SOLICITATION NOTICE
R -- Document Shredding Services
- Notice Date
- 9/4/2018
- Notice Type
- Combine Synopsis/Solicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington DC 20006
- ZIP Code
- 20006
- Solicitation Number
- 36C10E19Q0002
- Response Due
- 9/25/2018
- Archive Date
- 9/28/2018
- Point of Contact
- raymond.tracey@va.gov
- Small Business Set-Aside
- Service-Disabled Veteran-Owned Small Business
- Description
- COMBINED SYNOPSIS SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates award of a single firm fixed price contract. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The government intends to award without discussion. Solicitation 36C10E19Q0002 is issued as a request for quote (RFQ). The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-99A, effective June 15, 2018. The combined synopsis/solicitation is set aside for Veteran Owned Small Business Concerns only. Only quotes submitted by Veteran Owned Small Business concerns will be accepted by the Government. Any quote that is submitted by a contractor that is not a verified Veteran Owned Small Business in VIP will not be considered for award. The applicable NAICS Code for this solicitation is 561990 and the Small Business Size limitation is $11M. Offers from VOSB concerns must be registered and verified in the Center for Verification and Evaluation (CVE) Vendor Information Pages (VIP) website at https://www.vip.vetbiz.gov/ at the time and date set for receipt of offers and at the time and date of award to be considered for award. Offers from VOSB concerns that are not registered shall be rejected as non-responsive and shall not be considered for award. The contractor shall provide all equipment, services, material, tools, labor, facilities transportation and supervision to for the destruction of documents and electronic media FOB Destination pricing to include most favored customer discounts. This action is subject to availability funds for the next fiscal year. Wage Determination: WD 15-4187(Rev.10) 07/10/2018. Pricing considering should factor in consideration for final destruction of shredded documents and media by the contractor. Please provide all requested information and pricing for all CLIN as shown: Company Name: Company DUNS Number: Company Tax ID Number: Point of Contact: Telephone: SCHEDULE PAGE RFQ 36C10E19Q0002 ITEM NUMBER DESCRIPTION QTY U/I U/P AMOUNT 0001 BASE YEAR: Shredding Services POP Begin: 10/01/2018 POP End: 9/30/2019 POP Applicable to CLINS 0001 -0001B 12 MO $ $ 0001A Destruction of Hard Drives 12 Mo $ $ 0001B Destruction of Media, i.e. CDs, Thumb drives, CVD s, DVD s VHS Tapes, etc. 12 Mo $ $ 1001 OPTION YEAR I Shredding Services POP BEGIN: 10/01/2019 POP END: 09/30/2020 POP Applicable to CLINS 1001 to 1001B 12 MO $ $ 1001A Destruction of Hard Drives 12 MO $ $ 1001B Destruction of Media, i.e. CDs, Thumb Drives, CVD s, DVDs, VHS Tapes etc. 12 MO $ $ 2002 OPTION YEAR II Shredding Services CONTRACT PERIOD: OPTION YEAR II POP BEGIN: 10/01/2020 POP END:09/30/2021 POP Applicable to CLINS 2002 to 2002B 12 MO $ $ 2002A Destruction of Hard Drives 12 MO $ $ 2002B Destruction of Media, i.e. CDs, Thumb Drives, CVD s, DVDs, VHS Tapes etc. 12 MO $ $ 3003 OPTION YEAR III Shredding Services POP BEGIN: 10/01/2021 POP END: 09/30/2022 POP Applicable to CLINS 3003 to 3003B 12 MO $ $ 3003A Destruction of Hard Drives 12 MO $ $ 3003B Destruction of Media, i.e. CDs, Thumb Drives, CVD s, DVDs, VHS Tapes etc. 12 MO $ $ 4004 OPTION YEAR IV Shredding Services POP BEGIN: 10/01/2022 POP END: 09/30/2023 POP Applicable to CLINS 4004 to 4004B 12 MO $ $ 4004A Destruction of Hard Drives 12 MO $ $ 4004B Drives, CVD s, DVDs, VHS Tapes etc. 12 MO $ $ Grand total all years Note: Contractor can use their own schedule page to respond but must include all items as shown above. shall breakout i.e., if your pricing structure is for i.e. hard drive destruction based on price from 1 to X, X01 to XXX etc. Description of Requirement This Statement of Work (SOW) delineates the various tasks and activities required for the removal, shredding of documents and electronic media and final destruction for the Department of Veterans Affairs, VBA Regional Office New York, Support Services Division, 245 West Houston Street, New York, NY 10014. GENERAL INFORMATION 1.2 Background: The New York, NY VBA Regional Office requires shredding and final destruction of all documents and electronic media from the Regional Office. 1.3 Scope of Work: The Contractor shall furnish all management, supervision, transportation, and labor to provide document and media shredding services to the Department of Veterans Affairs, VBA Regional Office New York, Support Services Division, 245 West Houston Street, New York, NY 10014. Shredding of Computer Hard Drives The Contractor shall provide on-site shredding services of computer hard drives in accordance with all appendices and contract clauses. The contractor shall provide service of destruction of computer hard drives. Contractor shall perform all services on-site at the New York VA Regional Office located at 245 West Houston Street, New York, NY 10014. 1.5 Requirement: Contractor shall provide one vehicle capable of shredding all types of media at time of service. Contractor shall shred computer hard drives according to VA Handbook 6500.1 Electronic Media Sanitization. 1.6 See Appendix A. Contractor shall provide a certificate of destruction for each group of media shredded during visit in accordance with VA Directive. 1.7 See Appendix B. Contractor shall allow for on-site vehicle inspection of shredded media for compliance of VA Policy. Contractor is responsible for moving containers from holding area to contractor s vehicle for on-site destruction. The contractor acknowledges and understands the following: a. The contractor and any subcontractor(s) shall presume that the VA computer systems and storage media that the contractor or subcontractor access have sensitive information and applications, the modification or disclosure of which could cause significant harm or embarrassment to VA beneficiaries and employees and to VA's ability to perform its mission. If the security requirements for accessing, handling, and storing VA data and systems are specified in the contract, the contractor will comply with the contractual security requirements. If the contract does not contain the requirements, the contractor will handle the VA property with the same degree of care, but no less than a reasonable degree of care, to prevent the unauthorized access, use, dissemination, publication, or destruction that the contractor uses to protect its own sensitive information and systems. b. Any VA information, software, applications, computer systems, and hardware accessed by the contractor in the performance of the contract remain the sole property of VA. c. To the extent that any software or applications on the VA systems are protected by copyright, the contractor agrees that it will not copy or disclose them without first obtaining VA's prior written authorization, which will be provided only where authorized under applicable copyright law. d. The contractor, the contractor's employees, and any subcontractor and subcontractor's employees will access the VA information, software, applications, computer systems, and hardware which VA provides, or provides access to, only to the extent necessary, and only for the purpose of performing the contract. e. The contractor will take reasonable steps to ensure that it will allow only those contractor and subcontractor employees who need to see the VA materials in order to perform the contract to do so. However, this agreement also applies to any other VA systems or data to which the contractor may have access to or be disclosed to the contractor. f. The contractor will not authorize anyone else to access, disclose, modify, or destroy the information, software or applications on the VA systems provided or accessed under this contract without VA's prior written authorization. g. The contractor and its employees shall not make any copies of any VA information, including software or applications that are not copyrighted, except as necessary to restore VA computer systems or data storage devices to an operating state. Any copies made by the contractor or subcontractor shall be identified as VA property and handled as sensitive information under this non-disclosure agreement. h. Any information that the contractor and its employees learns about VA data and VA computer systems shall not be recorded except to the extent necessary to perform the contract, and such information, whether recorded or not, shall be handled as sensitive information under this agreement. The contractor may not use or disclose it except as the contractor is permitted to use or disclose VA sensitive information under the contract and this nondisclosure agreement. i. The contractor may disclose VA sensitive information to persons other than in the performance of this contract as authorized by the contract and this agreement in only two situations: (1) pursuant to an order of a court of competent jurisdiction; or (2) with VA's prior written authorization. Prior to any disclosure pursuant to a court order, the contractor shall promptly notify VA of the court order and provide VA with a copy by fax or e-mail, whichever is faster, and notify by telephone the VA individual designated in advance to receive such notices. j. If the contractor cannot notify VA before being compelled to produce the information under court order, the contractor will notify VA of the disclosure as soon as practical. The notice under this provision will include the following information to the extent that the contractor knows it, if it does not show on the face of the court order: the records disclosed pursuant to the order, to whom, where, and when, for what purpose, and any other information that the contractor reasonably believes is relevant to the disclosure. k. The contractor will refer all requests or demands for production of, or access to, VA data and systems to VA for response. The contractor will immediately inform VA by telephone, fax and/or e-mail of any access, disclosure, disposition or destruction of VA data and systems not authorized under the contract or this agreement. To the extent known, the contractor will notify VA of the information disclosed, to whom, how when, the reason for the access, disclosure, disposition or destruction, and any other information that the contractor considers relevant. VA will provide the contractor with the name, title, telephone number, fax number, and e-mail address of the VA official whom the contractor will notify if the records are requested, sought under a court order, or if any unauthorized access, modification, disposition, or destruction of VA sensitive information or computer systems occurs. l. The contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority response for the investigation and prosecution of any possible criminal law violation(s) associated with any unauthorized access, disclosure, disposition, or destruction of VA property. The contractor will also cooperate with VA in any civil litigation to recover VA property, to obtain monetary or other compensation for a third party, or to obtain injunctive relief against any third party who accessed, modified, disclosed, or destroyed VA sensitive data and computer systems except as authorized under the contract or this agreement. m. Upon completion or termination of the contract for any reason, the contractor will immediately deliver all VA records, data, copies of VA records and data, software and equipment, and information about VA data and systems recorded or documented by the contractor, in its possession or the possession of any subcontractors, to the VA official designated in the contract or pursuant to this agreement. The contractor will not retain any copies of any of these documents. n. All additions to, or modifications of, this agreement must be in writing and signed by both parties. o. This agreement is made under, and shall be governed by, the laws of the United States. 2.0 INVOICING: Contractor will provide the VA Finance Department with a summary on invoice for any media destroyed to include as a minimum: Quantity of hard drives, electronic media destroyed, model and serial number of each hard drive should be provided by IT or SSD point of contact prior to hand off to contractor or placement in bins. Date and time service was provided. The Contractor shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted from entry onto the installation. Installed equipment shall also possess the capability of being monitored via Contractor supplied computer software of web-based tracking. PERIOD OF PERFORMANCE Period of Performance: Base Year 10-01-2018 to 09/30/2019 Option year I 10-01-2019 to 09-30-2020 Option year II 10-01-2020 to 09-30-2021 Option year III 10-01-2021 to 09-30-2022 Option year IV 10-01-2022 to 09-30-2023 3.1 FEDERAL HOLIDAYS The contractor shall not be required, nor is authorized to perform any work on the following U.S. Government Federal holidays: New Year s Day, Martin Luther King Jr s Birthday, Washington s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. RULES AND REGULATIONS 4.1 Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, presenting valid identification for entrance, smoking restrictions and any safety procedures as outlined in the site regulations. 4.2 The Contractor shall be responsible for the acts and omissions of all its employees and subcontractors, their agents and employees and all other persons performing any of the work under a contract with the Contractor. 4.3 Invoicing: Payment for all services will be made monthly in arrears upon receipt of an itemized invoice containing the following information: VA Contract Number / Obligation Number Company Name and Address Invoice Date Invoice Number (Note: Each Invoice must have a different Invoice Number) Dates of Services performed Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the invoice. Name, title and phone number of company point of contact to notify in case of a defective invoice. vii. FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017), applies to this solicitation. The following provisions are added as addenda: 52.217-5 Evaluation of Options (JUL 1990) 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Provision) 852.270-1 Representatives of Contracting Officers (JAN 2008) (End of Addendum to 52.212-1) 52.212-2, Evaluation Commercial Items, applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. Technical i. AAA NAID CERTIFIED ii. Must be compliant with VA Directive 6371. iii. What is your final destruction process? What do you do with the shredded documents and media? Past Performance Submit three At least 3 references. Technical and Past Performance when combined are more important than price. Submission of Offers: Offers are due no later than September 25, 2018 by 4:00 PM EST. Offers shall be submitted electronically to Raymond.tracey@va.gov The email subject line must contain the following: Quote in Response to 36C10E19Q00002, Shredding and media destruction services for New York, NY VBA. Offers shall be based on the requirements of the request for quotation and must contain the following: A cover page including the following information: Business Name, Socioeconomic category (i.e. SDVOSB, VOSB), Address, DUNS Number, Name, Phone number, and email address for the Primary Point of Contact, Tax Identification Number (TIN), and any GSA contract number if applicable to this solicitation. Detailed information showing the specifics of the proposed equipment and monitoring/reporting platform. A completed price schedule in the format as provided in the attachment. Acknowledgement of any amendments (if applicable). Solicitation Questions: Questions of a technical nature shall be submitted to the Contracting Officer in writing via e-mail. No phones calls will be taken. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is September 27, 2018 by 4:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers. Amendments: Amendments to this solicitation will be posted at http://www.fedbizopps.gov(FBO). Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on FBO, offerors will be notified by email of any new amendments that have been issued. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your offer being considered unacceptable. viii. FAR 52.212-3, Offeror Representations and Certifications -Commercial Items (NOV 2017) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs N/A. ix. FAR 52.212-4, Contract Terms and Conditions Commercial Items (JAN 2017) applies to this solicitation. The following provisions clauses are added as addenda: 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Clause) 52.203-19 Prohibition on Contracting with Entities That Require Certain Internal Confidentiality Agreements (JAN 2017) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years. 52.227-14 Rights in Data-General (MAY 2014) 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (SAM) (JUL 2013) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.246-4 Inspection of Services Fixed Price (AUG 1996) 52.252-6 Authorized Deviations in Clause (APR 1984) 852.203-70 Commercial Advertising (JAN 2008) 852.273-74 Award without Exchanges (Jan 2003) 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes VAAR 852.219-11 VA Notice of Total Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. 852.252-70 Solicitation Provisions or Clause Incorporated by Reference (Jan 2008) 852.232-72 Electronic Submission of Payment Requests (NOV 2012) 852.237-70 Contractor Responsibilities (APR 1984) 852.246-70 Guarantee (JAN 2008) 852.246-71 Inspection (JAN 2008) (End of Addendum to 52.212-4) xii. 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items (JAN 2017), applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph a clause applicable: 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) 52.233-3 Protest After Award (AUG 1996) (31 U.S.C. 3553). 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004) 52.233-1 Disputes (May 2014) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-28 Post-Award Small Business Program Representation (Jul 2013) 52.222-3 Convict Labor (June 2003) 52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating Trafficking in Persons (MAR 2015) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (MAY 2014) (Alt.I) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-34 Payment by Electronic Funds Transfer--Other than System for Award Management (JUL 2013) 52.222-41 Service Contract Labor Standards (MAY 2014) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) This Statement is for Information Only: It is not a Wage Determination Employee Class Monetary Wage Fringe Benefits Recycling Laborer $17.65 (End of clause) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.237-2 Protection of Government Buildings, Equipment and Vegetation (APR 1984) xiii. Additional Contract Requirements or terms and conditions: None xiv. Defense Priorities and Allocations Systems and assigned rating: N/A xv. Offers are due no later than September 25, 2018 by 4:00 PM EST. Offers shall be submitted electronically to Raymond.tracey@va.gov. The email subject line must contain the following: Quote in Response to 36C10E19Q0002, Shredding Services, RO 306 New York, NY. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of the required information or the providing of inadequate or unclear information may result in the offer being considered unacceptable. Federal Acquisition Regulations require that federal contractors register in the System for Award Management (SAM) database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. For additional information, please contact the Contracting Officer, Raymond Tracey at (716)-430-4684, or via e-mail to raymond.tracey@va.gov Appendix A. VA Handbook 6500.1 6 (d). Destroying: 1. Destruction of media is the ultimate form of sanitization. After media are destroyed, they cannot be reused as originally intended. Physical destruction can be accomplished using a variety of methods including disintegration, incineration, pulverizing, shredding, and melting. 2. If destruction is decided upon, due to the high security categorization of the information or due to environmental factors, any residual medium must be able to withstand a laboratory attack. The following are destruction methods: (a) Disintegration, Incineration, Pulverization, and Melting: These sanitization methods are designed to completely destroy media. These methods are typically carried out at an outsourced metal destruction or incineration facility with the specific capabilities to perform these activities effectively, securely, and safely. (b) Shredding: Paper shredders may be used to destroy flexible media, such as diskettes, once the media are physically removed from their outer containers. The shred size of the refuse must be small enough so there is reasonable assurance, in proportion to the data confidentiality level, that the information cannot be reconstructed. (c) Optical mass storage media, including compact disks (CD, CD_R, CD-RW, and CD-ROM), DVDs, and magneto optic (MO) disks must be destroyed by pulverizing, crosscut shredding or burning. When material is disintegrated or shredded, Refer to VA Directive 6371 for shredding requirements. Appendix B. Certification of Destruction: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA hard drives has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. Certification will include the completion of VA Form 0751 (INFORMATION TECHNOLOGY EQUIPMENT SANITIZATION CERTIFICATE). 5.1 BACKGROUND CHECKS: Background checks will be processed through VA Security and Investigation Center Resource Site (SIC).Instructions and forms will be provided only to the contractor receiving award, and must be completed before start of performance of contract of contract. Training per 6500 HB will be provided through the program office point of contact. Background investigation type will be NACI and forms that will be provided to selectee will be pre-populated in certain areas. SECURITY REQUIREMENTS Government Responsibilities: Contractor personnel involved in the actual handling and shredding of documents shall wear a contractor-provided, clearly readable identification badge that at a minimum state, the name of the employee and the company. Contractor personnel's clothes are to be clean and maintained in good repair. If performing on site shredding, contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning at any facility, including utility services, fire protection systems, passage of facility visitors, personnel, equipment and carts. Contractor shall coordinate schedule of days and times of anticipated performance with the station point of contact. Changes to the schedule shall be approved in advance of the contractor visiting the facility. Send a copy of the agreed schedule via email in pdf format to the Contracting Officer. The contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 4:30 p.m. Monday through Friday except Federal Holidays For the first three months after contract implementation the Contractor shall monitor the usage on each container placed at the V A. Within 15 days after that period the Contractor shall provide a copy to the program office point of contact and cc the Contracting Officer a report detailing any suggestions regarding the placement, size or frequency of service The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. The contractor shall provide the necessary recycling containers for use in Government-designated storage areas in sufficient quantities for the storage of the recyclable material accumulations prior to removal by the contractor. The station point of contact shall be responsible for approving container styles and container location/placement. At the time of each pick up, all paper must be removed. After materials are completely shredded, material shall be destroyed by recycling. The contractor shall provide shredding services for destruction of media material such as floppy disks; tapes, micro-film; microfiche; microfilm; audio tapes; video tapes; cd's; DVD s; Mylar; stored data; disks & diskettes, and other similar items. At times, destruction of U.S. flags shall be required. The Contractor shall establish a system for the destruction of the U. S. flag according the US Flags due respect with approval by program office. The station points of contact, Records Management Officer (RMO) and if available the Contracting Officer (CO) shall conduct an initial orientation/site visit of their facility. This should be scheduled annually prior to end of each year. Records Management shall provide a summary less than half a page of site visit, with cc to the Contracting via email. Appendix C CONTRACTOR RULES AND BEHAVIOR (Contractor shall complete and return all pages with quote as a separate attachment, pdf format preferred) Contractor agrees to abide by these terms and account for the I and my and me used in these rules. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited. I understand that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. §1030 (fraud and related activity in connection with computers) and 18 U.S.C. §2701 (unlawful access to stored communications). I agree that OI&T staff, in the course of obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me. I understand I must comply with VA s security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer. If the contractor believes the policies and guidance provided by the Contracting Officer is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution. I will report suspected or identified information security/privacy incidents to the Contracting Officer and to the local ISO or Privacy Officer as appropriate. GENERAL RULES OF BEHAVIOR Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job. The following rules apply to all VA contractors. I agree to: Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract. Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions. I will not use other equipment (OE) (non contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE. Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract. Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the Contracting Officer or ISO. If I am allowed or required to have a local administrator account on a government owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee. Contractors use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply. Grant access to systems and information only to those who have an official need to know. Protect passwords from access by other individuals. Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the system in question. Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140 2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the Contracting Officer for policies and guidance on complying with this requirement and will follow the Contracting Officer s orders. Ensure that the Contracting Officer has previously approved VA information for public dissemination, including e mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e mail, instant messaging, online chat, and web bulletin boards or logs. Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the Contracting Officer. Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the Contracting Officer. Only use anti virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the Contracting Officer for policies and guidance on complying with this requirement and will follow the Contracting Officer's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA. Not disable or degrade the standard anti virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the Contracting Officer. Understand that restoration of service of any VA system is a concern of all users of the system. Complete required information security and privacy training, and complete required training for the particular systems to which I require access. ADDITIONAL CONDITIONS FOR USE OF NON VA INFORMATION TECHNOLOGY RESOURCES When required to complete work under the contract, I will directly connect to the VA network whenever possible. If a direct connection to the VA network is not possible, then I will use VA approved remote access software and services. Remote access to non public VA information technology resources is prohibited from publicly available IT computers, such as remotely connecting to the internal VA network from computers in a public library. I will not have both a VA network line and any kind of non VA network line including a wireless network card, modem with phone line, or other network device physically connected to my computer at the same time, unless the dual connection is explicitly authorized by the Contracting Officer. I understand that I may not obviate or evade my responsibility to adhere to VA security requirements by subcontracting any work under any given contract or agreement with VA, and that any subcontractor(s) I engage shall likewise be bound by the same security requirements and penalties for violating the same. STATEMENT ON LITIGATION This User Agreement does not and should not be relied upon to create any other right or benefit, substantive or procedural, enforceable by law, by a party to litigation with the United States Government. ACKNOWLEDGEMENT AND ACCEPTANCE I acknowledge receipt of this User Agreement. I understand and accept all terms and conditions of this User Agreement, and I will comply with the terms and conditions of this agreement and any additional VA warning banners, directives, handbooks, notices, or directions regarding access to or use of information systems or information. The terms and conditions of this document do not supersede the terms and conditions of the signatory s employer and VA. Print or type your full name Signature Contractor s Company Name Position Title Office Phone NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (04-SEP-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
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Link To Document
(https://www.fbo.gov/spg/VA/WDCVARO372/WDCVARO372/36C10E19Q0002/listing.html)
- Place of Performance
- Address: Department of Veterans Affairs;VBA Regional Office New York;Support Services Division;245 West Houston Street;New York, NY
- Zip Code: 10014
- Country: USA
- Zip Code: 10014
- Record
- SN05071568-F 20180906/180905101121 (fbodaily.com)
- Source
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FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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