Inactive Total Small Business Set-Aside (FAR 19.5)

The purpose of this amendment A00002 is to clarify the response to question #8 from Amendment A00001 as follows and to revise price schedule to incorporate the WRJ Outer building pickups: 8. P.10, 2.1... The purpose of this amendment A00002 is to clarify the response to question #8 from Amendment A00001 as follows and to revise price schedule to incorporate the WRJ Outer building pickups: 8. P.10, 2.1 for the VAMC outer buildings and for the Bennington CBOC, could the pickup schedule be changed to bi-weekly? This allows servicing to fall on the same day of the week and therefore lessens confusion around scheduling as well as invoicing. Response: Yes, the VAMC Outer Buildings and Bennington CBOC are changed to every two weeks, see revised PWS and revised price schedule. Revised Price Schedule Item # Description- Base Year 04/01/2019-03/31/2020 Qty Unit Price Amount 0001 The contractor shall provide document destruction services to the WRJ VAMC in accordance with the Performance Work Statement. 12 MO 0002 Bennington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. - Every two weeks 26 EA 0003 Brattleboro CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. Pick up every 4 weeks 13 EA 0004 Burlington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup weekly 52 EA 0005 Newport CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 0006 Rutland CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA 0007 Keene Outpatient Clinic - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 0008 Littleton CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 0009 WRJ Outer buildings - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA TOTAL _________________ Item # Description- Option Year 1 04/01/2020-03/31/2021 Qty Unit Price Amount 1001 The contractor shall provide document destruction services to the WRJ VAMC in accordance with the Performance Work Statement. 12 MO 1002 Bennington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. - Every two weeks 26 EA 1003 Brattleboro CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. Pick up every 4 weeks 13 EA 1004 Burlington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup weekly 52 EA 1005 Newport CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 1006 Rutland CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA 1007 Keene Outpatient Clinic - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 1008 Littleton CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 1009 WRJ Outer buildings - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA TOTAL _________________ Item # Description- Option Year 2 04/01/2021-03/31/2022 Qty Unit Price Amount 2001 The contractor shall provide document destruction services to the WRJ VAMC in accordance with the Performance Work Statement. 12 MO 2002 Bennington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. - Every two weeks 26 EA 2003 Brattleboro CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. Pick up every 4 weeks 13 EA 2004 Burlington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup weekly 52 EA 2005 Newport CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 2006 Rutland CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA 2007 Keene Outpatient Clinic - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 2008 Littleton CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 2009 WRJ Outer buildings - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA TOTAL _________________ Item # Description- Option Year 3 04/01/2022-03/31/2023 Qty Unit Price Amount 3001 The contractor shall provide document destruction services to the WRJ VAMC in accordance with the Performance Work Statement. 12 MO 3002 Bennington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. - Every two weeks 26 EA 3003 Brattleboro CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. Pick up every 4 weeks 13 EA 3004 Burlington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup weekly 52 EA 3005 Newport CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 3006 Rutland CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA 3007 Keene Outpatient Clinic - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 3008 Littleton CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 3009 WRJ Outer buildings - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA TOTAL _________________ Item # Description- Option Year 4 04/01/2023-03/31/2024 Qty Unit Price Amount 4001 The contractor shall provide document destruction services to the WRJ VAMC in accordance with the Performance Work Statement. 12 MO 4002 Bennington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. - Every two weeks 26 EA 4003 Brattleboro CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. Pick up every 4 weeks 13 EA 4004 Burlington CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup weekly 52 EA 4005 Newport CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 4006 Rutland CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA 4007 Keene Outpatient Clinic - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 4008 Littleton CBOC - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 4 weeks 13 EA 4009 WRJ Outer buildings - The contractor shall provide document destruction services in accordance with the Performance Work Statement. pickup every 2 weeks 26 EA TOTAL _________________ TOTAL (Base and Options) _________________ PERFORMANCE WORK STATEMENT DOCUMENT DESTRUCTION-SHREDDING SERVICES WHITE RIVER JUNCTION VA MEDICAL CENTER 1. DESCPRICTION OF SERVICES: The Contractor shall provide document destruction services for Government- provided documents, containing sensitive, confidential and medical records. Destruction of patient privacy information shall be accomplished at the White River Junction VA Medical Center using a vehicle equipped for mobile shredding. The Contractor shall maintain liability insurance for the duration of the contract and shall follow all pertinent federal and state regulations with regard to transportation and destruction of medical documentation. All security waste shall be shredded on-site and removed from the White River Junction VA Medical Center premises and transported to an appropriate location to be recycled. During shredding the waste material must be maintained in a secured container in a secured holding area, which will prevent any disclosure or unauthorized access. The destruction of the information must be witnessed either by a VA employee or, if authorized by the VA, by a contractor employee. The White River Junction VA Medical Center shall not be required to separate documents by color or grade of paper, nor remove paper clips and other fasteners. Contractor shall furnish keys for the containers provided under this contract. Each container provided shall have information on it listing the acceptable and non-acceptable items that may be placed inside. 2. GENERAL REQUIREMENTS. a) The Contractor shall provide 64-gallon, lockable, wheeled totes that have a slot in the top to accept all materials to be shredded. These totes and additional keys are included in this contract and are to be provided at no additional charge. b) The Contractor shall provide 36" tall front feed lockable consoles. These consoles and additional keys are included in this contract and are to be provided at no additional charge. c) Pick up, the exact location, and scheduling for all shredding services shall be coordinated with the Government Point of Contact (GPOC) prior to commencement. d) Removal of sensitive materials/records for shredding and destruction. 2.1 Specific Requirements: With the exception of the White River Junction VA Medical Center, all Government locations are leased. Due to varying lease expiration dates with the potential for locations to move, the lease locations are fluid and may be subject to change but will remain in the same general area. The following is a listing of the Government sites participating and their locations: White River Junction VA Medical Center (provide approximately 30-40 totes & 30-35 consoles, pickup once a week) 215 North Main Street White River Junction VT, 05009 White River Junction VA Medical Center Outer Bldgs. 4,6,7,9,37,58,59,60,62,63,66 & 67 (provide 14 totes & 6 consoles, Pickup every two weeks) Bennington CBOC (provide 2 consoles, pickup Every two weeks) 186 North Street Bennington, VT 05201 Brattleboro CBOC (provide 1 tote & 2 consoles, pickup every 4 weeks) 71 GSP Drive Brattleboro, VT 05301 Burlington Lakeside CBOC (provide 2 totes, pickup weekly) 128 Lakeside Avenue, Suite 260 Burlington, VT 05401 Newport Outpatient Clinic (provide 1 tote, pickup every 4 weeks) 1734 Crawford Farm Road Newport, VT 05855 Rutland CBOC (provide 2 consoles, pickup every 2 weeks) 232 West Street Rutland, VT 05701 Keene Outpatient Clinic (provide 1 console, pickup every 4 weeks) 640 Marlboro Street, Route 101 Keene, NH 03431 Littleton CBOC (provide 4 consoles, pickup every 4 weeks) 264 Cottage Street Littleton, NH 03561 2.1.1 The Contractor shall provide a written "Certificate of Destruction" to the Government point of contact weekly to provide verification of the destruction of the contents of all containers and receptacles referenced. In addition, a Final Destruction certificate (date that shreds are pulped) shall be provided monthly to the Privacy Office located at WRJVA. Example: Bundles of shredded material picked up from WRJ and CBOC s between 1 August 2018 31 August 2018, delivered to pulp factory on 01 September 2018. Final Destruction occurred on 01 September 2018. Signed by: an authorized trained certified employee of the subcontractor or contractor. 2.1.2 The numbers of Wheeled Totes and drop off stations are estimates based on current requirements. The Wheeled Totes and Drop off stations needed may be increased or decreased due to the changes in the amount of shredding services required. Additional pick-ups may be required at more frequent intervals. Any change to the contract will be incorporated via a bilateral modification. No changes shall be performed by the contractor without prior approval from a Contracting Officer. 2.1.3 Prior to commencing performances of this service, the Contractor shall submit a Contingency Plan that includes detailed procedures that will be used in the advent of equipment failure, or any other situations that prevent adherence to the planned schedule of performance, or requirements of this contract. 2.1.4 Contractor shall shred documents in accordance with shredding specifications outlined in most recent VA Directive 6371 guidelines. 2.2 Hours of Operation: a) Normal Hours: The normal hours of operations at the White River Junction VA Medical Center and its leased locations are Monday through Friday from 8:00 am to 4:30 pm, excluding holidays. All work and services shall be performed during normal hours of coverage and shall be during the time period agreed upon with the GPOC. There should be the capacity to start shredding at 7:00 or 7:30 am up to 4:00 pm, depending on volume. This shall be communicated ahead of time by the GPOC. b) If a scheduled day for services falls on a Federal Holiday the contractor shall provide services the following day or a day previous agreed upon with the GPOC. Federal Holidays observed by VAMC: New Year's Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day c) Also included would be any other day specifically declared by the President of the United States to be a National Holiday. d) When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday. 2.3. Quality Control: The contractor is responsible for developing and maintaining a quality control program to ensure On-site Document Destruction. Shredding Services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure non-recurrence of defective services. 2.4 Quality Assurance: The government will periodically evaluate the contractor's performance by having the Contracting Officer (CO) or Government POC monitor performance to ensure services are received. The Government POC will evaluate the contractor's performance through intermittent on-site inspections of the contractor's performance and receipt of complaints from facility personnel. The government is responsible for validating customer/facility complaints. 2.5. No work other than that called for in this contract is authorized. The Contracting Officer is the only person authorized to enact changes/additions to this contract. 2.6. Payment: Payments shall be made monthly, in arrears, upon successful completion of the above listed requirements and after submission of a record of all services performed, and the receipt of properly prepared Certificates of Destruction and invoiced electronically. A properly prepared invoice shall include at a minimum, the Purchase Order Number, the Contract Number and the period of performance relative to the invoice. 2.7. Privacy/Security: The Contractor shall observe and comply with the VA rules of Conduct and Standards. Contractor shall ensure all employees coming on station have read and are familiar with VHA Privacy Policy Training. (To be supplied by Privacy Officer.) Official notification of such shall be sent to the Government POC. The Contractor shall also need to be escorted on station during services until official Government background investigation has been done on Contract employee/s. a) Privacy Act Documents: The contractor understands and agrees that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is 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. Additionally, all document destruction and documentation shall be as required by the Health Insurance Portability and Accountability Act (HIPAA). b) HIPAA Compliance: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIP AA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (V A). In accordance with HIP AA, the Contractor shall be required to enter into a Business Associate Agreement (BAA) with VA. c) Document Destruction Reports. Document destruction reports shall be submitted to the Government POC within 48 hours of pickup and shall include the information required to meet HIP AA requirements. At a minimum the report shall include: - Date of document pickup. - Weight/tonnage picked up. - Date of Destruction. - Method of Destruction. - Description of the disposed records: Confidential documents. - Statement that the documents were received secured. - Statement that the documents were destroyed in the normal course of business. - The signature of the individuals supervising and witnessing the destruction. 2.8. Contractor Personnel: The Contractor shall provide qualified employees. The Contractor shall comply with all security requirements of the VAMC. The Contractor shall ensure all employees poses all required licenses for operating all equipment used in the execution of this contract. The Contractor shall be responsible for coordinating with the Government POC and providing all information required of him or his employees for performance of work. The Contractor shall ensure that the Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor personnel must wear a common uniform or identification with the contractor's name printed in neat and professional manner so as to be easily visible and readable. 2.9. Security Requirements: All contractor employees who require access to the Department of Veterans Affairs' computer systems and any documents containing sensitive and confidential information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Position Sensitivity - The position sensitivity has been designated as Low Risk for On-site Document Destruction/Shredding services. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries. 2.9.1 Contractor Responsibilities a) 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. b) As required, the contractor shall submit or have their employees submit the following forms to the VA Office of Security and Law Enforcement within 15 days of receipt: (i) Standard Form 85P, Questionnaire for Public Trust Positions (ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions (iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart (iv) Optional Form 306, Declaration for Federal Employment c) The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in rejection of the documentation for investigation. d) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. e) Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. f) The contractor shall be responsible to provide evidence to the GPOC that investigations have been completed or in the process of being requested within 15 calendar days from receipt of award. g) The contractor is responsible for physical security and safeguarding all government documents. All vehicles/trucks utilized for Document Destruction/Shredding Services must be properly identified with contractor name. 2.9.2 Government Responsibilities a) The Government POC will forward the names, social security numbers, and dates of birth of the contractor's employees to the VA Law Enforcement Training Center/SIC. b) 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 GPOC and contractor of the results of the investigations. c) 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 shall 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. d) The current fees associated with background investigations are $200.00 each for low level investigation. See above for the position sensitivity that has been assigned to this contract. Contractor Reporting Person Contractor -- Provide telephone number(s) to call for your Service Department. Provide name(s) of authorized contact person(s): 2.10. Contractor Vehicles: All Contractor vehicles utilized in this contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver's license and have a clean driving record. The Contractor or his/her employees while performing under this contract shall use no personal vehicles. 2.11. Protection of Government Property: During work execution, the Contractor shall take special care to protect Government property. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements. 2.12. Identification, Parking, Smoking and VA Regulations: The Contractor's employees shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the Government POC. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA and is only allowed in designated areas. (A copy of the smoking policy/locations will be provided to the Contractor upon request.) Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. 3. Performance Requirements Summary Task Standard Acceptable Quality Level Method of Surveillance Certificate of Destruction submitted weekly Completed on time 98% Periodic Inspections Document Destruction Reports Submitted to Government with accurate information and within 48 Hours of Pick up. 98% Periodic Inspection Documents shredded on-site Shredding is in accordance with VA Directive 6371 100% Periodic Inspection