Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 06, 2011 FBO #3389
DOCUMENT

J -- Document Destruction Services Solicitation - Attachment

Notice Date

3/4/2011
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Iowa City VAMC;601 Highway 6 W.;Iowa City IA 52246
 

ZIP Code

52246
 

Solicitation Number

VA26311RQ0231
 

Response Due

3/14/2011
 

Archive Date

3/29/2011
 

Point of Contact

todd.yahnke@va.gov
 

E-Mail Address

Purchasing Agent
(todd.yahnke@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

THIS IS A 100% SMALL BUSINESS SETASIDE. The Department of Veterans Affairs, Iowa City VA Medical Center, Iowa City, IA is soliciting, and intends to award a firm fixed price contract for document destruction services. Interested parties may identify their experience in providing these services to the Contracting Officer via e-mail at todd.yahnke@va.gov or fax 319-887-4957. This is a combined synopsis/solicitation for commercial services 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; proposals are being requested and a written solicitation will not be issued. The solicitation number is VA-263-11-RQ-0231 ( and is the resolicitation of VA-263-11-RQ-0100) and issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-48, effective January 31, 2011. The associated NAICS code is 561990 and small business size standard is $7.0M. The requirement for this acquisition includes the following: STATEMENT OF WORK Summary: This contract is for services to shred and dispose of paper, and other media that contain sensitive information from the medical center. Scope of Work: The Iowa City Department of Veterans Affairs (VA) Medical center intends to use the services of a contractor to shred VA records and other materials throughout the year, and at various locations. Records may contain carbon paper, binders, folders, DVDs, CDs, VHS tapes, and other non-paper materials. Papers must be shredded to NIST 800-88 Guidelines for Media Sanitation, which require shredders to have cross-cutting capabilities which produce particles that are 1 x 5 millimeters in size, or disintegrator devices with a 3/32 inch security screen. a.The contractor shall provide all labor and equipment and shall be responsible for disposing of all shredded materials. Contractor will clean up any residual material before leaving the site. b.Contractor is responsible for maintain liability insurance for the duration of the contract and for following all pertinent federal and state regulations with regard to transportation and destruction of classified medical documentation. c.While on VA Medical Center premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with company's name. d.The contractor will provide the service identified in this contract weekly between the hours of 1:00pm and 8:30pm, Monday through Friday at the Iowa City VA Medical Center. Service for the CBOC's and other locations will be determined by clinic staff and the Contracting Officer's Technical Representative (COTR). e.The contractor will provide a schedule for shredding times to the COTR. Once the schedule is established, all shredding will occur on the same day of the week. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday, and will inform the medical center of the revised shredding day. f.The contractor will recover material to be shredded from BS-10. The material will be in the contractors' large locked centrally-located containers. Material will be collected throughout the VAMC facility by internal staff, and brought to BS-1o. At the off-site locations, the contractor will recover the contractor's large locked centrally-located containers, and return them. g.The contractor will be responsible to ensure that contractor employees coming to the work site will receive the information required above. h.The contractor will be responsible to ensure contractor employees providing work on this contract ware fully trained and completely competent to perform the required work. The contractor is also responsible for completing background investigations on all personnel who will be on site. The results of the background investigations must be furnished to the ISO, Contracting, and the COTR prior to the contractor's employees entering the medical center. The contractor will have a Quality Assurance Plan to assure material is shredded to guidelines, and maintenance is performed on all equipment. Equipment: The contractor shall provide 80 central collection containers not greater than 32 gallon. The contractor will provide all equipment to do the shredding. Equipment shall be capable of cross-cutting the paper material. Deliverable: Contractor will shred materials according to schedule set by contractor and COTR. Any additional service requests shall be provided within 48 hours after the contractor is notified by the medical center. Quantities: The quantities provided are estimated. The VA Hospital reserves the right to increase/decrease the quantities. The VA reserves the right to add additional sites through the year. Additional Requirements: 1.Certificate of Destruction: A Certificate of Destruction shall be provided after each job. The contractor shall give the certificate to the ISO and the Chief, HIMS. 2.VA Handbook 6300.1 "Records Management Procedure" shall be applicable to all record/microfiche destruction. The procedures reads: "The authorized destruction of records that are classified or otherwise restricted from disclosure by statue, such as privacy Act of 1974 or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contractor must provide documentation that the contractor employee is authorized to witness destruction of the record. Resale of VA records for use as records or documents is prohibited. 3.Confidentiality of Material Destruction: Contractor personnel shall maintain the confidentiality of the material to be destroyed. Any contractor personnel found to be reading any of the medical center materials shall be promptly removed from the government premises. The person/s involved shall not be allowed to return to the medical center for any future service requests. 4.Storage: The VA will provide a room to be used by the contractor as a collection/storage area for the shredding materials. This room is intended for the storage of vendor containers. 5.National Holidays: The ten holidays observed by the Federal Government are: New Year's Day Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas And any other holiday specifically declared by the President of the United States to be a national holiday. 6.HIPAA: The contractor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) after award. 7.Estimated Shredding Services: 25 to 40 large (over 50 gallons) containers at the following location, VAMC Iowa City 601 Hwy 6 West Iowa City, IA 52246 2-4 large containers will be needed at the following locations; Coralville Outpatient Clinic 520 10th Ave Coralville, IA 52241 Quad Cities Outpatient Clinic 2979 Victoria St Bettendorf, IA 52722-2784 Waterloo Outpatient Clinic 1015 S. Hacket Rd. Waterloo, IA 50701 Dubuque VA Clinic 200 Mercy Drive Suite 106 Dubuque, IA 52001 Galesburg Outpatient Clinic 387 Grove St. Galesburg, IL 61462 Quincy Outpatient Clinic 721 Broadway Quincy, IL 62301 PIP Office Bldg 2650 Mormon Trek Blvd Iowa City, IA 52240 Post Office 400 S. Clinton St Iowa City, IA 52246 Substance Use Disorder Clinic 211 19th Street Rock Island, IL 61201 Homeless Outreach Center 4000 46th Avenue Rock Island, IL 61201 Ottumwa Outpatient Clinic 1005 E. Pennsylvania Ottumwa, IA 52501 Cedar Rapids Homeless Outreach Center 1535 First Ave Cedar Rapids, IA Decorah Outpatient Clinic Site to be determined Sterling/Rockfalls Clinic Site to be determined ITEM DESCRIPTION OF QTY UNIT TOTAL NO. SUPPLIES/SVCS PRICEPRICE 1 6 MO__________ __________ For the period 4/1/2011-9/30/2011 Contractor to provide services for shredding and disposing of hospital privacy/sensitive records from the VA Medical Center, Iowa City, Iowa and the various CBOCS. GRAND TOTAL - ____________ E.3 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) 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, price and other factors considered. The following factors shall be used to evaluate offers: Technical Cabability, Past Performance and Price Technical and past performance, when combined, are less important than price. The date of delivery is ordered by purchase order with delivery being FOB Destination to the Department of Veteran's Affairs, Iowa City VAMC, 601 Highway 6 W, Iowa City, IA 52246. (Contact Amber Smith at (319) 338-0581 ext: 6092 for questions. The provision at FAR 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition along with additional addenda. A statement regarding the applicability of the provision at FAR 52.212-2, Evaluation -- Commercial Items, is not applicable to this sole source acquisition. Offeror is to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items. FAR clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, also applies to this acquisition and the following clauses cited in the clause are applicable to this acquisition: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402), 52.219-28, Post Award Small Business Program Rerepresentation (June 2007) (15 U.S.C 632(a)(2)), 52.222-3, Convict Labor (June 2003) (E.O. 11755), 52.222-19, Child Labor--Cooperation with Authorities and Remedies (FEB 2008) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212), 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). 52.222-50, Combating Trafficking in Persons (Aug 2007) (Applies to all contracts). 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007)(42 U.S.C. 8259b), 52.225-3, Buy American Act--Free Trade Agreements-- Israeli Trade Act (Aug 2007) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L 108-77, 108-78, 108-286, 109-53 and 109-169), 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury), 52.225-4 Buy American Act-Free Trade Agreements-Israeli Trade Act Certificate. The FAR clause at 52.232-34, Payment by Electronic Funds Transfer - Other than Central Contractor Registration applies to this acquisition as well. The VAAR Clauses applicable to this acquisition are 852.203-70 Commercial Advertising, 852.233-70 Protest content/alternative dispute resolution, 852.233-71 Alternate protest procedure, 852.246-70 Guarantee, 852.246-71 Inspection, 852.252-70 Solicitation provisions or clauses incorporated by reference, 852.273-70 Late offers, 852.273-71 Alternative negotiation techniques, and 852.273-74 Award without exchanges. Information concerning clauses and provision incorporated by reference may be obtained at http://farsite.hill.af.mil. Quote is due by 16:00 am CST on March 14, 2011. Proposal may be mailed, faxed or emailed to Todd Yahnke at the Department of Veterans Affairs, Iowa City VAMC, Contract Management (90C), 601 Highway 6 W, Iowa City IA 52246, fax: (319) 887-4957, or e-mail: todd.yahnke@va.gov. For additional information regarding this notice please contact Todd Yahnke at the provided email address or by calling (319) 688-3842.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ICVAMC584/ICVAMC584/VA26311RQ0231/listing.html)
 

Document(s)

Attachment
 

File Name: VA-263-11-RQ-0231 VA-263-11-RQ-0231_2.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=180415&FileName=VA-263-11-RQ-0231-001.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=180415&FileName=VA-263-11-RQ-0231-001.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: VA Medical Center;601 HWY 6 West;Iowa City, IA

Zip Code: 52246
 

Record

SN02393783-W 20110306/110304234350-7974fe68a011e71d9a9901cd543a0706 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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