Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 05, 2013 FBO #4150
DOCUMENT

R -- On-Site Document Destruction/Shredding Service - Attachment

Notice Date

4/3/2013
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Veterans Benefits Administration;Chicago Regional Office;2122 W. Taylor Street;Chicago IL 60612-4281
 

ZIP Code

60612-4281
 

Solicitation Number

VA32813Q00041
 

Response Due

5/24/2013
 

Archive Date

7/23/2013
 

Point of Contact

Claude Humphrey
 

E-Mail Address

0-4224<br
 

Small Business Set-Aside

Total Small Business
 

Description

GSA SCHEDULE OFFERS ONLY Company bidding on this opportunity MUST provide the services requested off of an existing GSA Schedule. The Schedule must either be in the Company's name or the Company must be able to document its ability to act as an agent of a partner's Schedule. Company must not bid more than their applicable contract ceiling price for contract-specific items. INSTRUCTION TO OFFERORS Offerors must complete and return all information designated in 52.212-1, Instructions to Offerors - Commercial Items, paragraph B, prior to the time specified in block 8 of SF 1449 in order to be considered for award. The Department of Veterans Affairs, Milwaukee Regional Office is issuing this RFQ to solicit quotes for the purpose of entering into a contract for On-Site Material Destruction Services. In accordance with Federal Acquisition Regulation (FAR) 12.203 Procedures for solicitation, Evaluation, and award supplemented by subpart 8.4 Procedures under the Federal Acquisition Regulation. All potential Offerors may only participate in this solicitation by submitting a proposal in accordance with the instructions provided below. All correspondence in conjunction with this RFQ shall be directed via email to the Contracting Officer. Award will be made on the basis of the lowest price technically acceptable offeror with satisfactory past performance. SITE VISIT Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. The site visit date is set for Wednesday, April 3, 2013 at 10:00 a.m., Central Standard Time. Offerors are to meet at Department of Veterans Affairs, Veterans Benefits Administration, Chicago Regional Office, 2122 W. Taylor Street, Chicago, Illinois. Prospective offerors should contact Claude Humphrey at: 312-980-4224 to confirm attendance of the site visit. PROPOSAL FORMAT AND SUBMITTAL 1.0Proposal Format: Proposal shall consist of three (3) separate documents specifically named "Part 1. Technical," "Part 2. Past Performance" and "Part 3. Price". The contents of each part are set forth below. No price information will be included in Parts 1 and/or 2. Proposals will be evaluated as set forth below in "Evaluation Factors for Award". Part 1.Technical Requirements: In Part 1, the offeror must demonstrate compliance with ALL the Technical Requirements set forth in the Statement of Work. No price information shall be included. Part 2.Past Performance: In Part 2, the offeror must submit no less than three (3) and no more than five (5) customer references for work performed that is relevant and similar in scope to this requirement. Include reference names, telephone numbers, email address and a brief description of the work performed. No price information shall be included. Part 3. Price: In Part 3, Price must reflect Firm Fixed Pricing. Offerors are highly encouraged to discount GSA/FSS contract prices in order to present the low price, technically acceptable quote. If the GSA/FSS prices are discounted, offeror must state the value of the discount as a percentage of the GSA/FSS price. 2.0Questions: All questions regarding this solicitation must be submitted to the Contract Specialist in writing (email is acceptable). Any prospective bidder desiring an explanation or interpretation of the solicitation must request it in writing to: Claude Humphrey (claude.humphrey@va.gov) No Later Than: 3:00 p.m., Central Standard Time Friday, April 26, 2013. No phone responses will be accepted. See FAR 52.214-6 EXPLANATION TO PROSPECTIVE BIDDERS for additional information. 3.0Submittal of Quote: All proposals shall be submitted to the attention of the Contract Specialist listed on the Standard form 1449, section 31b and to the address identified on the Standard form 1449, section 16 No later than Friday, May 24, 2013 at 3:00 p.m., Central Standard Time. Email proposals will be acceptable. Any proposal received after the closing date and time will be late and will not be accepted. The Contracting Officer reserves the right to make award without discussions. ON-SITE DEMONSTRATION OF SERVICES As part of the Evaluation of Proposals to determine the most responsive offeror conforming to the solicitation, and to determine the most advantageous and best interest of the Government, the offeror that meets all of the Technical requirements in the Statement of Work, has satisfactory Past Performance, and results in the lowest price to the Government will be required to perform a Demonstration of Services at the Department of Veterans Affairs, Veterans Benefits Administration location on a Date and Time to be specified by the Contract Specialist prior to the award a contract. BASIS OF AWARD: The Department of Veterans Affairs intends on awarding a contract to a qualified GSA Schedule holders that can meet the contract requirements and is the best overall value to the Government, price and other factors considered. CONTRACTOR SHALL SUBMIT ADDITIONAL INFORMATION AS REQUIRED IN SECTION 52. One award will be made to the responsible offeror who meets all Technical requirements in the statement of work, has satisfactory past performance, and results in the lowest price to the government. ? STATEMENT OF WORK SCOPE OF WORK: The Contractor shall provide all labor, equipment (inclusive of Confidential Information Consoles), supervision, and management to provide On-Site Material Shredding Services of paper and other medium, floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information in accordance with (IAW) federal, state and local laws and ordinances of the State of Illinois. The Contractor shall provide for weekly Monday through Thursday A.M. service and unscheduled services that may arise from time to time as directed by the Department of Veterans Affairs, Veterans Benefits Administration, Chicago Regional Office. The Contractor shall perform all services On-Site at the Department of Veterans Affairs, Veterans Benefits Administration, Chicago Regional Office located at 2124 W. Taylor Street, Chicago, Illinois. The Contractor shall collect and properly dispose of sensitive material/information in accordance with 36 CFR 1225 for On-Site Material Shredding Service in accordance with the specifications, terms and conditions of this solicitation for a period of one (1) year to commence on or about October 1, 2013 through September 30, 2014, with four (4) one year extension option. All work is to be performed in accordance with (IAW) federal, state and local laws and ordinances of the State of Illinois. OBJECTIVES: This is a Firm Fixed Price Services contract to shred, destroy and dispose of Materials with Personally Identifiable Information (PII) and other sensitive HIPAA related materials from the Veterans Benefits Administration. To include but not limited to papers, folders, media storage (compact discs, hard drives, floppy discs, microfilm, tape cassettes, and other recording tapes). The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction of personal, confidential and proprietary information consisting but not limited to paper and other medium, floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information per HIPAA, NARA Code of Federal Regulations - 36 CFR 1225 and NIST SP 800-88 and to provide the Department of Veterans Affairs, Veterans and employee privacy by destroying confidential information documents in accordance with: 1.VA Directive 6371, Destruction of Temporary Paper Records / See Appendix A 2.Privacy Act of 1974, 5 USC 552a 3.Federal Records Act, 44 USC Chapter 31 4.NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders 5.NSA/CSS 02-02-M, Evaluated Products List for High Security Disintegrators 6.VA Directive 6300, Records and Information Management 7.Contractor Rules of Behavior / See Appendix C 8.VA Directive 6500, Information Security Program 9.VA Handbook 6500.1, Electronic Media Sanitization / See Appendix B 10.36 CFR 1220.14 Subpart A, General Provisions, General Definitions 11.36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58) 12.44 USC 3302 § 1228.58 Destruction of Temporary Records 13.VA Directive and Handbook 0710, Personnel Suitability and Security Program The Department of Veterans Affairs adheres to the Privacy Act of 1974 that was established to insure that government agencies protect the privacy of individuals and businesses with regard to information held by them. Contractor shall execute the terms of this contract in a manner that will safeguard the confidentiality of all Materials and information exposed to at any of the facilities Contractor shall perform all work in accordance with the guidelines of Federal, State and local ordinances. All safety practices prescribed by these agencies shall be followed. When applicable, Material Safety Data Sheets (MSDS) are required to be submitted to the Veterans Benefits Administration COR and/or PO. GENERAL: Contractor shall be National Association for Information Destruction (NAID) certified, bonded and insured. Contractor shall provide one (1) vehicle capable of shredding all types of material at time of service. Contractor shall perform, or cause to be performed, Shredding of paper and other medium such as floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information with state-of-the-art, high capacity, high speed mobile shredding trucks. All shredding shall be crosscut, performed with hands-free shred and be on-site at the Department of Veterans Affairs facility/location. The Contractor shall utilized high speed mobile shredding trucks, which will have a camera for viewing the material being shred/destroyed, of which shall be witnessed by the Privacy Officer (PO) or his/her representative. Contractor shall provide locking containers in the appropriate size(s) for the collection of the Materials intended for shredding; Containers shall be locked and the material unable to be retrieved once it is placed in the container unless it is unlocked by Representative of the Department of Veterans Affairs or by the Contractor. Contractor shall maintain and service the containers on a regular basis. Contractor shall be responsible for collecting the locked containers from the predetermined locations at the facility and moving them containers from the holding area to Contractor's vehicle for on-site destruction. Contractor shall then return the empty containers to the same location after the shredding process is complete. Contractor personnel involved in the actual handling and shredding of Materials at any facility shall have a background check completed. Contractor shall allow only individuals aged 18 or over, who have appropriate contractor identification, to assist with the shredding/removal. Contractor shall provide a written statement of assurance that all Materials intended for shredding will be completely destroyed and unreadable utilizing an on-site, crosscut shredding device. Contractor shall provide written assurance that all data is destroyed on site, that nothing is removed from site un-shredded. Contractor's employees must have visible on their uniform, their name and company's logo. Contractor personnel involved in the actual handling and shredding of Materials shall wear a contractor-provided, clearly readable identification badge that at a minimum states, the name of the employee and the company. Contractor personnel's clothes are to be clean and maintained in good repair. Contractor shall be required to interrupt their work at any time so as not to interfere with the normal functioning at any facility, including utility services, fire protection systems, personnel, equipment and carts. Contractor shall provide a written schedule of the days and times of anticipated performance at the facility listed in this contract. Contractor is required to perform shredding/pick-up on day agreeable to Veterans Benefits Administration and the Contractor. Any changes to the schedule shall be approved in advance of the Contractor visiting the facility. Contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 4:00 p.m., federal holidays excluded. The COR shall conduct an initial orientation to the facilities; however, thereafter 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. Contractor's vehicles used to perform this contract, shall be locked and the keys removed when not in use. Vehicle(s) shall be identified and parked in a predetermined location agreeable to both Veterans Benefits Administration and the Contractor. Contractor shall have a quality control program to assure the requirements of this contract are provided as specified. Contractor shall instruct Contractor's personnel in Utilities Conservation Practices. Contractor agrees to place collection containers in the Loading Dock Hallway at 2122 W. Taylor Street, Chicago, Illinois 60612. Contractor shall do the first shred on site to the size of the refuse small enough that there is reasonable assurance in proportion to the data confidentiality that the data cannot be reconstructed. The final action shall be the blending of the shredded material into a paper mash (pulping) product that can be used for recycling into new paper products. Contractor shall report to the 'Deliveries and Docking area' of the Veterans Benefits Administration, Chicago Regional Office located on Ogden Street behind the 2122 W Taylor Street location, Chicago, Illinois to sign-in using name, date, and time reported; collect "Visitor Badge(s)", and receive appropriate instructions prior to accomplishing the collection and destruction of sensitive information via cross-shredding. All shredding shall be accomplished on the government facility. Under no circumstances shall confidential information leave the government facility prior to shredding. Upon completion of work, Contractor shall report to PO or his/her designated representative, return "Visitor Badge(s)", and sign-out using name, date, and time departed. All sensitive information shall be made unrecognizable via shredding. At no time shall contractor leave containers filled with confidential information left unattended, i.e. hallways. Contractor shall be pleasant at all times and if a concern arises, he/she shall contact the Contracting Officer Representative (COR). It is the responsibility of the Contractor to ensure the contractor's vehicle and shred mechanisms are operational and do not impede the requirements outlined herein. Contractor may be accompanied by a VA employee to ensure that all consoles are properly collected, sensitive information is being properly handled, and disposed of in accordance to all federal, state, and local regulations. Under no circumstances shall the contractor engage in arguments, etc. with DVA, VBA Chicago RO staff, visitors, volunteers, etc. REMOVAL: Contractor shall be required to report to the designated DVA, VBA Chicago RO facility, when contacted to shred/destroy confidential information, no later than 36 hours after notification by the DVA, VBA Chicago RO representative. The removal shall be between 7 a.m., and 4 p.m., except on Saturdays, Sundays, and federal holidays. See attached collection schedule. The government shall not furnish equipment, supplies, transportation, and/or labor to effect removal or property; all such equipment, supplies, transportation, and/or labor are to be furnished by the contractor. The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. The Contractor shall provide the necessary recycling containers for use in Government designated storage areas in sufficient quantities for the storage of the recyclable material accumulations prior to removal by the contractor. The COR shall be responsible for approving container styles and container location/placement. At the time of each pick up, all paper must be removed to the satisfaction of the PO or the COR. After materials are completely shredded/made unrecognizable, 100% of the paper shall be recycled. Contractor shall be responsible for disposing of all shredded material off-site at Contractor's own expense. SERVICE/COLLECTION SCHEDULE: For the first three months after contract implementation the Contractor shall monitor the usage on each container placed at the VA. Within 15 days after that period the Contractor shall provide a copy to the Privacy Officer (PO) and the COR a report detailing any suggestions regarding the placement, size or frequency of service. "Each Monday of the month. If all areas cannot be serviced that Monday, contractor shall complete work the next business day, Tuesday. If a Monday falls on a federal holiday, contractor shall provide services the following workday - Tuesday. "Each Friday of the month. If all areas cannot be serviced that Friday, contractor shall complete work the following business day, Monday. If a Friday falls on a federal holiday, contractor shall provide services the prior workday - Thursday. REQUIREMENTS: Prior to award of contract the Contractor shall provide a signed Business Associate Agreement regarding Veteran Privacy. The Contractor shall provide written proof that each employee providing service under this contract has completed a security background check including the processing of his or her fingerprints through the FBI system. The background investigation shall be repeated throughout the term of the contract so that all investigations are current (less than two years old.) The government retains the right to change this requirement to the VA background investigation process according to the regulations in place at that time. This may include the payment for these background investigations at the Contractor's expense. RECEIPTS: At the time of each removal the Privacy Officer shall require the contractor or his authorized representative to sign a receipt in triplicate for property removed. The receipt shall include the following information: 1. Signatures of contractor's representative and the Privacy Officer. 2. Number of containers, estimated weight, and type of materials; and 3. Date of removal. CERTIFICATE/RECORD OF DESTRUCTION: Along with receipts, the Contractor shall furnish to the Privacy Officer a certificate and/or record of destruction that all confidential materials collected were properly destroyed in accordance with all applicable laws and regulations (such as Sarbanes-Oxley, HIPAA, NAID, and the FACTA Disposal Rule). The Privacy Officer shall furnish the Contractor one copy of the receipt and forward one copy to the COR; Removal receipts shall be furnished to the COR no later than the fifth (5th) day following pick up. ESTIMATED WEIGHTS: Estimated weights of the government materials are based on the best available Government information. The Government does not guarantee these estimated weights. Estimate weight is 300 pounds per 96 gallon toter. Estimated Monthly Pounds: 6,000 Estimated Annual Total: 72,000 Bins: 20 LAWS AND ORDINANCES: Contractor shall comply with all applicable laws, ordinances and regulations (Federal, state, city or otherwise) covering his operations under the contract. PERFORMANCE STANDARDS: Quality Control. Contractor shall maintain a quality control program that ensures services are performed in accordance with these specifications throughout the entire contract period, and shall implement procedures to track, identify prevent, remedy and ensure non-recurrence of defective services. Additionally, the contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution, and shall immediately notify the Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. Inspections and Acceptance. The Department of Veterans Affairs, Veterans Benefits Administration, Chicago Regional Office will evaluate Contractor's performance using customer complaints, periodic on-site inspections, and may at the Government's discretion, inspect each task to verify conformance and acceptance prior to payment. The Department of Veterans Affairs, Veterans Benefits Administration, Chicago Regional Office will also periodically evaluate Contractor's performance in accordance with the following Quality Assurance Surveillance Plan: Performance StandardPerformance Threshold Overall Services. Timeliness and ProfessionalismThe PO or COR has 1 or less customer complaints for the month. Shredding Services. Protection of PrivacyZero Tolerance. Government Property Record. Accuracy and timeliness of destruction and recycling reports.The PO or COR has 1 or less customer complaint in any 3-month period. (A) Surveillance: The PO or COR can receive complaints from VA personnel and pass them to the CO for correction. (B) Standards: The PO or COTR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed one customer complaints. The CO may consider complaints in excess of the standard as grounds for termination of the contract. Procedures: Any VA employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the PO or COR and the PO or COR will complete appropriate documentation to record the complaint. The PO or COR will consider the customer complaint valid upon receipt from the customer. The PO or COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the PO or COR if not corrected. Contractor will be given eight (8) hours after verbal notification to address the unacceptable performance. If the Contractor disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor will notify the PO or COR. The PO or COR will conduct an investigation to determine the validity of the complaint. If the PO or COR determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The PO or COR will retain documentation for his/her files. If after investigation the PO or COR determines the complaint as valid, the COR will inform the Contracting Officer. The Contractor shall receive shipments for the VA and review for defects or deficiencies. All defects and deficiencies shall be reported to VA within 1 business day of the receipt of goods. Latent defects shall be reported within 1 business day of discovery to VA. The storage is to hold furnishings awaiting installation in a climate controlled storage facility. REPORTS: Upon completion of any Shredding Service and within ten (10) business days after such service, the Contractor shall provide a written report of the services rendered to the Contracting Officer's Representative (COR). At a minimum the report shall consist of the following information: "Service location. "Service date(s). "Name of Government COTR at service location. "Destruction Certificate Document number "Date of Destruction Certification. "Amount of shredded material (number of containers picked up and/or pounds shredded). Any violation observed or encountered must be reported IMMEDIATELY to the Contracting Officer's Representative (COR), advising the Department of Veterans Affairs of the violation. CERTIFICATION OF CONTRACTORS: Contractor's shall be National Association for Information Destruction certified to perform the Shredding Services work; Contractor shall furnish a copy of its up-to-date and current certification to the Department of Purchasing and Contracting and to the COR upon request and prior to the start of the contract. CONFORMITY TO REGULATIONS: The Contractor shall conform to all Federal, State and local regulations governing Shredding Service. INTERFERENCE TO NORMAL FUNCTIONS: The Contractor may be required to interrupt its work at any time so as not to interfere with the normal functioning of the facilities, fire protection systems, facility patients' personnel, equipment and carts. HOLIDAYS: The following federal holidays are observed: New Year's DayMemorial DayColumbus Day Thanksgiving DayMartin Luther King Jr.'s Birthday Independence DayVeterans DayChristmas Day President's DayLabor Day And any other holiday proclaimed by the President as a Federal Holiday. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. POINT OF CONTACT (POC): The Contracting Officer shall delegate the Contracting Officer Representative (COR) to monitor the Contractor's performance. SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Regulations require that federal Contractors register in the System for Award Management (SAM) database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the Contractor has registered. Bidders are encouraged to ensure that they are registered in SAM prior to submitting their bid
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/d6fc2210b00b84e8800a1a54352ac8fa)
 

Document(s)

Attachment
 

File Name: VA328-13-Q-0004_1 VA328-13-Q-0004_1_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=686564&FileName=VA328-13-Q-0004_1-003.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=686564&FileName=VA328-13-Q-0004_1-003.docx

 

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: Department of Veterans Affairs;Veterans Benefits Administration;Chicago Regional Office;2122 W. Taylor Street;Chicago IL

Zip Code: 60612-4281
 

Record

SN03027661-W 20130405/130403234627-d6fc2210b00b84e8800a1a54352ac8fa (fbodaily.com)
 

Source

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

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