R614--Document Shredding & Media Destruction Firm-Fixed Price IDIQ

DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTERS STATEMENT OF WORK GENERAL INFORMATION 1. Title of Project: Shredding Service 2. Scope of Work: Contractor shall furnish all personnel, equipment, containers, and transportation required to dispose of sensitive data located at the Beckley Veterans Affairs Medical Center (VAMC) in accordance with the terms and conditions. The contractor will provide a convenient, safe, and secure destruction of a variety of media paper, magnetic tape, microfilm, microfiche, plastic, cassette tapes, CD disks. Destruction and disposal shall conform to the relevant regulations and standards, including final destruction (cannot be reconstructed) to occur onsite. The contractor shall be licensed, insured, and bonded to operate within the State of West Virginia. The contractor shall provide a minimum of twenty-six (26) 96-gallon wheeled, locking containers at no cost to Beckley VAMC to collect and store materials to be shredded until such time that shredding

occurs. These containers must have a locking mechanism on wheels that can only be removed with a master key or combination to ensure containers are secure and cannot be moved except by contractor. All containers shall possess locking mechanisms and locks that can be opened with a master key or combination. The contractor shall supply the Contracting Officer Representative (COR) keys or the combinations to all containers. The contractor shall provide additional 96-gallon wheeled, locking containers at no cost to Beckley VAMC at no additional cost to the government if these containers are requested by the Contracting Officer. All shredding and destruction of sensitive materials will be accomplished on the main campus of the Beckley VAMC. Containers and document records boxes are located within the various offices and buildings within the Beckley VAMC campus located at 200 Veterans Avenue, Beckley, West Virginia 25801. The Government is responsible for emptying all personal document containers into the 96-gallon containers for shredding and disposal. The contractor shall distribute and pick up all 96-gallon lockable collection containers as required and take to an onsite shredding location for document destruction. Upon request by the COR, the contractor shall shred standard record documentation boxes (box and contents) from records storage locations of the Beckley VAMC campus. The facility shall be charged a rate per 96-gallon container and document records box. The number of containers and/or boxes shall be documented in a Certificate of Destruction. A signed certificate of destruction must be issued upon completion of each job. The certificate shall indicate the date of destruction, identify the material destroyed, method of destruction, and be signed by the individuals designated to destroy and witness the destruction. Destruction officials shall be required to know, through their personal knowledge, that such material was destroyed in accordance with VA Policies and Directives. The contractor should have a national BAA (Business Associate Agreement) in place with the Veterans Health Administration. If the contractor doesn t have a required BAA, they will have an opportunity to sign a local BAA with the Beckley VA Medical Center. Business Associate Agreements (BAA) are mandated by the Health Insurance Portability & Accountability Act (HIPAA) and defined at 45 CFR 160.103 and amended by the Health Information Technology for Economic and Clinical Health Act (HITECH). The contractor shall provide service on the same day biweekly (26 times per year). If the COR requires additional service, the contractor shall provide service within two business days from notification at the same rate as scheduled service. Work shall be accomplished Monday through Friday, 8:00 am to 4:30 pm, unless directed by the Contracting Officer (CO). Work at the site shall not take place on Federal holidays or weekends. When a holiday falls on Sunday, the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday. The following Federal holidays are observed: New Year s Martin Luther King Jr Day President s Day Memorial Day Fourth of July Labor Day Columbus Day Veteran s Day Thanksgiving Christmas Only appropriately approved employees of the contractor shall destroy sensitive material. These individuals shall have a full understanding of their responsibilities and have completed the appropriate privacy training prior to performance of the destruction of sensitive material. Privacy training must be renewed on an annual basis. Signed documentation of privacy training shall be given to the COR at the beginning of each fiscal year. For non-sensitive material, a member of the contractor s staff shall witness destruction. The COR may accompany the contractor and view the destruction process at any time. 3. Anticipated Period of Performance: BASE: August 5, 2020 August 4, 2021 OP1: August 5, 2021 August 4, 2022 OP2: August 5, 2022 August 4, 2023 OP3: August 5, 2023 August 4, 2024 OP4: August 5, 2024 August 4, 2025