SOURCES SOUGHT
R -- HUB | VISN Shredding Services | New Requirement | sources sought
- Notice Date
- 7/20/2021 9:53:34 AM
- Notice Type
- Sources Sought
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24421Q0998
- Response Due
- 7/27/2021 8:00:00 AM
- Archive Date
- 10/25/2021
- Point of Contact
- William.Schlobohm2@va.gov, William Schlobohm, Phone: 240-215-1760
- E-Mail Address
-
kwame.dankyi@va.gov
(kwame.dankyi@va.gov)
- Awardee
- null
- Description
- GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK SOURCES SOUGHT NOTICE: This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market research purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms and obtain information for planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this Sources Sought in order to identify capable firms for Document Shredding Services for VISN 4 VAMCs. Responses shall be submitted by 11:00pm (EST) July 27th, 2021. Responses shall be submitted via email to william.schlobohm2@va.gov . All SDVOSB and VOSB firms that respond shall include proof of CVE certification via Home · VetBiz Portal (va.gov). All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes. All respondents shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work, as well as answers to the below three (3) questions. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 561990 (All Other Services) Suggested PSC: R614 (Support Administrative Paper Shredding) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. In addition to the information requested above, please include answers to the below 3 questions as part of your response to this Sources Sought: 1. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes. 2. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. 3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company. SAMPLE / TENTATIVE PERFORMANCE WORK STATEMENT (BELOW) VISN-4 Shredding Services SECTION 1.0 - INTRODUCTION The Veterans Affairs Medical Centers (VAMC) in Veterans Integrated Network Services (VISN) 4 and their VA Community Clinics (VACC) campuses are looking for a qualified, experienced and dependable contractor that can provide on-site commercial destruction of classified, patient privacy, confidential materials and media destruction. VISN 4 consists of (9) facilities with multiple subsidiary campuses/facilities associated with each facility. The objective of this Statement of Work (SOW) is to describe the Contractor's technical support requirements for a contract to remove and destroy confidential documents generated at each location and will require various pick-up intervals ranging from weekly, bi-weekly, and monthly basis. The Contractor must also be able to provide on-site shredding and media destruction services to any additional VACC campuses that may be activated in VISN 4 within the contract period. The Contractor will need to provide a proper chain of custody, including electronic signatures and a certificate of destruction for every visit. The Contractor must be capable of providing a truck to perform on-site shredding and media destruction for the following facilities and their subsidiary locations: FACILITY: ADDRESS: Altoona 2907 Pleasant Valley Blvd. Altoona, PA 16602 Butler 353 North Duffy Road Butler, PA 16001 Coatesville 1400 Blackhorse Hill Road Coatesville, PA 19320 Erie 135 E 38th Street Erie PA 16508 Lebanon 1700 S. Lincoln Ave. Lebanon, PA 17042 Philadelphia 3900 Woodland Ave. Philadelphia PA 19104-4551 Pittsburgh/University Drive 4100 Aliquippa St, Pittsburgh, PA 15240 Wilkes-Barre 1111 East End Blvd, Wilkes-Barre, PA 18711 Wilmington 1601 Kirkwood Hwy, Wilmington, DE 19805 Refer to Attachment A, which provides historical data of locations, bin sizes, quantity and frequency. SECTION 2.0 GENERAL REQUIREMENTS 2.1 This section outlines the general requirements under which the Contractor will be expected to perform. Any issues regarding the terms and conditions of this contract shall immediately be brought to the attention of the Contracting Officer s Representative (COR) and Contracting Officer (CO). 2.2 Scope of Work 2.2.1 VA Medical Center staff and VACC campus staff are in the practice of putting all confidential materials (including white and mixed paper containing VA sensitive information, personally identifiable information (PII) and protected health information (PHI)) in locked consoles located throughout all of the medical center and it s VACC campuses. Types of paper that can be expected are office and computer paper of a variety of color, type, carbon and size. Limited quantities of incidentals and media to be destroyed includes: paper clips, staples, rubber bands, plastic arm bands, folders, x ray file jackets, patient ID bracelets, patient ID cards, employee ID badges, CD s, VHS tapes, pharmacy ribbons, self-adhering prescription labels and other similar items can be expected. 2.2.2 The Contractor must provide secured Global Positioning System (GPS) tracked, truck/mobile unit specifically designed to shred sensitive/confidential documents and products through cross-cut shredding systems for on-site shredding and also be capable of on-site media destruction. The Contractor shall transport interim destructed materials securely to their facility and ensure the materials are appropriately final destroyed, maintaining compliance with VA Directive 6371, Destruction of Temporary Paper Records, throughout the entire process. 2.2.3 The Contractor shall provide all labor, personnel, equipment, supervision, and other related services necessary to transport this information from the VA facilities. 2.2.4 The Contractor shall deliver and set up secure, tamper-proof, bar-coded consoles at the medical center and their VACC campuses within 5 business days after contract award and approval of COR. The consoles shall have a slotted lid or front panel allowing multiple pages of paper to be discarded at one time and utilize a keyed lock to limit access. All containers will be key lock/key code and unique to each facility. The consoles shall be placed at the designated locations directed by the COR. 2.2.5 The Contractor shall use scanning and barcoding technology to ensure a secure chain of custody. This includes scanning each console at the time of pick up, utilizing electronic signatures that will provide date and time stamps to acknowledge service, scanning when arriving at the facility for final destruction and scanning once again at the time of destruction 2.2.6 The Contractor shall provide a listing in electronic format, bi-annually (will be determined by COR after award) with the following information for each facility: Location Building number Room number Console size in gallon Poundage/amount of materials collected 2.2.7 The contractor will submit a consolidated invoice on a monthly basis. This invoice shall encompass the total amount billed, based on the total number of consoles serviced at all campuses throughout the entire month. The number of consoles picked up must match the number of consoles on the receipts of temporary records listed on paragraph 6.3.2 and Certificate of Destruction (COD). Due to special projects and the possible fluctuation of the quantity of bins, the monthly invoice total is expected to vary. 2.3 Contract Management 2.3.1 For the purpose of this contract, there is one facility COR located in each facility and one designee for each VACC location. The CO will issue the Delivery Order (DO) and the COR will initiate and monitor the DO s for all equipment and services. The COR will have full responsibility for day to day document destruction operations, including but not limited to invoice verification, approval and console relocations and deletions. The Contractor shall designate a Project Manager to interact with the COR and CO for prompt responses to any issues. 2.4 Service Frequency and Hours of Operation 2.4.1 The hours of operation for this contract shall be defined as 8:00am through 4:30pm, local time, Monday through Friday, except Federal holidays. The contractor should adhere to the frequency schedule below regarding regular servicing. The servicing can occur on any set business day (Monday through Friday) between the hours of 8:00AM and 3:30PM. 2.4.2 The Contractor and COR will negotiate the specific day of the week for reoccurring services once contract is awarded. This day should stay consistent, week to week and month to month, barring any unforeseen circumstances. 2.4.3 If needed, it can be changed, upon agreement of both the medical center, campuses and the contractor in writing. After the schedule is established the Contractor shall provide the COR a written schedule of when shredding will be picked up at each facility to include pick up days in-lieu of the holiday. 2.4.4 When a regular pick up day occurs on one of the Federal holidays listed below, the pickup day shall automatically shift to the following business day. The (11) national holidays observed by the Federal Government are: HOLIDAYS New Year s Day January 1 Martin Luther King Jr. Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Forth Thursday in November Christmas Day December 25 2.4.5 This list may also include any other day specifically declared by the President of the United States to be a national holiday. If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. If a holiday falls on Saturday, the preceding Friday is observed as a legal holiday by U.S. Agencies. 2.4.6 Prior to any changes made to the pick-up schedule, the COR will notify the Contracting Officer (CO) in writing of the revised schedule. A revised pick-up schedule will be provided to the contractor in writing along with the contract modification from the CO. SECTION 3 - PERIOD OF PERFORMANCE 3.1 Establish a 12-month contract/base period with (4) one-year options/extensions with same terms and conditions. Any successive option/extension must have written approval of from the medical centers and contractor no later than 30 days prior to expiration of previous 12-month period. Base Year: 11/01/2021-10/31/2022 Option Year One (1): 11/01/2022-10/31/2023 Option Year Two (2): 11/01/2023-10/31/2024 Option Year Three (3): 11/01/2024-10/31/2025 Option Year Four (4): 11/01/2025-10/31/2026 3.2 Phase-out Plan Contractor shall have/provide a phase out plan. This plan shall describe the Contractor s methods and procedures to ensure smooth and uninterrupted service at expiration contract date. Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties. 3.3 Charges/Invoices Bid/Quote prices must include all charges. Additional fees or surcharges for fuel or other items must not be shown separately. Request for any charges beyond the container rate (Ex: 95 Gallon Tote) will be rejected. No hidden charges allowed. SECTION 4 - SPECIFIC REQUIREMENTS 4.1 Console Descriptions and Quantities 4.1.1 Upon the award of this shredding contract, the Contractor shall provide and maintain locked, barcoded consoles to the Government at no cost and shall remain the sole property of the contractor. Bar codes should be placed inside the console door as to protect it from being tampered with and or wearing/tearing off. The Contractor is to make available the proper sized consoles required by each facility listed on Table 1 below. The Contractor shall be responsible for placing and positioning all consoles in designated/required locations throughout the medical centers and at all the VACC s. The sizes will vary by each location and can be changed out at any time through proper request as stated in section 4.2. The equipment and installation, if needed, will be provided at no additional charge. 4.2 Quantities/Locations 4.2.1 During the course of the contract, the bin sizes, quantities and locations are subject to change and will fluctuate as needs change at each medical center and VACC campuses. The COR shall notify the contractor in writing, of location changes, bin size change, removing consoles, and adding additional consoles. The Contractor will have up to (10) business days to deliver these consoles upon receiving the request. The COR will maintain a spreadsheet of console locations, and the parties agree that this list will be definitive of what service is to be performed from the time the list is published until expiration of the contract period of performance or publication of a revised list. The price per event of servicing each console will remain constant. 4.2.2 The COR will provide a location list of consoles to be serviced, and or other materials for destruction. Contractor staff will be responsible for performing the work of placing the bins in locations throughout the medical center and VACC s. Table 1: EQUIPMENT DIMENSIONS- *Dimensions of console will vary, but shall be similar to what the facilities requires ACCESSORIES/FEATURES BAR CODED ,LOCKED OFFICE CONSOLES,FRONT LOADED, LONG CLOTH BAG OR BOX TO GO INSIDE CONSOLES Standard Size: 35""H x 17""D x 19"" W 35 H x 19 D x 19 W 36 H x 16 D x 20.5 W 40 H x 19 D x 19 W 42 H x 26 D x 25 W DOUBLE-TURN LOCK. PAPER DEFLECTOR TO INCREASE SECURITY TO PREVENT ANTI-FISHING. ONE KEY SOLUTION. BAR CODED ,LOCKED OFFICE CONSOLES,FRONT LOADED, LONG CLOTH BAG OR BOX TO GO INSIDE CONSOLES Mini Size: 24 H x 16 D x 16 D 26 H x 19 5/8 D x 20 ¼ D 27 H x 16 D x 19 W 28.5 H x 19 D x 19 W 30 H x 11""D x 20""W DOUBLE-TURN LOCK. PAPER DEFLECTOR TO INCREASE SECURITY TO PREVENT ANTI-FISHING. ONE KEY SOLUTION BAR CODED, LOCKED SLIM LINE CONTAINERS, TOP LOADED Slim Jim 23 Gallon: 30"" H x 13.5""D x 24.25""W REMOVABLE LIDS, EASY EMPTYING, NO BAGS NEEDED. ONE KEY SOLUTION. HOLDS UP TO 60 LBS. OF PAPER BAR CODED, LOCKED TOTES TOP LOADED 65 Gallon Totter: 46 H x 27.5 D x 24.5 W 95 Gallon Totter: 46""H x 34""D x 26""W MULTIPLE SECURITY LOCK OPTION: BARREL LOCK AND PADLOCK HASP. 10 HEAVY DUTY, WITH WHEELS FOR EASY ROLLING, QUIET CAP WHEELS ARE FULLY INSET TO ELIMINATE DAMAGE TO HALLWAYS AND DOORWAYS AND REDUCE NOISE LEVELS. KEYS THREE SETS -- SHOULD BE UNIQUE TO EACH FACILITY, ONE SET FOR PRIVACY OFFICER, ONE SET FOR VA SECURITY/POLICE AND ONE SET FOR COR 4.3 Extra Consoles 4.3.1 Occasions may arise where a campus needs extra bins for special projects (i.e. a temporary or one-time removal of large amounts of documents). In the event a special project arises, the facility will issue a task order that will define, the quantity, frequency, and period of performance for the additional bins. 4.3.2 The Contractor is to provide each facility and VACC s an extra 65 or 95 gallon totter in case of overflowing in the event that bins are missed, and the problem becomes a security violation. The VA staff will utilize the extra totter to remove overflowing materials until the situation is resolved as stated in 7.2.2. 4.3.3 In the event that additional services or consoles are needed, the CO is the only government staff member responsible for requesting changes with the contractor. All changes must be documented in writing. Once the COR requests and CO authorizes the request for additional service, the contractor will be notified of the request and at that point, can complete it within 10 business days. Any requests the contractor completes outside of the knowledge and approval from the CO will be considered unapproved. The VA will not reimburse the contractor for any unapproved requests or services. 4.4 Management of Consoles 4.4.1 The consoles shall be kept locked at all times to ensure the protection of the confidential materials enclosed. In the event staff identify a console that is unlocked, the COR will use his/her master set of keys to lock the bin and also notify the contractor. If there are reported instances of the Contractor leaving consoles unlocked after servicing, the Contractor will need to formally address this noncompliance with staff, and provide documentation of these remediation efforts to the COR. SECTION 5.0 - SHREDDING SPECIFICATIONS 5.1 The Contractor shall provide shredding document destruction services for all secure materials that are collected in the locked consoles. The Contractor will shred paper material in accordance with VA Directive 6371. This directive requires that final destruction of paper records are pulped, macerated, or shredded to a degree that definitely ensures that they are not readable or re-constructible to any degree. 5.2 Interim Destruction 5.2.1 The interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction. Interim destruction of these records must take place at the VA facility or at a secured vendor location, and this destruction must be to the degree that the information contained on them is not readable and not reconstruct able without extraordinary effort. The destructed material will be when crosscut or pierce & tear a width of (max) ¾ inch and a length of (max) 2.5inch. 5.2.2 If interim destruction is not carried out by VA employees, it must be carried out by a National Association for Information Destruction (NAID) certified bonded and insured contractor who is contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. 5.2.3 Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided to VA. 5.3 Final Destruction 5.3.1 Although lesser destruction measures may be taken prior to the secure transport of paper records, final destruction of the records must ensure that the information on the record is not readable or reconstruct able. 5.3.2 The pulverized material will be of a screen size (max) 2-inch diameter holes. If final destruction is not carried out by VA employees, the final destruction must be witnessed by a VA employee or, if authorized by the organization that created the records, a contractor employee may serve as witness. 5.3.3 As with interim destruction, if final destruction is not carried out by VA employees it must be carried out a National Association for Information Destruction (NAID) certified, bonded and insured contractor, subcontractor, or third party that satisfies all of the standards outlined in the VA Directive 6371 Appendix A. 5.3.4 If the final destruction is witnessed by a contractor, it must be attested in writing, and the attestation must be submitted to the organization that created the records. 5.4 Certifications 5.4.1 Awarded contractor does not have to be National Association for Information Destruction (NAID) but will still need to establish minimum standards according to Appendix A, Implementation Procedures, in VA Directive 6371: 7. If interim destruction is reasonably practicable and is not carried out by VA employees, it must be carried out by either: A National Association for Information Destruction (NAID) certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction has been completed; or A non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in this Appendix. 5.5 Certificate of Destruction 5.5.1 A written documentation known as a certificate of destruction (COD) shall be provided by the Contractor. Certification of destruction documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. The documentation should contain sufficient information to attest to the final destruction of the temporary paper records including: What temporary records were destroyed, Date when they were destroyed (i.e. shredding, pulping, incineration) What destruction method was used (address of plant) Where they were destroyed (company name) Who was responsible for their final destruction The weight (in pounds) of confidential material destroyed for that month 5.5.2 The certificate should not be provided to VA until after destruction sufficient to meet the stands of VA Directive 6371 has taken place. The certificate should clearly document that final destruction has been (past tense) completed and should identify the material in a manner that would allow VA to have a record of what data has been destroyed (e.g. (16) 36 gallon containers picked up on January 15, 2021). This shall correspond with the notification of volume picked up. 5.5.3 The certificate should be signed and dated by the prime vendor, regardless of who is actually completing final destruction: The prime contractor may only be conducting an interim process such as shredding that does not make the material unreadable and not reconstructable The prime contractor would still be responsible for certifying final destruction by their subcontractor or downstream vendor, who may be pulping or macerating, etc. The downstream vendor is not expected to produce a certificate SECTION 6.0 - CONTRACTOR PERFORMANCE 6.1 Performance 6.1.1 Upon arrival at each location, the Contractor shall have their service technicians check in with the COR prior to beginning work and check out on completion of the work. 6.1.2 If collection bins must be left in the hallway briefly while servicing, the bins must be locked and within sight distance of contract staff. Consoles are not to be left unattended outside, in hallways, or other areas. 6.2.2 The Contractor shall be responsible for the ongoing condition and aesthetic appeal/acceptance of Contractor equipment used at the VA Medical Center and its subsidiary facilities. Contractor will not use plastic bags to collect items from consoles. 6.2.3 The Contractor shall provide sufficient labor and equipment necessary to transport collection containers form the indoor environment to an outdoor designated location. 6.2.4 The Contractor shall ensure each locked container remains locked until it arrives at the shredding location. They shall only be unlocked to transfer documents. 6.2.5 The Contractor shall make sure the confidential documents are protected from wind gusts and other atmospheric conditions. 6.2.6 The Contractor shall ensure all locations are treated the same for pickup, cut and shred size. 6.2.7 The Contractor shall not reveal, divulge, or disseminate any oral or written information obtained as a result of execution of this shredding contract or performance of work hereunder. 6.2.8 All sensitive documents/material, regardless of classification, is protected from unauthorized viewing and is destroyed properly by shredding and or pulverizing. 6.2.9 All shredding consoles are to be emptied at each pickup, no matter the amount of material in the consoles. 6.2.10 Shredding staff are not to make a judgment call as to whether the console should be emptied. 6.2.11 The Contractor shall be responsible for disposing by recycling all shredded material offsite at their own expense. 6.2.12 If any area is locked and not assessable, shredding staff are to make a reasonable effort to gain entrance by contacting staff in offices near the location. Effort will be made to ensure other staff in the area has access to the locked area. A reasonable attempt will be considered going to at least two offices with employees present near the locked area. If an area has continuous issues being accessed, the shredding company and Privacy Officer(s) will need to resolve the issue. 6.3 On-Site Service Receipt 6.3.1 After each service, the Contractor shall provide a consolidated summary receipt stating the number of consoles that were collected at the time of service. This serves as a documentation acknowledging the receipt of the temporary records, to the designated VA representative the COR identifies at each campus. The documentation shall be provided to the designated VA representative prior to leaving the facilities. Document shall be on company letter head and include: Date of service Location of each console serviced Timestamp of each console serviced Name of the campus serviced Name of the Contractor/subcontractor/third party accepting receipt of records Comments explaining any issues Signed by both the contracted service technician and designated VA representative 6.3.2 This documentation is required per VA Directive 6371 and is critical for privacy and information security matters. If the Contractor does not provide this documentation to the designated representatives on the day of servicing before leaving the campus, the COR is unable to establish appropriate custody of the sensitive documents. Therefore, the COR will not be able to pay for the bins serviced that day, as the facility will be noncompliant with VA Directive 6371. This is a zero-tolerance matter. The receipt of temporary records must be provided before the Contractor leaves the campus and the COR will not accept receipts after the fact, regardless of whether the Contractor attempts to provide it later that same day or on any subsequent day. 6.4 Accountability Spreadsheet/Checklist 6.4.1 Once the contract is awarded the COR and contracted service technician will combine efforts to maintain a spreadsheet/checklist verifying console locations to be serviced. The purpose of this spreadsheet/checklist is to provide issue awareness and to prevent missed consoles. The Contractor service employees are responsible for familiarizing themselves with the layout of the VA facilities and report any issues shall bins become missing. 6.4.2 Any discrepancy from the consoles listed on the spreadsheet shall be noted by the Contracting employee on the onsite service slip stated above in section 6.3.1, and COR shall be notified at check out. 6.5 Incident Notification 6.5.1 The Contractor shall notify the COR immediately (within 24 hours) after discovery of any incident which may potentially be a data breach. Per the methodology specified by the Department of Health and Human Services (HHS) in guidance issued under §13402(h)(2) of the Health Information Technology for Economic and Clinical Health(HITECH) Act, the Contractor s notice shall include the identification of each individual whose unsecured protected health information has been, or is reasonably believed by the contractor to have been, accessed, acquired, or disclosed during such breach. 6.5.2 The Contractor will coordinate with the COR and Privacy Officers to the extent necessary to help remediate any issues related to data breaches that occur once the contractor officially maintained possession of the temporary paper records. 6.6 Contractor Vehicles 6.6.1 All contractor vehicles utilized in the performance of this contract shall maintain liability insurance (at least the minimum coverage required by the state where the vehicle is registered). The Contractor shall maintain current state vehicle registration for the duration of the contract, and for following all pertinent federal and state regulations with regard to transportation and destruction of classified medical documentation. 6.6.2 All contractor employees shall possess a valid state driver s license and have a clean driving record. The Contractor and its employees shall not use personal vehicles to transport containers to and from the government and contractor site while performing under this contract. 6.6.3 The Contractor shall ensure that all contractor vehicles used in connection with this contract are kept in proper working condition. The contractor vehicles shall be locked and properly secured at all times while at the government site or travelling to and from contractor site(s). Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting sensitive information. 6.6.4 Contractor shall allow for on-site vehicle inspection of shredded media for compliance of VA Policy. 6.7 Quality of Work 6.7.1 Service technicians will collect confidential material from locked consoles, bins and totes. Types of paper that can be expected are office and computer paper of a variety of color, type, carbon and size. Limited quantities of incidentals such as paper clips, staples, rubber bands, plastic arm bands, folders, x ray file jackets, patient ID bracelets, patient ID cards, pharmacy ribbons CD s , VHS tapes and self-adhering prescription labels and other similar items can be expected. VA staff will not be expected to remove all these items prior to placing in shredding consoles. 6.7.2 The confidentialmaterial gets placed into 95-gallon totes; the mobile tote, when full, is transported to shredding truck, tote is mechanically lifted and emptied, and confidential/sensitive material is destroyed (pierce and tear) using a cross-cut shredder which produces particles 1x5 millimeters in size. 6.9 Contractor Supplies, Equipment, Furnishings and Keys 6.9.1 Initial orientation to the medical center and VACC s will be done by the COR, Privacy Officer or alternate. 6.9.2 Contractor must furnish all material, equipment and supplies for full-service shredding contract. 6.9.3 Contractor shall be responsible for placing and installing consoles, bins and totes in the required locations. 6.9.4 The locations for receptacles are subject to change Contractor must furnish all consoles, cloth bags/box inserts, slim line containers, locked totes and keys. 6.9.5 All receptacles shall be of excellent quality and shall be free of defects that would diminish the appearance of collection containers or render containers structurally or operationally unsound. 6.9.6 Contractor must provide suitable, barcoded, locked, covered receptacles and long cloth bags/box insert. 6.9.8 All accessed areas, equipment, furniture, items, etcetera moved during services are returned to original location and their original state. 6.9.9 Three sets of keys unique to each facility and it s VACC s to shredding consoles will be given to the Privacy Officer, Contracting Officer s Representative (COR), and the VA Police, in case access is needed by VA staff. 6.9.10 All supplies, equipment and keys are supplied at no cost to the VA Medical Center facilities. SECTION 7.0 - CONTRACTOR MONITORING AND ADMINISTRATION 7.1 Quality Control 7.1.1 The contractor shall develop and maintain quality programs to ensure recycling services are performed in accordance with commonly accepted commercial practices and comply with VA requirements. 7.1.2 The contractor shall develop and implement procedures to identify, prevent, and ensure non-re...
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