Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 15, 2018 FBO #5987
DOCUMENT

R -- Document Destruction VA Eastern Oklahoma Health Care System Muskogee, OK 74401 - Attachment

Notice Date

4/13/2018
 

Notice Type

Attachment
 

NAICS

561210 — Facilities Support Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19, Services;1011 Honor Heights Drive;Muskogee OK 74401
 

ZIP Code

74401
 

Solicitation Number

36C25918Q9525
 

Response Due

4/22/2018
 

Archive Date

7/30/2018
 

Point of Contact

Lance Davis
 

Small Business Set-Aside

N/A
 

Description

On-Site Document Destruction VA Eastern Oklahoma Health Care System Muskogee, OK 74401 BRIEF SCOPE OF WORK (This is for information only) Project Scope GENERAL: The contractor shall provide all labor, supervision, secure collection containers, equipment, and transportation necessary to perform on-site document destruction and disposal of confidential documents at the Department of Veteran s Affairs (VA) locations listed in paragraph 4 below and in accordance with performance requirements in paragraph 6 below. BACKGROUND: The Eastern Oklahoma VA Health Care System is an integrated healthcare system comprised of the Jack C. Montgomery VA Center and four main Community Based Outpatient Clinics (CBOC); the Ernest Childers VA Outpatient Clinic in Tulsa, Oklahoma, our Hartshorne Clinic that is in Hartshorne, Oklahoma, the Vinita VA Outpatient Clinic located in Vinita, Oklahoma, as well as our McCurtain Country CBOC. The Eastern Oklahoma VA Health Care System and its associated clinics provide a wide variety of Services. The main hospital is the Jack C. Montgomery VA Center in Muskogee, Oklahoma. The Ernest Childers VA Outpatient Clinic offers Primary Care, Lab Services, Rehabilitation Services, Radiology, Dental, ENT, Gastronomy, Optometry, Prosthetics, Pulmonary Rheumatology, as well as Spinal Cord Services. The Hartshorne Clinic offers Primary Care, Mental Health, Social Work, and Lab Services. The Vinita VA Outpatient Clinic offers Primary Care, Mental Health, Social Work, Home Based Primary Care, Tele retinal Imaging, and Lab Services. Our McCurtain County. The McCurtain County Community Based Outpatient Clinic  provides a full range of onsite and tele-health services for Veterans in the southeast Oklahoma area to include primary care, mental and behavioral health, laboratory, and women s health services. 3. PERIOD OF PERFORMANCE: This will be a Base plus four option year contract. 4. PLACES OF PERFORMANCE: a. Jack C. Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 b. Jack C. Montgomery Admin Building 2410 Shawnee Rd Muskogee, OK 74403 c. Ernest Childers VA Outpatient Clinic / Tulsa 9322 E. 41st St.   Tulsa, OK 74145 d. Vinita Outpatient Clinic 269 S 7th St Vinita, OK  74301 e. Hartshorne VA Outpatient Clinic 1429 Pennsylvania Ave. Hartshorne, OK  74547-3839 f. Tulsa Behavioral Medicine Clinic 10159 E 11th Street Tulsa, OK  74128. 5. DAYS AND HOURS OF OPERATION: Monday Friday, 8:00 a.m. to 4:30 p.m. excluding federal holidays. 6. PERFORMANCE REQUIREMENTS: a. The contractor shall provide secured lockable collection containers in a variety of sizes and quantities specific to each designated location throughout the hospital, clinic, or facility for collection and storage of confidential documents until such time the shredding takes place. Container sizes shall be 32 gallons or less for Healthcare Unit Areas and average 64-96 gallon for all other areas not identified as Healthcare where estimated quantities and sizes are specified per location. Containers shall have locking mechanisms that are keyed alike with a master key that will open all containers. A set of keys shall be provided to the Contracting Officer s Representative (COR), Information Security Officer(s) and the Privacy Officer. Contractor shall provide service to all bin locations once a week. b. The contractor shall provide sufficient labor and equipment necessary to transport collection containers from the indoor designated location to an outdoor designated location where shredding will take place. A replacement container shall be placed at each designated location before the containers are removed for shredding. c. The contractor shall ensure each locked container remains locked until it arrives at the on-site shredding location. The containers shall not be unlocked to transfer confidential documents into another container for transport purposes. The contractor shall ensure confidential documents are protected from loss by gusts of wind or other atmospheric conditions. d. The contractor shall provide sufficient labor and sufficient state-of-the art mobile shredding vehicles capable of performing on-site shredding and destruction of approximately 160,520 pounds of confidential documents per year utilizing mobile shredding vehicles at government facilities where the confidential documents are collected. e. The contractor shall ensure the task of document destruction for all containers is conducted from start to finish on-site at each facility on the scheduled service day. f. The contractor shall provide equipment that has the capability of shredding large volumes of documents per hour to reduce the time the contractor s equipment utilizes government facilities limited parking spaces. g. The contractor shall provide equipment that is capable of shredding large volumes of documents per hour that will produce cross cut shred articles within a 1x 5 millimeter, pulped for recycling and prepare a certificate of destruction per the National Association for Information Destruction (NAID) standards for mobile units. A sample of the Certificate of Destruction is shown at Attachment 1. h. The contractor shall provide sufficient labor, equipment, and transportation necessary to transport the shredded materials in locked vehicles to paper mills for pulping and recycling. j. All shredding shall be witnessed by a VA government employee authorized to witness destruction of confidential documents. The contractor shall complete a Certificate of Destruction in the presence of the employee authorized at each facility authorized to witness destruction upon completion of each shredding service. k. All shredding shall be performed in accordance with Department of Veteran s Affairs Handbook 6300, Records and Information Management, referenced in paragraph 7 below. m. The contractor shall provide a written schedule of the days and times service will be performed at each facility. The contractor shall perform services on day agreed upon by both VA facility point of contact (POC) and the Contractor. Strict adherence to the schedule is expected. Any changes to the schedule shall be approved in advance by the Contracting Officer s Technical Representative (COR). n. The contractor shall provide a contingency plan for instances where (1) equipment malfunction occurs during the shredding process and (2) when a Mobile Shredding Vehicle breaks down en route to a VA Location for scheduled services or en route to a pulping and recycling site. p. Upon arrival at each facility, the contractor shall report to the meeting location designated by the COR prior to the performance of scheduled pick-up/shredding service. Note: Types of paper that can be expected are office paper and computer paper of a variety of color or type. Limited quantities of incidentals such as paper clips, staples, rubber bands, patient plastic armbands and other similar items can be expected. The quantities listed are estimated poundage based on past performance. There is no minimum or maximum guarantee of poundage due to fluctuating requirements. 7. REFERENCE: VA Handbook 6300, Records and Information Management. An electronic version will be provided to the Contractor by the Contracting Officer at time of award. 8. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: a. Contractor employees shall be pre-authorized to witness destruction of confidential documents, i.e., Low Level Background Investigations. (See Section 9.0, Special Requirements). b. Contractor employees found reading any of the VA materials shall be promptly removed from the premises where the document destruction is being performed and the person(s) involved shall not be allowed to return for any future document destruction services. c. The contractor shall adhere to the VA policies applicable to all record destruction as outlined in VA Handbook 6300. These guidelines are designed to protect sensitive and private information from being disclosed to unauthorized parties and adhere to the Privacy Act and the HIPPA Privacy Rules and regulations. Examples of sensitive information include but are not limited to: Individually identifiable medical, benefits, and personnel information; financial, budgetary, research, quality assurance, confidential commercial, critical infrastructure, investigatory, and law enforcement information. d. Subject to criminal prosecution, contractor employees shall comply with all manner of confidentiality when engaging in the destruction of any and all Department of Veterans Affairs records. e. Contractor employees shall wear a uniform with the company name and logo and wear a badge in plain view above the waist bearing the company name, logo and employees name. f. The contractor shall maintain a current listing of employees performing services under this contract. The list shall include the employee s name, address, phone number, social security number, level of security and position. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Office and Contracting Officer s Representative (COR). An updated listing shall be provided when an employee s status or information changes. The Contractor has 24 hours to inform the Contracting Office and COR that an employee s status has changed unless it is a pick up day. On pick up days the contractor shall immediately inform the Contracting Officer or the COR by email: melissa.mccombs@va.gov. g. The contractor and employees shall comply with Homeland Security Presidential Directive-12 (HSPD-12), NIST 800-53, Office of Management and Budget (OMB) guidance M-05-24, as amended, and Federal Information Processing standards Publication (FIPS PUB) Number 201, as amended. Contractor and Staff shall comply with the Privacy Act, VA Security requirements and HIPPA. h. The contractor shall report to the Contracting Officer and the COR any information or circumstances which they are aware of that may pose a threat to the security of the Department of Veterans Affairs personnel, contractor employees, resources and classified and unclassified information. j. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or their contractor-owned or privately owned vehicle while on the property of the designated VA Locations listed in paragraph 4. k. If the Contracting Officer finds it in the best interest of the Government he/she may at any time during the performance of this contract order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security reasons and violation of on-site building rules. In the event, it is necessary to replace any contractor employee for any of the above reasons, all costs, including the costs of removal and replacement of the employee will be borne by the contractor. m. The contractor shall not hold any discussions or release any information relating to the contents of this contract to anyone not having a direct interest in performance of this contract, without written consent of the Contracting Officer. All inquiries shall be directed to the Public Affairs Officer. n. The contractor shall not advertise information about projects performed for this contract without Government review and approval. Advertisement is considered but not limited to promotional brochures, posters, tradeshow handouts, world-wide-web-pages, magazines, newspapers and similar promotions. p. The contractor shall ensure the electronic access badge provided under this contract for building access is kept securely so as not to compromise building access. The contractor shall immediately report to the Contracting Officer and the COR if the badge is lost. q. The contractor is required to comply with all security and personnel identification procedures at each facility. IMPORTANTR NOTE: This RFI (Request for Information) is for information only; no award will be made off of this RFI. Please communicate via e-mail to Lance.Davis2@va.gov by COB November 26, 2017 as to your company s ability to perform service per this brief Scope of Work. If interested please provide the following: Please state your company s business size Please provide DUNS number If you have a FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/36C25918Q9525/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25918Q9525 36C25918Q9525.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4227844&FileName=36C25918Q9525-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4227844&FileName=36C25918Q9525-000.docx

 

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

Record

SN04888388-W 20180415/180413230507-0edb8fb7c8718b28f49fb30f1dbbff0d (fbodaily.com)
 

Source

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

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