R614-- 688-21-3-456-0041 Shredding services (VA-21-00038437)

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STATEMENT OF WORK

Scope of Work

The Department of Veterans Affairs Washington, D.C. Veterans Affairs Medical Center (VAMC) intends to use the services of a Contractor to shred Veterans Affairs (VA) records and other materials throughout the year on-site, utilizing Contractor provided mobile shredding equipment. The Contractor shall provide shredding and disposition of paper and other media that contain sensitive information from the DC VAMC. The Contractor will provide shredding services as described herein for the Department of Veterans Affairs - Washington, D.C. Veterans Affairs Medical Center (VAMC) at the following locations:

Washington DC Veterans Affairs Medical Center (DC VAMC)

50 Irving Street NW

Washington, DC 20422

(202)-745-8000

Fort Belvoir CBOC 9300 DeWitt Loop

Ft. Belvoir, Va. 22060 -- in the Sunrise Pavilion Section Community Hospital Veterans may access Ft. Belvoir Contact: Jerry Oliver

(571) 231-2408

Ft. Belvoir WTB Bldg. 808, Warrior Pavilion, NS 104

9501 Farrell Road

Ft. Belvoir, VA 22060

Southeast Community Based Outpatient Clinic (SE CBOC) 820 Chesapeake Street, S.E.

Washington, DC 20032

(202) 745-8685

Charlotte Hall Community Outpatient Clinic (Charlotte Hall) 030C Charlotte Hall State Veterans Home

29449 Charlotte Hall Road Charlotte Hall, Maryland 20622

(301) 884-7102

Community Resources Referral Center

1500 Franklin Street, NE

Washington, DC 20018-2039

(202)-636-7660

Prince George s County CBOC: 5801

Allentown Road, Camp Springs MD

Contact: De Carlos @ Clinic # (301)-423-3700 or (202)-262-3181

Lexington Park

45870 East Run BLVD

Suite 300

Lexington Park, MDÂ 20653

Montgomery County CBOC

15810 Gaither Drive

Gaithersburg, MDÂ 20877

Landover Business Office Brightseat

Road Landover Maryland

Contact: Elsie Carter @ 202 745-8000 Ext. 5-6617

Background

Shredding service is required in the medical facility to be in compliance with HIPAA regulations, privacy and security rules, concerning sensitive patient information per 45 CFR 164.530 (c).

Type of Contract

Firm-Fixed Price

Period of Performance

Twelve (12) months from the date of award with four (4) twelve (12) month option periods.

Contractor Responsibilities

The Contractor shall provide all supplies, materials, equipment, locked collection containers, labor, labor supervision, management and transportation to perform all tasks as identified below.

The Contractor will provide approximately 450 large (approximately 3 foot tall X 2 foot wide X 2 foot long) and small (approximately 2 foot cubed) shred bin containers to be located at agreed upon locations at the locations noted above and with guidance from the COR. In addition to said large and small shred bin containers, approximately 20 bins in total count, approximating 220 lbs. in volume, will be provided by the Contractor to the locations noted above. The 220 lbs. volume bins are to be used for transporting the to be shredded material stored in the other bins, from said other bins to the Contractor s shredding vehicle for shredding.

Service will include the collection of authorized items from bins at various locations within the facility, emptying of each bin, indicated on the task list, by the Contractor, then brought to the Contractor s vehicle to be shredded on site.

The Contractor will provide shred bin containers and provide shredding services according to the following schedule:

Washington DC Veterans Affairs Medical Center (DC VAMC)

Collection and shredding of materials will be, at least, conducted once every week during the normal business hours of 7:30am-4pm, Monday Friday, or upon request by COR.

Fort Belvoir CBOC

Collection and shredding of materials will be, at least, conducted once monthly during the normal business hours of 7:30am-4:30pm, Monday Friday, or upon request by COR.

Greenbelt Community Based Outpatient Clinic (Greenbelt CBOC)

Collection and shredding of materials will be, at least, conducted once monthly during the normal business hours of 7:30am-4:30pm, Monday Friday, or upon request by COR.

Southeast Community Based Outpatient Clinic (SE CBOC)

Collection and shredding of materials will be, at least, conducted once monthly during the normal business hours of 7:30am-4:30pm, Monday Friday, or upon request by COR.

Charlotte Hall Community Outpatient Clinic

Collection and shredding of materials will be, at least, conducted once every two weeks during the normal business hours of 7:30am-4:30pm, Monday Friday, or upon request by COR.

Community Resources Referral Center

Collection and shredding of materials will be, at least, conducted once monthly during the normal business hours of 7:30am-5pm, Monday Friday, or upon request by COR.

Prince George s County CBOC

Collection and shredding of materials will be, at least, conducted once monthly during the normal business hours of 7:30am-4:30pm, Monday Friday, or upon request by COR.

Landover Business Office

Collection and shredding of materials will be, at least, conducted once weekly during the normal business hours of 9:00am-5pm, Monday Friday, or upon request by COR.

The number of bins per location may fluctuate by 25%, depending on shredding volume. Any adjustment that would result in a change in time or cost must be approved by the Contracting Officer (CO) via a contract modification.

The Contractor will develop a listing of the COR approved locations of all shred bin containers.

The contractor will collect documents to be shredded from all containers identified by a shred bin location list and in accordance with the shredding schedule above.

The contractor will provide and maintain a barcoding system to scan the bins being serviced. The contractor will provide the COR with a service report after any bin serving is performed, identifying the bins that the Contractor was able to collect for shredding. Bins will be scanned by the contractor only when they are emptied (serviced) by the contractor.

These containers will consist of VA records and other material that may contain sensitive information. These records may include, but are not limited to, paper, carbon paper, binders, folders, DVD s, CD s, VHS tapes and other non-paper materials.

The Contractor will shred all collected material on site via a contractor provided truck equipped with the appropriate shredding devices approved by the COR.

The contractor will shred paper material in accordance with NIST 800-88 Guidelines for Media Sanitation. Guidelines require shredders to have cross-cutting capabilities which produce particles that are 1x5 millimeters in size, or disintegrator devices with a 3/32 inch security screen. The final rendered paper will not be sold or otherwise provided to any business that would use it for packaging or any other purpose in its shredded, destroyed condition: companies that further "pulp" the destroyed paper and recycle into paper products are acceptable.

If on-site mobile shredding equipment does not shred documents to meet the 1x5 millimeters in size, the Contractor must complete the destruction process by pulverization, bleaching, pulping or other means, approved in advance by the COR that will fully destroy the data. Such destruction completion methods may be performed off-site upon Contractor receiving approval from COR in advance.

The contractor will shred all floppy disks, Reel and Cassette Format Magnetic Tapes according to appropriate guidelines. CD s and DVD s must be incinerated or shredded to a particle size with a nominal edge dimension of 5mm and a surface area of 25mm (squared).

Upon request, the contractor will provide the COR a written statement of the recycling method utilized.

Contractor will provide the VA with a written contingency plan to include inclement weather, truck mechanical failure, console security failure, cleaning of container/s procedure, procedure to retrieve documents that are mistakenly placed in the locked consoles, adjustment of service schedule and emergency key replacement.

Access and Identification

Contractor employees must wear a company uniform with visible company photo identification when on site. VA identification day badge/s may be required, and if required/obtained, must be returned upon leaving the VA site being serviced. Contractor employees must check-in with designated VA personnel prior to removal of documents/containers/consoles or performance of shredding services.

The contractor will ensure all containers/consoles are securely locked upon completion of each service visit.

The contractor's office will be staffed on normal business days between 9:00 a.m. through 4:00 p.m.

Hours of Operations

Collection and shredding of all materials will be conducted according to the shredding schedule above, or upon request.

If the scheduled day of service occurs on a national holiday, the Contractor will provide services the next available day and will communicate this to the COR.

Supervision

The Contractor will be responsible to ensure sufficient supervision is provided during time shredding services are rendered.

Supplies, Materials, Equipment and Utilities

The Contractor shall provide all supplies, materials, equipment, locked collection containers, labor, labor supervision, management and transportation to perform all tasks as identified in this SOW.

Miscellaneous Requirements

Certificate of Destruction: A signed Certificate of Destruction will be provided to the designated supervisor upon completion of each service visit to each VA site. The certificate will indicate the date of destruction, method of destruction and signed by the individual(s) designated to destroy and witness the destruction. If the Contractor utilizes a sub-contractor for this purpose, a Certificate of Destruction must be provided by the sub-contractor.

VA Handbook 6300.1: Records Management Procedure shall be applicable to all record/microfiche destruction. The procedure reads: The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as Privacy Act of 1974 or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction.