Active

Contract Opportunity

STATEMENT OF WORK

Purpose

To obtain on-site shredding services at the Veterans Benefit Administration San Juan Regional Office (VBASJUAN), 50 Road 165, Guaynabo, Puerto Rico 00968-8024.
Background

The VBASJUAN provides services to Veterans and their dependents, subsequently creating sensitive documents which must be properly disposed of. The VBASJUAN requires disposal of approximately 10,000 pounds of material each year.

C&A requirements do not apply, and that a Security Accreditation Package is not required.

Scope

The Contractor shall provide on-site shredding services with a mobile vehicle with monitor s shred machine. Vehicle must be capable of shredding various materials: both printed and handwritten content from source materials including paper, photographs, and fax ensuring that no information can be extracted from the resulting material.

Shred services must comply with industry standards for cross-cut or double-cut shredding. The final product, if not recycled, will be disposed of by pulping, macerating, shredding, or otherwise definitively destroying the information contained so that it is not readable or re-constructable to any degree.

The contractor must be certified, bonded, and insured according to National Association for Information Destruction (NAID) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction. The contractor is responsible for maintaining liability insurance for the duration of the contract. The contractor must be NAID certified.

The contractor shall provide a total of eight (8) secure containers (bins) on wheels to collect and store materials to be shredded until such time that shredding of the materials occurs. The contractor shall provide bins that have a solid top with no openings (slots) on top that are lockable and can hold up to 200lbs (68 gallons in size). The contractor should be provided a master lock to all containers with only two sets of keys provided to the Records Management Officer (RMO) or Veterans Benefit Administration (VBA) representative.

The contractor is required to provide pricing in one price per bin rate, regardless of destruction material contained in each bin. The destruction material will not be sorted, and different materials might be included in the same bin. Materials include paper, photographs, and fax.

Period of Performance: The contract shall include one Base Year (12 months) and Four Option Years.


General Requirements

Contractor shall provide on-site shredding of paper, photographs, and faxes at time of service. Contract shall provide eight (8) secure containers to the VBASJUAN location. Contractor shall shred all documents in accordance with VA Directive 6371, Destruction of Temporary Paper Records.

The contractor shall provide every month at a date agreed with RMO or VBA representative. The contractor is required to make on call visits arranged and agreed upon by the RMO or VBA representative. The timeframe for shredding service provided shall be the last Friday of every month between regular working hours from 8:00 am to 3:00 pm. Additional pickups may be scheduled by the RMO to meet mission demands as needed. The RMO will provide a 48-hour notification on those special occasions for max or not to exceed 3 bins per year. The RMO needs to be notified in advance if the truck is out of service or they cannot come for some other reason and the RMO will give the shred company the same notification if they are unavailable. A response time for service calls will be within 48 hours of notification.

The contractor shall provide all necessary labor, supervision management, management support, transportation, supplies, equipment, and materials to maintain security of sensitive materials at their points of origination throughout the agency, and to collect and transfer these sensitive materials in a secure manner from the point of origination to the point of on-site destruction. The contractor shall guarantee securely transporting sensitive Personal Identifying Information (PII) data from point of pickup to the point of on-site destruction. Materials will not be allowed to accumulate of overflow from current holdings. In this event, the contractor may be contacted in advance to coordinate additional pick-ups.

During the operation of the vehicle, it will not be parked near any air supply vents that provide air to the buildings. Vehicle used in the performance of this contract will be licensed, registered, and insured. Contractor shall allow for on-site vehicle inspection of shredding for compliance, upon request, by a RMO or VBA representative. Inspections will be completed as needed by the facility RMO.

The contractor will be always escorted by a RMO or VBA representative at all times to ensure integrity of shredding services. Contractor shall ensure their employees are dressed in marked uniforms with nametags.

At the conclusion of each on-site shredding visit, the contractor shall provide an interim validation to the witnessing a RMO or VBA representative prior to exiting the premises. The document shall acknowledge the number of bins temporarily destroyed and include both the contractor and a RMO or VBA representative signatures.

The contractor shall provide a contingency plan for instances where equipment malfunction occurs during the shredding process.

At the end of each service performed, the contractor shall provide the VBASJUAN with an invoice along with a certification after final destruction. The invoice shall detail the number of bins that were collected, weight, date(s), and a description of the shredding services performed and total value.
Records Management

VA Handbook 6300.1 Chapter 4, para 2g. If VA records or information are to be turned over to, or collected, created, maintained, used, processed, or handled in any way by a contractor, Title 41, United States, Public Contracts and 36 CFR, chapter XII, subchapter B apply. 36 CFR Chap XII, Sub Chapter B (NARA 10-2-09) Sec 1222.32

1. Agencies must ensure that contractors performing Federal Government agency functions create and maintain records that document these activities. Agencies must specify in the contract Government ownership and the delivery to the Government of all records necessary for the adequate and proper documentation for contractor-operated agency activities and programs in accordance with requirements of the Federal Acquisition Regulations (FAR) (Office of Federal Procurement Policy Act of 1974 (Pub. L. 93-400), as amended by Pub. L. 96-83 41 U.S.C), and where applicable, the Defense Federal Acquisition Federal Acquisition Supplement (DFARS) (48 CFR parts 200-299).

2. All mandatory VA Acquisition Regulation (FAR) contracting, security, and privacy clauses must appear in the contracts let for the destruction of VA temporary records.

3. Contracts governing the final destruction of temporary paper records containing VA sensitive information must contain a clause providing for inspection, upon request, by a VA representative of the contractor s facilities where the records are processed, and final destruction takes place.

4. Records Management oversight of contract records is necessary to ensure that all recordkeeping needs are met. All records created for Government use and delivered to, or under legal control of, the Government must be managed in accordance with Federal Law Contracts that require the creation of data for the Government s use must specify, in addition to the final product, delivery of background supporting data or other records that may have reuse value to the Government.

5. Deferred ordering and delivery-of-data clauses and rights-in-data clauses must be included in contracts whenever necessary to ensure adequate and proper documentation or because the data have reuse value to the Government.

VA Information and Information System Security/Privacy Requirements General

All Contractors and Contractor personnel shall be subject to the same Federal Security and Privacy laws, regulations, standards, and VA policies as the VA, including the Privacy Act, 5 U.S.C 522a, and VA personnel, regarding information and information system security.

National Association of Information Destruction (NAID) Certification:

NAID Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed prior to the final destruction of the records. The certification should contain sufficient information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for the final destruction.
Reference

The contractor shall comply with the following references during the entirety of the contract:

VA Directive 6371 dated April 8, 2014, and any subsequent modifications made to that directive.
VA Handbook 6300.1
VBA Directive 6300
VA Handbook 6500.6 Contract Security
NAID Certified

Attachments/Links