R614--DATA AND DOCUMENT SHREDDING

n-paper CD, DVD, computer media will be separated and quoted separately. 1.2 VACCHCS personnel in all locations are in the practice of putting all confidential, sensitive or administrative documents, as well as other paper, in locked containers located throughout all the VACCHCS facilities and clinics. 2. Place of Performance VA Fresno Medical Facility 2615 E. Clinton Ave Fresno, CA 93703 VA Visalia Clinic 5300 W. Tulare St, Ste 106 Visalia, CA 93277 Oakhurst CBOC 40597 Westlake Drive Oakhurst, CA 93644 Merced CBOC 340 E. Yosemite Ave. Merced, CA 95340 Federal Building 855 M Street, Suite 970 Fresno, CA 93721 Visalia CBOC 500 N Santa Fe St Visalia, CA 93292 3. Security Waste Pick up Schedule Locations and Quantities of Containers 3.1 Pick-up of security waste shall be accomplished in accordance with the pick-up schedule listed in paragraph 3.2 and 3.3. 3.2 Location and Time (Monday through Friday during Normal duty hours 8:00AM-3:30PM) VA Central California HCS See schedule below Section 3.2.1 Oakhurst CBOC Bi-weekly Merced CBOC Bi-weekly Federal Building, Suite 970 Weekly Visalia CBOC Bi-weekly Visalia Admin Building Monthly VA Central California facility requests service of all regular scheduled date of containers or consoles, to be emptied. 3.2.1 Schedule for VA Central California locations: Main Hospital, Bldg. 1, Trailer LC2, and outer Buildings to be Serviced once a week. High volume areas are, HAS, Bldg. 24, 1st floor (8 Lg bins & 1 small) Emergency Area, Basement (5 Med bins) Pharmacy Area, 1st Floor, 1B061 (7 Lg bins) Primary Care, 1st floor, Charting room (1Lg & 1med) Laboratory Area, 2nd Floor, 2B24 (3 Lg bins) 4th Floor (West & East stations) (2 Lg bins) 5th Floor (West & East stations) (5 Lg bins) CLC, Bldg. 31, Main Nurse area (2 Lg bins) 3.3 When regular delivery/pick up days occur on one of the Federal holidays listed below, the regular delivery/pick up shall automatically shift to the following business days or within same work week (Monday through Friday). The 11 national holidays observed by the Federal Government are: New Years Day 1 January Martin Luther King Jr Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December 3.3.1 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. 3.4 In the event of schedule changes and prior to any changes made to the schedule, the Contracting Officer Representative (COR) will notify the Contracting Officer (CO) in writing of the revised pick-up schedule. A revised pick-up schedule will be provided to the contractor in writing along with the contract modification from the CO. 3.4.2 In the event, the contractor fails to empty a container, the contractor will have one week once notified to empty the container. The COR will have the authority to change bin sizes, as needed. 3.4.3 The contractor will provide two additional 95-gallon containers to the VA Facility to service customers on days that the contractor is not scheduled for pick up, or bins that are missed by the driver. 3.4.4 The contractor shall provide a list of bins, identified by alpha numeric numbering system (or similar) and barcode, with location and bin type. These identifiers will be used in reporting and data tracking. 3.5 Quantity of Containers per location Service site Large, 32 Medium, 26 Small, 16 VA Fresno 119 29 17 Oakhurst CBOC 3 0 0 Merced CBOC 3 0 0 Federal Bldg. 9th Flr, Suite 970 7 0 1 Visalia CBOC 8 0 0 Visalia Admin Building 2 1 3.6 Shredding Specifications 3.6.1 The Contractor shall be a National Association for Information Destruction Certified (NAID). 3.6.2 Interim Destruction- The Contractor shall provide shredding document destruction services for all secure waste that are collected in locked containers: (administrative papers, sensitive documents, and CD s). The Contractor shall conduct the Interim destruction on site, as a reasonable safeguard that affords an additional layer of security of temporary paper records. Interim destruction (temporary records) will be transferred to the Contractors secured location, pending transport for Final destruction (pulping). The Contractor shall provide Certificates of Destruction (CODs) for all locations covered on section 3.5 on the day of interim destruction. The Contractor representative will be considered the witness to the destruction and provide an interim Certificate of Destruction per Directive 6371. Prior to departing the VA location, the witness shall provide the designated VA representative documentation acknowledging receipt of the temporary paper records. Not Practicable Documentation. If interim destruction is not reasonably practicable, VACCHCS will create and maintain documentation explaining why it was not practicable. In such cases, the Contractor must provide sufficient reasonable physical safeguards to protect temporary paper records until final destruction is completed and shall provide receipt documentation to the designated VA representative prior to departing the VA location. � 3.6.3 Final destruction- shredding of all documents must meet or exceed the following criteria based on VACCHCS requirements and the requirements set forth by NAID (National Association of Information Destruction), and VA Directive 6371. Final destruction ensures temporary paper records are not readable or constructible to any degree upon final destruction, known as pulping. The Contractor shall provide CODs on a monthly basis to the COR, in addition to sampling of shredded material on a quarterly basis. The certification shall contain sufficient information to attest to the final destruction of the temporary paper records, what temporary records were destroyed, the date when they were sent for destruction, what destruction method was used, where they were destroyed, and who was responsible for their final destruction. � � If the final destruction is completed by a subcontractor to the information destruction contractor, then the written certification of destruction is completed by this third party or by the information destruction contractor with assurance from the third party that final destruction was completed. If the final destruction is completed by a subcontractor to the information destruction contractor, then the written certification of destruction is completed by this third party or by the information destruction contractor with assurance from the third party that final destruction was completed. � 3.6.4 Long-Term Storage Approval. Any storage of temporary paper records for more than thirty (30) days prior to final destruction requires advance written approval from VACCHCS (the VA organization that generated the records). 3.6.5� Contractor shall provide monthly data reports providing quantities destroyed, facility location and bin identifier. The quantity will be by total weight and/or volume by facility, with the ability to drill down to each bin type and quantity of each b