Description
Performance Work Statement The Department of Veterans Affairs Service and Distribution Center (SDC), Hines, IL will perform all aspects of shipping scrap x-ray film from Hines, IL to include, but not restricted to, negative jacketed, rolled, and green scrap x-ray film to contractor's secure document destruction facility. The quantity of each type may vary from shipment to shipment. The contractor s facility can be no more than 600 miles from Hines, IL, and must be located within a 25-mile radius of a VA Medical Center. The VA contracted trailer will be a minimum of 48 feet in length with roll-up doors. The x-ray film will be transported directly to the contractor's secure document destruction facility and unloaded by contractor in the presence of VA observer. There will be a VA Form 134, Combination Requisition and Shipping Form, completed by SDC transportation and faxed to the Contractor as part of each shipment. The Contracting Officer s Representative (COR) will coordinate shipments, verification of receipt, and discrepancies with the Contractor. If there is a dispute or needed change to the contract, the contractor and COR will contact the Contracting Officer immediately. (b ) SDC will secure each loaded trailer with a heavy duty, serial numbered bolt seal prior to its departure from Hines, IL. The serial number will be recorded on the VA Form 134 which will be faxed to the contractor as immediate notification of shipment. (c) Upon arrival at Contractor's facility, the truck will be unloaded immediately by the Contractor. The pallets will be weighed individually, and a gross weight ticket will be generated using the VA Form 134, noting receipt of total weight and number of pallets received. It will be signed by the Contractor or Representative and returned to the COR, via fax, within three (3) working days. The Contractor must provide the seal number and verify that the Contractor actually removed the seal. Should the seal be broken, missing, or the serial number does not match, the Contractor will contact the COR the same day to report the discrepancy. When record jackets are received, the Contractor will notify the COR or alternate, telephonically, within 24 hours of receipt with the pallet number assigned by VA SDC. (d) Pallets will be labeled according to the Contractor's practices and lined up in a secured warehouse facility accessible only to qualified Contractor personnel. The Contractor will ensure no unauthorized personnel have access to x-ray film at any time. The Contractor shall ensure all x-ray film is chipped immediately upon receipt to ensure patient privacy information is not compromised. Contractor is prohibited from storing x-ray film with patient privacy information and shall continue destruction until all x-ray film is rendered unreadable. Scrap film pallets containing jackets and paper products with patient information will be processed separately and handled to ensure security and privacy. Upon destruction, the contractor will fax the following certification statement to the COR. In accordance with contract (contract number), (Contractor Name), certifies that Reference Voucher No. (insert voucher number) was destroyed (film chipped) on (insert number) (insert date) Print Name and Title Signature Date (e) The film will be refined for silver and plastic content. Contractor will be required to assay for silver content. Market value of silver will be the price on day Custom Critical Truck picks up shipment from VA SDC, Hines, IL 60141. COMEX noon quotation will be used to determine the market price. (f) Contractor will prepare three samples for each lot of material received. The first sample is for the Contractor assay evaluation, the second sample is forwarded to SDC and the third will be retained at the Contractor's facility for sixty (60) days. (g) Contractor certifies that all by-products will be totally recycled by signing the contract. The Government may audit the Contractor's records in order to ensure that all by products are being recycled. (h) Contractor's payment to the Department of Veterans Affairs will be made by Electronic Funds Transfer, within 30 calendar days after x-ray film delivery. A copy of the Settlement Report must be forwarded, via fax, to SDC and the Contracting Officer. The Settlement Report will provide the assayed silver content of film, net weight of film processed, polyethylene terephthalate (PET) base credit and other charges, as applicable. (i) Assay Dispute. If there is a dispute to the assay amount, the Contractor will forward their sample to an agreed upon assayer for testing. Sample testing will be rotated between the three assayers, which will be identified and agreed upon by all parties at the time of award. If the independent assay is closer in value to SDC assay, then SDC assay will be used in the final settlement and the cost for the independent assay will be the expense of the Contractor. However, if the independent assay is closer in value to the Contractor assay then the Contractor's assay will be used in the final settlement and the cost for the independent assay will be the expense of SDC.