S02 36C10X24R0068.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

TIME

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

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

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

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

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

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

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

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

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

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C10X24R0068 08-19-2024

Maribel Fratina, maribel.fratina@va.gov 08-30-2024

10:00am EST

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

X 100

X

561990

$16.5 Million

N/A

X

Financial Operations Service (FOS)

VA Records Center & Vault Facility

Neosho, Missouri 64850

36C10X

Strategic Acquisition Center - Frederick

5202 Presidents Court, Suite 103

Frederick MD 21703

TBD

VAFSC

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(see Section B.1 invoicing/payment)

Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

VA Mobile Shredding Services- Firm Fixed Price (FFP) Single

Award (SA), Blanket Purchase Agreement (BPA)

See B.2 for Performance Work Statement (PWS).

Questions are due no later than (NLT) 23 August 2024, at

10:00 am Eastern Standard Time (EST).

See Item 8 for proposal due date/time.

Anticipated Period-of-Performance:

BASE: 09 September 2024 through 08 September 2025

Option Period One: 09 September 2025 through 08 September 2026

Option Period Two: 09 September 2026 through 08 September 2027

Option Period Three:09 September 2027 through 08 September 2028

Option Period Four: 09 September 2028 through 08 September 2029

See CONTINUATION Page

X X

Michael Silva

Contracting Officer mailto:maribel.fratina@va.gov

36C10X24R0068

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE SCHEDULE

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

C.3 52.216-4 ECONOMIC PRICE ADJUSTMENT—LABOR AND MATERIAL (JAN

2017)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 57

C.6 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS

SUBCONTRACTORS (MAR 2023)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.10 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.11 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 68

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.2 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT

TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (FEB 2016)

E.3 ADDENDUM To FAR 52.212-1 INSTRUCTIONS TO OFFERORS

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

SERVICES (NOV 2021)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) 98

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 VAAR 852.273-70 LATE OFFERS (NOV 2021)

E.11 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (NOV 2021)

E.12 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

A. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the individuals identified in the Contract Point of Contact List (provided with the final award).

Points of Contact (POCs):

Unless and until updated by the responsible Contracting Officer, all contract administration matters will be handled by the following individuals:

Contractor: TBD

Government: Strategic Acquisition Center – Frederick, 36C10X Contracting Officer

Michael Silva michael.silva3@va.gov

Contract Specialist

Maribel Fratina maribel.fratina@va.gov

Contracting Officer’s Representative (COR) Kim Tuggle Kim.tuggle@va.gov

B. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer— System for Award Management.

C. INVOICES: Invoices shall be submitted monthly in arrears based upon delivery and acceptance; review and approval of the hours completed by the COR. In accordance with FAR 52.212-4 (g) only proper invoices that contain documentation of services performed will be accepted.

D. CHANGES: Any changes to this PWS and associated tasks shall only be authorized and approved through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in the contract folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

E. CONTRACT TYPE: This is a Firm Fixed Price, single award Blanket Purchase Agreement (BPA), in accordance with FAR 13.303 Blanket Purchase Agreements (BPA). Orders will be placed as the Government need is identified and funding is available.

F. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests mailto:maribel.fratina@va.gov mailto:Kim.tuggle@va.gov

G. MANDATORY ELECTRONIC INVOICE SUBMISSION: Contractors are required to submit payment requests in electronic form in accordance with the submission instructions below:

TUNGSTEN (fka OB10) ELECTRONIC INVOICE SUBMISSION FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

• VA’s Electronic Invoice Presentment and Payment System – The Financial Services

Center (FSC) in Austin, TX uses a third-party Contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten- network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National

Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

***All invoices submitted through OB10 to the VA-FSC should mirror vendor’s current submission of Invoice, with the following items required:

• Contract/Task Order Number:

• Contractor’s System for Award Management (SAM) Unique Entity ID Number

• Contractor’s “Remit Address” information

• Contractor’s contact information: (Personal Name, Email, and Phone)

• Contractor’s VA point of contact information: (Personal Name, Email, and Phone)

• Period of Performance dates (Beginning and Ending)

• Note, invoices will only be paid once the COR is in receipt of a signed Final Certificate of Destruction for each completed job

Vendor e-invoice Set-up information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

• Tungsten e-Invoice setup information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@tungsten-network.com

• VA TUNGSTEN Number: AAA544240062

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• http://www.fsc.va.gov/einvoice.asp http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@tungsten-network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp

COMMUNICATIONS:

• https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests

• http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

H. BPA ORDERING PROCEDURES: The CO is responsible for providing overall scope oversight, maintaining communication between contractors and VA, ensuring contract compliance, and administering the blanket purchase agreement (BPA) and modifications. The CO is also responsible for ensuring that orders issued under the BPA are within the scope of the BPA, issuing and administering all orders, overseeing payment or rejection of invoices, and ensuring that annual performance evaluations are completed either at the BPA or order level.

The CO is the only person with authority to obligate the Government under the BPA or any order, authorize changes to the terms and conditions of the BPA or any order, or otherwise bind the Government under the BPA or any order.

The CO reserves the right to designate a Contracting Officer’s Representative (COR) at the BPA or individual order level. The CO will issue a designation letter to the COR and the contractor to ensure that all parties understand the limited authority of the COR.

a. Order Procedures: Each Task Order will contain a Performance Work Statement (PWS), describing the program to be supported, a description of the task, the deliverables, an order start and completion date. The BPA holder will respond to the PWS, a proposed technical solution including labor mix and hours, material, and a proposed price for the order.

b. Failure to submit a BPA Task Order Response without sufficient justification, may be considered negative past performance, and may jeopardize the award of future BPA Call Orders.

c. Repeated failures to respond or perform services, may result in the BPA being cancelled, and may result in negative past performance.

I. EXTENT OF OBLIGATION: This BPA does not obligate any funds. The Government is obligated only to the extent of authorized orders issued against this BPA by the Contracting Officer.

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

AMENDMENT NO DATE

https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-%20lectronic-submission-of-payment-requests https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-%20lectronic-submission-of-payment-requests https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-%20lectronic-submission-of-payment-requests http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

B.2 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

1.0 INTRODUCTION: This is a non-personal services contract to provide mobile shredding support services for the Department of Veterans Affairs (VA), Records Center & Vault (RCV) located in Neosho, MO. The Government will not exercise any supervision or control over the Contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary as defined in this PWS.

2.0 BACKGROUND

The Department of Veterans Affairs (VA) stores 1.8 million boxes of physical records containing confidential and sensitive information at their Records Center & Vault (RCV) warehouse located in Neosho, Missouri. As temporary records meet agency retention, VA station records officers authorize destruction that must be carried out utilizing a process that renders all records unreadable and unable to be reconstructed.

The RCV intends to use the services of a Contractor to perform the annual destruction of sorted paper records that no longer need to be retained by the agency.

2.1 APPLICABLE DOCUMENTS

Expired VA paper records contain confidential/sensitive information that includes Personal

Identifiable Information (PII) and Personal Health Information (PHI). Contractor shall perform all tasks associated with this PWS to comply with the most recent versions of the following:

1. VA Handbook 6300.1, Records Management Procedures.

2. VA Handbook 6300, Records and Information Management.

3. VA Directive 6371, Destruction of Temporary Paper Records.

4. VA Handbook 6500, Information Security Program.

5. National Institute of Standards and Technology NIST 800-88 Guidelines for Media

Sanitation

6. VA Handbook 6500.1, Electronic Media Sanitation.

7. VA Handbook 6500.6, Contract Security.

8. VA Notice 24-12, Update to VA Handbook 6500.6, Contract Security, Appendix C.

9. VA Directive 6502, VA Enterprise Privacy Program.

10. VA Directive 6066, Protected Health Information (PHI) and Business Associate

Agreements Management.

11. VHA Handbook 1600.1, Business Associate Agreements.

12. VA Handbook 6500.2, Management of Data Breaches Involving Sensitive Personal

Information (SPI).

13. 5 U.S.C 552a, as amended, “The Privacy Act of 1974”.

14. Health Insurance Portability and Accountability Act of 1996 (HIPAA).

15. Social Security Number (SSN) Fraud Prevention Act of 2017.

3.0 SCOPE OF WORK

DESCRIPTION OF REQUIRED SERVICES

Contractor that is NAID AAA certified shall provide annual mobile shredding services at the

Records Center & Vault facility located in Neosho, MO, for destruction of temporary paper records that contain PII/PHI/sensitive information and must be protected from unauthorized disclosure. Procedures for removing and destroying these materials must comply with Federal privacy laws, NIST 800-88, and VA policies including, but not limited to VA Directive 6371 and

VA Handbook 6300.1 on the destruction of sensitive records.

Materials consist of multi-colored paper items such as documents, folders, pamphlets, and mailing envelopes, and may include small amounts of non-paper items such as carbon paper, plastic film/wrap, and staples/paper clips. Onsite interim shredding witnessed by the VA COR or designated VA employee(s) shall be utilized, leaving all records unable to be easily read or reconstructed without extraordinary effort. The Contractor shall transport the shredded material off-site after the initial shred and maintain in a secure manner (short term/less than 15 days) until its final destruction (not placed with trash, recycling, or other refuse). The final destruction shall render all documents incapable of being read or reconstructed as defined by NIST 800-88.

Facility can only support one (1) mobile shredding truck twice a week.

The Contractor shall issue signed interim and final destruction notices to: the witnessing VA employee immediately upon conclusion of the interim shred, and the VA COR within three (3) business days following completion of final destruction.

The certificates of destruction will contain: VA contract/task order number(s), VA pickup location and date, tonnage processed, Contractor company name, address and phone number that performed the destruction, date and location where destruction occurred, and method of destruction. The written documentation must read “Interim Destruction” or “Final Destruction” depending on which is applicable.

Only appropriately approved employees of the Contractor shall destroy sensitive material.

These individuals shall have a full understanding of their responsibilities and have completed the appropriate privacy training prior to performance of the destruction of sensitive material.

Privacy training must be renewed on an annual basis. Signed documentation of privacy training shall be given to the VA COR.

The Contractor must complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability act of 1996 (HIPAA) after award. The

Contractor will also provide the VA COR with copies of any and all applicable Federal, State of

Missouri, Newton County, licenses of any sort, necessary to provide the required services to the

VA RCV.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The period of performance for this Blanket Purchase Agreement (BPA) is one (1) twelve-month base period and four (4) twelve-month option periods and the possibility to extend services in accordance with FAR clause 52.217-8 Option to Extend Services. Orders place against the

BPA will have varying period of performances but will not exceed statutory limits.

Base: 09 September 2024 through 08 September 2025

Option Year One (1): 09 September 2025 through 08 September 2026

Option Year Two (2): 09 September 2026 through 08 September 2027

Option Year Three (3): 09 September 2027 through 08 September 2028

Option Year Four (4): 09 September 2028 through 08 September 2029

4.2 PLACE OF PERFORMANCE

Performance is the outdoor parking lot of the VA Records Center & Vault, Neosho, MO. Onsite shredding services will be witnessed by the VA COR or designated VA employee(s).

Contractor employees shall perform all work during business hours Monday through Friday, 8:00 AM to 3:00 PM, Central Standard Time via appointments scheduled with VA COR. No work shall take place on Federal holidays or weekends unless directed by the Contracting

Officer (CO).

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows.

Under current definitions, five (5) are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six (6) are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September

Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.3 TRAVEL

No travel is authorized.

4.4 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The Government will not be furnishing any property and/or equipment as part of this requirement.

The Contractor shall furnish all personnel, supervision, facilities, materials, equipment, and services necessary to fulfill the requirements of this contract.

4.5 SPECIFIC TASK AND DELIVERBLES

4.5.1. TASK - KICK-OFF MEETING

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer (CO), Contract

Specialist (CS), and the COR no later than (NLT)five (5) business days after the date of award.

The purpose of the Kick-Off Meeting is to discuss technical and contracting objectives of this contract. Kick-Off Meeting will be virtual. The Contractor shall coordinate the scheduling of the meeting, the agenda, and deliver meeting minutes. The Contractor shall present:

1. Agenda and kick off meeting minutes, and

2. Introduction of the Contractor’s team.

Deliverables

A. The Contractor shall provide meeting minutes, and agenda.

4.5.2. TASK – SHREDDING (CLIN 0001,1001, 2001, 3001,4001, and 5001)

The Contractor shall provide mobile shredding at the RCV twice weekly.

Mobile shredding services shall take place onsite at the Government’s facility outdoor parking lot, and a certificate of destruction issued thereafter. Documents to be destroyed encompass unclassified documents that may contain personal identifiable information/sensitive information.

Procedures for removing and destroying these materials must be in compliance with Federal privacy laws and Department of Veterans Affairs (VA) policies including, but not limited to, VA

Directive 6371 and VA Handbook 6300.1 on the destruction of sensitive records. Onsite shredding of Sensitive Information, such as Personally Identifiable Information (PII) may be required and must be protected from unauthorized disclosure.

The Government is responsible for emptying all personal document containers into (either - 64 or - 96 gallon) bins for shredding and disposal. The Contractor shall distribute and pick up all

(either 64 or 96 gallon) bins lockable collection containers at the VA dock as required and take to an onsite shredding location for document destruction.

Contractor personnel shall have safeguards in place to prevent PII/PHI and VA sensitive material to spill from the collection container as it is being transported to the destruction point, on-site. The Contractor shall be cautious to not allow any PII/PHI and VA sensitive material to be compromised due to wind, spillage, loss of control, etc. All efforts shall be made immediately to recapture any documents that may have escaped vendor control. After collection, all doors on the containers, containing PII/PHI and VA sensitive materials, shall be closed, secured and / or locked so as not to allow any materials to escape.

The Contractor shall provide secure destruction and disposal of PII/PHI and VA sensitive materials through recycling. Printed materials are to be collected and the destruction process shall be performed on-site by the Contractor in a manner which meets or exceeds all legal requirements Environmental Protection Agency (EPA) and the state of MO.

Disposal shall be in a manner which meets or exceeds all legal requirements of the EPA and the state of MO.

The Contractor shall provide the Government with secure rolling locking bins (either - 64 or 96 gallon) bins to collect materials to be destroyed until services are rendered. Bin placement will be determined by the Government. A master and duplicate key shall be provided to the VA

COR to accommodate bulk disposal within the containers. The Contractor and the COR will coordinate the delivery of the containers within two (2) days of contract award. Container delivery will be completed within seven (7) days of contract award and the schedule for twice weekly pick-up shredding service will be coordinated within seven (7) days of contract award.

Contractor shall submit with their proposal, their approach to satisfy all PWS requirements that includes:

• Process method(s) to be utilized and particle remnant size for the initial shred and final destruction of records.

• Complete quality control/chain of custody process through final destruction.

• Contingency plan in the event of equipment failure, inclement weather, etc.

• Staff safety and training requirements.

• Equipment maintenance.

• Transport vehicle monitoring.

The Contractor shall provide documentation that the Contractor (or subcontractor or third party) who accepts custody of the temporary paper records from a VA facility and transports them to the final destruction location is either:

a. A NAID AAA certified, bonded, and insured Contractor (and its subcontractors or third parties) and can provide reasonable physical safeguards for the temporary paper records throughout the destruction process; or

b. A non-NAID certified Contractor (and its subcontractors or third parties who can satisfy the standards outlined in the Minimum Standards for Information Destruction listed in VA 6371 Appendix A.

If one or more subcontractors (or third parties) handle VA temporary paper records before final destruction, then the Contractor shall provide documentation that all parties included have sufficient reasonable safeguards for the temporary paper records, to the same standards required of the primary Contractor, throughout the destruction process.

Final destruction completed away from a VA facility must be performed by an information destruction Contractor (or its subcontractor or third party) who has demonstrated that:

a. Its destruction process constitutes final destruction as defined in Directive 6371; and,

b. It has implemented reasonable physical safeguards to protect VA temporary paper records during their transportation, transfer, and short-term storage prior to the completion of their final destruction. Long-term storage (e.g., more than 30 calendar days following the interim shred) is not authorized.

Contractor shall issue a signed Interim Certificate of Destruction to the VA witness at the conclusion of each interim shredding appointment, and a signed Final Certificate of Destruction to the VA COR within three (3) business days after final destruction is completed.

The Contractor shall ensure that no material is left unattended or dropped on the premise ground at which is used for the shredding process upon pick up of the security container(s).

Upon completion of on-site destruction, a work order receipt will be prepared by the Contractor and a signed copy given to the designated Government point of contact, which will include the date of pickup, company, location, quantity, of materials destroyed, or other form of

CERTIFICATE OF DESTRUCTION.

After the on-site shredding process is complete the Contractor shall return the empty security containers to the locations from which they were retrieved. Contractor will be escorted by an approved VA facility Point of Contact (POC) while returning the security containers.

If the final destruction is completed by a subcontractor or third party then the written certification of destruction shall either be completed by this third party, or by the Contractor with assurance from the third party that final destruction was completed.

Shredding will be performed at the RCV twice weekly, during business hours 08:00 AM – 3:00

PM CST, Monday through Friday, excluding Federal Holidays.

Contractor shall have a contingency plan that addresses equipment malfunctions to include retrieval and destruction of VA documents from jammed equipment and rescheduling interrupted service appointments within two (2) business days.

4.5.3. TASK - OTHER REQUIRED DOCUMENTS

The Contractor shall provide the below documents to the Contracting Officer’s Representative

(COR):

Contractor Privacy/Security Awareness Training;

Contractor Provided Employee Safety Training;

NAID AAA Certified;

Proof of Liability Insurance;

Signed BAA Agreement;

Current Employee Roster;

Contractor Personnel Security Requirements; and

Current copies of licensing required by state and local government agencies applicable to

Neosho MO.

4.6 CONTRACTOR FURNISHED TRAINING

Contractor must perform all operations in a prudent, conscientious, safe, and professional manner in accordance with best practices. At a minimum, Contractor personnel, equipment, and required licenses shall comply with applicable Federal, state, local and installation laws, safety regulations and procedures, and the Contractor will ensure that its agents, employees, and subcontractors perform in a safe manner. The Contractor shall ensure all personnel involved in handling of mobile equipment, transporting and disposal of paper are trained for the level of expertise required for the proper performance of the tasks and in the areas of use of material handling equipment, proper lifting techniques, general first aid/blood borne pathogen procedures, and spills. Material handling and personal protective equipment shall be provided by the Contractor and must be appropriate.

4.6.1. Training

All Contractor and subcontractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

a. Successfully complete VA Information Security Awareness training and annual refresher training as required.

b. Successfully complete VA Privacy Awareness training and annual refresher training as required.

c. Successfully complete any additional Information Security or Privacy training as required for VA personnel with equivalent information system access.

The Contractor shall provide to the COR a copy of the training certificates for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. The COR will provide the Contractor access to required online training.

Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.

4.7 OTHER REQUIREMENTS

1. Contractor must be National Association for Information Destruction (NAID) certified, bonded, and insured. Contractor must provide both NAID certification and insurance information. Subcontractors must meet minimum requirements of VA Directive 6371, Exhibit A.

2. Contractor will be escorted at all times by a VA employee while on the VA premises.

3. The Contractor is responsible for cleaning up any spillage of paper/material that occurs because of the Contractor’s actions during the collection/shredding process.

4. Contractor shall maintain interim shredded/baled material in a secured manner until its final destruction in accordance with VA Directive 6371.

5. VA may inspect upon request Contractor (and subcontractor or third party) facilities where temporary VA records are processed and final destruction takes place.

6. VA records containing PII, PHI, or other VA sensitive information that have not been shredded, pulped, chopped, or macerated to the standard of final destruction shall not be placed with trash, recycling, or other refuse.

7. VA may perform random inspections of quality of shredding end product to ensure it is consistent with VA standards. Inspection results will be documented and kept on file for the length of the contract.

8. Contractor shall submit invoices in accordance with VA Tungsten invoicing instructions and provide copy to the VA COR.

9. VAF 0752: Non-Disclosure Agreements signed by contractor employees.

10. Current copies of licensing required by state and local government agencies applicable to Neosho MO.

4.8 CONTRACT TYPE

Single Award Blanket Purchase Agreement (BPA). Task Order under this BPA will be Firm fixed

Price (FFP).

5.0 DELIVERABLES

Deliverables shall be scheduled with the CO/COR:

PWS Deliverable Deliverable Description/Method of Delivery

Section 4.5.1

Kick-Off Meeting

Not Separately Priced. Conference call within five (5) business days after award. Establish shredding schedule. Email delivery.

4.5.2

Providing and installing 64-gallon or 96-gallon bins in accordance with this

Within seven (7) days of contract Award. Physical delivery

Section 4.5.2

Pickup and destruction of paper in accordance with this PWS

Twice weekly, on scheduled days and during scheduled time. Physical emptying and destroying of content in all bins.

Section 4.5.2

Submitting schedule of twice weekly pick-up to

COR

Within seven (7) days of contract Award. Email delivery.

Section 3.0 and 4.5.2

Interim and Final Certificates of Destruction

Provide to VA Witness at conclusion of each interim shred, and the VA COR no more than three (3) days following final destruction. Email to

COR.

Section 4.6.1

Addendum B, section B4:

Training Privacy

– VA Privacy and Information Security Awareness

(TMS 10176)

and signed Rules of Behavior

Not Separately Priced. Within one (1) week of initiation of contract, and annually of this. Email to COR date for each option year exercised. Email delivery to VA COR prior to initial service call each fiscal year, and as new employees are assigned to work on the contract.

Section 4.7 NAID AAA Certification and Liability Insurance

Not Separately Priced. Written verification to CO/COR five (5) business days after award and each recertification. Email to COR.

Section 6.2

Signed BAA Agreement

Not Separately Priced. Signed agreement to be submitted as part of the Solicitation. Any updates to the BAA Agreement must be submitted to the

COR/CO.

Section 4.7 VAF 0752:

Non-Disclosure Agreements, Addendum A

Not Separately Priced. Annually. Signed agreements for each employee performing interim destruction services. Copies to CO/COR prior to first service call. Email to COR.

Section 6.2.2c

Employee Roster

Not Separately Priced. Annually. Copy to CO/COR prior to first service call. Updated as staff change. Email to COR.

Section 4.6 Contractor Safety Training

Not Separately Priced. Within one (1) week of initiation of contract, prior to first service call and annually of this date for each option year exercised. Email to COR.

6.2.2

Personnel Security Requirements

Not Separately Priced. Annually. Written confirmation to CO/COR prior to first service call. Email to COR.

6. GENERAL REQUIREMENTS

6.1 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act

(FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The

Contractor support shall also be performed in accordance with Section 240 of the Consolidated

Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The

Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary

Identifier to replace the SSN with the ICN in all VA information systems for all individuals. The

Contractor shall ensure that all Contractor delivered applications and systems integrate with the

VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary

Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

6.2 SECURITY AND PRIVACY REQUREMENTS

It has been determined that protected health information may be disclosed or accessed, and a signed Business Associate Agreement (BAA) is required. The Contractor shall adhere to the requirements set forth within the BAA and shall comply with VA Directive 6066.

6.2.1 POSITION/TASK RISK DESIGNATION LEVELS(S) AND CONTRACTOR PERSONNEL

SECURITY REQUIREMENTS

Contractor employees shall meet (and Contractor bears expenses) the minimum requirements of VA Directive 6371, Paragraph 2a. Government background investigations are not required for contracted employees that VA employees escort while on VA premises. Shredding will be witnessed by the VA COR or designated VA employee.

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor Responsibilities:

a. Contractor employees read, write, speak, and understand the English language.

b. Contractor employees shall meet (and Contractor bears associated expenses) of VA

Directive 6371 Appendix A, Paragraph 2a, “Document and Control of Employees” standards.

c. Contractor shall provide roster of employees (full legal name) authorized to perform shredding services and update the list to accommodate employee turnover. Contractor employees shall present a valid federal picture ID to VA employees for identification purposes.

Deliverable:

A. Contractor Staff Roster

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

The Contractor shall deliver documentation in electronic format. Acceptable electronic media include MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, and Adobe Postscript

Data Format (PDF).

6.4 PERFORMANCE METRICS

The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. Please see Section 8 QASP for specifics below.

6.5 FACILITY/RESOURCE PROVISIONS

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact.

The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The

Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

For detailed Security and Privacy Requirements refer to ADDENDUM A and ADDENDUM B below.

7.0 PERFORMANCE OUTCOMES – OBJECTIVES

• The Contractor will arrive with equipment capable of picking up, loading, and completing the interim shred of the material contained within the Contractor provided shredding bins.

• The Contractor destruction services will satisfy the requirements in the latest version of VA Directive 6371, Destruction of Temporary Records. The final processing to render interim shredded records unreadable and unable to be reconstructed shall comply with the latest version of NIST 800-88.

• The Contractor will provide the RCV a signed “Final Certificate of Destruction” in accordance with the latest version of VA Directive 6371, Destruction of Temporary

Records.

• If one or more subcontractors (or third parties) handle VA temporary paper records before final destruction, then the Contractor shall provide documentation that all involved parties have sufficient reasonable safeguards for the temporary paper records, to the same standards required of the primary Contractor, throughout the destruction process.

• Issue Government a signed Final Destruction notice within three (3) business days following completion of service.

• The Contractor will provide the RCV with an invoice detailing tonnage collected, weight, date(s) the shredding services/final destruction were performed, and total cost/value of the provided services.

7.1 CONSTRAINTS

• Government shall not be held responsible for damage to Contractor’s equipment.

• Contractor will allow for on‐site vehicle inspection of shredded items for compliance of VA Policy.

• The COR or VA designee(s) must witness the interim destruction of records.

• Contractor will allow for annual inspection, upon request by a VA representative, of the Contractor facilities or other locations that are used by the Contractor and/or subcontractor(s)/third party(ies) for completing the services.

• Contractor is responsible for safeguarding documents until final destruction and will provide safeguard addendums to the service contract as required by Directive 6371.

• Contractor must maintain a physical chain of custody that will never be broken while conducting shredding/destruction services, while transporting material, and while storing material.

• Subject to criminal prosecution, Contractor personnel will comply with all manner of confidentiality when engaging in the destruction of all RCV temporary records per the latest version of VA Directive 6371, Destruction of Temporary Paper Records.

• Any Contractor personnel found to be reading any RCV material will be promptly removed from the premises where the job is being performed, and the person(s) involved will not be allowed to have access to any future service requests at RCV.

• All Contractor employees that handle VA Sensitive Information will be required to complete and adhere to the terms of TMS course 10176, VA Privacy and Information

Security Awareness and Rules of Behavior, for safeguarding of VA Sensitive

Information. Prior to the start of work, the Contractor will submit to the CO a signed copy of the Rules of Behavior for each employee who will handle VA Sensitive

Information in the performance of the contract. The Contractor will also provide the

CO a list of those employees that have reviewed the Rules of Behavior at the beginning of the contract, whenever there is a change to the employee list, or at least annually. The Department of Veterans Affairs online Information Security Rules of Behavior training TMS course 10176 at https://www.tms.va.gov will be completed by all Contractor/subcontractor personnel handling shred material before services can begin. The training certificates will be provided to the VA COR.

• All Contractor vehicles utilized in the performance of this contract will maintain insurance (mandatory minimum coverage required by State of Missouri) and current state vehicle registration. The Contractor, or Contractor employees, while performing under this contract, will not use personal vehicles to transport containers to and from the Government and Contractor’s site. The Contractor will ensure all Contractor vehicles utilized for the performance of this contract are kept in proper working condition. The Contractor will keep vehicles locked and properly secured at all times while at the Government site or in route to and from the Contractor’s site.

• The Contractor will adhere to VA policies applicable to all record destruction as outlined in VA Handbook 6300, Records and Information Management, VA Directive

6371, Destruction of Temporary Paper Records. These guidelines are designed to protect sensitive and private information from being disclosed to unauthorized parties and adhere to the Privacy Act and the Health Insurance Portability and

Accountability Act (HIPAA), Privacy rules and regulations. Examples of sensitive information include but are not limited to personally identifiable information (PII), protected health information (PHI), benefits, VA sensitive information, personnel and or personal information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information.

• The Contractor will maintain a current listing of employees/subcontractor employees handling shred material. The list will include the employee’s name, company name, address and phone number. The list will be provided to the RCV. An updated listing will be provided when an employee’s status or information changes. The Contractor has twenty-four hours to inform the RCV, in writing that the employee does not work for them due to termination, transfer, suspension, or extended absence from the http://www.tms.va.gov/ employer’s duty position. If the employee is reinstated a written notification must be provided to the RCV.

• Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their Contractor-owned or privately-owned vehicle while on the RCV premises.

• If the RCV 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 it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor will 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.

• In the event of an accident on the Department of Veterans Affairs premises or locations involving Government personnel or property, the Contractor will submit a report immediately to the RCV that will 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 and circumstances.

• The Contractor will not hold any discussions or release any information related 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.

• The Contractor will not advertise information about projects performed for this contract without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide web pages, magazines, newspapers, and similar promotions.

• All work is to be performed by competent personnel, experienced and qualified to provide services. Contractors will keep all VA records and related information strictly confidential. Contractor personnel will provide RCV with a valid state or federal issued picture ID prior to each service appointment.

7.2 Changes to the Performance Work Statement (PWS)

Any changes to this PWS will be authorized and approved only through written correspondence from the Contracting Officer (CO). Costs incurred by the Contractor through the actions of parties other than the Contracting Officer will be borne by the Contractor.

8.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored?

• How monitoring will take place.

• Who will conduct the monitoring?

• How monitoring efforts and results will be documented.

This QASP does not detail how the Contractor accomplishes the work. Rather, the QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a "living document" and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the Contractor through contract modification. Copies of the original QASP and revisions shall be provided to the Contractor and Government officials implementing surveillance activities. The work performed under this contract shall be subject to evaluation by the COR/CO via the QASP.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the Contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

Assigned CO:

Contracting Officer’s (CO) Michael Silva Contracting Officer 36C10X michael.silva3@va.gov Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR:

Contracting Officer’s Representative (COR) Kim Tuggle Kim.tuggle@va.gov RCV Operations Chief Department of Veterans Affairs FSC/FOS/Records Center and Vault - 104 Office: (417) 451-4967

3. CONTRACTOR REPRESENTATIVES

The following employees of the Contractor serve as the Contractor’s program manager for this contract.

Program Manager Kim Tuggle Kim.tuggle@va.gov RCV Operations Chief Department of Veterans…