SOW Document Destruction MDW-NCA BPA.pdf

STATEMENT OF WORK

DOCUMENT DESTRUCTION-SHREDDING SERVICES

MIDWEST DISTRICT – NATIONAL CEMETERY AGENCY (NCA)

March 31, 2025

1. INTRODUCTION: The Contractor shall provide document destruction services. Destruction will be accomplished only at the locations listed using a vehicle equipped for mobile shredding. Work is to be accomplished by bonded employees. Contractor is responsible for maintaining liability insurance for the duration of the contract, and for following all pertinent federal and state regulations about transportation and destruction of classified documentation. All documents shall be shredded on-site and removed from the following premises and transported to an appropriate location to be discarded or recycled. During shredding of the documents, it must be maintained in a secured container in a designated holding area, which will prevent any disclosure or unauthorized access. The destruction of the information must be witnessed either by a federal employee. The locations shall not be required to separate documents by color or grade of paper, nor remove paper clips and other fasteners. Contractor shall furnish keys for the containers provided under this contract. Each container provided shall have information on it listing the acceptable and non-acceptable items that may be placed inside.

Service Locations and Addresses

Location Pickup Address

Abraham Lincoln National Cemetery 20953 W Hoff Road Elwood, IL 60421

Fort Custer National Cemetery 15501 Dickman Road Augusta MI 49012

Fort Snelling National Cemetery 7601 34th Avenue, South Minneapolis MN 55450

Jefferson Barracks National Cemetery 2900 Sheridan Road St. Louis, MO 63125

Leavenworth National Cemetery 150 Muncie Road Leavenworth, KS 66048

Ohio Western Reserve National Cemetery 10175 Rawiga Road Seville, OH 44273

Approximately Equipment Standards and Requirements by Location

Location Container Type/Size

Quantity (Estimate) Frequency

Abraham Lincoln NC 95 Gallon 1 Every 4 weeks

Fort Custer NC 95 Gallon 2 Every 4 weeks

Fort Snelling NC 65 Gallon 2 Every 4 weeks

Fort Snelling NC 95 Gallon 3 Every 4 weeks

Jefferson Barracks NC 95 Gallon 2 Every 4 weeks

Leavenworth NC 65 Gallon 2 Every 4 weeks

Ohio Western Reserve NC 65 Gallon 2 Every 4 weeks

1. GENERAL REQUIREMENTS:

a) All document shredding will take place on-site, during normal business hours, using a vehicle equipped for mobile shredding and be witnessed by COR.

b) No sensitive materials/records identified for shredding and destruction shall be removed from the cemetery property before properly shredded.

c) The Contractor will provide a written “Certificate of Destruction” to the Contracting Officer monthly to provide verification of the destruction of the contents of all containers and receptacles referenced.

d) Contractor shall meet the intent of VA Directive 6371 Destruction of Temporary paper Records.

Document shredding shall meet the shredding guidelines outlined in NIST Special Publication 800-88 Revision 1, Table A-1. Shredding requirement should be aligned with the NIST required crosscut shred size. Destroy paper using crosscut shredders which produce particles that are 1mm x 5mm (0.04 in. x 0.2 in.) in size (or smaller) or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32-inch (2.4 mm) security screen. If shredding deviates from the above specification, PII must be safeguarded until it reaches the stage where it is rendered unreadable through additional means, such as burning or pulping.

e) The final shred size requirements must be met prior to release of the shred to an unprotected environment.

f) Prior to commencing performances of this service, the Contractor will submit a Contingency Plan that includes detailed procedures that will be used in the advent of equipment failure, or any other situations that prevent adherence to the planned schedule of performance, or requirements of this contract.

g) Containers will be replaced by the contractor on a as needed basis. To be provided at no charge.

h) Pick-up location and scheduling for all shredding services will be coordinated with the Contracting Officer Representative (COR) prior to commencement.

i) The contractor will label numerically in sequential order each piece of equipment with its current location (e.g., Facility, Build, and Room). This will be updated during the time of each service and provided to the Contracting Officer Representative (COR) prior to leaving.

j) At times certain facilities may require additional 65/95 Gallon Containers above what is included in the original contract. Appropriate modifications will be submitted to request that the contractor supplies the additional equipment either as a short-term or as a long-term alteration to the original contract.

k) The numbers of containers and drop off stations are estimates based on current requirements. The containers and drop off stations needed may be increased or decreased due to the changes in the number of shredding services required. Additional pickups may be required at more frequent intervals and will be determined/discussed with the COR as the need arises.

2. HOURS OF OPERATION:

a.) Normal Hours: The normal hours of operations at each location are Monday through Friday varying from 7:00 am to 5:00 pm, excluding holidays. All work and services will be performed during normal hours of coverage and will be during the period agreed upon by the COR. There should be the capacity to start shredding at 7:00 or 7:30 am up to 5:00 pm, depending on location and volume. This will be communicated ahead of time by the

COR.

b.) If a scheduled day for services falls on a Federal Holiday the contractor will provide services, the following day, or a day previous agreed upon with the COR. Also included would be any other day specifically declared by the President of the United States to be a National Holiday.

c.) Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Burial activities at NCA shall take precedence over contract work activities. Work activity and noise cannot disturb Burial Services. Trucks and workmen are prohibited from passing through the service area during this period.

3. QUALITY CONTROL: The contractor is responsible for developing, implementing, and maintaining a contractor quality assurance program to ensure on-site document destruction meets proper save guarding of documents prior to destruction and disposal.

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4. QUALITY ASSURANCE: The government will periodically evaluate the contractor's performance by having the COR monitor performance to ensure services are received. The COR will evaluate the contractor's performance through intermittent on-site inspections of the contractor's performance and receipt of complaints from facility personnel. The government is responsible for validating customer/facility complaints.

5. CANCELLATION: The government may terminate this agreement or remove any component from the agreement with thirty days prior written notice to the Contractor.

6. NOTE: No work other than that called for in this contract is authorized. The Contracting Officer is the only person authorized to enact changes/additions to this contract.

7. PAYMENT: Payments will be made monthly, in arrears, upon successful completion of the above listed requirements and after submission of a record of all services performed, and the receipt of properly prepared Certificates of Destruction and invoiced electronically. A properly prepared invoice shall include at a minimum, the Purchase Order Number, the Contract Number, and the period of performance relative to the invoice.

8. PRIVACY/SECURITY: The Contractor will observe and comply with the VA rules of Conduct and Standards. Contractor is responsible for ensuring all employees coming on station have read and are familiar with VA Directive 6371.

A. Privacy Act Documents: The contractor understands and agrees that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. Additionally, all document destruction and documentation will be as required by the Health Insurance Portability and Accountability Act (HIPAA).

B. Document Destruction Reports. Document destruction reports will be submitted to the COR within 48 hours of pickup and will include the information required to meet HIPAA requirements. At a minimum the report will include:

i. - Date of document pickup.

ii. - Weight/tonnage picked up.

iii. - Date of Destruction.

iv. - Method of Destruction.

v. - Description of the disposed records: Confidential documents.

vi. - Statement that the documents were received secured.

vii. - Statement that the documents were destroyed in the normal course of business.

viii. - The signature of the individuals supervising and witnessing the destruction.

C. Shredding Bin Access. A document-shredding bin may be opened only by the authorized personnel. This provides implemented safeguards to limit incidental, and avoid prohibited uses and disclosures of privacy information, including in connection with the disposal of such information. Secured with a key lock or padlock, and only the Privacy officer or their delegate will be provided with copies of each key (2 keys per COR with an additional 4 sets of keys for the main facility).

9. CONTRACTOR PERSONNEL: The Contractor shall provide qualified employees. The Contractor shall be required to comply with all security requirements of the VA NCA. The Contractor is responsible for ensuring all employees possess all required licenses for operating all equipment used in the execution of this contract. The Contractor shall be responsible for coordinating with the COR and providing all information required of him or his employees for performance of work.

The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner to be easily visible and readable.

a.) Contractor Responsibilities: The contractor is responsible for physical security and safeguarding all government documents. All vehicles/trucks utilized for Document Destruction/Shredding Services must be properly identified with contractor name.

10. PHYSICAL SECURITY: The contractor is responsible for safeguarding all government documents. All vehicles/trucks utilized for Document Destruction/Shredding Services must be properly identified with contractor name.

11. CONTRACTOR VEHICLES: All Contractor vehicles utilized in this contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver's license and have a clean driving record. The Contractor or his/her employees while performing under this contract shall use no personal vehicles.

12. PROTECTION OF GOVERNMENT PROPERTY: During work execution, the Contractor shall take special care to protect Government property. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused because of the Contractors failure to adhere to these requirements.

13. IDENTIFICATION, PARKING, SMOKING & VA REGULATIONS: The Contractor's employees shall always wear visible identification while on the premises of the VA NCA. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the COR. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA and is only allowed in designated areas. (A copy of the smoking policy/locations will be provided to the Contractor upon request.) Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

(End of Work Statement)