R614--VISN 4 Shredding Services Contract (eBuy VRFQ1596736)
PERFORMANCE WORK STATEMENT VISN 4 Shredding Services SECTION 1.0 - INTRODUCTION 1.1 The Veterans Affairs Medical Centers (VAMC) in Veterans Integrated Network Services (VISN) 4 and their VA Community ... PERFORMANCE WORK STATEMENT VISN 4 Shredding Services SECTION 1.0 - INTRODUCTION 1.1 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 private and sensitive patient information, confidential materials, and media destruction. VISN 4 consists of (9) facilities and a total of (46) subsidiary VACC campuses. The objective of this Performance Work Statement (PWS) 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 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 *See below for a detailed description of all (40) VACC s locations, bin sizes, quantity of bins and frequency of pick-ups. Altoona Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Altoona 2907 Pleasant Valley Blvd. Altoona, PA 16602 1 Mini Console 0 60 1 VACC Johnstown 598 Galleria Drive, Johnstown, PA 15904 0 0 6 0 VACC DuBois 5690 Shaffer Road, DuBois, PA 15801 0 0 5 0 VACC State College 2581 Clyde Ave, State College, PA 16801 0 0 6 0    1 0 77 1 Butler Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Butler 353 North Duffy Road Butler, PA 16001 1 Mini Console 0 67 6 Main Hospital Butler 325 New Castle Road, Butler, PA 16001 0 0 26 2 VACC Armstrong County 11 Hilltop Plaza, Kittanning, PA 16201 0 0 4 0 VACC Clarion County 56 Clarion Plaza, Suite 115, Monroe Township, PA 16214 0 0 2 0 VACC Cranberry Township 900 Commonwealth Drive, Suite 900, Cranberry Township, PA 16066 0 0 2 0 VACC Lawrence County 1750 New Butler Road, New Castle, PA 16101 0 0 3 0 VACC Mercery County 295 North Kerrwood Drive, Suite 110, Hermitage, PA 16148 0 0 3 0    1 0 107 8 Coatesville Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Coatesville 1400 Blackhorse Hill Road Coatesville, PA 19320 1 Mini Console 0 112 14 VACC West Norriton 2495 General Armistead Ave. Norristown, Pa 19403 0 0 2 0 VACC Delaware County 4883 West Chester Pike, Newtown Square, PA 19073 0 0 2 0    1 0 116 14 Erie Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Erie 135 E 38th Street Erie PA 16508 1 Mini Console 72 41 0 VACC Venango 464 Allegheny Blvd, Franklin, PA 16323 0 0 3 0 VACC Crawford 16954 Conneaut Lake Rd, Meadville, PA 16335 0 0 5 0 VACC Warren 3 Farm Colony Drive., Warren, PA 16365 0 0 3 0 VACC Ashtabula 2044 Lambros Ln, Ashtabula, OH 44004 0 0 5 0    1 72 57 0 Lebanon Facility Name Address Media Bins Slim/Mini Console Standard Console 95 Gallon Totter Main Hospital Lebanon 1700 S. Lincoln Ave. Lebanon, PA 17042 12 Mini Consoles 20/10 112 10 VACC Berks 2762 Century Blvd, Wyomissing, PA 19610 0 0 7 0 VACC Lancaster 212 Willow Valley Lakes Dr, Willow Street, PA 17584 0 0 8 0 VACC York 2251 Eastern Blvd, York, PA 17402 0 0 7 0 VACC Cumberland 5070 Ritter Rd, Mechanicsburg, PA 17055 0 0 10 1    12 30 144 11 Philadelphia Facility Name Address Media Bins Mini Console Standard Console 65Gallon Main Hospital Philadelphia 3900 Woodland Ave. Philadelphia PA 19104-4551 20 Mini Console 0 140 8 CLC Philadelphia Nursing Home Care 3461 Civic Center Blvd, Philadelphia, PA 19104 0 0 10 0 VACC Gloucester County CBOC - Sewell, NJ 211 County House Rd, Sewell, NJ 08080 0 0 1 0 VACC Willow Grove CBOC - Horsham, PA 433 Caredean Dr, Horsham, PA 19044 0 0 1 0 VET CENTER VA Vet Center - Philadelphia 101 E Olney Ave, Philadelphia, PA 19120 0 0 1 0 VACC Camden, NJ CBOC 300 Broadway UNIT 103, Camden, NJ 08103 0 0 2 0 VACC Fort Dix, NJ CBOC 3000 Lincoln Dr E, Marlton, NJ 08053 0 0 4 0 OUPT Outpatient Dialysis Unit - Philadelphia 4219 Chestnut St, Philadelphia, PA 19104 0 0 2 0 VACC West Philadelphia 6232 Market Street Suite 100, Philadelphia, PA 19139 0 0 2 0  Multi Service Center - Philadelphia 213-217 North 4th St Philadelphia, PA 19213 0 0 2 0  Annex Bldg Suite 201 Philadelphia 4100 Chester Ave Suite 201 Philadelphia, PA 19104 0 0 1 1    20 0 166 9 Pittsburgh Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Pittsburgh/University Drive 4100 Allequippa St, Pittsburgh, PA 15240 1 0 6 33 Main Hospital H.J. Heinz/Aspinwall 1010 Delafield Rd, Pittsburgh, PA 15215 1 0 0 20 VACC Greentree Annex 875 Green Tree Road, Suite 3 Pittsburgh, PA 15220 0 0 0 1 VACC Bakery Square 6425 Penn Avenue, Suite 400 Pittsburgh, PA 15206 0 0 0 1 VACC Monroeville (Opening 3/30/23) 421 Mall Circle Drive, Monroeville, PA 15146 1 0 8 0    3 0 14 55 Wilkes-Barre Facility Name Address Media Bins Mini Console Standard Console 95 Gallon Totter Main Hospital Wilkes-Barre 1111 East End Blvd, Wilkes-Barre, PA 18711 1 (65 Gallon Totter) 0 0 39 VACC Sayre Outpatient Clinic 1537 Elmira St, Sayre, PA 18840 0 0 0 2 VACC Williamsport Outpatient Clinic 1705 Warren Ave # 304, Williamsport, PA 17701 0 0 0 2 VACC Allentown Outpatient Clinic 3110 Hamilton Blvd, Allentown, PA 18103 0 0 0 4    1 0 0 47 VISN 4 Totals Total Bins 41 102 681 145 Main-8 Subsidiary Locations-40 Total Bin Count: 967 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 designated VA point of contact, Contracting Officer s Representative (COR)/Project Manager (PM) 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/wristbands (in accordance with VHA Directive 1650.06), 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 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 Media Destruction: Types of media that can be expected are plastic arm bands, x ray file jackets, patient ID bracelets/wristbands (in accordance with VHA Directive 1650.06), patient ID cards/wristbands, employee ID badges, CD s, VHS tapes, pharmacy ribbons, self-adhering prescription labels and other similar items. If interim destruction of media is not reasonably practicable and temporary media has to be removed from VA custody for final destruction, the VA will require the contractor to sign a Certificate of Non-Paper Media Records Pickup. This must occur with the VA representative prior to departing the VA location with the acknowledgement receipt of the media. The contractor is to ensure that the information is reasonably safeguarded and securely transported to its final destruction location. The Contractor will complete final destruction of the media within 30 days of collection and must provide a Certificate of Destruction (Mentioned in section 5.5) proving that media was indeed destroyed. The Contractor is to coordinate with designated VA representative at each facility for media pickup. 2.2.4 The Contractor shall provide all labor, personnel, equipment, supervision, and other related services necessary to transport this information from the VA facilities. 2.2.5 The Contractor shall deliver and set up secure, tamper-proof, bar-coded consoles at the medical center and their VACC campuses within 10 business days after contract award and approval of the designated VA point of contact. The Contractor shall work with the facility s designated VA point of contact to coordinate bin placement to ensure a smooth transition and mitigate any lapse in service. 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 designated VA point of contact. 2.2.6 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. 2.2.7 The Contractor shall provide a listing in electronic format, bi-annually (will be determined by designated POC after award) with the following information for each facility: Location Building number Room number Console size in gallon Poundage/amount of materials collected 2.2.8 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 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. 2.2.9 There are no current activations anticipated for VISN 4, other than what is mentioned in Attachment A. Still, the Contractor must be able to offer 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 may be asked to provide a quote/price for any new activation, which will be modified into the contract. 2.3 Contract Management 2.3.1 For the purpose of this contract, there is one facility designated VA point of contact located in each facility and one designee for each VACC location. The CO will issue the BPA Order(s) and the COR/Project Manager (PM) will initiate and monitor the Order(s) for all equipment and services. The designated VA point of contact 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 designated VA point of contact 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 designated VA point of contact 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, 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 designated VA point of contact 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 designated VA point of contact will notify the (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 PHASE-OUT PLAN/INVOICES 3.1 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. 3.2 Charges/Invoices Bid/Quote prices must include all charges. Additional fees or surcharges for fuel or other items must not be shown separately. 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 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. 4.1.2 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. 4.1.3 The sizes of bins will vary by location and can be changed out at any time through proper request, as stated in section 4.2. Equipment and installation, if needed, will be provided at no additional charges to all facilities for the life of the contract. 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 designated VA point of contact 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 designated VA point of contact 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 designated VA point of contact 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 DESIGNATED VA POINT OF CONTACT 4.3 Extra Consoles 4.3.1 Occasions may arise where a facility 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 contractor shall have the capability to accommodate the facility (s). The firm fixed rates for all bins and consoles captured in the B.3 Price Schedule shall be used to calculate special project total. 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 designated VA point of contact 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 always be kept locked to ensure the protection of the confidential materials enclosed. In the event VA staff identifies a console that is unlocked, they will need to notify the designated VA point of contact to use his/her master set of keys to lock the bin and notify the contractor. If there are reported instances of the Contractor leaving consoles unlocked after servicing, the Contractor will need to formally address this non-compliance with VA staff, and provide documentation of the remediation efforts to the designated VA point of contact, COR/PM, and CO. This is also addressed in the QASP. SECTION 5.0 - SHREDDING SPECIFICATIONS 5.1 The Contractor shall provide shredding documents and media destruction services for all secure materials that are collected in the locked consoles. The Contractor will shred/destroy paper and media material in accordance with VA Directive 6371. This directive requires that final destruction of paper records is pulped, macerated, or shredded, to a degree that 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 shall take place at the VA facility. This destruction must be to the degree that the information contained on them is not readable and not reconstruct-able without extraordinary effort. Destroy paper using crosscut shredders which produce particles that are 1 mm x 5 mm (0.04in x 0.2 in.) in size (or smaller) or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 in. (2.4) security screen. 5.2.2 If interim destruction is not carried out by VA employees, it must be carried by an insured bonded contractor, subcontractor, or third party that satisfies all of the standards outlined in the VA Directive 6371 Appendix A. 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 by an 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 reconstruct-able 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 designated VA point of contact 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. 6.1.3 The Contractor shall be responsible for the ongoing condition and aesthetic appeal/acceptance of Contractor equipment used at the VA Medical Centers and its subsidiary facilities. Contractor will not use plastic bags to collect items from consoles. 6.1.4 The Contractor shall provide sufficient labor and equipment necessary to transport collection containers form the indoor environment to an outdoor designated location. 6.1.5 The Contractor shall ensure each locked container remains locked until it arrives at the shredding location. They shall only be unlocked to transfer documents. 6.1.7 The Contractor shall make sure the confidential documents are protected from wind gusts and other atmospheric conditions. 6.1.8 The Contractor shall ensure all locations are treated the same for pickup, cut and shred size. 6.1.8 The Contractor shall not reveal, divulge, or disseminate any oral or written information obtained. 6.1.9 All sensitive documents/material, regardless of classification, is protected from unauthorized viewing and is destroyed properly by shredding and or pulverizing. 6.1.10 All shredding consoles are to be emptied at each pickup, no matter the amount of material in the consoles. 6.1.11 Contracting staff are not to make a judgment call as to whether the console should be emptied. 6.1.12 The Contractor shall be responsible for disposing by recycling all shredded material offsite at their own expense. 6.1.13 If any area is locked and not accessible, contracting staff are to make a reasonable effort to gain entrance by contacting staff in offices near the location. 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. 6.2 On-Site Service Receipt 6.2.1 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/PM 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 6.2.2 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 designated VA point of contact is unable to establish appropriate custody of the sensitive documents. Therefore, the Certifying Official will not be able to certify invoices 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. 6.3 Accountability Spreadsheet/Checklist 6.3.1 Once the contract is awarded the designated VA point of contact 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. 6.3.2 Any discrepancy from the consoles listed on the spreadsheet shall be noted by the Contractor s employee on the onsite service slip stated above in section 6.3.1, and designated VA point of contact shall be notified at check out. 6.4 Incident Notification 6.4.1 The Contractor shall notify the designated VA point of contact/COR/PM 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. 6.4.2 The Contractor will coordinate with the designated VA point of contact 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. 6.5 Contractor Vehicles 6.5.1 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 regarding transportation and destruction of classified medical documentation. 6.5.2 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. 6.5.3 The Contractor shall ensure that all contractor vehicles used in connection with this contract are kept in proper working condition. The contractor vehicles shall a...
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