PWS Mobile Document Destruction Services (MDDS) FOR REVIEW ONLY.pdf

Performance Work Statement

DEPARTMENT OF VETERANS AFFAIRS

Consolidated Patient Account Centers (CPAC’s)

National Mobile Document Destruction Services (MDDS)

Date: April 13, 2021

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1. PURPOSE

The Contractor shall furnish Mobile Document Destruction Services (MDDS) at the following locations:

• West Consolidated Patient Account Center (WCPAC): Las Vegas, Nevada

• North East Consolidated Patient Account Center (NECPAC): Lebanon, Pennsylvania

• Mid-South Consolidated Patient Account Center (MSCPAC): Smyrna, Tennessee

• North Central Consolidated Patient Account Center (NCCPAC): Middleton, Wisconsin

• Mid-Atlantic Consolidated Patient Account Center (MACPAC): Asheville, North

Carolina

• Central Plaines Consolidated Patient Account Center (CPCPAC): Leavenworth, Kansas

• Florida Caribbean Consolidated Patient Account Center (FCCPAC): Orlando, Florida

2. SCOPE

The contractor shall provide all-inclusive MDDS at each CPAC site based on the frequency established herein. All-inclusive includes all labor, supervision, lockable containers (varying in size), transportation, and any other equipment and services necessary to meet or exceed the requirements contained in this PWS. The Contractor shall be responsible for delivery, distribution, and removal of collection containers at each CPAC site as needed. All shredding shall take place at Government facilities or grounds and shall be witnessed by a CPAC employee authorized to witness destruction of sensitive VA material.

The contractor shall shred materials in accordance with VA Directive 6371 – Destruction of Temporary Paper Documents. Types of paper that can be expected are office paper and computer paper, any color or type. Also, limited quantities of incidentals such as paper clips, staples, rubber bands and other types of paper can be expected.

The contractor shall provide secure lockable containers to collect and store materials to be shredded until such time that shredding of the materials occurs. The containers must be secured in a manner that prohibits unauthorized individuals from accessing temporary paper records identified for destruction that have been deposited into them.

3. REFERENCES

3.1. Contractor shall comply with VA Directive 6371, Destruction of Temporary Paper Documents.

Directive_6371_8_A pr_2014.pdf

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4. QUALIFICATIONS

4.1. The Contractor shall be National Association for Information Destruction (NAID) AAA 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 VA Directive 6371, Destruction of Temporary Paper Documents, Appendix A.

5. PERFORMANCE REQUIREMENTS

5.1. Task:

The Contractor shall provide at each location all supervision, labor, equipment, and lockable containers necessary to perform on-site document shredding. The Contractor shall be responsible for distribution and placement of all containers; as well as, pick-up and removal of all containers throughout the duration of this contract.

5.2. Shredding:

The Contractor shall arrive with equipment capable of performing all destruction on-site.

Contractor equipment shall shred articles within a Maximum Cross Cut/Micro-cut Size Range of 3/64” squared (or smaller within the DIN 66399 Security Level P-5 range or until unrecognizable) per the National Association for Information Destruction (NAID) standards for mobile units. Contractor must have the capability of shredding large volumes of materials per hour to reduce the time utilizing limited VA assets (e.g. employees & warehouse dock space).

5.3. Deliverables:

Certificate of Destruction. The Contractor shall furnish a witnessing government representative with a Certificate of Destruction indicating how much material was shredded before leaving grounds.

6. CONTAINERS / VEHICLE STAGING AREA & WORK HOURS

6.1. CONTAINERS. The following lists the physical address, preferred pick up required, frequency of pick up, quantity of containers and container sizes.

West Consolidated Patient Account Center (WCPAC) – 1085 Palms Airport Drive suite 140, Las Vegas, Nevada 89119--- inside pick up escort required-Weekly P/U-(10 qty) 35”h x 19” w x 19” d

North East Consolidated Patient Account Center (NECPAC) – 1700 S. Lincoln Ave, Bldg 2, Lebanon, Pennsylvania 17042--- inside pick up escort required-Monthly P/U-(32 qty) 35”h x 19” w x 19” d (2 qty) 96 gallon (wheeled)

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Mid-South Consolidated Patient Account Center (MSCPAC) – 1412 Hazelwood Drive, Smyrna, Tennessee 37167--- inside pick up escort required-Weekly P/U-(12 qty) 13 gallon, (5 qty) 65 gallon (wheeled)

North Central Consolidated Patient Account Center (NCCPAC) – 8001 Terrace Ave, Middleton, Wisconsin 53562—at loading dock-Weekly P/U- (8 qty) 65 gallon (wheeled)

Mid-Atlantic Consolidated Patient Account Center (MACPAC) – 128 Bingham Road Suite 500, Asheville, North Carolina 28806--- at loading dock-Monthly P/U- (15 qty) 96 gallon (wheeled)

Central Plains Consolidated Patient Account Center (CPCPAC) – 3819 Franklin Ave Bldg 19, Leavenworth, Kansas 66048--- at loading dock-Monthly P/U-(14 qty) 65 gallon (wheeled) (2 qty) 96 gallon (wheeled)

Florida Caribbean Consolidated Patient Account Center (FCCPAC) – 2500 Lakemont Ave, Orlando, Florida 32814--- inside pick up escort required-Monthly P/U-(12 qty) 65 gallon (wheeled)

Note: Contractor Check-In: The contractor's pick-up/shredding employees will report to the location's designated VA COR, prior to the performance of each pick-up/shredding service.

6.2. WORK HOURS.

Contractor may perform services during the hours of 8:00 a.m. through 4:00 p.m. (local time), Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the appointed Contracting Officer Representative (COR).

6.2.1. RECOGNIZED HOLIDAYS. The following approved holiday are shown in Table 6.3.1.

Under normal circumstance, contractor is not required to perform services during Federal Holidays. When a holiday falls on Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the U.S. Government agencies.

Holiday Date Month

New Year’s Day 1st January Martin Luther King Jr.’s

3rd Monday January

President’s Day 3rd Monday February Memorial Day Last

May

Independence Day 4th July Labor Day 1st Monday September Columbus Day 2nd Monday October Veterans Day 11th November Thanksgiving Day 4th

November

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Christmas Day 25th December Table 6.3.1

6.4.1 Type of Contract. The Government anticipates award of a Firm Fixed-Price contract.

This contract will consist of a one-year (1) plus four (4) additional one-year (1) option periods

7. ADDITIONAL REQUIREMENTS

7.1. TECHNICAL.

7.1.1. Shredding: Contractor owned and operated Mobile Shredding Vehicle equipment shall be capable of cross cutting shred articles to the Maximum Cross Cut/Micro-cut Size Range of 3/64” squared (or smaller within the DIN 66399 Security Level P-5 range or until unrecognizable).

7.1.2. Mobile Shredding Vehicles: Contractor must have the capability to provide a sufficient number of mobile shredding vehicles to accommodate the shredding volume of the CPAC sites in addition to the Contractor's normal volume of business. Contractor must have the capability of shredding large volumes of materials per hour to reduce the amount of time utilizing limited warehouse loading dock space.

7.1.3. Secure Collection Containers: The contractor shall provide secure lockable containers to collect and store materials to be shredded until such time destruction of the materials occurs. The contractor shall be required to provide containers that are adequate in size to accommodate the need of the office or centralized location (smaller containers for low volume, larger containers for higher volume). All containers and carts shall possess locking mechanisms and locks that can be opened with a master key.

7.1.4. All materials to be shredded are to be contained during transfer from government custody to destruction vehicle to prevent loss from wind or other atmospheric conditions.

7.1.5. The task of document destruction shall be conducted from start to finish on-site at the designated CPAC locations and witnessed by a Government employee or, if authorized by VA CPAC officials that created the records, a contractor employee may act as witness.

7.1.6. Subject to criminal prosecution, contractor personnel shall comply with all manner of confidentiality when engaging in the destruction of all Department of Veterans Affairs records.

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7.1.7. Contractor drivers and helpers must wear a specific uniform with company logo and shall wear a name badge above the waist identifying the company and employee.

7.1.8. Contractor shall provide a written schedule of the days and times of performance at each facility listed in this contract. Contractor is required to perform shredding/pick-up on days agreeable to both the CPAC and the Contractor. Any changes to the schedule shall be requested by the Contractor in writing and approved in advance by the COR prior to performance at the facility. The contractor shall schedule times during normal business hours which are between 8:00am and 4:00 pm, Monday through Friday, except Federal Holidays – reference Table 6.3.1.

8. Billing and invoicing

8.1.1 Contractor shall provide on a monthly basis and included on one (1) invoice to the

Department of Veterans Affairs (CPAC) for all seven (7) Consolidated Patient Account Centers (CPAC’s) to avoid accounting issues if applicable. Invoices shall be submitted electronically, in arrears: By the 20th day of the following month after services have been rendered and accepted.

8.1.2 In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment

8.1.3 The Contracting Officer's Representative (COR) shall conduct an initial orientation to the facilities; however, thereafter the Contractor shall be responsible for conducting orientations to new Contractor employees.

8.2 SECURITY.

8.2.1 Contractor employees shall be pre-authorized to witness destruction of the record.

8.2.2 Any contractor personnel found to be reading any of the Department of Veterans Affairs materials shall be promptly removed from the premises where the job is being performed and the person/s involved shall not be allowed to return for any future service requests.

8.2.3 The contractor shall maintain a contingency plan for instances where (1) equipment malfunction occurs during the shredding process and (2) when a Mobile Shredding Vehicle breaks down in route to a CPAC Location for a scheduled shredding.

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8.2.4 Contractor shall maintain a current listing of employees performing this contract. The list shall include the employee's name, address, phone number, social security number, position, level of clearance. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Office or Contracting Officer's Representative (COR) upon request.

8.2.5 Contractor personal shall report any information or circumstances of which they are aware may pose a threat to the security of Department of Veterans Affairs personnel, contractor personnel, resources, and classified and unclassified information.

8.2.6 Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor-owned or privately-owned vehicle while on the property of the CPAC.

8.2.7 If the Contracting Officer finds it in the best interest of the Government, he/she may at any time during the performance of this contract order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of on-site building rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government.

8.2.8 In the event of an accident at any CPAC site, the Contractor shall immediately notify the Contracting Officer and COR in writing to include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved;

and (4) a narrative or description of the accident to include chronological order of the accident, events, and circumstances.

8.2.9 The Contractor shall not hold any discussions or release any information relating to the contract to anyone not having a direct interest in performance of this contract, without written consent of the Contracting Officer. This restriction applies to all news releases of information to the public, industry, or Government agencies.

8.2.10 The Contractor shall not advertise information about projects preformed for this contact without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-webpages, magazines, newspapers, and similar promotions.

8.2.11 Contractor shall maintain an effective internal quality control to ensure that safety measures and item security are kept at the highest levels according to applicable laws, ordinances and regulations (Federal, State City or otherwise) covering these services under the contract.

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9 Contractor shall provide:

Evidence of current National Association for Information Destruction (NAID) certification for the contractor performing the destruction (e.g. contractor, subcontractors, or third parties); or Evidence to satisfy the standards outlined in VA Directive 6371, Destruction of Temporary Paper Documents, Appendix A for a non-NAID-certified contractor performing the destruction (e.g. contractor, subcontractors, or third parties)

It is recommended that the contractor shall be a member of and adhere to the following organizations and Privacy Laws:

NAID (National Association for Information Destruction, Inc.)

GBLA (Gramm-Leach-Bliley Act)

FACTA (Fair and Accurate Credit Transaction Act)

SOX (Sarbanes-Oxley section 802)

10 PERFORMANCE STANDARD

10.1 The Government representative shall be responsible for monitoring the Contractor's performance.

Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, Government representative and/or other CPAC/VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the Government. The Contractor shall notify the Contracting Officer and the Government representative when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the Government shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government’s rights outlined in 52.212-4.

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10.2 Performance Standard Requirements Summary Matrix

Factor No.

Performance Indicators

Performance Standards

Acceptable Quality Level

(AQL)

Method of Surveillance Incentive (Positive &/or Negative) (Impact on Contractor Payments)

Quality of Service – On-site document destruction services (reference PWS, para 5 –

5.3 & 7 – 7.2.10)

Services shall meet or exceed PWS requirements.

90% per occurrence Observation by COR.

Positive: Acceptable performance rating in Contractor Performance Assessment Reporting System (CPARS)

Negative: Deduct up to % of service not accomplished, reperformance until performance standard is met, and/or adverse

CPARS.

Timeliness of Service – Contractor adheres to service schedule (reference PWS, para 7.1.8.)

Contractor to perform services during normal business hours in accordance with agreed schedule.

90% of service requests.

Observation by COR.

Positive: Acceptable rating in CPARS

Negative: May result in adverse CPARS

Reporting – Certificate of Destruction, (reference PWS, para 5.3)

Contractor to provide Certificate of Destruction.

100% of service

Reporting – Employee Listing.

(reference PWS, para 7.2.4)

Contractor to provide employee listing upon request.

100% of

Prompt & accurate invoice submission – Invoicing (reference PWS, para 8 – 8.1.3.)

Contractor shall submit a properly prepared invoice in accordance with invoicing instructions.

2 occurrences (per 12-month period) during contract duration

Certification of invoice(s) for payment by the COR

Positive: Acceptable rating in CPARS

Negative: May result in delay of payment processing &/or adverse

CPARS.

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