R614--PRE-SOLICITATION NOTICE ONLY Montgomery On-Site Shredding

DRAFT for Pre-Solicitation

STATEMENT OF WORK

Montgomery On-Site Shredding Services

Purpose

To obtain on-site shredding services at the Montgomery Veterans Affairs Regional Office (VARO), 345 Perry Hill Road, Montgomery, Alabama 36109.

Background

The VARO provides services to Veterans and their dependents, subsequently creating sensitive documents which must be properly disposed of. The VARO requires disposal of approximately 10,000 pounds of material each year.

A&A requirements do not apply, and that a Security Accreditation Package is not required.

Scope

The Contractor shall provide on-site shredding services with a mobile vehicle. Vehicle must be capable of shredding/incinerating various materials: both printed and handwritten content from source materials including paper, photographs, fax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and flash drives ensuring that no information can be extracted from the resulting material.

Shred services must comply with industry standards for cross-cut or double-cut shredding. The final product, if not recycled, will be disposed of by pulping, macerating, shredding, burning, or otherwise definitively destroying the information contained so that it is not readable or re-constructable to any degree.

The prime contractor (and/or its subcontractors or third parties) must be certified, bonded, and insured according to National Association for Information Destruction (NAID) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction. The contractor is responsible for maintaining liability insurance for the duration of the contract. The prime contractor must be NAID certified.

The contractor shall provide a total of five (5) secure containers (bins) to collect and store materials to be shredded until such time that shredding of the materials occurs. The bins will be staged in the facility supply office adjacent to the mail room loading dock. The contractor shall provide bins that have wheels, are capable of holding an average of 200lbs (65 gallon) and possess locking mechanisms (key, combination lock, etc.). The contractor shall issue sets of keys and/or a combination for bin locking mechanisms to the Government representative designated by the Contracting Officer.

The contractor is required to provide pricing in one price per bin rate, regardless of destruction material contained in each bin. The destruction material will not be sorted, and different materials might be included in the same bin. Materials include paper,

photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and/or flash drives.

General Requirements

Contractor shall provide on-site shredding of paper, photographs, fax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and flash drives at time of service.

Contract shall provide five (5) secure containers to the VARO location.

Contractor shall shred all documents in accordance with VA Directive 6371, Destruction of Temporary Paper Records.

The contractor shall provide bimonthly (every two months) service and unscheduled services that may arise from time to time when VA is purging records.

The contractor shall provide all necessary labor, supervision management, management support, transportation, supplies, equipment, and materials to maintain security of sensitive materials at their points of origination throughout the agency, and to collect and transfer these sensitive materials in a secure manner from the point of origination to the point of on-site destruction. The contractor shall guarantee securely transporting sensitive Personal Identifying Information (PII) data from point of pickup to the point of on-site destruction. Materials will not be allowed to accumulate of overflow from current holdings. In this event, the contractor may be contacted in advance to coordinate additional pick-ups.

During the operation of the vehicle, it will not be parked near any air supply vents that provide air to the buildings.

Contractor shall allow for on-site vehicle inspection of shredding for compliance, upon request, by a VA representative. Inspections will be completed as needed by the facility Records Management Officer.

The contractor will be escorted by facility staff at all times to ensure integrity of shredding services.

At the conclusion of each on-site shredding visit, the contractor shall provide an interim validation to the witnessing VA Representative prior to exiting the premises. The document shall acknowledge the number of bins temporarily destroyed and include both the contractor and VA Representative signatures.

Contractor shall ensure their employees are dressed in marked uniforms with nametags.

The contractor shall provide a contingency plan for instances where equipment malfunction occurs during the shredding process.

At the end of each service performed, the contractor shall provide the RO with an invoice along with a certification after final destruction. The invoice shall detail the

number of bins that were collected, weight, date(s), and a description of the shredding services performed and total value.

National Association of Information Destruction (NAID) Certification:

NAID Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed prior to the final destruction of the records. The certification should contain sufficient information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for the final destruction.

Reference

The contractor shall comply with the following references during the entirety of the contract:

VA Directive 6371 dated April 8, 2014, and any subsequent modifications made to that directive.

VA Handbook 6300.1

VBA Directive 6300

VA Handbook 6500.6 Contract Security

NAID Certified