SOURCES SOUGHT
R -- DOCUMENT SHREDDING/DESTRUCTION SERVICES
- Notice Date
- 3/11/2008
- Notice Type
- Sources Sought
- NAICS
- 562119
— Other Waste Collection
- Contracting Office
- ACA, Fort Carson, Directorate of Contracting, 1676 Evans Street, Building 1220, 3rd Floor, Fort Carson, CO 80913-5198
- ZIP Code
- 80913-5198
- Solicitation Number
- W911RZ-08-D-SHREDDING
- Response Due
- 3/21/2008
- Archive Date
- 5/20/2008
- Point of Contact
- Debra Santos, 719 526-5849
- E-Mail Address
-
Email your questions to ACA, Fort Carson
(debra.santos3@us.army.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- This sources sought notice is issued for the planning purpose of creating an Indefinite Delivery/Indefinite Quantity (IDIQ) for Document Shredding/Destruction Services. Contractor must be a Small Business under the North American Ind ustry Classification System Code (NAICS) 562119. Evans Army Community Hospital is requesting Bi-weekly shred service to include an insufficient number of secure containers to collect at least 10,000 square feet of material from several different locations throughout six floors of the 650,000 square foot hospital, outlying/satellite clinics and buildings. This sources sought notice should not be construed as a commitment or authorization to incur costs in anticipation of such IDIQ. To be eligible for an I DIQ, contractor must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by calling 1-888-227-2423 or e-mail at https://www.ccr.gov. A DUNS (Dun and Bradstreet) number is required in order to register. To be eligible for an IDIQ, contractor must be registered in ORCA (Online Representations and Certifications Application), https://orca.bpn.gov. If you have any questions, please contact Debra Santos at debra.santos3@us.army.mil. Performance Work Statement Document Shredding/Destruction Services Evans Army Community Hospital Fort Carson, Colorado 1.0 General 1.1 Description 1.1.1 Responsibilities: This Performance Work Statement (PWS) is established to identify the res ponsibilities of a Contractor, to furnish all labor, supervision, apparatus, materials, equipment and supplies or incidental to provide On-Site shredding for the Information Management Division (IMD), Evans Army Community Hospital located at Fort Carson. This service shall require the contractor to furnish locked containers for on-site shredding. Full containers will be collected by the contractor. Contractor will shred paper, paper with staples and/or paperclips, plastic, radiological films, disks and t apes. Film and print cartridges must be disposed in accordance with AR 380-5. Contractor shall issue a Certificate of Destruction . Pick ups will be scheduled on a bi-weekly basis (26 times per year) and on an unscheduled per call basis. All items sha ll be recycled and destroyed in accordance with AR 380-5. 1.1.2 HIPAA Compliance: The Contractor is subject to the provisions of the Health Insurance Portability and Accountability Act (HIPAA). It is the contractors responsibility to review HIPAA requirements which are available at the following address: www.ahima.org. All documents must be destroyed within 24 hours of receipt and meet HIPAA acceptable destruction methods. Current acceptable methods include: Burning, shredding, pulping and pulver izing. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). The contracto r shall understand and agree that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The contractor is subject to the provisions of the Privacy Act and is responsible for comp liance with its provisions with respect to the handling and disposal of protected information. 1.1.3 Contracting Officer Representative (COR): Joel Sundquist; Chief, Administrations & Telecommunications; Evans Army Community Hospital, Fort Carson, CO 80913; (719) 526-7839 or email: joel.sundquist@AMEDD.Army.Mil 1.2 Mission 1.2.1 Mission Support Functions: Evans mission: Delivering on the promise of quality, safe, effective, and timely Warrior centered care. Evans vision: Become a Ce nter for Best Practices for the AMEDD. Integrate healthcare in the Colorado Springs Community into a seamless system. Exceed all expectations for meeting the healthcare needs of an expanding beneficiary population. Become synonymous with quality care. 1.3 Contract Performance 1.3.1 Performance: The Contractor shall perform the tasks identified herein and achieve the performance standard s outlined for each task. The Contractor shall provide trained and certified personnel. The Contractor shall submit plans that demonstrate its capability to meet all performance standards and comply with all applicable Federal, state and local laws, DOD policy, instructions and regulations, and Fort Carson instructions and guidelines. 1.3.1.1 Drug Free Workplace: The Contractor shall establish and maintain a Workplace Drug Free Environment. 1.4 Detailed Plans 1.4.1 Method of D estruction: The Contractor shall submit a written plan detailing the method of destruction, capacity and approximate time required to destroy documents. The Contractors capacity will be a performance measure for awarding of contract. 1.5 Contract Turnover 1.5.1 Access: In the event of a Contractor change/turnover, the successor (incoming) contractor shall be granted access to the base and all contracted facilities and Government equipment to survey all such equipment and to observe oper ations necessary to the drafting of the detailed plans required under Section 1.4, Detailed Plans. During the last two weeks of the expiring contract, the outgoing Contractor shall permit personnel of the incoming Contractor access to all contracted facil ities to observe ongoing operations, position and prepare equipment, and to brief and train new personnel. 1.5.1.1 Assistance: During the last four (4) days of the expiring contract, the incoming Contractor shall be provided assistance by the ou tgoing Contractor and the COR in accomplishing a joint facility and equipment turnover inspection. 1.6 Operation Hours 1.6.1 Contractor Coverage: The Contractor shall be capable of providing Document Shredding/Destruction services according to the following schedule: -Period of Performance: 12 months Bi-weekly Monday through Friday, excluding all federal holidays. -Hours of Operation: 7:30 a.m. to 4:30 p.m. 1.7 Staffing General: The Contract or shall provide on-site personnel with no prior criminal record who are insured, uniformed and badged. In addition, provide and maintain Contractor Owned/Contractor Operated (COCO) equipment to accomplish on-site shredding of sensitive documents, for Eva ns Army Community Hospital in accordance with Section 2.0, Specific Tasks. 1.7.1 Knowledge and Skills: The Contractor shall provide sufficient trained and certified professional personnel to perform service calls at Evans Army Community Hospit al. Training and Certification of contractor members shall be as required by the applicable standards for document destruction of sensitive documents in a hospital setting (EXHIBIT A). The Contractor will perform shredding services every other Wednesday, within the day prior to close of business. Drivers shall be licensed to drive motorized shredding vehicles/equipment devices in accordance with Colorado State Law. Notwithstanding, it shall be the responsibility of the Contractor to ensure that the mini mum requirements of all applicable standards are met. 1.7.1.1 Performance Measurables: The contractor shall perform shredding services every other Wednesday with completion by close of business. In the event of inclement weather; emergency; or ba se closure, the Contractor shall contact the COR immediately and coordinate an alternate date for services. 1.7.1.2 Quality Control: The Contractor shall develop and maintain quality programs to ensure document destruction services (shredding ) are being performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the contractor shall develop quality control procedures addressing the areas where the acceptable quality levels were not met. 1.7.1.3 Quality Assurance: Evans Army Community Hospitals C OR and/or designee may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The COR will also receive and investigate all complaints from various customers located at the facility. Included in quality assurance program, the Contractor shall provide a contingency plan in the event of Contractor equipment failure. Contingency plans must include provisions that allow for the witnessing of alternate shredding procedures by an Evans Hospital employee and Contractor must provide a Certificate of Destruction . 1.7.1.4 Em ployment Standards: All employees or persons may be hired to represent, perform on behalf of, or work under the management of the Contractor shall comply with all Federal, Department of Army and Fort Carson regulations, instructions, guidelines, and po licies regarding employment at and entry to Fort Carson. The Contractor shall be responsible for keeping abreast of and ensuring employee adherence to Department of Army and Fort Carson regulations and policies relevant to the presence of employees on sta tion and shall ensure that all such persons meet the requirements of employment and conform to the rules regarding, but not necessarily limited to, security, clearance, and identification policy, vehicle registration and operation of a POV on post, medial assistance, the use of the exchange and military facilities, and other local rules, guidance, or prohibitions that may apply to their entrance to and activity or employment on station. 1.7.1.5 Confidentiality of Documents: The contractor and c ontractor employees shall keep all sensitive material confidential and secure throughout all phases of the collection and destruction processes. Destruction process shall be in accordance with AR 380-5, a hammer mill or equivalent process to ensure destru ction of material, with no opportunity for document reconstruction. The maximum size of destroyed material shall not exceed ? in diameter. 1.8 Essential Personnel General: If the Contractor is unable to perform due to inclement weather ; base closure; or emergency, the contractor shall immediately coordinate with the COR with an alternate date. 1.9 Correspondence and Visits 1.9.1 Notification: The Contractor shall notify the COR of any and all visits or notice of intent to visit contract management, its employees, or the contracted facilities by any federal, state, local government, base (military) office/agency, union representative, or contract officers. Except for that considered to be company or proprietary do cuments, the Contractor shall provide the COR copies of all correspondence resulting from such visits. 1.10 Information and Records Management 1.10.1 General: Documents held or generated by the Contractor may take the form of personnel f iles, i.e., individual driver and training records, proprietary company records and reports such as internal monthly management reports, and Government information and accounting files such as inventory reports or transaction documents generated in respons e to this contract. With the exception of that correspondence considered proprietary company records, all correspondence, records to include Contractor owned equipment history records, files, reports, and documents, manual or automated, generated by or pr ovided to and maintained by the Contractor shall be open and readily available to Government inspection, review, and audit for the duration of the contract and any subsequent and contiguous contract periods. On termination of the contract, all of the aforementioned records except personnel driver and training records, Contractors owned equipment history records, and proprietary company management records, shall be deemed the property of the government and turned over to the Government. 2.0 Specific Tasks (Firm-Fixed Price, Indefinite Delivery/Indefinite Quantity (IDIQ)) 2.1 Tasks and Services 2.1.1 General: The Contractor shall be responsible for employing trained and certified personnel to perform the work specified in the performance work statement and must provide all contact information for staffing this position. The contractor shall provide all labor, personnel, equipment , supplies, secured vehicles, materials, supervision and other related services necessary to perform On-Site Document Shredding/Destruction Services for Evans Army Community Hospital, 1650 Cochrane Circle, Building 7500, Fort Carson, CO 80913. 2. 1.1.2 Capabilities: The Contractor shall check onto post through gate 3, with a vehicle possessing document destruction capability. The Contractor shall check in Room 0401 at building 7500, Customer Service Desk for Identification badge upon arrival and check out when departing the service site, Monday through Friday, 7:30 a.m. to 4:30 p.m. The Contractor will visit 12 facilities (EXHIBIT B)(subject to expansion), and empty the contractor provided secure containers of the Patient Information (PI) conten t. The contractor may wait to destroy the collected material at the final destination at building 7500, which is also the location of the Contracting Officer Representative (COR). The average volume of paper in each facility will fill a 2x2x3 (~100 lbs in weight) container which is collected every other week. Each facility will have a minimum of 1 container, to meet that facilities recurring requirement (usually between 1-3 containers distributed inside each facility, at roughly 10,000 sq ft per facilit y). The final destination is building 7500 (the main hospital), which is about 650,000 sq. ft. That facility will have about 70 (contractor provided) secure containers, or as many as is required based on volume need. Its imperative to relock all the co ntainers once they are emptied. The collected material must be kept under the supervision of the contractor at all times. The shred material will be delivered to the loading dock area to undergo a destruction process. The process must shred all material to bit sized no larger than a 1/4 pieces. Upon completion the contractor will contact the COR and present a certificate of destruction. The COR will inspect the certificate and the cost reflected for the service. The contractor will complete this process n o later than 3:00 PM of the collection day. All paper and/or film must be destroyed on location. As noted, the contractor is responsible for supplying enough containers to meet the required volume at each respective facility. Initially the contractor will be provided a floor plan of the individual facilities. Thereafter, the contractor is responsible to maintain that document with the noted container locations. Likewise, the container locations will be reflected as the document is updated. After the initia l orientation, the contractor will have enough staff trained to ensure all containers are emptied every other Wednesday. Concerning adding containers: The contractor is only allowed to add containers under the direction of the COR. If another government e mployee approaches the contractor requesting additional container(s), the contractor will instruct the government employee to coordinate this requirement with the COR as reflected in the contract. Only the COR may direct the adding and subtracting of conta iners. The contractor will reflect those changes on their floor plan(s) document. The COR may direct the contractor to provide information on volumes usage as n eeded. Purging of radiological films in large volumes is required. The films will typically be provided in a 4x4x5 triwall (~1 ton). Purges of radiological films are typically conducted once a year. The MEDDAC warehouse staff can deliver the film to th e truck at the loading dock. The palettes can be weighed at the request of the contractor. Although not a routine requirement, the contractor must be able to purge up to 5 tons per week. 2.1.1.3 Certification of Destruction: The Contractor shall prepare and submit to the COR and/or designee an original signed Certificate of Destruction for each Shredding of documents, the same day of the activity. The Contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: " Pick-up/Delivery Location " Pick-up/Delivery Date " Amount of shredded waste (#containers picked up and pounds shredded) " Destruction Certification Document Number< BR>" Destruction Certification Date " Any other information as determined necessary by the Privacy Officer 2.1.1.4 Special Document Purge: In the event that there is a need for additional shredding, the Contractor shall have the capability to perform special document destruction services for large document purges. If special document destruction services are required, the COR will coordinate with the Contractor five (5) days in advance for up to 10 tons of material. The special document destr uction services may or may not be conducted in conjunction with regularly scheduled bi-weekly service. 2.1.1.5 Pricing: This is a performance based, Firm-Fixed Price, Indefinite Delivery/Indefinite Quantity (IDIQ) contract. 3.0 Access To Base 1. ENDORSEMENT RESTRICTION: The contractor shall not represent in any manner, express or implied, that products being sold are approved or endorsed by any element of the U.S. Government. The contractor shall not represent itself to the public as an agent or employee of Fort Carson, the U.S. Army, or any other entity of the U.S. Government on letters, billboards, signs, or by other means. 2. OTHER RESTRICTIONS: The Contractor or its employees shall neither engage in nor permit the u se or possession of any gambling device on the premises. Nor shall the contractor or its employees buy, sell, possess, or transfer any form of illegal drugs or other contraband. 3. REQUIRED Installation Regulations: The Contractor and his/he r employees shall become acquainted with and obey all applicable Federal, State, local, and Government laws/regulations. a. Fire. The Contractor shall observe all applicable requirements for handling and storage of combustible supplies, materials , waste and trash. Contractor employees operating critical equipment shall be trained to properly respond during a fire alarm or fire in accordance with local installation instructions. b. Environmental Protection. The Contractor shall comply with all applicable federal, state, and local laws, and with the regulations and standards as requested by Fort Carson. The Contractor shall promptly report and clean up any fuel spills that result from the Contractor's operations. The Contractor shall comply with the instructions of the Fort Carson Preventive Medicine Office with respect to avoidance of conditions which create a nuisance or which may be hazardous to the health of military or civilian personnel. c. Safety Requirements and Reports <BR >(1) All work shall be conducted in a safe manner and shall comply with installation requirements and Occupational Safety and Health Administration (OSHA). The Contractor is responsible for any/all safety equipment required. (2) The Contractor sh all report to the Contracting Officer Representative (COR) exposure data and all accidents resulting in death, trauma, or occupational disease. All accidents m ust be reported immediately to the COR. (3) The Contractor shall submit to the COR a full report of damage to Government property and/or equipment by contractor employees. All damage reports shall be submitted within 24 hours of the occurrence.<BR > (4) Only emergency medical care, on a reimbursable basis, is available in Government facilities to Contractor employees who suffer on-the-job injury or disease. 4. Gate Control at Fort Carson. Fort Carson military installation is a co ntrolled access installation. a. The Contractor must register with and obtain passes from the Provost Marshals Office in order to gain entrance for its equipment and personnel for performance of this agreement. The contractor shall obtain identif ication and vehicle passes for all contractor personnel who make frequent visits to or perform work on Fort Carson. To do so, the Contractor must first submit a list of employees (Microsoft Excel format preferred) to the Contracting Office. The Contracti ng Office will then provide the Contractor a letter of authorization for the registration process. When registering either a company or personal vehicle that will enter Fort Carson for performance of work on this agreement, the authorized contractor indiv idual(s) must provide current, valid driver's license, vehicle registration and vehicle insurance certificate to obtain a vehicle pass. In the event that personnel are terminated or otherwise released or if registered vehicles are sold or otherwise dispos ed of and no longer to be brought on Fort Carson for performance of work on this agreement, the contractor shall ensure all vehicle registration decals are physically removed from vehicle windshields, secured in a sealed envelope, and turned in to the Prov ost Marshalls Office. b. Unscheduled gate closures may occur at any time, and all personnel entering or exiting Fort Carson may experience a delay due to vehicle inspections, registrations, wearing of seat belts, etc. Price or schedule adjustment s for compliance with security controls or delays resulting from gate closures will be allowed only in the event of exceptional circumstances. To obtain such an adjustment, the Contractor must establish that the control or delay was exceptional and unfore seeable and that the requested additional performance time or cost was a direct result of that delay. EXHIBIT A Applicable Standards 1. AR 380-5, 2000, Mandatory 2. Health Insurance Portability and Accountability Act (HIPAA), 199 6, Public Law 104-191 3. National Association of Information Destruction (NAID), 1995, Mandatory EXHIBIT B Locations 1. Evans Army Community Hospital, Bldg 7500, 70 containers(subject to increase)<B R>2. WTU, Bldg 1150, 2 containers Bldg 1049, 2 containers Bldg 1058, 1 container Bldg 1161, 2 containers Bldg 1059, 2 containers 3. Wellness, Bldg 1526, 2 containers 4. Warrior, Bldg 2353, 2 containers 5. DiRaimondo, Bldg 1041, 2 containers 6. SRC, Bldg 1042, 2 containers 7. Robinson Family Medicine Clinic, Bldg 7490, 2 containers 8. Prev Med, Bldg 2059, 2 containers
- Place of Performance
- Address: ACA, Fort Carson Directorate of Contracting, 1676 Evans Street, Building 1220, 3rd Floor Fort Carson CO
- Zip Code: 80913-5198
- Country: US
- Zip Code: 80913-5198
- Record
- SN01529570-W 20080313/080311224553 (fbodaily.com)
- Source
-
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