Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 14, 2017 FBO #5774
DOCUMENT

R -- On-Site Document Destruction Services - Attachment

Notice Date

9/12/2017
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Great Lakes Acquisition Center (GLAC);115 S 84th Street, Suite 101;Milwaukee;WI 53214-1476
 

ZIP Code

53214-1476
 

Solicitation Number

VA69D17Q1674
 

Response Due

9/19/2017
 

Archive Date

10/19/2017
 

Point of Contact

Naqikah Greenfield
 

E-Mail Address

0-3283<br
 

Small Business Set-Aside

N/A
 

Description

STATEMENT OF WORK ON-SITE SENSITIVE DOCUMENT DESTRUCTION (SHREDDING) SERVICES 1.0 DESCRIPTION OF SERVICES: The contractor shall provide all labor, travel, security, supervision, apparatus, materials, equipment and supplies necessary to provide on-site document destruction (shredding) services for the Captain James A. Lovell Federal Health Care Center (FHCC) located in North Chicago, IL and its associated Community Based Outpatient Clinics (CBOCs), Naval Station Branch Clinics, Warehouse 81-H, and Burkey Mall Pharmacy. 2.0 SCOPE OF WORK: The Contractor shall provide and maintain equipment to accomplished on-site shredding of sensitive documents, CDs, metal dog tags and plastic medication containers for the Federal Health Care Center (FHCC), North Chicago and its associated Community Based Outpatient Clinics (CBOCs)in accordance with the described specifications. Specific Tasks/Deliverables The Contractor shall furnish sixty-four (64) locked security waste containers, approved by FHCC for on-site shredding and collection of paper, plastic medication vials, CDs and military metal dog-tags at the Captain James A. Lovell Federal Health Care Center (FHCC) located in North Chicago, IL and its associated Community Based Outpatient Clinics (CBOCs), Naval Station Branch Clinics, Warehouse 81-H, and Burkey Mall Pharmacy. The Contractor shall furnish the number of locked security containers, and extras, as required, without any additional cost to the government. Size of containers desired are forty-eight (48) to ninety-six (96) gallon wheeled containers. Full containers will be collected by the Contractor for shredding. The Contractor shall shred paper on-site and provide a certificate of destruction to the COR and/or designee. Scheduled dates for on-site shredding shall be coordinated with the COR, requiring COR pre-approval of the Contractor s performance schedule. Coordination of the approved performance schedule shall be conducted by the COR. The Contractor shall pick up security waste containers on the scheduled dates and locations, as specified by the agreed upon/approved staging areas for on-site shredding. The Contractor shall provide weekly service and retrieve containers for shredding from two locations: Bldg. 133, Rm BD-166A and Bldg 131, Rm 16A at FHCC; one central location at the Burkey Mall Pharmacy: one central location at the Evanston, McHenry, and Kenosha CBOCs; and several buildings on Great Lakes Naval Station. 3.0 HOURS OF OPERATION: Normal hours of coverage for FHCC and Naval Station Branch Clinics buildings 1007, 1017, 1523, 237, 81-H, 150 are Monday through Friday from 8:00 am to 4:30 pm CST, excluding holidays. Naval Station building 1523 normal hours of coverage are between 6:00 am to Noon, Monday through Friday, excluding holidays. The facility s associated CBOC s material will be collected between 8:00 am and 3:00 pm CST, excluding holidays. All services will be performed during normal hours of coverage unless requested or approved by COR or designee. Holidays include: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 4.0 PLACE OF PERFORMANCE: Captain James A. Lovell Federal Health Care Center (FHCC) 3001 Green Bay Road North Chicago, IL 60064-3048 Evanston CBOC 1900 Dempster Street Evanston, IL 60202 McHenry CBOC 3715 Municipal Drive McHenry, IL 60050 Kenosha CBOC 8207 22nd Avenue Kenosha, WI 53143 Naval Station Great Lakes Naval Station Branch Clinics Great Lakes, IL 60088 Buildings 1007, 1017, 1523, 237, 81-H, 150 Burkey Mall Pharmacy 2630 Green Bay Road North Chicago, IL 60064 5.0 PERIOD OF PERFORMANCE: Base Year: September 26, 2017 through September 25, 2018 Option Year 1: September 26, 2018 through September 25, 2019 Option Year 2: September 26, 2019 through September 25, 2020 Option Year 3: September 26, 2020 through September 25, 2021 Option Year 4: September 26, 2021 through September 25, 2022 6.0 CONTRACTOR PERSONNEL: The Contractor shall provide a minimum of two (2) trained and and certified professionals qualified employees to perform service calls at the FHCC North Chicago, its CBOC s and Naval Station clinics at Naval Station, Great Lakes, IL. Training and certification of Contractor members shall be as required by the FHCC and all other applicable standards for document destruction of sensitive documents, in a hospital setting. The Contractor must maintain appropriate documentation, e.g. logs, duty rosters, sign in sheets, to demonstrate that the minimum staffing requirement is being met and must make that documentation available for review upon request by the Contracting Officer (CO) or Contracting Officer s Representative (COR). Engineers (Driver/Operators) shall be licensed to drive motorized shredding vehicles/equipment devices. Notwithstanding, it shall be the responsibility of the Contractor to ensure that the minimum requirements of all applicable standards are met. Contractor personnel shall be cleared by the appropriate military authorities after appropriate background investigations, with fingerprints, all of which will be paid for by the Contractor. Contractor must have staff cleared for entry onto the Military Facility and obtain appropriate identification cards for their employees prior to the start of the contract. Contractor personnel that cannot meet the security requirements and clearance requirements will not be allowed to perform work under this contract. 7.0 APPARATUS AND RESERVE APPARATUS: The Contractor must have a minimum of two (2) motorized shredding vehicles. Motorized shredding vehicles will have a maximum capacity of 7,000 lbs. which meets the industry standard and requirements. At least one such motorized shredding vehicle apparatus must be available to respond as a backup at the FHCC North Chicago, its CBOC s and Naval Station clinics. The Contractor must maintain documentation available for review upon request by the CO or COR. All vehicles must meet the requirements for entry onto the Naval Station prior to the start date of the Contract. 8.0 RESPONSE TIME: The Contractor must have the physical capability to respond with a backup Motorized shredding vehicle(s) within a four (4) hour time frame on the grounds of the FHCC North Chicago, it s CBOC s and Naval Station clinics. The response time will be calculated from the moment of notification, until the time the backup vehicle arrives. 9.0 CONTRACTOR RESPONSIBILITIES: The Contractor must possess a license as a confidential document destruction company and hold a current certification as meeting all standards as mandated through HIPPA in the handling, transportation, storage, and destruction of confidential documents. The Contractor is also expected to comply with all pertinent federal law and statutes governing labor and contracting with Veterans Affairs, Department of Defense and FHCC. Contractors will be required to comply with a background check for granting of identification cards required for entrance to a military installation. Costs of investigations and associated cost will be the responsibility of the Contractor. 10. SHREDDING SPECIFICATIONS: The Contractor shall provide document destruction services for Government provided documents, containing potentially classified, sensitive confidential and medical records. The documents (film and paper data) shall be cross-cut shredded to a minimum size of 5/16 inches or smaller, in such a manner that information is totally unrecoverable. Removal and transport from designated pick up points to the on-site shredding area will be performed by the FHCC staff. On-site document shredding shall be completed within established hours of operation and need not be witnessed by a North Chicago FHCC Medical Center employee due to the signed Business Agreement. A Certificate of Destruction and weight of documents shredded shall be furnished and the monthly invoice will serve as this document. The Contractor shall be responsible for management, oversight, security and control of all classified, sensitive, confidential and documents containing medical records stored in the locked containers, prior to and until completion of shredding/destruction of the documents. All security waste shall be shredded on-site and removed from the medical facility s premises and transported to an appropriate location to be discarded. Upon arrival to FHCC, North Chicago or its associated Naval Station clinics or FHCC CBOC s, the Contractor staff will proceed to the pick-up staging areas to shred documents. All security waste material will be maintained in a secured container and/or a secured holding area, which will prevent and disclosure of unauthorized access until accessed by the Contractor. 11. SECURITY WASTE COLLECTION CONTAINERS: The Contractor shall deliver the required number of key locked security waste containers to the FHCC, North Chicago Illinois 60064, and its associated CBOC s as directed by the COR. Containers shall be placed at the designated locations by the FHCC staff. The containers shall be kept locked at all times. The Contractor shall provide two sets of keys for each bulk container. One set of keys shall remain in the possession of the Contractor or his employees at all times, while at the Government site keys will be kept in a locked safe or other secure device. The second set of keys shall be provided to the COR and/or designee. The Contractor is responsible for maintaining all containers in clean and odor-free safe condition. 11.1 SECURITY WASTE PICK-UP SCHEDULES Pick-up security waste shall be accomplished in accordance with the pick-up schedule. The Contractor shall establish a regular day of pick-up. The pick-up, delivery times, dates and locations may be changed as required by the Government. The COR and/or designee will coordinate any changes made to the Contractor. A revised pick up schedule is to be made each time a change is made. The Contractor is advised that in the event of an emergency pick-up, it may be authorized and funded by separate purchase order and/or credit card acquisition. 11.2 CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the COR and/or designee an original Certificate of Destruction. The monthly invoice will serve as this document and a statement to that effect will appear on each invoice. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following; Pick-up/delivery location Pick-up/delivery Date Amount of shredded waste (#of containers picked up) Destruction Certification Document number Destruction Certification Date Weight of container Any other information as determination necessary by the Records Officer 11.3 ACTIVITY LOGS/REPORTS: a. The Contractor shall maintain an activity log of shredding services accomplished at the FHCC, North Chicago, IL and its associated CBOCS and medical facilities aboard Naval Station, Great Lakes, IL. The FHCC shall be responsible for management, oversight, security, and control of all classified, sensitive, confidential and documents containing medical records stored in the locked containers until accessed by the Contractor per the Business Agreement. One copy of the Activity Log shall be provided to the COTR when requested. The activity log shall be subject to audit by Contracting Officer and designated FHCC representatives. 12. CONTRACTOR VEHICLES: a. All Contractor vehicles utilized in this Contract shall be insured (up to the minimum coverage required by the respective State) and maintain current state vehicle registration. All contractor employees, vehicle operators shall posses a valid State Driver License and have a clean driving record. The Contractor or his/her employees, while performing under this contract shall use no personal vehicles. 12.1 BADGES AND PARKING a. All Contractor personnel are required to wear Vendor ID Badges noting Contractor Name and Personal Name, as well as government issued ID s. It is the government ID that will give Contractor s staff access to the Naval Station. The Contractor shall comply with all ID processing requirements and associated costs. b. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the COR and his/her designee. The FHCC will not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstance. 13. TRAINING: The Contractor shall demonstrate the implementation of a comprehensive on-going training program for personnel and shall insure that all personnel meet the industry standards and requirements for the positions they hold. 14. HEALTH CARE COMPLIANCE: The Contractor agrees to comply with all aspects of the Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191)(HIPAA) codified as 45 CFR parts 160, 162 and 164. The Contractor also agrees to comply with all aspects of the Privacy Act, 5 USC 552a, implemented by 38 CFR 1.575-1.584. The Contractor must maintain record to document successful completion of all required training and must make records available for review upon request by the CO or COR during the contract period. 15. PHYSICAL SECURITY OF RECORDS: To ensure the physical security of sensitive documents designated for destruction by shredding, the Contractor shall utilize a hands-free methodology so the Contractor employee s never need to touch the sensitive records. The destruction truck shall lift the toter inside the vehicle, dump the contents into the shredder hopper and deposit the toter back on the ground. If an act of nature causes sensitive documents to be deposited on the ground during these processes the Contractor employee is permitted to pick up the document and place it into the toter. 16. REPORTING REQUIREMENTS/SUPERVISION: a. The Contractor shall contact the Records Coordinator upon arrival and departure of the facility. b. The Contractor shall provide competent supervision at all times. The Contractor shall designate, as indicated below, a Contract Manager who shall be responsible for the overall management and coordination of the Contractor s work force and shall act as the central point of contact with the Government. c. Contractor and his/her employees shall become acquainted with and obey all Government regulations as posted and as requested by the CO/COR when on FHCC and Naval Station property. 17. CONFORMANCE STANDARDS: Services shall be performed in accordance with all city, State, local, federal, municipal, JCHO, OSHA and VA standards. Copies of applicable VA standards are available upon request from the COR. It shall be the responsibility of the Contractor to adhere to all applicable standards throughout the duration of the Contract. The Contractor shall maintain on file at his own expense the current and latest edition of each applicable publication. 18. GENERAL: In accordance with 52.212-1 Instructions to Offerors, the Contractor shall certify in writing to the Contracting Officer that all employees meet the mandatory minimum requirements, as noted herein, and as required by the Federal Government. In addition, the Contractor shall ensure that proper staffing levels are maintained at all times. a. The parties to this contract agree that the Contractor, as a result of his contractual obligation to supervise the personnel furnished and oversee the quality of their performance, is responsible for all performance or lack of performance of work required by this Contract. b. All Contractor employees shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place to an outer garment. Additionally, the government issued ID card must be displayed. 19. QUALITY CONTROL/QUALITY ASSURANCE: The Contractor shall establish a complete quality control program to ensure that all requirements are provided for, as specified in all sections of this Contract. One copy of the Contractors Basic Quality Control Program shall be provided to the Contracting Officer upon request. The Contractors Basic Quality Control Program and Quality Control Plan will include, but not be limited to, the following: a. A statement describing how the Contractor will meet the basic requirements of this Contract. (i.e. staffing levels, time to respond to an incident, equipment requirements, etc.) b. A method for identifying deficiencies in the quality of services performed before the performance becomes unacceptable. c. A method of recording or logging the daily activities of the Contractor, which would demonstrate the Contractor s ability to maintain the minimum requirements of this contract. d. The Government will monitor the Contractor s performance under this Contract using the quality assurance procedures. A record of all QA inspections conducted by the Government will be provided to the Contractor during the term of this contract. 20. DAMAGES: 20.1 All tasks accomplished by Contractor personnel will be performed to minimize damage or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures. The Contractor shall be responsible for all damages to real and/or personal property, or injuries to persons that occur as a result of his/her negligence. 20.2 When the Contractor has caused damage or loss of Government equipment and/or when performance is determined unsatisfactory, the COR will prepare and issue a Contract Discrepancy Report (CDR) through the CO. The Government retains all rights under this Contract. 21. PAYMENT: Invoices will be paid in arrears on a monthly basis. Invoices must include, at a minimum, the following information: Contract number, Purchase order Number, Items covered and covered period of service. Only one original invoice will be required for each request for payment through the appropriate invoice system. 22. CONDITION OF FACILITIES: The Contractor accepts responsibility for the facility in as is condition. Failure to inspect the facilities prior to contract award will not relieve the Contractor from performance of the requirements of this contract. 23. PRE-WORK ORIENTATION: 23.1 Contractor shall attend a pre-work orientation meeting prior to the commencement of work on site. The FHCC will schedule this meeting and it will include discussion of the following topics: a. Fire and Safety b. Infection Control c. Disaster procedures d. Other 23.2 The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. 23.3 The Contractor will be responsible to ensure that Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. 24. CONFIDENTIALITY OF PATIENT RECORDS 24.1 The Contractor, as an FHCC provider, will assist in the provision of health care to patients seeking such care from or through the FHCC. As such, the Contractor is considered as being part of the Department Health Care Activity. Contractor is considered to be an FHCC provider for purposes of the Privacy Act, Title 5 U.S.C. 552a. For the purpose of FHCC records access, and patient confidentiality. Contractor is considered to be an FHCC Contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of FHCC, to patient medical records, including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and not withstanding any other provisions of the contract, the Contractor is restricted from making disclosures of FHCC records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from FHCC has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as FHCC. 24.2 The records referred to above shall be and remain the property of FHCC and shall not be removed or transferred from FHCC except in accordance with U.S.C. 551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5701 (Confidentiality of Medical Quality Assurance Records), 38 U.S.C. 7332 (Confidentiality of certain medical records) and Federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to FHCC s records, at FHCC s place of business on request during normal business hours, to inspect and review and make copies of such records. 24.3 The FHCC Records Officer authorizes the Contractor to destroy certain Federal records which he/she is authorized to do so in accordance with VA Directive 6300. The Records Coordinator is the designated agent of the Records Officer.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/VA69D17Q1674/listing.html)
 

Document(s)

Attachment
 

File Name: VA69D-17-Q-1674 VA69D-17-Q-1674_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3790724&FileName=VA69D-17-Q-1674-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3790724&FileName=VA69D-17-Q-1674-001.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: multiple locations, see attached Statement of Work

Zip Code: 60064-3048
 

Record

SN04672136-W 20170914/170912231343-036bf9a54303228fa2433ceb9ab18110 (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 |