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FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 16, 2018 FBO #5957
DOCUMENT

R -- Copy of VISN 2 Media Destruction Program (VA-17-908229) - Attachment

Notice Date

3/14/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Samuel S. Stratton VA Medical Center;113 Holland Avenue (2-90NCA);Albany NY 12208-3410
 

ZIP Code

12208-3410
 

Solicitation Number

36C24218Q0314
 

Response Due

3/26/2018
 

Archive Date

5/25/2018
 

Point of Contact

MURRAY, ANTHONY
 

E-Mail Address

Y.MURRAY2@VA.GOV<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Page 9 of 10 COMBINED SYNOPSIS/SOLICITATION MEDIA DESTRUCTION SERVICES AT THE UPSTATE NY VA HEALTH CARE SYSTEM (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 13.5 Simplified Procedures for Certain Commercial Items and FAR 12.6 Streamline Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; packages are requested and a written pre-solicitation will not be issued. (ii) This solicitation is being issued as a request for quote (RFQ). The Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24218Q0189. (iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88-1. (iv) This procurement is being issued as a total small business set aside. The North American Industry Classification System (NAICS) code is 561990, All Other Support Services, with a small business size standard of $11.0 Million. (v) The Contractor shall provide Recyclables Refund for Media Destruction Services. See attached Recyclables Refund schedule (It is not mandatory to use this table specifically but it is encouraged. The contract specialist will need to distinguish between the varying costs/refunds of the procurement. (vi) Description of requirement Statement of Work (SOW) For VISN 2 Media Destruction Program 1. BACKGROUND Veterans Integrated Service Network (VISN) 2 Medical Centers are disposing of a large amount of Media/computer equipment. It is estimated, but not guaranteed, that thousands of pieces of equipment will be disposed of each year. In an effort to support a Green Environment concept, VISN 2 is seeking a Contractor to pick up, remove, and transport the equipment from all Upstate VISN 2 facilities, and recycle and/or dispose of the items as described herein. Upstate VISN 2 consists of six (6) Veteran Affairs Medical Centers (VAMC) as follows: Albany VAMC 113 Holland Avenue, Albany, NY 12208; Batavia VAMC 222 Richmond Avenue, Batavia, NY 14020; Bath VAMC 76 Veterans Avenue, Bath, NY 14810; Buffalo VAMC 3495 Bailey Avenue, Buffalo, NY 14215; Canandaigua VAMC 400 Fort Hill Avenue, Canandaigua, NY 14424; and Syracuse VAMC 800 Irving Avenue, Syracuse, NY 13210. 2. SCOPE The objective of this requirement is to implement an electronics recycling program that supports the Green Environment concept. VISN 2 is seeking a company to recycle media/computer equipment into raw materials and/or dispose of such equipment at no cost to the Government. VISN 2 will establish a No-Cost Contract for services. The Contractor will be required to pick-up and remove all designated waste from the facility locations outlined in Section 1. The Contractor is required to remove all media equipment and remove stored information according to DOD and HIPAA standards. The Contractor must be a R2/RIOS certified electronics recycler and possess all relevant permits and/or licenses to engage in the recycling and/or destruction activities described herein. 3. APPLICABLE DOCUMENTS The Contractor is required to be in compliance with all applicable federal, state, and local laws related to environmental health/safety standards, to include VA and agency policies concerning security. 4. SPECIFIC TASKS TASK 1- REMOVAL OF ELECTRONIC DEVICES: The contractor shall pick-up, remove, and transport offsite all designated electronic devices listed in Section 13 from any of the six (6) VAMC locations. Notifications shall be administered in writing, or telephonically and followed up in writing, by the Contracting Officer Representative (COR). The pickup shall be completed within five (5) days after request for services established, unless otherwise agreed between both parties. Any equipment with the exception of hard drives and other data storage devices may be re-furbished or re-sold at contractor s discretion and expense. The Government makes no guarantee as to the suitability of recycled materials for any other use and shall not be liable for any cost associated with refurbishment/ re-sale. TASK 2 PALLETS AND PACKING MATERIAL: The contractor shall provide and deliver each of the facilities sufficient pallets, Gaylord s (4 by 4 reinforced cardboard containers to be placed on top of pallets) and shrink wrap material to prepare all electronic equipment to accomplish preparation of media waste to be transported to the recycling facility. The Government will not be responsible for sorting/ separating items between Groups A, B and C prior to pick-up. Items in Group D will be packed separately into officially approved shipping containers. TASK 3 PROCESSING OF HARD DRIVES AND OTHER DATA STORAGE DEVICES: The contractor shall process hard drives and other portable media in accordance Section 5(D) and provide the facility with a C-7 Certificate of Destruction certifying that all materials were destroyed within 30 days of receipt for each hard drive or electronic storage device provided in accordance with this scope of work. Additionally, the VAMC shall receive a full detailed report of all devices being destroyed. The report shall include the following: i. date received, Manufacturer ii. Model # iii. Serial # iv. Asset Tag # v. Total Count of all items vi. Total weight of all recyclable media items. Only officially approved shipping containers to be provided by the VA medical center ISO shall use to transport storage media to the contracted sanitization site. Upon disposal of equipment, the contractor shall return the shipping containers to the VA facility from which they came. The Facility ITOPS shall also provide the contractor with documentation for each hard drive shipment to include: VA Seal Number.ITOPs will be securing the containing with an approved Seal. Excel spreadsheet containing the serial numbers for all the hard drives being shipped. 5. DELIVERABLES AND DELIVERY SCHEDULE The Contractor s services will be required on an on-call basis, as needed, and will occur during normal business hours. Normal business hours at the designated VA Medical Facilities are from 7:30 am 4:00 pm Eastern Time, Monday through Friday. The contractor shall be responsible for pick-up and recycling/ disposal of any items outlined in Section 13, Groups A, B, C and D. The contractor shall pay each medical center a fair and competitive rate (per pound) for all recyclable equipment being picked up in Group A only. Payment for items in Group A will be made via check made out to the appropriate VAMC and delivered to the facility cashier for any applicable remuneration within 30-days from the date of pick-up. Items in Groups B, C and D will be picked up and recycled/ disposed of at no charge to the Government. The contractor will not be responsible for providing a rebate on the weight of items in Groups B, C and D. The contractor shall confirm by e-mail that a shipment of media devices have arrived at the designated address of the contractor within 24 hours of receipt of the devices and include in the e-mail the VA tracking number of the shipment. 6. PERIOD OF PERFORMANCE The period of performance for this requirement is as follows: Base Period May 1, 2018 April 30, 2019 Option Year 1 - May 1, 2019 April 30, 2020 Option Year 2 - May 1, 2020 April 30, 2021 Option Year 3 - May 1, 2021 April 30, 2022 Option Year 4 - May 1, 2022 April 30, 2023 7. GOVERNMENT-FURNISHED EQUIPMENT Only officially approved shipping containers to be provided by the VA medical center ISO shall use to transport storage media to the contracted sanitization site. Upon disposal of equipment, the contractor shall return the shipping containers to the VA facility from which they came. 8. TASKS PERFORMED BY THE GOVERNMENT VA facilities shall only release equipment found on the list of equipment located in Section 13 that has been: a) declared scrap and b) has been posted on GSA excess and has not received any requests for the posted items in accordance with. VA handbook 7348. The facility will have all items (hard drives for destruction and multi-media items) ready for pick up on designated date for pickup. Any hard drive leaving the control of VA must be prepared according to NIST 800-88, Guidelines for Media Sanitization, standards and/or have FIPS 140-2 encryption by the facility IT Operations and Services (ITOPS). Local ITOPSs ensures all hard drives contain SEE Encryption. All hard drive shipments shall be prepared and performed in accordance FSS SOP MP Media Protection and VA Hand Book 6500.1 Media Sanitization. In order to accomplish this all VA hard drives will be degaussed and the contractor will physically damage all hard drives prior to shipping for recycling to a third vendor. Each Medical Center ITOPS will conduct Media Sanitization Procedures within each facility (as needed) to ensure all hard drives being picked up are secure and ready for transport. 9. QUALITY ASSURANCE The VA shall perform random quality assurance checks on the services performed. Part of this quality assurance will be the weighing of pallets of media at the facility prior to contractor pick-up. The VA will compare these weights with the weight receipt provided by the contractor. Weight Receipts shall be provided by the contractor within 30 day of receiving a shipment. 10. PLACE OF PERFORMANCE Pick-ups shall be performed at the six VA Medical Center locations as listed in Section 1. Upon award of the contract, the Contracting Officer shall designate in writing, a Contracting Officer s Representative (COR) for each location and will provide a copy of the designation letter to the contractor. The COR at each location will be authorized to place or modify pick-up orders for their particular location. Additional roles and responsibilities will be clearly defined in the COR designation letter. 11. SECURITY The Security classification for this is low due to the transfer of hard drives that are encrypted with Systematic Endpoint Encryption (SEE). The VA-Wide Risk Based Decision (RBD) #9 allows hard drives encrypted with FIPS 140-2 standard to be shipped with facility required pre-sanitization. Information is deemed low. 12. SPECIAL CONSIDERATIONS The Contractor is, or will use, a legitimate recycling operation to perform the services under this SOW. The Contractor, and/or recycling facility shall have all necessary permits and/or licenses for processing and transporting the type of waste material specified in this SOW. Furthermore, the Contractor warrants that the waste material specified herein shall be properly managed under any applicable U.S. Environmental Protection Agency and/or U.S. Department of Transportation requirements. The Contractor shall be a R2/RIOS certified electronics recycler and possess all relevant permits and/or licenses to engage in the recycling and/or destruction activities described herein. The services shall be provided to the VA Medical Centers at no cost to the Government, and the Contractor shall have no expectation of payment from the VA Medical Centers, nor will the VA Medical Centers have any financial liability to the Contractor. 13. EXAMPLES OF MULTI MEDIA ITEMS Items listed below are examples of multi-media items that could be turn in to be destroyed or recycled. This list is examples of most, but does not include all items that could be turned to be destroyed or recycled. Group A - Computers (Desktops, Laptops, tablets, servers, any computing device) - Printers (Ink or Toner) - Computer Accessories (Mice, Keyboards, Webcams, Speakers, Microphones etc.) - Copiers/Fax Machines/Scanners - Typewriters - Telephones - Cell Phones / Smart Phone / iPhone & Chargers - GPS Units - Pagers - PDA's - Tablets - Answering Machines - MP3 Players - Industrial Controls - Radios/Boom boxes/CD Players etc. - Audio Equipment (Speakers, Microphones, DJ Equipment, Receivers, Recording Devices, Headphones, etc.) - Video Equipment (Cameras, Video Cameras, Web Cams, Recording Devices, etc.) - Communications Equipment - Medical Testing Equipment - Laboratory Equipment - Circuit Boards - Cables, Wires, Power Cords, Power Strips - Televisions (LCD, LED, Plasma, 3D) - Computer Monitors (LCD, LED) Group B - Televisions (CRT Only) - Computer Monitors (CRT Only) Group C - Microwave Ovens (Non PCB) - Most home appliances to include refrigerators* Group D - Storage Devices (External Hard Drives, Solid State Drives, SD Cards, Memory Cards, Card Readers, etc.) *If the Government requires disposal of refrigerators or other Freon containing appliances, the Government shall be responsible for safely disposing of the Freon prior to providing the appliance for recycling. The Government shall provide a Freon certificate of removal to the contractor prior to pick-up. Attachment 1: Estimated Quantities Estimate Quantities: The information below is based on what is known by the Government of the quantity of materials picked up from each location. The weights listed are not per pickup but are the total estimated amount over the course of the entire year. This information was derived from third parties and the Government makes no claim as to the accuracy of this information nor is this estimate a representation to an offeror or contractor that the estimated quantity will be disposed of or that conditions affecting requirements will be stable or normal. The Government anticipates that the total weight of all equipment will be approximately a 50/50 split between items in Group A and items in all other Groups. Albany VAMC: TOTAL WEIGHT OF ALL EQUIPMENT (LBS): 11,836 Bath VAMC: TOTAL WEIGHT OF ALL EQUIPMENT (LBS): 14,500 Buffalo & Batavia VAMC: TOTAL WEIGHT OF ALL EQUIPMENT (LBS): 63,450 Canandaigua VAMC: TOTAL WEIGHT OF ALL EQUIPMENT (LBS): 14,500 Syracuse VAMC: TOTAL WEIGHT OF ALL EQUIPMENT (LBS): 49,775 Period of Performance: The base period for this requirement is May 1, 2018 through April 30, 2019 with provision of 4 option years. Contracting Office Address: VISN 2 Network Contracting Office - Albany 20 Madison Ave Extension Albany, New York 12203 Place of Performance: Stratton VAMC 113 Holland Ave, Albany NY 12203 Bath VAMC 76 Veterans Way, Bath, NY 14810 VA Western NY Healthcare System at Buffalo 3495 Bailey Ave. Buffalo, NY 14215 Canandaigua Medical Center 400 Fort Hill Ave. Canandaigua, NY 14424 Syracuse VAMC 800 Irving Ave Syracuse, NY 13210 (vii) Awardee shall coordinate with the Contracting Officer s Representative (COR) prior to performance. (viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference: solicitation number for this requirement as 36C24218Q0314 Name, address and telephone number of offeror Technical description of services to be performed in accordance with the Statement of Work. This Technical description should address the requirement specifically. Capability statements that are merely an overview of what the contractor offers will be determined incomplete. Capability statements must specifically address all deliverables and tasks in the SOW. Capability statements must be more than a restatement of the requirement. Please address all of the technical evaluation sub-factors. Failure to address all of the sub-factors will result in your package being determined incomplete. Terms of any express warranty Acknowledgement of any solicitation amendments Past performance information A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation will be excluded from consideration. The following provisions are included as addenda to FAR 52.212-1: 52.204-17 Ownership or Control of Offeror (July 2016) 852.209-70 Organizational Conflicts of Interest (JAN 2008) 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016) 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) 852.270-1 Representatives of Contracting Officers (JAN 2008) (ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. The following factors shall be used to evaluate offers: Evaluation Factors for Confidential Document Destruction Container Collection/Removal Services Environmental Management Service Technical: Technical capability is defined as an offeror s ability to satisfy the solicitation s requirements, providing the highest quality service to the specified facilities. Technical Capability will be determined on the basis of the qualifications of the offeror s capability statement of no longer than 10 pages. Subfactor A Performance capability and Schedule The offeror s performance capability document shall include the following: 1. A detailed statement of contractor s capability in reference to this requirement. 2. Proposed schedule for service to all facilities. Subfactor B Management, Training, and Certification The offeror s Management, Training and certification document shall include the following: A management plan which shall include a proposed chain of command and point of contact for routine communication. A written quality control plan which includes procedures for mitigating deficiencies in service and proposed mechanisms for correcting for issues that may arise. Subfactor C Proposed Team Provide proposed team, including all subcontractors and the duties that will be performed by the pertinent individuals. The Prime and each subcontractor named will need to sign a Business Associate Agreement. This information will enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. Recyclables Refund: Vendor s recyclables refund will be evaluated by Contracting Officer s analysis. Vendor must provide a per lb. breakdown for services to be performed. Past Performance: Identify at least three references, preferably federal agency contracts, including contract number, dates of performance, points of contact, and telephone numbers, whereby you have provided the same or similar services, of the magnitude described in this solicitation. References will be considered in the evaluation process. The contractor will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contracting office will also review performance history in CPARS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating. Failure to provide the information requested in the evaluation criteria may result in being found non-responsive. (b) Options. The Government will evaluate offers for award purposes by adding the total rebate for all options to the total rebate for the basic requirement. The Government may determine that an offer is unacceptable if the option rebates are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) This requirement includes options executed under FAR 52.217-8. The government will evaluate prices/rebate for the option under FAR 52.217-8 by using the last year s option prices/rebate to calculate the price/rebate for six months of efforts, and adding that amount to the base and other option years to arrive at the total. (x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE. (xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4: 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.232-18 Availability of Funds (APR 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (JAN 2008) 852.215-71 Evaluation Factor Commitments (DEC 2009) 852.232-72 Electronic Submission Of Payment Requests (NOV 2012) 852.237-70 Contractor Responsibilities (APR 1984) 001AL-11-15- A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011) 001AL-11-15-B Subcontracting Commitments - Monitoring and Compliance (JUNE 2011) (xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition. 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) 52.219-28, Post Award Small Business Program Representation (Jul 2013) 52.222-3, Convict Labor (June 2003) 52.222-21, Prohibition of Segregated Facilities (APR 2015) 52.222-26, Equal Opportunity (APR 2015) 52.222-50, Combating Trafficking in Persons (MAR 2015) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013) 52.222-50, Combating Trafficking in Persons (MAR 2015) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013) 52.222-17, Nondisplacement of Qualified Workers (MAY 2014) (xiii) The Service Contract Act of 1965 does not apply to this procurement. (xiv) N/A (xv) This is an open-market total small business set-aside combined synopsis/solicitation for Media Destruction Services at the Upstate New York VA Health Care System locations as defined herein.    The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" The Quoter shall list exception(s) and rationale for the exception(s). Quotes received without this statement will be assumed to infer that terms and conditions are acceptable without modification, deletion or addition. Submission shall be received not later than 12:00 PM EST, Tuesday March 26, 2018. The government shall only accept electronic submissions via email, please send all quotations to Anthony.Murray2@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). RFI s will not be accepted after Thursday March 22, 2018 @ 12:00pm EST. (xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Anthony Murray, Contracting Officer, 518-626-6138; Anthony.Murray2@va.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AlVAMC500/AlVAMC500/36C24218Q0314/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24218Q0314 36C24218Q0314.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148393&FileName=36C24218Q0314-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148393&FileName=36C24218Q0314-000.docx

 

File Name: 36C24218Q0314 BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148394&FileName=36C24218Q0314-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148394&FileName=36C24218Q0314-001.docx

 

File Name: 36C24218Q0314 Recyclables Refund Table.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148395&FileName=36C24218Q0314-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4148395&FileName=36C24218Q0314-002.docx

 

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

Record

SN04854907-W 20180316/180314231835-a29d62a9e60394673d8e59a6f5674056 (fbodaily.com)
 

Source

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

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