SOLICITATION NOTICE
R -- 688-21-3-456-0041 Shredding services (VA-21-00038437)
- Notice Date
- 9/1/2021 8:55:43 AM
- Notice Type
- Solicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- 245-NETWORK CONTRACT OFFICE 5 (36C245) LINTHICUM MD 21090 USA
- ZIP Code
- 21090
- Solicitation Number
- 36C24521Q0774
- Response Due
- 9/7/2021 10:00:00 AM
- Archive Date
- 10/07/2021
- Point of Contact
- Evelyn E Walker, Contracting Specialist
- E-Mail Address
-
Evelyn.walker@va.gov
(Evelyn.walker@va.gov)
- Awardee
- null
- Description
- 1 STATEMENT OF WORK CONFIDENTIAL DOCUMENT COLLECTION AND DESTRUCTION SCOPE OF WORK The Contractor shall provide all labor, equipment, supplies, secured vehicles, materials, supervision, and other related services necessary to provide sensitive document, film, optical, digital, and electronic destruction services for the Washington, D.C. Veterans Affairs Medical Center (DCVAMC). The Contractor shall service the following locations: Location Address Box Count Pick Up Frequency Washington DC Veterans Affairs Medical Center (DC VAMC) 50 Irving Street NW Washington, DC 20422 (202)-745-8000 Approx. 380-390 Lock boxes 20 Large Roll off containers Weekly Fort Belvoir CBOC 9300 DeWitt Loop Ft. Belvoir, Va. 22060 -- (571) 231-2408 16 Lock boxes Monthly Ft. Belvoir WTB Bldg. 808, Warrior Pavilion, NS 104 9501 Farrell Road Ft. Belvoir, VA 22060 1 Lock box Monthly Southeast Community Based Outpatient Clinic (SE CBOC) 820 Chesapeake Street, S.E. Washington, DC 20032 (202) 745-8685 1 Lock box Monthly Charlotte Hall Community Outpatient Clinic 29640 Three Notch Road Charlotte Hall, Maryland 20622 (301) 884-7102 4 Lock boxes Every two weeks Community Resources Referral Center 1500 Franklin Street, NE Washington, DC 20018-2039 (202)-636-7660 4 Lock boxes Monthly Southern Prince George s County CBOC: 5801 Allentown Road, Camp Springs MD (301)-423-3700 6 Lock boxes Monthly Lexington Park 45870 East Run BLVD Suite 300 Lexington Park, MD 20653 (240)-237-1625 4 Lock boxes Monthly Montgomery County CBOC Shady Grove Development Park Suite 130 15810 Gaither Drive Gaithersburg, MD 20877 (301)-591-5858 5 Lock boxes Monthly Landover Business Office 1802 Brightseat Road Landover Maryland (202)-745-8000 Ext. 5-6617 4 Lock boxes Weekly The Contractor will provide approximately 450 (approximately 2-foot cubed) locked shred bin containers to be located at agreed upon locations at the locations noted above and with guidance from the COTR. In addition to 2-foot cubed locked shred bin containers, approximately 20 locked 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. The Contractor shall remain flexible to add to the requirement, in case additional locked containers and/or collections bins are needed (bins by location may fluctuate by 25%). The ability to adjust the number of containers per month shall be available to DCVAMC. The Contractor is only allowed to add or subtract containers under the direction of the Contracting Officer Representative (COR). If another DCVAMC employee approaches the Contractor requesting additional container(s), the Contractor will instruct the employee to coordinate this request with the DCVAMC COR. If the COR approves the addition of container(s) to meet the needs of the facility, this will be provided at no additional cost to DCVAMC. Containers shall have a slotted lid or front panel through which documents may be inserted and a locking access door. The containers must protect against unauthorized access (i.e., reaching through an opening to retrieve a document, bypassing the locking mechanism with a device other than a key, etc.). All locked containers shall use the same key lock or key code. The size of containers shall vary according to the location. The locked containers shall be aesthetically compatible with the facility s interior design scheme. The Contractor is responsible for checking and emptying all bins on the schedule at each visit. Pickup schedule for each location shall be coordinated with the COR. If the regularly scheduled shredding day falls on a national holiday, the Contractor may perform the service either the working day prior to or the working day after the holiday, and will inform the COR of the revised shredding day. In the event that additional shredding is needed, the Contractor shall be available within 96 hours of receiving notice from DCVAMC to provide unscheduled service. The price for such service shall be in accordance with the fees listed in the Contract schedule. Contractor shall submit a written plan detailing the method of destruction, capacity, and approximate time required to destroy documents. In addition, Contractor must provide the Contracting Officer with a written contingency plan in case of equipment failure or other unforeseen events. Contractor shall destroy documents completely to preclude recognition or reconstruction of the information in accordance with procedures in VA Handbook 6300.1, Records Management Procedures, VA Directive 6371, Destruction of Temporary Paper Records, VA Handbook 6500, Information Security Program, VA Handbook 6500.1, Electronic Media Sanitation, VA Handbook 6500.6, Contract Security, and NIST SP 800-88 Revision1, Guidelines for Media Sanitation. Methods and equipment used to routinely destroy classified or confidential information include burning, pulping, shredding, macerating, or otherwise definitely destroy the information contained in the temporary paper records so that it is not readable or reconstructable to any degree. National Institute of Standards and Technology (NIST) standards must be used if shredding is the form of final destruction. Contractor shall be responsible for management, oversight, security, and control of all documents containing VA sensitive information documents or Protected Health Information (PHI) stored in the locked containers, prior to and until final destruction. Contractor will be required to sign a Business Associate Agreement (BAA) with the Veterans Health Administration/DCVAMC to cover the period from the Contractor s departure from any DCVAMC site until final destruction of the documents. The BAA will comply with all requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information Technology for Economic and Clinical Health (HITECH) Act. SPECIAL CONTRACT REQUIREMENTS WORK HOURS: The Contractor shall provide the services described in this contract between the hours of 8:00 AM and 4:30 PM, Monday through Friday at all locations listed above with the exception of Community Resources Referral Center and Landover Business Office whom which operational hours are 7:30am -5pm and 9:00am-5pm respectively. FEDERAL HOLIDAYS: The ten holidays observed by the Federal Government are: New Year s Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. NAID CERTIFICATION: The Contractor must be certified by the National Association for Information Destruction, Inc (NAID). The NAID Certification Program establishes standards for a secure destruction process including such areas as operational security, employee hiring and screening, the destruction process, responsible disposal and insurance. 4. HIPAA/HITECH COMPLIANCE: The Contractor is subject to the provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information Technology for Economic and Clinical Health (HITECH) Act. It is the responsibility of the Contractor to review the requirements of HIPAA and HITECH, information about which may be found on the internet at the following address: http://www.hhs.gov/ocr/privacy/index.html. The Contractor shall indicate its understanding and agreement that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The Contractor is therefore also subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. 5. INSPECTION: Representatives of DCVAMC reserve the right to inspect, at will, 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, on-site shredding, and the final disposal of the document. 6. SHREDDING SPECIFICATIONS: After final destruction, the information in the documents must be rendered unrecognizable in accordance with NIST 800-88 Guidelines for Media Sanitation and FIPS 199 Security Categorization of the System Confidentiality (particles no larger than 1 mm x 5 mm). QUALITY CONTROL: The Contractor shall develop and maintain quality programs to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices. NON-DISCLOSURE OF SENSITIVE INFORMATION a. The Contractor acknowledges that in the performance of this contract, Contractor personnel will have access to some privileged and confidential materials of the United States Government, including VA sensitive information and protected health information (PHI). The Contractor agrees to safeguard all information to which it has access and to use the information exclusively in the performance of this contract. The Contractor shall comply with applicable Veteran Health Administration (VHA) regulations regarding privacy and information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. Many of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791), Title 38, United States Code and HIPAA. Unauthorized disclosure of Privacy Act or Title 38-protected materials is a criminal offense. b. The Contractor shall protect, safeguard, control, manage, and destroy all VHA documents complying with VA Handbook 6300, VA Directive 6371, VA Handbook 6500, VA Handbook 6500.1, and VA Handbook 6500.6. It is the responsibility of the Contractor to review these handbooks and directives, copies of which can be accessed electronically at the following address: http://www1.va.gov/vapubs/index.cfm. NIST 800-88 Revision 1 can be accessed electronically at the following address: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf The Contractor shall not inspect, view, peruse, copy, or examine any documents or media containing VA sensitive information, whether or not it is designated for shredding/disposal. 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. BREACH REPORTING PROCEDURES: Any Contractor employee who knows or suspects that VA sensitive information has been disclosed to unauthorized personnel must report his/her observations to the Contracting Officer at 304-429-6741 ext. 3806 and the COR at 202-745-8000 ext. 57650 within one hour of discovery. The Contractor employee should include any relevant details in his/her report, to include names of individuals involved, time, location, and a description of the VA sensitive information disclosed, if known. CONTRACT PERSONNEL SECURITY AND TRAINING REQUIREMENTS a. BACKGROUND INVESTIGATION: The performance of this contract requires the Contractor to have routine, unescorted access to DCVAMC facilities. VA requires that all Contractor personnel involved in the actual handling and shredding of documents at any facility, and who have access to Protected Health Information (PHI) undergo an FBI National Criminal History Fingerprint Check. All Contractor employees shall be the subject of a low-level security background investigation (National Agency check with written inquiries; approximate cost $200.00) and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all Contractor personnel requiring access to or responsibility for the shredding of documents containing VA sensitive information. The cost for such investigation shall be borne by the Contractor. The Contractor shall be required to furnish all applicable employee information to conduct the investigation. If the investigation is not completed within 40 days from contract award, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Failure to complete a background investigation may result in Contractor personnel being prohibited from performing services under this contract. b. If the Contracting Officer finds it in the best interest of the Government s/he may, at any time during the performance of this contract, order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security risk and violation of on-site facility rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government. 11. CONTRACTOR FACILITIES a. The Contractor Facility must have a Monitored Alarm System(s) that include the following: Monition Detectors Door Contact Battery Back-Up Monitoring Service The Contractor Facility must have Taped Closed Circuit TV (CCTV) monitors with the following: Sufficient Lighting to allow CCTV Fully Functional Cameras Recording Devices Secure Recording Tape Library The Contractor Facility must have Locks and Key Controls. The Contractor Facility must maintain Visitor Logs. The Contractor Facility must maintain Written Policies and Procedure. 12. CONTRACTOR VEHICLES a. All Contractor vehicles utilized in the performance of this contract shall maintain insurance and state vehicle registration. b. The Contractor shall ensure that all contractor vehicles utilized for this performance contract are kept in proper working order condition and are equipped with Global Positioning Satellite (GPS) tracking devices. c. The Contractor vehicle shall be locked and properly secured at all times while at the government site or in route to and from contractor site. Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting VA security waste. 13. OTHER OPERATIONAL REQUIREMENTS a. All destruction will take place within the enclosure of the destruction facility, which consists of four solid walls and a ceiling, and meets all criteria related to physical building security. b. The Contractor shall allow inspection, upon request, by a VA representative of the contractor s facilities where the records are processed and final destruction takes place. c. The VA requires a fully executed Business Associate Agreement with all information destruction contractors who complete interim and/or final destruction off-site or not under the direct control and monitoring of VA personnel. 14. FACILITY ACCESS REQUIREMENTS AND PARKING a. Prior to beginning work under the contract, the Contractor shall provide the COR with a current list of Contractor employees expected to enter DCVAMC facilities to empty document containers. This list shall be validated, maintained, and signed by the Contractor and provided to the COR on an annual basis, or whenever the employment status of one or more employees changes. The Contractor has 24 hours to inform the Contracting Office and COR when an employee is terminated, unless it is a pickup day, when they must inform the Contracting Office and COR immediately at 304-429-6741 and 202-745-8000 ext. 3806/57650, respectively. b. Upon arrival at the DCVAMC Main Campus, Contractor employees shall sign in with the VA Police. VA Police will issue a temporary access badge once the Contractor presents a valid, Contractor issued identification badge that includes the employee s name and passport-style photo. The Contractor must safeguard the temporary badge and immediately report any lost, stolen, or destroyed badges to the Police and the COR. Contractor employees shall sign out with the COR or (designee). c. 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. d. All Contractor vehicles utilized under this contract shall be insured and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver s license. The Contractor or his/her employees shall not use personally-owned vehicles while performing duties 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 the DCVAMC COR. DCVAMC does not validate or make reimbursement for parking violations committed by the Contractor s personnel under any circumstances. DELIVERABLES 1. The Contractor shall provide the COR (or designee) with documentation that acknowledged receipt of temporary records. 2. The Contractor shall provide the COR (or designee) a Certificate of Destruction for each pickup from each VA location within five (5) working days of each pickup. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: a. Pickup/Delivery Location b. Pickup/Delivery Date c. Name of Government COR (or designee) at pickup Location d. Amount of shredded material (number of containers picked up and pounds shredded) e. Destruction Certification Document Number f. Destruction Certification Date g. Method of Destruction h. Any other information as determined by the COR 3. Monthly Invoices: At the end of each calendar month, the contractor shall submit invoices electronically. The invoice shall detail the number of bins that were collected, date(s) the service was performed, and total value. Invoices should reference current contract number.
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