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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 23, 2014 FBO #4563
DOCUMENT

R -- Shredding for SDRO - Attachment

Notice Date

5/21/2014
 

Notice Type

Attachment
 

NAICS

561499 — All Other Business Support Services
 

Contracting Office

Department of Veterans Affairs (VA);San Diego Regional Office (SDRO);Western Contracting Team;8810 Rio San Diego Drive;San Diego, CA 92108-1622
 

ZIP Code

92108-1622
 

Solicitation Number

VA101V14Q0681
 

Response Due

6/2/2014
 

Archive Date

6/3/2014
 

Point of Contact

Grady Baxter
 

E-Mail Address

complete
 

Small Business Set-Aside

Total Small Business
 

Description

SHREDDING SERVICES PERFORMANCE WORK STATEMENT 1.0 PURPOSE The Department of Veterans Affairs, San Diego Regional Office (SDRO) is seeking a multi-year shredding services contract. The SDRO consists of four office buildings on its campus with its main address listed as 8810 Rio San Diego Drive, San Diego, CA 92108. 2.0 BACKGROUND The SDRO provides claims benefit services to Veterans, subsequently creating sensitive documentation in the course of carrying out its mission that must be properly disposed of. The SDRO requires shredding services for disposal of approximately 35,000 pounds of material per fiscal year. 3.0 SCOPE The Contractor shall provide all labor and equipment required to properly shred materials (which may contain but not limited to carbon, folders and other non-paper materials) and shall also be responsible for disposing of all shredded materials in the approximate volume of 35,000 pounds of material per year. The Contractor shall shred materials in accordance with regulations referenced in paragraph 4.0. The Contractor shall provide at least 15 secured containers (upright bins) to collect and store materials to be shredded until such time that shredding of the materials occurs. The Contractor shall provide bins that have wheels, be capable of holding an average of 175 lbs. (65 gallon) and possess locking mechanisms (key, combination lock, etc.). Sets of keys and/or combination for bin locking mechanisms will be issued to the Program Manager (PM). The Contractor will be required to make a pick up at two locations on the SDRO campus: 1) Building 8810, south-end loading dock and 2) Building 8880, first floor File Bank. 4.0 REFERENCES "VA Handbook 6300.1, Records Management Procedures, "VA Directive 6371, Destruction of Temporary Paper Records, "VBA Handbook 6500, Appendix G. 5.0 PERFORMANCE OUTCOMES - OBJECTIVES "The Contractor's owned and operated equipment shall produce crosscut, shred particles not larger than 1mm x 5mm or pulverize/disintegrate paper materials using disintegrator devices equipped with 3/32 inch security screen. (Contractors are invited to propose equipment that will crosscut the materials and achieve smaller cut specifications) "At the conclusion of each shredding service visit, the Contractor shall provide validation to the witnessing Government representative a "Certificate of Destruction." "At the end of each calendar month, the Contractor shall provide the PM with an invoice detailing the number of bins that were collected, weight, date(s) the shredding services were performed, along with total costs. 6.0 CONSTRAINTS "The Contractor shall be capable of shredding approximately 35,000 pounds per year. "The Contractor owned and operated equipment shall be capable of cross-cutting shred materials to the minimal specifications of 1mm x 5mm or pulverize/ disintegrate paper materials using disintegrator devices equipped with 3/32 inch security screen. "The SDRO PM shall make unannounced visits to the Contractor's facilities or other locations that are used by the Contractor for completing the services requested. "Subject to criminal prosecution, Contractor personnel shall comply with all manner of confidentiality when engaging in the destruction of any and all SDRO records. "Any Contractor personnel found to be reading any of the SDRO materials shall be promptly removed from the premises where the job is being performed and the person/s involved shall not be allowed to return for any future service requests. "The Contractor shall adhere to the SDRO policies applicable to all record destruction as outlined in VA Handbook 6300.1, Records Management Procedures. These guidelines are designed to protect sensitive and private information from being disclosed to unauthorized parties and adhere to the Privacy Act and the Health Insurance Portability and Accountability Act Privacy Rules and Regulations. Examples of sensitive information include but not limited to: Individually identifiable medical benefits; personnel information; financial and budgetary information; research, and quality assurance documentation; critical infrastructure information; investigatory and law enforcement information. 7.0 OTHER REQUESTS "The Contractor shall provide a contingency plan for an instance where equipment malfunctions occurs during the shredding process. "Contractor shall maintain a current listing of employees at all times. The list shall include the employee's name, address, phone number, social security number, level of security, and position. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Officer (CO) and PM. An update listing shall be provided when an employee's status or information changes. The contractor has 24 hours to inform the CO and PM that the employee does not work for them unless it is a pick up day and they have to inform the CO and PM immediately. "Contractor and Staff shall comply with Homeland Security Presidential Directive-12 (HSPD-12), NIST 800-88 Office of Management and Budget (OMB) guidance M-05-24, as amended, and Federal Information Processing Standards Publication (FIPS PUB) Number 201, as amended. Contractor and staff shall comply with the Privacy Act, Security and HIPPA. "Contractor personal shall report to CO and the PM any information or circumstances of which they are aware that may pose a threat to the security of Department of Veterans Affairs personnel, contractor personnel, resources and classified and unclassified information. "Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor-owned or privately owned vehicle while on the SDRO property. "If the CO finds it in the best interest of the Government, he/she at any time during the performance of this contract, may order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of on-site building rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government. "In the event of an accident on the Department of Veterans Affairs property or involving Government personnel or property, the Contractor shall submit a report immediately to the CO and PM in a letter form that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involves; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances. "The Contractor shall not hold any discussions or release any information relating to the contract to anyone not having a direct interest in performance of this contract, without written consent of the CO or the PM. This restriction applies to all news releases of information to the public, industry or Government agencies. "The Contractor shall not advertise information about projects preformed for this contract without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-web pages, magazines, newspapers and similar promotions. "The Contractor shall not require services that require connection of one or more IT devices (i.e. laptop computer or remote connection from a contractor system to a VA internal trusted network). The C&A requirements do not apply and a Security Accreditation Package is not required. 8.0 PLACE OF PERFORMANCE/HOURS OF OPERATION The SDRO is a Federally Operated Facility and requires proper identification for all personnel entering any of the campus buildings. Services shall be performed at the following locations, dates and times: "Locations: (1)8810 Rio San Diego Drive, San Diego, CA 92108 (2)8880 Rio San Diego Drive, San Diego, CA 92108 "Dates: Minimum 1 time a week (Wednesday) "Time: Between 7:30 am - 2:00 pm PST If a Federal holiday falls on a Wednesday, shredding will take place the next official workday. All additional service requests shall be accomplished within 48 hours after the Contractor has been notified by the PM. Unless directed by the CO or PM, work at the site shall not take place on Federal holidays or weekends. 9.0 PERIOD OF PERFORMANCE Base Year:July 1, 2014 to June 30, 2015 Option Year 1:July 1, 2015 to June 30, 2016 Option Year 2:July 1, 2016 to June 30, 2017 Option Year 3:July 1, 2017 to June 30, 2018 Contractor will be required to attend a Pre-Performance meeting prior to the start of work. 10.0 TECHNICAL ATTACHMENTS SAMPLE "Certificate of Destruction" VA Handbook 6300.1, Records Management Procedures VA Directive 6371, Destruction of Temporary Paper Records VBA Handbook 6500, Appendix G
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAOAS/VADC/VA101V14Q0681/listing.html)
 

Document(s)

Attachment
 

File Name: VA101V-14-Q-0681 VA101V-14-Q-0681_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1379025&FileName=VA101V-14-Q-0681-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1379025&FileName=VA101V-14-Q-0681-000.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 (VA);San Diego Regional Office (SDRO);Support Service Division (SSD);8810 Rio San Diego Drive;San Diego, CA

Zip Code: 92108-1622
 

Record

SN03372343-W 20140523/140521234418-28262ad64997486e0235eab166ad845d (fbodaily.com)
 

Source

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

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