Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 03, 2016 FBO #5398
DOCUMENT

R -- ABQ Document Destruction - Attachment

Notice Date

9/1/2016
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

VA25816Q0532
 

Response Due

9/8/2016
 

Archive Date

10/8/2016
 

Point of Contact

Cynthia Valdes
 

E-Mail Address

CYNTHIA.VALDES@VA.GOV
(cynthia.valdes@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. SDVOSB, VOSB, and (i) must provide a capability statement that addresses the organization's qualifications and ability to perform as a contractor for the work described below in italics. Response must address capability to meet NAID certification requirements. SDVOSB respondents must address how they will meet the limitation on subcontracting requirement found at VAAR 852.219-10 if awarded this procurement that requires at least 50 percent of the cost of personnel for contract performance be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns. VOSB respondents must address how they will meet the limitation on subcontracting requirement found at VAAR 852.219-11 if awarded this procurement that requires at least 50 percent of the cost of personnel for contract performance be spent for employees of the concern or employees of other eligible veteran-owned small business concerns. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for SDVOSB or VOSB if there are no SDVOSBs. However, if response by SDVOSB or VOSB proves inadequate, an alternate set-aside or full and open competition may be determined. No subcontracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561990 ($11.0M). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85743 or by e-mail to Cynthia.Valdes@va.gov. All information submissions to be marked Attn: Cynthia Valdes, Contract Specialist (9-90C) and should be received no later than 2:00 pm Mountain Time on September 8, 2016. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. Statement of Work : Sensitive Document Destruction Services for Raymond G. Murphy VA Medical Center and VA Outpatient Clinic-Rio Rancho A. Scope of Work The Raymond G. Murphy VA Medical Center (RGMVAMC) located at 1501 San Pedro Drive SE, Albuquerque, New Mexico and the VA Outpatient Clinic- Rio Rancho, located at 1760 Grande Blvd. SE, Rio Rancho, NM, requires a Contractor to provide secure protocol for containment, pickup at point of collection and destruction of sensitive documents per VHA standards. Service is to be provided weekly for the Albuquerque VA Medical Center. In addition a purge of determined boxes of records will be retrieved at least once yearly at beginning of fiscal year within this contract. This will be coordinated by the COR and should not exceed more than 250 bankers boxes during this process. B. Requirements The RGMVAMC in Albuquerque, NM, and the VA Outpatient Clinic-Rio Rancho require a Contractor to provide document destruction services for the RGMVAMC main campus and all outlying buildings, and the VA Outpatient Clinic-Rio Rancho. There are a total of 200 containers, with a total estimated 325,000 lbs. per year and 52 weekly pick- ups per year. 1. GENERAL PROCEDURE a)The Contractor will provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial document destruction for the Department of Veteran Affairs (VA) facilities located at the Raymond G. Murphy VA Medical Center, Albuquerque, NM. b)The Contractor will furnish a sufficient number of front loaded, locked security waste containers and bulk containers for each location to meet the volume of sensitive documents generated, without additional cost to the VA. c)Pickup schedule will be coordinated with the Contracting Officer's Technical Representative (COR). d)The RGMVAMC generates approximately 325,000 pounds of sensitive paper yearly that needs to be destroyed. e)The estimated information provided in the scope of work is based on historical data. Locations for the bulk containers are subject to change by the VA. f)The Contractor must clearly describe the process of document destruction in detail to demonstrate compliance with VA Directive 6371, dated 4/8/2014, and include the size of shred after processing. 2. DESTRUCTION SPECIFICATIONS/TASKS Contractor will perform tasks described below: a)Collection Points: Multiple Collection Sites: Contractor will empty all bins from all locations/room number(s). (See the attached list of existing container locations.) If the container is less than half full it may not be necessary to empty. However, if lack of timely emptying necessitates an emergency pick up this will not result in any service fees levied to the VA as permitted in other specific circumstances detailed in Section 3 of this statement. (Refer to Section 3 and Section 4; Paragraph e.) Contractor will secure, transport and store all documents until destruction. The Contractor will maintain a chain of security/custody from pick up to final destruction. Contractor is to provide the VA the number of bins taken and/or shredded prior to departing the facility. b)If shredding is not the final destruction method and shredding is only an interim step in the destruction process, then shredding to NIST standards is not required. However, the shredded material must be secured until it is no longer readable or reconstructable which means material must be pulverized, bleached, pulped or fully destroyed by other means. c)Contractor will provide the facility with a measure of the pounds of destroyed documents (monthly, quarterly, and/or annually) as requested by the COR. d)Estimated weights provided by VA for document destruction are based on the available information at the time of issuance of this solicitation. The VA does not guarantee these estimated weights to be factual. e)Contractor will deliver industry standard Certificates of Destruction for completed destruction according to National Association for Information Destruction (NAID) and VA Directive 6371. 3. INTERMITTENT/EMERGENCY ORDERS In the event that additional onsite document destruction is needed, the Contractor will be available within 48 hours for unscheduled service and prices will be in accordance with the fee that is listed in the contract. Any unscheduled service must be invoiced separately. 4. SECURITY/WASTE COLLECTION CONTAINERS a)The current facility requirement includes: office-suitable front loaded cabinets with a secure method to deposit paper and not allow retrieval or view with each holding up to 135 pounds, (these cabinets must meet all OSHA requirements and cannot exceed 32 gallons); and secure blue bins mobile containment with capacity for approximately 1,500 lbs. of overflow. The current count of cabinets is approximately 200 with approximately two mobile containment cabinets. b)Contractor will deliver the required number of locked security waste containers with keyed-alike locking lids to the VA facility. The containers will be placed at locations designated by the COR. c)Containers will be kept locked at all times. Contractor will provide two sets of keys for each type of container (bulk and individual). One set of keys will remain in the possession of the Contractor or his employees at all times while at the VA site. The second set of keys will be provided to the COR. The Contractor is responsible for maintaining all bulk containers in a clean, safe and odor-free condition. d)Contractor will provide security at every stage of collection for sensitive information paper, protecting the information from being read and from theft or loss until final destruction. Contractor will review each container noting location, approximate pounds or capacity of paper removed (i.e., 1/2 full) and condition of each container during each pickup and complete a written list of containers and findings for VA records on each visit. Contractor should also note any newspaper, cardboard, food containers and/or other inappropriate material that is detected during collection, noting the location time and date and presenting this to the COR or their authorized representative. e)Contractor will provide pickup at sufficient frequency to assure paper does not build up at each site beyond reasonable capacity. Current schedule is weekly pickup every Tuesday. f)Contractor will provide the schedule of pick up, route taken from the pickup site to the interim holding or destruction site and arrival time at said site for monitoring and inspection purposes by the COR, their designee and or any other interested parties. g)Interim Destruction: Interim destruction does not definitively ensure paper is not readable or reconstructable to any degree, but does ensure they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction. h) Final Destruction: The destruction process must assure that paper is not readable or reconstructable to any degree. If this final destruction of paper records occurs away from a VA facility, it must be performed by a NAID certified, bonded, and insured recycler or paper mill and any intermediary processes must protect the records until final destruction is completed. i)Contractor's process must be compliant with VA Directive 6371, Destruction of Temporary Paper Records, dated 4/8/2014. A Certificate of Destruction is required in written documentation in which the contractor attests to the completion of the destruction process after the destruction of VA records has taken place. The certification is not valid if submitted prior to the actual destruction of the records. j)Contractor must provide a Certificate of Destruction for each pickup, per VA Directive 6371. 5. CERTIFICATION OF DESTRUCTION Contractor will prepare and submit to the COR an original signed Certificate of Destruction for each pick up for each site within three (3) working days of each pick up. The Contractor will maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction will contain the following: 1.Pick-up/Delivery Locations 2.Pick-up/Delivery Date 3.Amount of Shredded Waste (pounds shredded) 4.Destruction Certification Document Number 5.Destruction Certification Date 6.Name of Contract Representative 6. ACTIVITY LOGS/REPORTS a)Contractor will maintain an Activity Log of document destruction services accomplished at each site. One copy of the Activity Log will be provided to the facility COR after each pickup. b)Contractor will provide on the pickup invoice, document, or manifest at each pickup, the weight of paper removed along with date and name of contract representative. c)Contractor should have a scanning ability in which all bins checked for that day should be scanned and a report of all scanned bins e-mailed no later than three days after pick-up. 7. CONTRACTOR QUALITY CONTROL a)Contractor will develop and maintain quality control programs to ensure destruction services are performed in accordance with mandated specifications, regulations and laws. Contractor will develop and implement procedures to identify and prevent the occurrence of defective services. b) Contractor will develop and maintain a contingency plan to ensure destruction services continue in emergency conditions (main facility burns, is flooded, destroyed by natural disaster, etc.) c) NAID Certification: Contractor must be certified by the National Association for Information Destruction, Inc. (NAID). The NAID Certification Program establishes standards for a secure destruction process including such areas as operational security, employee hiring and screening, the destruction process, responsible disposal and insurance. d) Emergency notification of accidental spillage: Contractor will notify the VA Police, Privacy Officer, or Information Security Officer, and COR of any spillage of sensitive material within one hour of the Contractor's notification of the incident. Disposition and document control status from spillage of documents will be maintained between the Contractor and the VA facility until the incident is resolved. Contractor will provide the COR with a written report of the incident resolution. 8. CONTRACTOR PERSONNEL a)Contractor will provide qualified employees and will be required to comply with all VA security requirements. Contractor will be responsible for coordinating with the COR and providing all information required by employees for performance of work. All security requirements must be met and employees cleared prior to the Contractor performing work under the contract. Employees that cannot meet the security and clearance requirements will not be allowed to perform work under this contract. b)Contractor will provide the COR with a list of contract employees expected to enter VA buildings to pick up confidential documents. While on VA premises, all contract personnel will comply with the rules, regulations and procedures governing the conduct of personnel and the operation of the facility. 9. BADGES AND PARKING: a)An access badge will be provided to the Contractor's employee for entrance into VA buildings. The contract employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist facing forward. Contract employees must return the access badge(s) to the COR or designee at the end of each pickup process. b)It is the responsibility of contractor personnel to park in designated parking areas. Parking information will be coordinated with the facility COR. c)Contractor will comply with all rules and signs posted on federal property. d)The RGMVAMC does not validate or make reimbursement for parking violations of contract personnel under any circumstances. 10. NON-DISCLOSURE OF SENSITIVE INFORMATION a)Contract staff involved in this contract will have access to privileged and confidential materials of the US Government. Contract staff will also have access to material considered Personally Identifiable Information (PII) and Patient Health Information (PHI), both of which are in a sensitive document class protected by federal, state and local laws and regulations and VA policy. These printed and electronic documents are for internal use only and remain the sole property of the US Government. Some of the materials are protected by the Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of the Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. Contractor is responsible and liable for actions of contract employees. b)Contractor will not inspect, view, peruse, copy, or examine any confidential material or document whether designated for destruction/disposal or not. Receipt of a written notice of such violation or breach of this provision will constitute cause for immediate termination of this contract. c)HIPAA Compliance: Contractor is subject to the provisions of the Health Insurance Portability and Accountability Act (HIPAA). It is the responsibility of the Contractor to review the requirements of HIPAA, which can be accessed at the following addresses: www.ahima.org or www.hhs.gov/ocr/privacy. Contractor will understand and agree that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. Contractor is therefore subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. d) Privacy Policy Training: All contractor and subcontractor employees performing work under this contract are required to complete approved VHA Privacy Policy Training coursework prior to being allowed to perform the function, and annually thereafter. There are two choices available for privacy training: oRead and review the VHA Privacy Policy Training PDF text version available from the Administrative Contracting Officer (ACO) upon request. oRead and review the VHA Privacy Policy Training Power Point presentation available from the ACO upon request. e)All training certificates will be forwarded as one submittal package to the ACO within thirty (30) calendar days of award or exercise of option period. f)Any and all training that may in the future become necessary for the transportation of sensitive documents because of changes in federal, state and/or local laws and regulations will be the sole financial responsibility of the contractor and will be completed with appropriate documentation submitted to the COR in a manner which ensures continuity of compliance. 11. CONTRACTOR VEHICLES All Contractor vehicles utilized in this contract will be insured and will maintain current state vehicle registration. All contract employees will possess a valid state driver's license. Contractor or his/her employees while performing under this contract will use no personal vehicles. 12. QUALITY ASSURANCE a)The VA 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 VA may decrease the number of quality control inspections if performance dictates. The VA will also receive and investigate complaints from customers located at the business locations. b)Representatives of the RGMVAMC reserve the right to inspect at will, the contractor's and/or subcontractor's facilities and operations provided for the performance of work under this agreement. This includes inspection of the entire process - pickup, interim and final disposal of the documents. 13. CHANGES The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Contractor is only allowed to add containers under the direction of the COR. If another facility employee approaches the Contractor requesting additional container(s), the Contractor will instruct the facility employee to coordinate that request with the COR. Only the COR may direct adding or subtracting of containers. If the COR approves/requests the addition of container(s) to meet the need of the facility, this will be provided at no additional cost to the VA. 14. HOURS OF SERVICES/HOLIDAYS Contractor will perform the services as specified herein weekly on Tuesdays, with the exception of any national holiday (see below), between the hours of 7:00 a.m. - 4:00 p.m. Contractor is not required to provide service on U.S. Government holidays, nor will the Contractor be paid for these holidays. However, if the scheduled service date falls on a national holiday, an alternate day that week will be scheduled. National holidays observed by the Federal Government: New Year's Day1 January Martin Luther King's Birthday3rd Monday in January President's Day3rd Monday in February Memorial DayLast Monday in May Independence Day4 July Labor Day1st Monday in September Columbus Day2nd Monday in October Veterans Day11 November Thanksgiving Day4th Thursday in November Christmas Day25 December If a holiday falls on Sunday, the following Monday will be observed as the national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government agencies. Also included would be any national holiday specifically declared by the President of the United States. 15. CONTRACT REQUIREMENTS a)The VA requires a fully actuated Business Associate Agreement (BAA), sample BAA will be provided with a solicitation, with all records of destruction or recycling contractor/vendor who complete interim destruction off-site or not under the direct control of VHA personnel. b)A Safety Plan must be submitted by the Contractor with submission of quote. The Safety Plan will be evaluated by and must be approved by the RGMVAMC Safety Officer prior to award. c)Container information and type must be submitted by the Contractor with submission of quote. d)Proof of Liability Insurance must be submitted by the Contractor with submission of quote. Liability insurance must be current. e)Past Performance References must be submitted by the Contractor, in the form of a list of references, with submission of quote. f)The C&A requirements do not apply and a Security Accreditation Package is not required: 16. PERIOD OF PERFORMANCE Base Year: Award (Estimated effective date of 10/1/2016) - 9/30/2017 Option Year 1:10/01/2017 - 09/30/2018 (Awarded at Government's discretion) Option Year 2:10/01/2018 - 09/30/2019 (Awarded at Government's discretion) Option Year 3:10/01/2019 - 09/30/2020(Awarded at Government's discretion) Option Year 4:10/01/2020 - 09/30/2021(Awarded at Government's discretion) 17. SUMMARY OF WORK Access to Work Site Contractor will schedule routine pickup of sensitive information at the Albuquerque, New Mexico location. Normal work hours for the Albuquerque VA are 7:00 a.m. to 4:00 p.m., and pickups typically occur within this range of hours. Contractor Furnished Material Contractor will be required to furnish all tools and equipment necessary to collect, secure and contain all sensitive information picked up. No VA property will be provided. Manifest Information Contractor will provide a manifest for each pickup to include dates of service, total and tare weight and location of waste. Contractor will scan all bins and provide a report of all bins checked/scanned during that visit. Certificate of Destruction Contractor is required to provide a Certificate of Destruction from each sensitive information pickup from the VA locations to include additional certification following the destruction. This document must be provided to the COR. Invoice Information Contractor will submit electronic invoices monthly, in arrears. Submission of a proper invoice includes: "Facility name, address, and phone number "Type of service performed "Date(s) of service "Containers serviced Payment will be made by VA FSC, Austin, Texas 30 days after receipt of a proper invoice. Schedule Pickup is to occur on Tuesday of each week at the Albuquerque VAMC and Outpatient Clinic-Rio Rancho. Execution a)All work will be performed in a safe and efficient manner. b)Site Clean-up Contractor will assure its processes do not create an unclean or unsafe environment for RGMVAMC personnel and do not damage or destroy government property. c)Final Inspection The COR will notify the Contractor of any issues raised from the pickup of paper from each location. d)Wages must be in accordance with the Services Contract Act of 1965; see Section D - Contract Documents, Exhibits, or Attachments for the local wage determinations. C. Quality Assurance Surveillance Plan Performance Requirements Summary (PRS) The following table contains the summary of performance standards for services described herein. Requirements not listed on this table but listed elsewhere in the statement of work are still in full force and effect not superseded by this table. Task MeasuredPerformance Standard Acceptable Quality Level (AQL)Surveillance Method(s) Pick up sensitive documents for destructionSensitive documents from all areas of the facility will be picked up to ensure no sensitive bin is left to overflow.Less than three (3) complaints in a calendar monthCompliance will be monitored by COR and through customer feedback. Contract employees do not misuse their privilegesContract employees do not inspect, view, copy, or examine confidential documents.Zero (0) complaints during the life of the contractSurveillance by all VA employees Badges are properly displayedContract employee wears the access badge in such a way that the name and photo of the employee is visible to any person standing within six (6) feet in front of him/her.Zero (0) complaints during the life of the contractSurveillance by all VA employees Bins are not left unlockedAll bins will be kept locked at all times.Zero (0) complaints of bins being left unlockedInspection by COR All contract employees receive the mandated privacy trainingAll contract employees working under this contract receive all the required privacy training and other training that may be mandated by the COR.Zero (0) complaints during the life of the contractInspection by COR Certificate of Destruction is provided to the COR upon destruction of the documentsThe Contractor will ensure a Certificate of Destruction is provided to the COR within 3 days of document destruction.Less than three (3) complaints in a calendar monthInspection by COR Contractor to notify the appropriate persons of any spillageThe Contractor will notify the VA Police, Privacy Officer, Information Security Officer, and COR of any document spillage or other forms of security compromise within one hour of discovery.Zero (0) complaints during the life of the contractInspection by COR
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25816Q0532/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-16-Q-0532 VA258-16-Q-0532_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2982451&FileName=VA258-16-Q-0532-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2982451&FileName=VA258-16-Q-0532-000.docx

 

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

Record

SN04251952-W 20160903/160901235544-206c1a1a4c041ca9bb0373dcbf7fb075 (fbodaily.com)
 

Source

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

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |