R614--Document Destruction Services Request for Information

DRAFT STATEMENT OF WORK Page 2 of 2 ?.## STATEMENT OF WORK Confidential On-Site Shredding Services Providence VBA Regional Office (304) BACKGROUND The Department of Veterans Affairs, (Veterans Benefits Administration Providence Regional Office, 380 Westminster Street, Providence, RI 02903, has a requirement for onsite confidential shredding services of paper documents in accordance with VA Directive 6371 including all appendices. The contractor shall provide scheduled service every two (2) weeks, and unscheduled services that may arise from overflow or record purging. Contractor shall perform all on-site shredding services for offices located exclusively at 380 Westminster Street, Providence, RI 02903 SCOPE The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision, and other related services necessary to provide commercial document destruction services for the Department of Veterans Affairs, Veterans Benefits Administration Providence Regional Office, 380 Westminster Street, Providence, RI 02903. The Contractor shall be responsible for conducting orientations to new contractor employees. This will not relieve the contractor s obligation to provide documentation of trustworthiness of new employees. The contractor and employees will be accompanied by a VA employee while inside the Federal Building located at 380 Westminster Street, Providence, RI 02903. The contractor shall be responsible for final disposition of all shredded materials in the Providence Regional Office, approximate volume of up to two (2) 95-gallon bins per month. All shredding shall take place at the Providence Regional Office loading dock located at 380 Westminster Street, Providence, RI 02903, and shall be witnessed by a VA employee authorized to witness destruction of sensitive VA Material. The Contractor shall shred materials in accordance with this Statement of Work and all applicable regulations and directives. The Contractor is responsible for safeguarding material until final destruction. When material is burned residue must be reduced to white ash. The contractor shall provide the Providence Regional Office with two (2) 95-gallon bins, secure containers (bins) to collect and store materials to be shredded until such time that shredding of the materials occurs. Bin quantities will be stated on each task order. The contractor shall provide bins that have wheels, can hold an average of 300 lbs. (95-gallons), possess locking mechanisms, and utilize a keyed lock. All like size containers will use the same key lock and key code, sets of keys and/or combination for the bin locking mechanisms shall be issued to the VA Providence Regional Office Records Management Officer (RMO). The bins shall have a slot for inserting material into the bin while minimizing unauthorized access to the bin and materials. The Contractor shall provide for Monthly On-Site Shredding Service: up to (2) 95-gallon bins containers per service Services every two (2) weeks (between 1 to 2 containers per service). Unscheduled Services: The vendor shall provide up to three (3) unscheduled services per contract year, during normal facility business hours and within five (5) business days of notification at a predetermined cost to the Government. (between 1 to 2 containers per service) The VA Providence Regional Office shall designate the secure office workspace where the bins will be stored. The contractor will be paid only for those bins the Providence Regional Office presents for document destruction. The contractor will allow cancellation of any pickup, with no charge to the Government, if 48 hours notice or more is provided by the Government to the contractor. Notice will be in the form of an email to the contractor s point of contact. PLACE OF PERFORMANCE / HOURS OF OPERATION The Department of Veterans Affairs, (Veterans Benefits Administration) Providence Regional Office, 380 Westminster Street Providence, RI 02903 What floor are the Bins located? Is there a loading dock the vendor can use? Describe the loading dock to include whether there is a raised portion (including height) and how the vendor would get to the raised portion, such as a ramp or stairs. Describe where the vendor will park and the distance from there to the place the bins will be located for them to pick up. Is there an elevator the vendor can use? Will the facility bring the Bins to the vendor or is the vendor expected to get them? Normal Business Hours are 8:00 AM EST to 4:00 PM EST. Unless directed by the RMO, or Regional Office, work at the site will not take place on Federal Holidays or weekends. If a Federal Holiday falls on a day scheduled for shredding, the shredding will resume the next official workday between the scheduled hours. Vendor shall contact the RMO or designated representative at least one hour prior to arrival at the shred material pick up location by calling the RMO s direct extension. A mutually agreed date and time shall