 46th St. Tampa, FL 33617

8 Ophthalmology - Eye Clinic - 10770 N 46th St, Tampa, FL 33617

9 Domiciliary - 4700 North Habana Ave. Tampa, FL 33614

10 Call Center - 10770 N 46th St. Suite A300 Tampa, FL 33617

11 CWT - 10770 N 46th St. Suite 400 Tampa FL 33617

12 HPBC - 10770 N 46TH St. #850 Tampa 33617

13 Per Diem Office - 10770 N 46th St. #200 Tampa 33607

14 Homeless Vet Center - 10770 n 46TH St. #100 Tampa 33617

15 Compensation & Pension North Office 14020 N 46Th St. Tampa, FL 33613

16 Compensation & Pension South Office 10770 46Th St. Suite A-200 Tampa, FL 33613

17 Domiciliary – 4700 N. Habana Ave. Tampa, FL 33614

18 Procurement Business Division – 8875 Hidden River Parkway Tampa, FL33637

19 Finance Department - 8875 Hidden River Parkway Tampa, FL33637

20 Field Service Office - 8875 Hidden River Parkway 2nd Floor Tampa, FL33637

21 Brooksville CBOC – 14540 Cortez Blvd. Brooksville, FL 34613

22 Physical Therapy – 14530 N. 42nd St. Tampa, FL 33614

23 Recovery Center – 14517 Bruce B. Downs Blvd. Tampa, FL 33613

24 Lakeland Multi – 4231 S. Pipkin Lakeland, FL 33811

25 Lakeland CBOC – 4237 S. Pipkin, Lakeland, FL 33811

26 Lakeland Vet Center – 1370 Ariana Street, Lakeland, FL 33803

27 New Port Richey OPC- 9912 Little Rd. New Port Richey, FL 34654

28 Mental Health Annex - 7701 Little Rd. New Port Richey, FL 34654

29 New Port Richey Dental Clinic - 5138 Deer Park Dr. New Port Richey, FL 34654

30 Whole Health - 8900 Grand Oak Circle, Wing B, 1st Floor Tampa, FL 33637

31 Human Resources Office – 8900 Grand Oaks Circle, 3rd floor Tampa, FL 33637

32 Pasco OPC Eye Clinic – 11031 US Highway 19, New Port Richey, FL 34668

33 PASCO Vet Center – 5139 Deer Park Drive, Newport Richey, FL 34653

34 Zephyrhills CBOC – 11031 US Highway 19, New Port Richey, FL 34668

35 Mental Health Clinic - 6938 Medical View Zephyrhills, FL 34662

36 Home Oxygen - 5910 Breckenridge Parkway, Suite E, Tampa, FL 33610

37 Primary Care Annex – 13515 Lake Terrace LN, Tampa, FL 33637

38 Tampa Vet Center – Fountain Oaks Business Plaza – 3637 W. Waters Avenue, Suite 600, Tampa, FL 33609

39 South Hillsborough CBOC – 12920 Summerfield Crossing Blvd, Riverview, FL 33579

40 Lecanto Clinic – 2804 West Marc Knighton Court #A, Lecanto, FL 34461