S02 - 36C25626Q0228.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

36C25626Q0228 12-04-2025

T Miller 713-791-1414 x229073 12-16-2025

3:00 PM CST

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

T Miller

Houston TX 77056-5643

X 100

X

561990

$16.5 Million

N/A

X

Department of Veterans Affairs

Overton Brooks VA Medical Center

510 East Stoner Avenue

Shreveport LA 71101

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135

Invoice must be submitted electronically

See CONTINUATION Page

The contractor shall provide labor, personnel, equipment, including confidential containers (consoles/bins), supplies, secured vehicles, materials, supervision, and other related services necessary to provide on-site commercial document destruction services in Louisiana, Arkansas and Texas.

Questions due NLT 12/09/2025 by 3:00 PM CST via email to t.miller@va.gov. No phone calls will be accepted.

Solicitation responses due NLT 12/16/2025 by 2:30 PM CST

Period of Performance: Base Period: 01/18/2026 - 01/17/2027, with four (4) twelve-month option periods.

Notice of Total Service Disabled Veteran Owned Small

Business Set-Aside applies to all items in this solicitation.

All Offerors must be registered and certified as a SDVOSB on SBA.gov at the time of solicitation response and award.

See CONTINUATION Page

X X

X 1

36C25626Q0228

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 30

C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.6 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

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

C.7 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

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

(DEVIATION)

C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 47

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, , AND

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS -COMMERCIAL

ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.5 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contract Specialist 36C256 T. Miller t.miller@va.gov Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, Tx, 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [X] Monthly upon completion of services.

4. 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.

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12.00 MO __________________ __________________

The Contractor shall provide document shredding services for the OBVAMC. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding.

On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160 each contractor provided secure receptacles. Final destruction of contents will be attested to and notice provided as required. Services will be performed every other week.

In accordance with the Performance Work Statement (PWS).

Contract Period: Base POP Begin: 01-18-2026 POP End: 01-17-2027 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

1001 12.00 MO __________________ __________________

The Contractor shall provide document shredding services for the OBVAMC. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding.

On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160 each contractor provided secure receptacles. Final destruction of contents will be attested to and notice provided as required. Services will be performed every other week.

In accordance with the Performance Work Statement (PWS).

Contract Period: Option 1 POP Begin: 01-18-2027 POP End: 01-17-2028 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper

Shredding

2001 12.00 MO __________________ __________________

The Contractor shall provide document shredding services for the OBVAMC. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding.

On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160 each contractor provided secure receptacles. Final destruction of contents will be attested to and notice provided as required. Services will be performed every other week.

In accordance with the Performance Work Statement (PWS).

Contract Period: Option 2 POP Begin: 01-18-2028 POP End: 01-17-2029 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

3001 12.00 MO __________________ __________________

The Contractor shall provide document shredding services for the OBVAMC. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding.

On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160 each contractor provided secure receptacles. Final destruction of contents will be attested to and notice provided as required. Services will be performed every other week.

In accordance with the Performance Work Statement (PWS).

Contract Period: Option 3 POP Begin: 01-18-2029 POP End: 01-17-2030 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

4001 12.00 MO __________________ __________________

The Contractor shall provide document shredding services for the OBVAMC. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding.

On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160 each contractor provided secure receptacles. Final destruction of contents will be attested to and notice provided as required. Services will be performed every other week.

In accordance with the Performance Work Statement (PWS).

Contract Period: Option 4 POP Begin: 01-18-2030 POP End: 01-17-2031 PRINCIPAL NAICS CODE: 561990 - All Other Support Services PRODUCT/SERVICE CODE: R614 - Support - Administrative: Paper Shredding

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Overton Brooks VA Medical Center CC: Michael Rice 510 East Stoner Avenue Shreveport, TX 71101

US

12.00 01/18/2026 – 01/17/2027

MARK FOR: Michael Rice 318-990-5208 michael.rice8@va.gov

FOB: DESTINATION

1001 SHIP TO: Overton Brooks VA Medical Center CC: Michael Rice 510 East Stoner Avenue

12.00 01/18/2027 – 01/17/2028

MARK FOR: Michael Rice

2001 SHIP TO: Overton Brooks VA Medical

CC: Michael Rice 510 East Stoner Avenue

12.00 01/18/2028 – 01/17/2029

MARK FOR: Michael Rice

3001 SHIP TO: Overton Brooks VA Medical

CC: Michael Rice 510 East Stoner Avenue

12.00 01/18/2029 – 01/17/2030

MARK FOR: Michael Rice

4001 SHIP TO: Overton Brooks VA Medical

CC: Michael Rice 510 East Stoner Avenue

12.00 01/18/2030 – 01/17/2031

MARK FOR: Michael Rice

B.4 PERFORMANCE WORK STATEMENT

Performing Work Statement Secure Shredding Services

1. Introduction:

A. The Veterans Health Administration requires mobile document and media destruction services for the Overton Brooks VA Medical Center (OBVAMC), Community Based and Primary Based Outpatient Clinics located in Louisiana, Arkansas and Texas. The OBVAMC has approximately 36,000 pounds of paper per month that requires destruction on a biweekly (every other week) basis. On-site Facility Shredding Services for main medical center and five secondary locations with a minimum of 160, each contractor provided secure receptacles.

B. The prospective periods of performance are as follows:

Base: 01/18/2026 – 01/17/2027 Opt. 1: 01/18/2027 – 01/17/2028 Opt. 2: 01/18/2028 – 01/17/2029 Opt. 3: 01/18/2029 – 01/17/2030 Opt. 4: 01/18/2030 – 01/17/2031

2. Authority:

A. VA Directive 6371 Destruction of Temporary Paper Records (April 30, 2024) VA Handbook 6300.1 Records Management Procedures (March 24, 2015).

B. VA Directive 6500 Managing Information Security Risk: VA Information Security Program (February 24, 2011).

C. VHA Directive 1605.01 Privacy and Release of Information (July 24, 2023).

3. Scope Of Work:

A. The contractor shall provide all labor, personnel, equipment including confidential containers (consoles/bins), supplies, secured vehicles, materials, supervision, and other related services necessary to provide on-site commercial document destruction services in Louisiana, Arkansas and Texas of confidential waste in accordance with NIST SP 800-88 Revision 1 Guidelines for Media Sanitization.

B. Contractor must possess current National Association for Information Destruction (NAID)

Certification. Contractor employees that do not maintain the confidentiality of the material to be destroyed shall be promptly removed from the Government premises and not allowed to return to the Medical Center for any future service requests.

C. Contractor shall provide destruction of paper items such as classified administrative papers, sensitive documents, hard bound journals, magazines, white papers, and mixed paper.

D. Contractor shall provide destruction of non-paper items such as backup magnet tapes, floppy disks, tapes, DVD’s, CD’s, VHS, VIC cards, printer ribbons, memory cards, film cans, super disks, 35mm film and x-rays.

4. Place of Performance:

A. Overton Brooks VA Medical Center 510 East Stoner Avenue, Shreveport, LA 71101

B. Longview Community Based Outpatient Clinic 1005 N. Eastman Rd, Longview, TX 75601

C. Monroe Community Based Outpatient Clinic 1691 Bienville Drive, Monroe, LA 71203

D. Texarkana Community Based Outpatient Clinic 5701 Summerhill Rd, Texarkana, AR 75503

E. Veterans Administration Compensation & Pension 3000 Knight St Building 5, Shreveport, LA 71105

F. Veterans Administration Buckner Square 1800 Buckner St, Shreveport, LA 71101

G. Additional locations may be added in the states of Louisiana, Arkansas and Texas.

5. Performance Requirements:

A. The contractor shall provide, deliver, and install standard and large size secured containers for the locations in Appendix A. The containers shall be locked, secured and clean with the capacity to handle the volume required.

B. The contractor shall provide a regularly scheduled pick-up for paper shredding and disposal times, by uniformed, security-trained personnel to meet the demand of papers to be removed. The collection method should complement the Medical Center current process. Once the schedule is established, all shredding will occur on the same day of each week. If the regularly scheduled shredding day falls on a national holiday, the Contractor can perform the service either the day prior to or the day after the holiday, and will inform the COR of the revised shredding day.

C. The contractor shall provide the necessary locked collection bin to address the areas listed in Appendix A. Containers shall have a keyed lock to limit access. All containers will utilize the same key lock and key code. Additional collection containers shall be provided by the contractor. The contractor will supply the COR keys to all containers and additional keys as requested.

D. The contractor shall provide extra containers as requested by COR.

E. The contractor shall provide additional, unscheduled request for services when there is a need for large volumes due to periodic clean outs.

Contractor shall pick up documents contained in standard size letter/legal size boxes, approximate size 24x12” and a large legal- size boxes approximate size 15”x12”. The COR shall contact the contractor to schedule a pickup. Contractor shall provide pickup within two working days of the request.

F. The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The Contractor’s “Quality Control Plan” (QCP) program is the means by which he assures himself that his work complies with the requirement of the contract. One copy of the contractor's QCP shall be provided to the KO with the contractor's proposal. An updated copy shall be provided to the KO as changes occur. The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services—Fixed Price, which is incorporated by reference. The QCP shall be specifically tailored to the tasks of this PWS. The contractor shall list how specific tasks for this PWS shall be accomplished. A general business QCP will not suffice and will render your submission ineligible for evaluation. The plan shall include the following:

i. Inspection System: An inspection system covering all the services specified in this PWS. It must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections.

ii. Identification and Prevention: The methods for identifying and preventing defects in the quality of service performed before performance becomes unacceptable.

iii. Records: On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract.

iv. Government Review: The government will review the Contractor QCP to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor QCP within ten working days or on contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both. After acceptance of the quality control plan the Contractor shall receive the KO’s acceptance in writing of any proposed change to his QCP program.

Performance Threshold

Performance Objective Standard

Performance Threshold Acceptable Quality Level

Method of Surveillance

Payment Percentage

PRS # 1.

Interim On-site Document Destruction must be done in accordance with NIST SP 800-88 Revision 1 Guidelines for Media Sanitization PWS paragraph 5.1.

VHA

Directives 6371.

Zero Deviations

100% Inspection 25%

PRS # 2

A certificate of interim document destruction shall be provided to the facility generating the records for interim destruction at the close of each service day.

PWS paragraph 5.1.

VHA

Directives 6371.

Zero Deviations

100% Inspection 25%

PRS # 3

The contractor shall provide a pdf Certificate of Final Destruction to the Contract Officer, COR and facility generating the records for final destruction for each shipment.

PWS paragraph 5.1.

VHA

Directives 6371.

Zero Deviations

100% Inspection 25%

PRS # 4

The contractor shall provide chain of custody documentation for each shipment at each facility.

PWS paragraph 5.1.

VHA

Directives 6371.

Zero Deviations

100% Inspection 25%

6. Deliverables:

A. Contractor shall provide a certificate of destruction after each service to the COR.

Certificate shall include date, signature, amount shredded (in weight i.e. pounds) and HIPPA disclaimer. Interim destruction of documents is required on-site. The documents shall consist of but is not limited to: sensitive and non-sensitive papers at the specified locations. All loads leaving the VA facilities must be secured and sealed before transportation. All loads arriving at the Contractor destruction facility must be shredded material. Documentation of Chain of Custody of all materials removed from any VA campus is required.

B. On a biannual basis (June and December) the Contractor shall provide a listing, in Microsoft Excel format, with the following information for each console:

Location Building number Room number Console size in gallons

C. Incident Reporting: The contractor shall notify the COR within 24 hours of discovery of any incident which may potentially be a data breach, including a HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of Protected Health Information (PHI), whether secured (PHI which has been destroyed or in the alternative has been rendered unreadable, unusable or undecipherable) or unsecured (PHI) and provide a detailed report to the POC within ten

(10) business days of the notification.

D. Audits: Audits will be conducted on an annual basis by the OBVAMC Information Security Officer (ISO) and Privacy Officer (PO). Upon request from the POC, the Contractor shall provide them with access to the Contractor’s training records, operation processes, storage, transportation and destruction documents, policies and procedures.

E. Additional Requests for Information: The Contractor shall provide information from additional requests for information made by the POC and Contracting Officer regarding the usage of this contract, to include, but not limited to total pounds of items collected and shredded.

Deliverables Schedule

Deliverable Frequency # of Copies Medium/Format Submit To

Quality Control Plan shall be delivered with the contractor’s proposal

One time with contractor’s proposal.

Within 5 working days when changes are made. 1 copy PDF Document KO

Proof of NAID Certification

With Proposal 1 copy PDF Document KO

Proof of Insurance With Proposal 1 copy PDF Document KO

BAA With Proposal 1 copy PDF Document KO

Sample Certificate Of Destruction

With Proposal 1 copy PDF Document KO

Interim Destruction Documentation

Each shipment of records released to the data destruction contractor.

copies

Printed & Signed PDF copy to

Facility

COR & KO

Certificate of Destruction

Each shipment of records released to the data destruction contractor.

copies

Printed & Signed PDF copy to

Facility

COR & KO

7. Special Contract Requirements:

A. FSS RFQ Introductory Language: If the winning contractor has an FSS contract, the terms and conditions of the contractor's FSS contract (including any contract modifications) apply to all Blanket Purchase Agreements (BPA) and task or delivery orders issued under the contract as a result of this RFQ. When a lower price has been established, or when the delivery terms, FOB terms, or ordering requirements have been modified by the BPA or task/delivery order, those modified terms will apply to all purchases made pursuant to it and take precedence over the FSS contract. Any unique terms and conditions of a BPA or order issued under the contract that are not a part of the applicable FSS contract will govern. In the event of an inconsistency between the terms and conditions of a BPA or task/delivery order and the Contractor's FSS terms, other than those identified above, the terms of the FSS contract will take precedence.

B. Business Associate Agreement: The Contractor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) to be submitted before award.

C. Green Environmental Management System (GEMS): The OBVAMC Green

Environmental Management Systems (GEMS) Policy is committed to protecting and improving the environment. The goals are: Taking a leadership role in environmental stewardship by providing a clean and safe environment in our community; Conserving natural resources and supporting their sustainability by upgrading our environmental systems; Reducing the use of hazardous products and the generation of wastes;

Purchasing renewable, reusable, recyclable and recycled products; and Working to constantly improve the immediate and long term environmental impacts of the products, services and processes used by OBVAMC. The Contractor shall follow the GEMS guidelines provided by the Medical Center GEMS coordinator.

8. Key Personnel:

A. Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

9. Contractor Employees:

A. Contractor shall ensure that their personnel wear company uniforms and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with the company’s name.

10. Contractor Employee Training:

A. Contractor shall provide security awareness training to inform their personnel that support the operations and assets of the organization of the information security risks associated with their activities and their responsibilities in complying with organizational policies and procedures designed to reduce these risks; Contractor shall insure all employees have been trained on HIPPA, protection of sensitive material and security of all documents in their line of responsibility.

11. Holidays/Normal Work Hours:

A. The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below. Work schedule must be coordinated with the POC or his designee.

B. Normal working hours: Monday through Friday, 7:00 a.m. – 4:30 p.m., excluding federal holidays.

C. The 11 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

D. Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

12. Cellular Phones:

A. The use of cellular and two-way radios is prohibited in all OBVAMC buildings and shall be turned off upon entering buildings. They have been approved for use on the grounds of the facility.

13. Invoices:

A. The contractor shall submit payment requests in electronic form via VA’s Electronic

Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.) Invoices shall be submitted monthly, in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment.

Date of Invoice Contract Number Purchase Order Number for Correction Period of Performance Contractor Name Invoice Number CLIN i.e. Contract Line Item and Amount being billed per line item Date of Service All contractors shall be registered as a vendor with the OB10 e-Invoicing System at time of award.

14. Quality Assurance Surveillance Plan (QASP):

A. The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award.

The QASP is a living document and may be updated by the Government as necessary.

15. Background Investigations:

A. All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is:

Periodic Assessment Special Agreement Check (PA SAC).

B. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the VA facility will pay for investigations in advance. The cost of investigation is $32.00 per individual and will be withheld from the first invoice submitted by the contractor.

C. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

16. Contract Administration:

A. Notwithstanding the Contractor's responsibility for total management during the http://www.fsc.va.gov/einvoice.asp.)

performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

B. The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

C. The POC shall be responsible for the overall technical administration of this contract as outlined in the POC Delegation of Authority.

D. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

E. Points Of Contact:

Point of Contact (POC): Michael Rice Overton Brooks VA Medical Center 510 East Stoner Avenue Shreveport, LA 71101

17. VA Information and Information System Security/Privacy Language:

A. General:

1) 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.

B. Access to Va Information and VA Information Systems:

1) A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

2) All contractors, subcontractors, and third-party servicers and associates working with

VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

3) Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract mailto:michael.rice8@va.gov personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

4) Custom software development and outsourced operations must be located in the

U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

5) The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

18. VA Information Custodial Language:

A. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

B. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

C. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

D. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

E. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

F. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

G. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

H. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

I. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

J. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/ subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

K. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus.

If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/ subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

L. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

19. Security Incident Investigation:

A. 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.

B. 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.

C. 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.

D. 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.

20. Liquidated Damages for Data Breach:

A. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

B. The contractor shall provide notice to VA of a “security incident” as set forth in the

Security Incident Investigation section above. Upon such notification, VA must secure from a non- Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

C. Each risk analysis shall address all relevant information concerning the data breach, including the following:

i. Nature of the event (loss, theft, unauthorized access);

ii. Description of the event, including:

1. date of occurrence;

2. data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

iii. Number of individuals affected or potentially affected;

iv. Names of individuals or groups affected or potentially affected;

v. Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

vi. Amount of time the data has been out of VA control;

vii. The likelihood that sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

viii. Known misuses of data containing sensitive personal information, if any;

ix. Assessment of the potential harm to the affected individuals;

x. Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

xi. Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

D. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $50.00 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

i. Notification;

ii. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

iii. Data breach analysis;

iv. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

v. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

21. Security Controls Compliance Testing:

A. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

22. Training:

A. All contractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

i. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

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

iii. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

iv. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access.

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

C. 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.

23. Records Management Language for Contracts:

A. The following standard Items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1) Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a);

36 CFR Part 1222 and Part 1228.

2) Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4) 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 by the Freedom of Information Act.

5) Contractor shall not create or maintain any records containing any Government

Agency records that are not specifically tied to or authorized by the contract.

6) The Government Agency owns the rights to all data/records produced as part of this contract.

7) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract.