Document destruction (shredding)

Performance Work Statement
GENERAL:
The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials,
supervision and other related services necessary to provide commercial on-site document destruction services for the facilities within Department of Veterans Affairs (VA), CAVHS in Little Rock and North Little Rock, AR, and Veterans Benefits Administration (VBA), North Little Rock, AR, Veterans Day Treatment Center, and Home-Based Primary Care, in Little Rock, AR, VA Community-Based Outpatient Clinics (CBOC) located in Conway, El Dorado, Hot Springs, Mena, Mountain Home, Pine Bluff, Russellville, and Searcy, AR.
Pickup schedule for each location(s) is identified in SECTION E, TASKS below. Changes to the
schedule shall be coordinated with the Contracting Officer Representative (COR) or designee. The contractor shall be responsible for pick-up and returning the 32-gallon bins to collection locations.
WORK HOURS:
Normal Work Hours: 8:00 a.m. to 3:30pm, Monday-Friday (excluding federal holidays).
National Holidays: The ten holidays observed by the Federal Government are: New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.
PERIOD OF PERFORMANCE: One (1) Base year with the possibility of four (4) one-year option periods.
SHREDDING SPECIFICATIONS: Materials collected for on-site destruction and disposal shall be secured through pulping, macerating, or shredding to a degree that ensures that the information is not readable or re-constructible in any way. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, Appendix A, dated October 29, 2010. If final destruction is performed away from a VA facility, it must be performed, when practical, by a National Association for Information Destruction (NAID) certified, bonded, and insured recycler, or paper mill and any intermediary processes must protect records until final destruction is completed. Information will also be protected in accordance with the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) of 1992. Shredder will be of such capacity that limited quantities of incidentals such as paper clips, staples, rubber bands, patient plastic armbands and other types of paper can be shredded.
TASKS: Contractor shall perform tasks described below
Collection Points: CAVHS
LOCATION
ADDRESS
Little Rock Campus
4300 W. 7th St., Little Rock, AR 72205
North Little Rock Campus (multiple buildings)
2200 Fort Root Drive (multiple buildings),
North Little Rock, AR 72114
North Little Rock Campus (Veterans Benefits Administration [B 65 & 111])
2200 Fort Rood Drive (multiple buildings),
North Little Rock, AR 72114
Veterans Day Treatment
1000 Main St., Little Rock, AR 72202
Home Based Primary Care
10802 Executive Center Dr., Suite 100, Little Rock, AR 72211
Mental Health Produce Line
900 S. Shackleford, Suite 501, Little Rock, AR 72211
Conway CBOC
1520 East Dave Ward Dr., Conway, AR 72032
El Dorado CBOC
1702 North West Ave., El Dorado, AR 71730
Hot Springs CBOC
177 Sawtooth Oak St., Hot Springs, AR 71901
Mena CBOC
300 Morrow Road, Mena, AR 71953
Mountain Home CBOC
759 Hwy 62 East, Mountain Home, AR 72653
Pine Bluff CBOC
4747 Dusty Lake Dr., Suite 203, Pine Bluff, AR 71603
Russellville CBOC
3106 West 2nd Ct., Russellville, AR 72801
Searcy CBOC
1120 S. Main St., Searcy, AR 72143
Collection Sites: Contractor shall pick up all 32-gallon bins from the Little Rock and North Little Rock locations specified in the list of bin locations listed below. On-site shredding will be completed at designated locations at both campuses. The contractor will maintain a chain of security/custody from pick up to final destruction. Contractor will provide the Government the number of 32-gallon bins taken and/or shredded prior to departing the facility. Types and color of paper to be shredded may vary. Map of CAVHS is attached.
LOCATIONS
Central Arkansas Veterans Healthcare System (CAVHS)
Little Rock Campus
4300 West 7th Street. Little Rock, AR 72205
Estimated number of lockable consoles: 153
Pick-up: Every Tuesday or as mutually agreed (excluding federal holidays)
North Little Rock Campus (Main Hospital and Approximately 20 Outlying Buildings)
2200 Fort Root Drive, North Little Rock, AR 72114
Estimated number of lockable consoles: 144
Pick-up: Every Tuesday or as mutually agreed (excluding federal holidays)
North Little Rock Campus (Veterans Benefits Administration (B 65 and 111)
2200 Fort Root Drive, North Little Rock, AR 72114
Estimated number of lockable consoles: 4
Pick-up: Every Tuesday or as mutually agreed (excluding federal holidays)
Veterans Day Treatment
1000 Main St., Little Rock, AR 72202
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Home Based Primary Care
10802 Executive Center Drive, Suite 100, Little Rock, AR 72211
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Mental Health Product Line
900 S. Shackleford, Suite 501, Little Rock, AR 72211
Estimated number of lockable consoles: 3
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Conway CBOC
1521 East Dave Ward Drive, Conway, AR 72032
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
El Dorado CBOC
1703 North West Ave., El Dorado, AR 71730
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Hot Springs CBOC
178 Sawtooth Oak St, Hot Springs, AR 71901
Estimated number of lockable consoles: 9
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Mena CBOC
301 Morrow Road, Mena, ARÂ 71953
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Mountain Home CBOC
760 Hwy 62 East, Mountain Home, ARÂ 72653
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Pine Bluff CBOC (#12)
4748 Dusty Lake Drive Suite 203, Pine Bluff, ARÂ 7160
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Russellville CBOC
3107 West 2nd Ct, Russellville, ARÂ 72801
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Searcy CBOC
1120 S Main St, Searcy, ARÂ 72143
Estimated number of lockable consoles: 4
Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)
Total of 349 collection bins.
Shredding to be conducted on-site at collection points. The CAVHS COR or representative may be present to observe the process at any time to ensure proper quality control.
If shredding is not the final destruction method and shredding is only an interim step in the destruction process, then shredding to National Institute of Standards Technology (NIST) standards is not required, but the shredded material must be secured until it is no longer readable or able to be reconstructed, which means material must be pulverized bleached, pulped or fully destroyed by other means.
Contractor will furnish facility pounds of shredded materials (monthly, quarterly, and/or annually as requested by CAVHS)
Contractor is required to perform shredding/pick-up on days listed above. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities.
Certificate of destruction must be provided to the contact person or designee upon the completion of service each time shredding is completed. The temporary Certificate of Destruction should be delivered to one of the following locations, if a VA employee is not at the shredding location: Room GE-100, in Little Rock and Building 111, Room 101, in North Little Rock.
Contractor shall deliver industry standard Certificates of Destruction for completed destruction. One certificate must be verified and indicated by signature from the CAVHS contact person or designee for onsite services. A second Certification of Destruction must be provided for all final destruction services.
Environmental certificates must be provided on a yearly basis to comply with VA s policy to maintain a green environment by reducing the amount of waste going to landfills through recycling.
Contractor will furnish a written statement of assurance that all documents intended for shredding will be completely destroyed and unreadable utilizing onsite, crosscut shredding device. Contractor shall provide written assurance that all data is destroyed on site, that nothing is removed from site before being shredded.
Insurance must be provided for destruction of VA material.
Contractor must be bonded or be covered for Error and Omissions Insurance in the amount of at least $500,000.
F. NON-DISCLOSURE OF SENSITIVE INFORMATION
Contractor staff involved in this contract will have access to some privileged and confidential materials of the U.S. Government. These printed and electronic documents are for internal use only and remain the sole property of the U.S. Government. Some of the materials are protected by Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees.
The contractor acknowledges that in the performance of this contract, the contractor will have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this contract. The contractor shall comply with applicable Government regulations regarding information document security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The contractor shall not inspect, view, peruse, copy, or examine any confidential material or document whether designated for shredding/disposal or not. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of this contract upon receipt of written notice of such termination.
G. INSPECTION: Representatives of the Government shall have the right to inspect the contractor s and/or Subcontractor s facilities and operations provided for the performance of work under this agreement. This includes inspection of the entire process pickup, onsite shredding, and final disposal of the document.
H. CONTRACTOR QUALITY CONTROL: The contractor shall develop and maintain quality control programs to ensure destruction services are performed in accordance with mandated specifications, regulations and laws. The contractor shall implement procedures to identify and prevent the occurrence of defective services.
I. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the medical facility s Chief of Environmental Management Service (EMS) or designee an original signed Certificate of Destruction for each site within five (5) working days of pickup. A final certificate of destruction will be accepted only after the final destruction process has been verified. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following:
1. Pickup/Delivery Location
2. Pickup/Delivery Date
3. Name and signature of Government Contact or designee at Pickup Location
4. Amount of shredded waste (number of containers picked up and/or pounds shredded)
5. Destruction Certification Document Number
6. Destruction Certification Date
7. Any other information as determined necessary by CAVHS.
J. PRIVACY POLICY TRAINING: All contractor and subcontractor employees performing work under this contract are required to complete the following training prior to being allowed to perform the function, and annually thereafter.
Successfully complete VA General Privacy training and annual refresher training as required.
A copy of the training certificates for each applicable employee shall be provided to the contracting officer within (1) week of the initiation of the contract and annually thereafter, as required. These online courses are located at the following website:
Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic privileges and removal from work on the contract until the training is completed.
K. CONTRACTOR PERSONNEL BADGES AND PARKING:
The contractor shall provide the COR with a list of contractor employees expected to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.
Contractor employees found reading any of the VA materials shall be promptly removed from the premises where the document destruction is being performed and the person(s) involved shall not be allowed to return for any future document destruction services.
All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward). The contractor s employees must display contractor s badge(s) to the contact person or designee at the end of each pick up process.
The contractor shall be required to comply with all security policies/requirements of CAVHS. All security policies/requirements must be met and employees cleared prior to the contractor performing work under
this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.
It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility Supervisory, Environment of Care Specialist at the LR and NLR facilities.
CAVHS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance.
L. QUALITY ASSURANCE: The Government will receive and investigate complaints from various customers located at CAVHS. All information received will be provided either verbally and/or in writing to the contractor for appropriate action.
Performance Objective
Performance Threshold
Contractor picks up from all designated areas as outlined above in the final contract, dependent on the final shredding method agreed upon between CAVHS and the contractor.
Less than three (3) verified complaints of non-pickups per quarter.
M. CHANGES TO CONTRACT OR PWS: Changes to this PWS or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.
N. CONTRACT ADMINISTRATION AND PERFORMANCE MONITORING:
Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program Manager will assist by monitoring contractor performance and reporting the findings to the CO.
The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR.
Contracting Officer s Representative (COR):
Pennie Thompson
Department of Veterans Affairs
Email: pennie.thompson@va.gov
B. Contracting Officer:
Joey Grismore
Network Contracting Office 16
E-mail: joey.grismore2@va.gov
Contract Specialist:
Jacqueline Simpson
NCO 16
E-mail: jacqueline.simpson3@va.gov
O. PAYMENTS: Payment shall be made monthly, in arrears, upon receipt of a properly prepared invoice..