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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 12, 2017 FBO #5649
DOCUMENT

Q -- Shredding Service VAMC - Attachment

Notice Date: 5/10/2017
Notice Type: Attachment
NAICS: 561990 — All Other Support Services
Contracting Office: Department of Veterans Affairs;VAMC;10 N Greene St;Baltimore MD 21201
ZIP Code: 21201
Solicitation Number: VA24517N0140
Response Due: 5/10/2017
Archive Date: 5/10/2017
Point of Contact: Vanessa Jacobs
E-Mail Address: vanessa.jacobs@va.gov
(vanessa.jacobs@va.gov)
Small Business Set-Aside: N/A
Description: This is a sources sought for the BT VAMC to determine the availability of potential sources (and their size classification relative to NAICS 561990 having the skills and capabilities necessary to provide shredding services in accordance with the attached SOW. All interested vendors are invited to provide information to contribute to this market survey/sources sought including, commercial market information. This is not a solicitation announcement. No award will be made from this sources sought. Requested information should be submitted by email to vanessa.jacobs@va.gov by 12:00pm EST May 17, 201. Provide only the requested information below. REQUESTED INFORMATION STATEMENT OF CABABILITY: Submit a brief [ Five (5) pages or less] capability statement explaining your capability to perform services for the BT VAMC. Include past experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility.. BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (c) Include the DUNS number of your firm. (h) Provide your firms FSS or GSA Contract number if applicable. STATEMENT OF WORK ON-SITE SHREDDING SERVICES VA MARYLAND HEALTH CARE SYSTEM INTRODUCTION TO THE VA MARYLAND HEALTHCARE SYSTEM The Veterans Affairs (VA) Maryland Health Care System is a dynamic and progressive health care organization dedicated to providing quality, compassionate and accessible care and service to Maryland s veterans. The Baltimore VA Medical Center, Annex, Perry Point VA Medical Center, Loch Raven VA Community Living & Rehabilitation Center and four community based outpatient clinics, all work together to form this comprehensive health care delivery system. Nationally recognized for its outstanding patient safety and state-of-the-art technology, the VA Maryland Health Care System is proud of its reputation as a leader in veterans health care, research and education. The health care system is known for providing comprehensive service to veterans across the state, including medical, surgical, rehabilitative, neurological, primary, mental health and long-term care on both an inpatient and outpatient basis. To ensure the provision of quality patient care, the health care system employs approximately 3,500 professional, technical, administrative and support personnel who work together to meet the needs of Maryland s veterans. This staff is reinforced by over 1,300 community volunteers who donate more than 120,000 hours of service a year to supplement the care and compassion provided to hospitalized veterans throughout the state. GENERAL: Contract shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial on-site document destruction services for the VA Maryland Health Care System (VAMHCS) for the period of October 1, 2017 through September 30, 2018, with four (4) option renewal periods through September 30, 2022. The contractor shall provide all the material, labor, secured vehicles, equipment, personnel & supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy or examine any confidential material or documents designated for shredding. The contractor shall furnish locked security waste container(s) (front or top loaded bins), as required for each facility without additional cost to the Government as identified in the container location listing on page 2 section B. Pickup schedule for each location(s) shall be coordinated with the Contracting Officer Representative (COR) or designee(s) as indicated on page 3 section D. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor, in writing, of location changes or adding of additional bins. A site visit is required to ascertain quantity, size of consoles, layout of the facility and meet Site Managers prior to bid submission. SPECIFICATIONS: Vendor shall provide services in compliance with National Association for Information Destruction (NAID) requirements and guidelines. Contractor shall verify that hard copy materials are crosscut shredded, incinerated or pulped such that there is reasonable assurance that the hard copy materials cannot be reconstructed. Materials collected for destruction and disposal shall be secured until the confidential material is rendered unrecognizable in accordance with Federal Information Processing Standards (FIPS) 199 Security Categorization of the System Confidentiality. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, dated May 2, 2008 (Attachment V and VI). Containers Contractor will be required to supply approved locking containers 32, 64, and 96 gallon sizes, to accommodate paper/records collection at each campus location at no charge to the VAMHCS. Contractor shall not limit the number of containers at any site. Quantity, size and type of containers at each location shall be at the request of the individual campus. Contractor shall place containers in the locations requested by the VAMHCS, provided the placement is in accordance with applicable fire codes. Contractor must be aware of these regulations and supply VAMHCS with the appropriate containers. The contractor shall retain ownership of the containers. The contractor shall agree that the VAMHCS shall not be responsible for any liability incurred by the contractor or the contractor s personnel arising out of the possession, use, maintenance, delivery, return, and/or collection from the containers provided by the contractor. Containers must have either a top slot or side slot near the top designed to prevent theft of materials by reading into the container. Containers must have a tamper evident locking system and be made of a fire-resistant material. The contractor will supply a VAMHCS representative at each site with (3) three sets of keys for all locking containers provided. If a key is lost, the contractor will supply a new key at no additional charge to the agency. Any keys replaced after the first initial loss will be subject to a charge by the contractor. All containers provided by the contractor must be clearly marked for their intended use. Shredding Equipment Contractor shall only use premium, industrial-grade shredders that use pierce and tear, or an equivalent process that meets or exceeds the shredding requirements for shredding all records, confidential or otherwise. The contractor shall be able to shred or disintegrate any type of paper items, regardless of color, finish (e.g. color photocopies, magazine weight papers), or size of page. VAMHCS should not have to remove items such as staples, tape, rubber bands, most types of paper clips, etc. All shredding must be performed on-site and completed prior to contractor leaving premises. Container Locations See Attached Container Location Listing for Baltimore, Loch Raven and Perry Point. CBOC Container Locations: Annex 35 locations Cambridge CBOC 3 locations Fort Meade CBOC 3 locations Glen Burnie CBOC 3 locations Pocomoke CBOC 2 locations *Additional CBOCs may be added as needed. Contractor to have additional containers available if needed due to remodeling and relocation of VA Employees. Contractor to build into the proposal an additional 15 consoles system-wide at no additional cost. Contractor to have an additional 10-96 gallon containers at Baltimore, 10-96 gallon containers at Perry Point and 2-96 gallon containers at Loch Raven for overflow in between services at no additional cost. Certificates of Destruction shall be produced upon completion of site pickup and prior to departure. Certificates of Destruction shall be left with the Site Manager or designee(s). Data Collection and Reporting- Contractor to track the monthly: weights and costs and provide data to the COR within (10) then business days following the last day of the month. Failure to provide destruction certificates, weights and costs monthly can result in delays in payment. Work will only be considered complete once destruction certificates, weights, and costs have been submitted to the COR or designee(s). Annual Spring Clean Out-Each spring the facilities will conduct an annual shredding event to clean out the facilities. This is a separate pick-up for each location. Contractor will provide this as part of the service at no additional cost to the facilities. The service will not exceed the following: Baltimore and Perry Point: 20-96 gallon carts; Loch Raven: 10-96 gallon carts; CBOC s: 2-96 gallon carts. WORK HOURS: Normal work hours: 8 AM 3 PM The service schedule will be developed between the contractor and the Contracting Officer s Technical Representative (COR) and designee(s) prior to any service being performed. National holidays: the ten (10) holidays observed by the Federal Government are: New Year s Day; Martin Luther King s Birthday; President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veteran s Day; Thanksgiving Day; and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. If a regular pick-up falls on a holiday. The service shall be scheduled within one working day of the holiday, either day before or day after. This will be coordinated through the contractor and COR or designee(s). SCHEDULED SERVICES: Services to be provided every other week for all facilities on the days below. Location of containers and staging areas services will be coordinated by the Site Manager. Areas of services will be as follows: Baltimore VA Medical Center, 10 North Greene Street, Baltimore, MD 21201 [Monday] Annex, 209 Fayette Street, Baltimore, MD 21201 [Monday] Perry Point VA Medical Center Campus, Perry Point, MD 21902 [Tuesday] Loch Raven CLRC and CBOC, 3900 The Alameda, Baltimore, MD 21218 [Friday] Cambridge CBOC, 830 Chesapeake Drive, Cambridge, MD 21613 [Monday] Fort Meade CBOC, 2479 5th Street, Ft. Meade, MD 20755 [Wednesday] Glen Burnie CBOC, 808 Landmark Drive, Suite 128, Glen Burnie, MD 21061 [Wednesday] Pocomoke CBOC, Prof Building 101 Market Street, Pocomoke City, MD 21851 [Friday] INTERFERENCE TO NORMAL FUCNTION: The contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract to avoid an interruption of service due to failure of equipment or personnel issues. The contractor shall incur all costs associated with fulfilling this contingency plan at no additional cost to the Government. The contractor shall be liable for all expenses incurred by the Government due to the contractor s inability to perform in accordance with these requirements. Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the Government. Contractor personnel shall inform the COR or the designee(s) of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with the COR of designee(s). Contractor is to provide a documented back up plan in the event circumstances disrupt his ability to provide services. Serviced will be provided within 24 hours of a failure to meet scheduled service times. NON-DISCLOSURE OF SENSITIVE INFORMATION: Contractor staff involved in this contract will have access to some privileged and confidential materials of the US Government. 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 Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees. The contractor acknowledges that in the performance of this contract, the contractor will have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this contract. The contractor shall comply with applicable Government regulations regarding information document security to prevent disclosure of sensitive information to unauthorized individuals or organizations. G. INSPECTION: Representatives of the Government shall have the right to inspect the contractor s and/or Subcontractor s facilities and operations provided for the performance of work under this agreement. CONTRACTOR QUALITY CONTROL: The contractor shall develop and maintain quality control programs to ensure destruction services are performed in accordance with mandated specifications, regulations and laws. The contractor shall develop and implement procedures to identify and prevent the occurrence of defective services. One example of this is bar-coding inside the containers to confirm service has occurred. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the medical facility s COR or designee(s) an original signed Certificate of Destruction for each pick up for each will be provided at the time of pick-up once shredding is completed. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: 1. Pickup/Delivery Location 2. Pickup/Delivery Date 3. Name of Government COR or designee(s) at Pickup Location 4. Amount of shredded waste (number of containers picked up and/or pounds shredded) 5. Destruction Certification Document Number 6. Destruction Certification Date 7. Any other information as determined necessary by the COR. I. CONTRACTOR PERSONNEL BADGES AND PARKING: The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to pick up confidential documents. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. Contractor employees are required to check in and out at each facility for each pick-up. Contractor will check in with EMS at Baltimore, Perry Point and Loch Raven. Each employee will be subject to a VA Police Background Investigation, prior to providing any services. An access badges may be given to the contractor s employee upon entrance into VA buildings. If provided, the contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR or designee(s). All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee(s) at the end of each pick up process. The contractor shall be required to comply with all security policies/requirements of the VA Maryland Health Care System Locations. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR or designee(s). VA Maryland Health Care System does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. QUALITY ASSURANCE: The Government will receive and investigate complaints from various customers located at VA Maryland Health Care System. All information received will be provided either verbally and/or in writing to the contractor for appropriate action. AT NO TIME WILL CONTAINERS OF CONFIDENTIAL MATERIALS BE LEFT UNATTENDED OR OUT OF VIEW. Performance Objective Performance Threshold Contractor picks up from all designated areas as outlined above. Less than two (2) verified complaints of non-pick up per quarter. PERIOD OF PERFORMANCE: October 1, 2017 through September 20, 2018; and four (4) option renewal periods as follows: Option 1: October 1, 2018 through September 30, 2019 Option 2: October 1, 2019 through September 30, 2020 Option 3: October 1, 2020 through September 30, 2021 Option 4: October 1, 2021 through September 30, 2022
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAMHCS512/VAMHCS512/VA24517N0140/listing.html)
Document(s): Attachment; File Name: VA245-17-N-0140 VA245-17-N-0140_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3485680&FileName=VA245-17-N-0140-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3485680&FileName=VA245-17-N-0140-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN04504018-W 20170512/170510235929-c8396a2f80e34273475105fb7e1ba8cf (fbodaily.com)
Source: FedBizOpps Link to This Notice
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Q -- Shredding Service VAMC - Attachment