R614--sensitive document destruction - VISN2N (VA-25-00003192)

B.2 STATEMENT OF WORK

1. Requirement

Collection and destruction of sensitive documents from the VA Medical Centers located in Buffalo, Batavia, Albany, Bath, Canandaigua and Syracuse to include associated off-site Community Based Outpatient Clinics (CBOC) and Home Based Primary Care (HBPC) as listed at the following locations:

Serviced Weekly:

VA Medical Center VA Medical Center VA Medical Center

3495 Bailey Avenue 76 Veterans Avenue 113 Holland Ave

Buffalo, New York 14215 Bath, New York 14810 Albany, New York 12208

VA Medical Center

800 Irving Ave

Syracuse, New York 13210

Serviced bi-Weekly: (Every other Week)

VA Medical Center

222 Richmond Avenue

Batavia, New York 14020

Canandaigua VA Medical Center      VA Rochester Outpatient Clinic

400 Fort Hill Avenue      260 Calkins Road                                           Â

Canandaigua, New York 14424Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Henrietta, New York 14632Â Â

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Serviced Monthly:

VA CBOC Niagara Falls

2201 Pine Avenue

Niagara Falls, New York 14301

Buffalo Vet Center

2929 Union Rd

Cheektowaga, NY 14227

VA Offices at Apple Tree Business Park

2875 Union Road, Suite 3500

Cheektowaga, NY 14227

Binghamton CBOC

425 Robinson Street

Binghamton NY 13904

Rome CBOC

125 Brookley Road, Building 510

Rome, NY 13441

Bi-monthly service to be performed at these locations (Service once every 8 weeks):

PRRC Day Treatment Center

2963 Main St.

Buffalo, NY 14214

Packard Building VA Clinic

1325 Main Street

Buffalo, NY 14209-1988

VA HBPC Springville

27 Franklin St., Suite 7

Springville, New York 14141

VA HBPC Jamestown

610 West 3rd Street

Jamestown, New York 14701

Olean VA Clinic

465 North Union Street

Olean, NY 14760-2658

2. Scope

Description of Services: Contractor shall ensure that document information/material is secure from the point of pick-up to the point of destruction; ALL documents must be destroyed beyond recognition. The Contractor shall also be required to make pick-ups as requested for large volumes of documents for destruction; boxes of documents needing destruction on an as needed basis. The day(s) of pick-up shall be agreed upon by the Contracting Officer s Representative (COR) and the Contractor. A schedule of service dates shall be provided to the COR at commencement of the contract. The COR for each medical center shall provide a listing of console and totter locations to be serviced, and other materials for destruction on the day of pick up. Contractor shall use the checklist of sensitive bins for each site for every service checking off all locations that have been serviced. This checklist shall be kept current by both the COR and Contractor.

Technicians servicing this contract are required to pass background checks performed by the Government at the Contractor s expense to include VA training BEFORE commencement providing service under this contract. Training certificates for the associated contractor technician must be provided to COR representative at each medical center location.

Each VISN facility shall have the opportunity to increase and/or decrease the number of bins utilized as needed.

Contractor shall provide secured/locked consoles and totters free of charge, as needed.

Contractor shall work with COR representatives in keeping the listing of consoles and totes current.

If bins are removed from the facility the contractor shall fill out Bins removed form below with how many totes/consoles are leaving the facility at each site. This form shall be left with the COR representative or designee at end of day s service.

Contractor shall provide servicing of consoles and totters per instructions of COR.

Contractor must be able to destroy materials regularly placed in consoles and totters of the following mixed type:

Paper of any color, envelopes, labels

Paper clips, staples, pharmacy pill containers, binding left on disposed paper

Contractor shall destroy materials regularly placed in consoles and totters in a manner as prescribed by Risk Management Framework for VA Information Systems tier 3: VA Information Security Program; and VA Directive 6371, Destruction of Temporary Paper Records.

Final Destruction is the process through which temporary paper records are pulped, macerated, shredded or otherwise destroyed to a degree that definitively ensures that they are not readable or reconstructable to any degree. An original Certificate of Final Destruction, signed in ink, must be provided to the COR representative at each site after each shredding service and shall include the number of bins serviced and the total pounds shredded. Sensitive documents picked up from the VA must go directly to the point of destruction with no other stops. The contractor must provide written notification to the COR representative should there be stops before the point of final destruction. If there are any stops, the truck and contents must be secured.

The contactor shall destroy all material on the same day of pick up or provide written notification to the COR justifying why destruction is delayed and what the contractor has put in place to protect the material (electronic mail is acceptable). In no case shall the contractor hold any material for more than 24 hours. The contractor must have a process in place to ensure that the truck is always locked, and the number of stops is limited when VA materials are on-board.

Contractor-Owned Supplies/Equipment:

The Contractor shall provide all sites covered by this contract totters and consoles at no cost to the Government. The VAMCs shall be allowed to increase or decrease the number of totters or consoles as needed. If an extra bin is needed for purging, the contractor shall supply the bin for the time necessary and then remove. Keys to all consoles and totes placed at the VA sites shall be provided only to the COR representative.

Consoles shall meet the following specifications:

Approximate size - 35"- 40" in height, 15"- 19" in width, and 15"- 19" in depth.

Must be securely locked with a deadbolt mechanism.

Must have a frontal opening approximately 2"X15" for depositing materials

Must contain an inner bag that will hold approximately 100 pounds of material when full and secured inside (Inner bags are not used at the Bath facility)

Must be aesthetically pleasing to the eye, preferably gray or similar light color in nature, and be able to accept labeling for acceptable material.

Totters shall meet the following specifications:

Totters shall accommodate 65-95 gallons or 200-300 pounds of material when full.

Totters shall be easily mobile (have wheels)

Totters shall be plastic in nature

Totters shall be locked with lock and Keys to be provided by Contractor to the COR.

Totters shall have a slot on top of unit approximately 2" X 17"

Totters shall be able to accept labeling for type of material acceptable.

Requirements at Each Facility

Facility Contractor Badge: Contractor personnel shall get a vendor badge from the Police Office at each medical center location. Badges must be returned to the Police Office at the end of the contract, the expiration date of the badge, or termination of Contractor employment.

Service Check List: A listing of all bins at the facility shall be provided to the technician(s) each service date. The technician must check off each bin serviced and turn in this checklist to the COR representative or designee at the end of each service date. These listings of bins are subject to change as bins are increased and/or decreased. The technician is to check off each room serviced; if a bin is not available to service, do not check off as serviced.

Checklists are to be turned into COR representatives at each site. Batavia checklist must be dropped off to COR in Buffalo.

Sign in/out Sheet Locations

In WNY (Buffalo and Batavia) Sign in/out sheets in Buffalo are in the EMS office Room 63; and in Batavia in Building 3, Room 104, there are clip boards to sign in/out.

At Appletree Business Park Ring doorbell and check in with Administrative Officer in Room 14.

For the Bath facility, sign-in/out sheets and bin verification sheets are in building 41, EMS. Contractor shall check in at all CBOCs and HBPCs reception.

At Stratton VA Albany, the sign in/out sheets are located in room SB-1, EMS Suite, on a bookshelf in a binder marked Sign In.

In Syracuse, the sign in/out sheet is in the basement main building in the Supervisors office Rm# CL-52.

For Canandaigua VAMC and Rochester Outpatient Clinic, badges are to be secured from the PIV office building 4 room 121 and worn whenever on either station.

BIN/TOTE/Container requirements per location:

Albany Stratton VA

64 Gallon: 35

Bath VAMC

95 Gallon: 5

64 Gallon: 12

32 Gallon: 60

Console w/door: 20

Desktop Units: 6

Buffalo and Batavia VAMCs

64 Gallon: 35

Console w/door: 236

Canandaigua/Rochester OP Clinic

95 Gallon or similar: 20

32 Gallon or similar: 89

Syracuse VAMC

95 Gallon: 2

64 Gallon: 4

32 Gallon: 4

Bin Locations

At Stratton VA Albany, the bins to be serviced shall be located on the EMS loading dock for emptying and shredding.

For Bath VAMC, bins are not to be removed from the campus, they are located throughout the facility and emptied by technician into larger bins checking off service via the checklist provided for its campus locations.

For Buffalo and Batavia VAMCs, bins are not to be removed from the campus, they located throughout the facility and are emptied into larger bins checking off service via the checklist provided for its campus locations.

In Syracuse, the contractor shall remove all paper documents from containers secured in room SL52. The Contractor will pick up full containers located in Room SL52 and shred the paper media contained within the 95-gallon containers on site. The sensitive document bins in Syracuse are the property of the Syracuse VAMC. There are 25 facility-owned 95-gallon lockable containers that are not to leave the Syracuse VAMC property. The bins are not to be removed; all documents are to be destroyed on site.

At Canandaigua, the pickup location is Warehouse Building 11 Loading Dock and at the Rochester Outpatient Clinic it is the shipping dock. Contractor shall provide 17 secured 65-gallon bins for Canandaigua and 3 secured 65-gallon bins for ROPC to be stored at each site.

The Bins Removed form below shall be documented at time of service with how many totes are leaving the facility at each site. Leave this completed form with the COR representative or designee at end of service.

Work Hours: The Contractor shall provide a work schedule with a preferred day and time of service to the COR representative prior to the contract commencement date for approval. Days of service are Monday through Friday. Any change in dates must be verified with the COR representative 24 to 48 hours before change may take place. If the regular scheduled pickup date is a Federal holiday, pickup shall be the following day.

Canandaigua hours are 7:00 AM to 3:00 PM and Rochester Outpatient Clinic hours are 7:00 AM to 4:00 PM.

Syracuse hours are 7:00 AM to 3:30 PM.

Bath hours are 7:00 AM to 2:30 PM

Buffalo and Batavia hours are 7:00 AM to 2:30PM

Stratton VA Albany hours are 7:00 AM to 2:30 PM

Invoices: Invoices shall be billed per pound based on service check list at each medical center location. Pricing shall be based on pounds removed and shredded at each site. Charges shall be invoiced separately for each medical center location.

Documentation: The Contractor shall maintain an excel spreadsheet or other acceptable spreadsheet of pounds removed from each VAMC site and associated off-site locations providing a copy monthly to all respective COR representatives. The original, signed in ink, Final Certificate of Destruction must be given to the VA Medical Center COR representative after each service date. The Final Certificate of Destruction shall contain the following: date received, pounds removed that service date, method of disposal, certify during the witnessed shredding the date/time.

3. Quality Assurance Surveillance Plan

The Contractor is responsible for management and quality control actions to meet the terms of the contract. The role of the Government in quality assurance is to ensure contract standards are achieved. The Contractor and the COR shall develop specific monitors covering work performance and management under this contract. A copy of these monitors shall be maintained by both parties. Monitors shall be completed no later than six (6) weeks after date of award. The Government will monitor the Contractor s performance under this contract utilizing customer complaints, performance requirements, and random quality assurance inspections.

Quarterly Meetings with COR:

It is the COR s responsibility to develop a monthly schedule for activities based on the surveillance plan s requirements. This schedule will cover the times during which work is being performed or re-performed under the terms of this contract. The surveillance schedule will be monthly. The monthly schedule will be completed by the last workday of the preceding month and a copy will be submitted electronically to the Contracting Officer for information. The COR will routinely inspect containers on site and document the inspection. Unannounced inspections will be completed periodically with the VA Privacy Officer and COR to ensure information within the containers are safeguarded at all times.

4. Security Requirements

Final Destruction: Final Destruction is the process through which temporary paper records are pulped, macerated, shredded or otherwise destroyed to a degree that definitively ensures that they are not readable or

reconstructable to any degree. Final destruction performed at or away from a VA facility must be performed, where practicable, by a bonded and insured recycler or paper mill, and any intermediary processes must protect the records until final destruction is completed. Final destruction will be witnessed by the contractor employee.

The contractor employee may act as witness, and the written attestation and Final Certificate of Destruction shall be submitted to the VA COR(s).

Final Certificates of Destruction must be maintained in accordance with applicable VA Records Control Schedules and should only be accepted from data destruction or recycle vendors after final destruction has actually taken place.

Records Management Clause for Contracts requiring the creation, use, storage, or disposition of Federal Records:

Use of Contractor's site and services may require management of Federal records. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31& 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Managing the records includes, but is not limited to secure storage, retrievability, and proper disposition of all federal records including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract.

5. Contractor Personnel Security Requirements

All contractor employees will require a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to commencement performing contract services. This requirement is also applicable to all subcontractor personnel.

Position Sensitivity The position sensitivity has been designated as Low Risk for Document Destruction services.

Background Investigation The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI/Tier 1).

Contractor Responsibilities

The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered.

Training: All contractors and sub-contractor s employees are required to complete VA s Security Awareness and Privacy Training course annually on-line; TMS Course #10176. Contractor and subcontractors employees will provide a course completion certificate to the COR representative.

The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

Government Responsibilities

The contracting officer will forward the names, social security numbers, and dates of birth of the contractor s employees to the VA Law Enforcement Training Center/SIC.

The VA Law Enforcement Training Center/SIC will provide the necessary investigative forms to the contractor or to the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations.

The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered.

The current fees associated with NACI/Tier 1 background investigations are approximately $297.00 each for low level investigation.