Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 05, 2017 FBO #5642
DOCUMENT

S -- WNY VA HEALTHCARE SYSTEM DOCUMENT DESTRUCTION SERVICES - Attachment

Notice Date

5/3/2017
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;400 Fort Hill Ave.;Canandaigua NY 14424
 

ZIP Code

14424
 

Solicitation Number

VA24217Q0559
 

Response Due

5/12/2017
 

Archive Date

8/10/2017
 

Point of Contact

LES.LECCEARDONE@VA.GOV
 

E-Mail Address

CONTRACTING OFFICER
(LES.LECCEARDONE@VA.GOV)
 

Small Business Set-Aside

N/A
 

Description

Page 8 of 8 This solicitation is a SOURCES SOUGHT only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request for information (RFI) is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this solicitation will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Description of Services: Contractor shall ensure that document information/material will be secure from the point of pick-up, to the point of generation, to the point of destruction; and that ALL documents shall be destroyed beyond recognition (burned to a pulp). The Contractor shall be required to make pick-ups as required by volumes generated of document materials for destruction. The day(s) of pick-up will be agreed upon by the Contracting Officer s Representative (COR) and the Contractor. The COR shall provide a location list of consoles and totters to be serviced, and/or other materials for destruction on the day of pick up, or by mutual consent with an established schedule. This list will be kept current by both the COR and vendor. Contractor shall provide secured/locked consoles and totters free of charge. Contractor shall provide a listing of rooms where all consoles and totes are within the facility at all locations to the COR quarterly or when changes are made. Contractor shall provide servicing of consoles and totters per instructions of COR. Contractor must be able to destroy materials regularly placed in consoles and totters of the following mixed type: Approximately 14,000-20,000 pounds of paper material monthly, 100 totters. Paper of any color, Carbon Paper Paper clips, staples, metal binder clips, binding left on disposed paper Diskettes and CDs Contractor shall destroy materials regularly placed in consoles and totters in the following manner prescribed by VA Handbook 6500, Risk Management Framework for VA Information Systems tier 3: VA Information Security Program., and VA Directive 6371, Destruction of Temporary Paper Records. Destroy paper by incineration at a secure facility that passes government inspection. When material is burned it must be reduced to a white ash. A Certificate of Destruction will be provided to the COR weekly after incineration stating the number of totes incinerated. Destroy microfilm, microfiche, or other reduced image photo negatives by burning. When material is burned, residue must be reduced to white ash. The original signed in ink, Certificate of Destruction must be given to the VA Medical Center COR for our records. Sensitive Documents picked up from the VA must go directly to the point of destruction with no other stops or that the contractor must make notification to the COR if there will be stops before the point of destruction. If there are any stops the truck and contents must be secured. The contactor shall destroy all material on the same day of pick up or make written notification to the COR with a justification of why destruction is delayed and what the contractor has put in place to protect the material (electronic mail is acceptable). In no case will the contractor hold any material for greater than 24 hours.   The contractor will put in place process to ensure that the truck is locked at all times and will limit the number of stops when VA material is on-board. Contractor (Owned) Provided Supplies/Equipment: The Contractor shall provide to the listed sites below, totters and consoles as needed at no cost to the Government. Keys to all consoles and totes placed at the VA shall be provided to the COR. Consoles shall meet the following specifications: Approximate size - 35"-40" in height, 15"-19" in width, and 15"-19" in depth. Must be securely locked with a deadbolt mechanism. Keys to be provided by Contractor to the COR or designee for all consoles and totes at all sites. On service dates, no console or tote shall be provided without a key given to the COR. Must have a frontal opening approximately 2"X15" for depositing materials Must contain an inner bag that will hold approximately 100 pounds of material, when full, secured inside the unit Must be aesthetically pleasing to the eye, preferably gray or similar light color in nature, and be able to accept labeling for acceptable material. Approximate totals for no charge Consoles to be provided by contractor: Buffalo VAMC 233 Consoles Batavia VAMC 35 Consoles Apple Tree 3 Consoles VA Day Treatment Center 3 Totes VA Healthcare for Homeless Program 2 Totes VA Adult Daycare 2 Totes VA CBOC Niagara Falls 2 Totes VA CBOC Jamestown 2 Totes VA HBPC Jamestown 2 Totes VA CBOC Lackawanna 2 Totes VA CBOC Olean 2 Totes VA CBOC Springville 2 Totes VA HBPC Springville 2 Totes Total 292 Consoles/Totes VA Medical Center 3495 Bailey Avenue Buffalo, New York 14215 VA Medical Center 222 Richmond Avenue Batavia, New York 14020 VA Offices at Apple Tree Business Park 2875 Union Road, Suite 3500 Cheektowaga, New York 14227 VA CBOC Niagara Falls 2201 Pine Avenue Niagara Falls, NY 14301 VA CBOC Jamestown 608 West 3rd Street Jamestown, NY 14701 VA HBPC Jamestown 610 West 3rd Street Jamestown, NY 14701 VA CBOC Lackawanna 1234 Abbott Road Lackawanna, NY 14218 VA CBOC Olean 465 North Union Street Olean, NY 14760 VA CBOC Springville 15 Commerce Drive Springville, NY 14141 VA HBPC Springville 27 Franklin St., Suite 7 Springville, NY 14141 VA Day Treatment Center 2963 Main Street Buffalo, NY VA Healthcare for Homeless Program 1298 Main Street Buffalo, NY VA Adult Daycare 3131 Sheridan Drive, Suite 103, Amherst 14226 The Contractor shall provide the VA sites above with locked totters with keys to the COR as needed at no cost to the Government. Totters shall meet the following specifications: Totters shall accommodate 65-95 gallons or 200-300 pounds of material when full. Totters shall be easily mobile (have wheels) Totters shall be plastic in nature Totters shall be locked with lock and Keys to be provided by Contractor to the COR or designee. Totters shall have a slot on top of unit approximately 2" X 17" Totters shall be able to accept labeling for type of material acceptable. Approximate totals for no charge Totes to be provided by contractor: Buffalo VAMC- 30 each (approx. 64 Gal); 3 each (approx. 95 Gal.) Batavia VAMC- 2 each (approx. 64 Gal); no large totes. Apple Tree - 3 (approx. 95 gal); no small totes. VA Day Treatment Center - approx. 64 Gal VA Healthcare for Homeless Program - approx. 64 Gal VA Adult Daycare - approx. 64 Gal VA CBOC Niagara Falls - approx. 64 Gal VA CBOC Jamestown - approx. 64 Gal VA HBPC Jamestown - approx. 64 Gal VA CBOC Lackawanna - approx. 64 Gal VA CBOC Olean - approx. 64 Gal VA CBOC Springville - approx. 64 Gal VA HBPC Springville - approx. 64 Gal Facility Contractor Badge: Contractor shall sign out employee personnel badges from the EMS office at the beginning of service performance, and sign back in badge at end of service call. Badges shall not leave the facility. Badges in Buffalo are obtained in the EMS office Room 63, and in Batavia in Building 3, Room 104. At Apple tree Business Park Ring door bell and check in with Administrative Officer in Room 14. Document log of how many totes are leaving the facility at each site. Contractor shall check in at all CBOCs and HBPCs reception desk. Work Hours: Regular business hours for the EMS offices are 6:00 AM to 2:00 PM, Monday through Friday. The Contractor shall provide a work schedule with a timeframe and preferred day of service (i.e. Tuesday August 7th, 2015 7:00 AM EST) to the COR or his/her designee no later than the contract commencement date. The work schedule must be approved by the EMS Manager or his/her designee. Documentation: The Contractor shall maintain an excel spreadsheet or other acceptable spreadsheet software to provide weekly feedback to the VA on the types and amount of materials picked up from the specified VA locations. The Contractor shall provide an updated list monthly, or as requested, to the COR or designee, and provide a log with the number of totters removed from the facility at the end of each service. This log will be kept with the contractor badges in the EMS Office. The original signed in ink Final Certificate of Destruction must be given to the VA Medical Center COR for our records. The final Certificate of Destruction will contain the following: date received, quantity, method of disposal, certify during the witnessed incineration the date/time of the burnout. Contractor will provide an updated NAID Certificate. Types of Sensitive Document Removal that will not be entertained: We are not interested in any type of shredding service. The VA WNY is interested only in consoles and totters on-site and incineration with an in ink original Certificate of Destruction provided. Security Requirements Final Destruction: Final destruction performed away from a VA facility must be performed, where practicable, by a National Association for Information Destruction (NAID) certified, bonded and insured recycler or paper mill, and any intermediary processes must protect the records until final destruction is completed. Final destruction will be witnessed by the contractor employee. This destruction must be to the degree that the information contained on them is not readable and not re-constructible without extraordinary effort. If interim destruction is not carried out by VA employees, it must be carried out by a National Association for Information Destruction (NAID) certified, bonded, and insured contractor who has contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided to VA. Certifications of destruction must be maintained in accordance with applicable VA Records Control Schedules, and should only be accepted from data destruction or recycle vendors after final destruction has actually taken place. Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other sensitive temporary records are handled in a secure manner until they undergo final destruction. At a minimum, these contracts shall require documentation that any contractor who will handle the records until final destruction is completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data throughout the destruction process. Records Management Clause needs to be added to any Contracts requiring the creation, use, storage, or disposition of Federal Records: Use of Contractor's site and services may require management of Federal records. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31& 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Managing the records includes, but is not limited to secure storage, retrievability, and proper disposition of all federal records including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract. Period of Performance. Services are required to start on October 1, 2017 through September 30, 2018. The awarded contract will have four (4) option periods. Contractor Personnel Security Requirements All contractor employees who require access to the Department of Veterans Affairs computer systems and any documents containing classified, sensitive, and confidential information shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. A. Position Sensitivity The position sensitivity has been designated as Low Risk for On-site Document Destruction/Shredding services. B. Background Investigation The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI). Contractor Responsibilities The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 15 days of receipt: Standard Form 85P, Questionnaire for Public Trust Positions Standard Form 85P-S, Supplemental Questionnaire for Selected Positions FD 258, U.S. Department of Justice Fingerprint Applicant Chart Optional Form 306, Declaration for Federal Employment The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in rejection of the documentation for investigation. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. The contractor awarded the contract will provide after contract award notification and prior to contract performance a listing of contractor personnel that will be performing services under the contract that will require access to VA computer systems to the Contracting Officer within two business days. This list will include names, social security numbers, dates of birth, and place of birth of contractor s personnel. The contractor shall be responsible to provide evidence to the Contracting Officer that investigations have been completed or in the process of being requested within 15 calendar days from receipt of award. All contractor employees and subcontractors requiring access to VA computer network are required to complete VA s Security Awareness and Privacy Training course annually either on-line or hard copy. Government Responsibilities The contracting officer will forward the names, social security numbers, and dates of birth of the contractor s employees to the VA Law Enforcement Training Center/SIC. The VA Law Enforcement Training Center/SIC will provide the necessary investigative forms to the contractor or to the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month(s) invoice(s) for services rendered. The current fees associated with NACI background investigations are $297.00 each for low level investigation. Places of Performance: Removal of sensitive documents from the VHA WNY Healthcare System is required at the following locations: VA Medical Center 3495 Bailey Avenue Buffalo, New York 14215 VA Medical Center 222 Richmond Avenue Batavia, New York 14020 VA Offices at Apple Tree Business Park 2875 Union Road, Suite 3500 Cheektowaga, New York 14227 VA CBOC Niagara Falls 2201 Pine Avenue Niagara Falls, NY 14301 VA CBOC Jamestown 608 West 3rd Street Jamestown, NY 14701 VA HBPC Jamestown 610 West 3rd Street Jamestown, NY 14701 VA CBOC Lackawanna 1234 Abbott Road Lackawanna, NY 14218 VA CBOC Olean 465 North Union Street Olean, NY 14760 VA CBOC Springville 15 Commerce Drive Springville, NY 14141 VA HBPC Springville 27 Franklin St., Suite 7 Springville, NY 14141 VA Day Treatment Center 2963 Main Street Buffalo, NY VA Healthcare for Homeless Program 1298 Main Street Buffalo, NY VA Adult Daycare 3131 Sheridan Drive, Suite 103, Amherst 14226 Response: Responses to this Special Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. 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, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested 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. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.gov) and Representations and Certifications must be completed prior to any future proposal submission. The Government will in no way be bound to this information if any solicitation is issued. Any offeror capable of providing this service shall notify the Contracting Officer by email by Friday May 12, 2017 at 10:00 am EST. The NAICS Code is 561990, All Other Support Services, with a size standard of $11 Million. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. 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. All information is to be submitted via e-mail at Les.Lecceardone@va.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CaVAMC532/CaVAMC532/VA24217Q0559/listing.html)
 

Document(s)

Attachment
 

File Name: VA242-17-Q-0559 VA242-17-Q-0559.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3465065&FileName=VA242-17-Q-0559-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3465065&FileName=VA242-17-Q-0559-000.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: WNY VA HEALTHCARE SYSTEM;3495 BAILEY AVENUE;BUFFALO, NY

Zip Code: 14215
 

Record

SN04495230-W 20170505/170503235718-bb35046b9277ac491e5627bf746b99c9 (fbodaily.com)
 

Source

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

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