Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 24, 2018 FBO #6026
DOCUMENT

S -- Document Destruction (VA-18-00089271) - Attachment

Notice Date

5/22/2018
 

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

36C24218Q9367
 

Response Due

5/31/2018
 

Archive Date

6/15/2018
 

Point of Contact

MURRAY, ANTHONY
 

E-Mail Address

Y.MURRAY2@VA.GOV<br
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by VISN 2 Contracting Office in Albany, NY for the purpose of collecting information about Confidential Document Destruction Container Collection/Removal at the New Jersey Health Care System. The VA is seeking to provide for this requirement as of October 1, 2018 to replace an expiring contract. The NAICS code identified for this requirement is 561990 All Other Support Services. The requirement is detailed in the Statement of Work section of this document. (e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Anthony Murray at Anthony.Murray2@va.gov. - Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If contractor is a Service Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business(VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. -Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP. - Contractors shall include any relevant comments about the Attachment(s) if applicable. Statement of Work Confidential Document Destruction Container Collection/Removal VA New Jersey Health Care System General This is a non-personal services requirement for Confidential Document Destruction Container Collection/Removal Services. The Government shall not exercise any supervision or control over the contract service as provided in statements of performance. Sub-contract service providers shall be accountable solely to the Contractor who in turn is responsible to the Government. DESCRIPTION OF SERVICES/INTRODUCTION: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Confidential Document Destruction Container Collection/Removal Contract as defined in this Performance Work Statement. The contractor shall provide for all labor and materials necessary for the collection and removal of documents. The contractor will perform all required services identified in this Performance Work Statement (PWS). Contractor will furnish containers at various locations as per below. SCOPE: Services of this requirement shall be performed with strict adherence to Federal, State and Local regulations pertaining to the collection, handling, packaging and disposal of sensitive and secured material including VA Directive 6371.. Material must be shred on-site at VA property but final destruction to an Unreadable and Unreconstructable size and form per VA Directive 6371 can occur off-site. Requirement is for an approximate number of bins as stated in the Delivery Schedule. This delivery schedule contains the number of bins/locations, pickups per week. The operating hours which pickups will be allowable are between the hours of 7:00AM and 4:00PM Upon arrival at site, document destruction technician must notify VA personnel to proceed with document destruction service. No service will begin without approval. Approval to begin work affords the opportunity to notify contractor of full and/or missed bins between service dates. If a device is not used by the vendor; some method of identifying each console/bin serviced must be provided by the contractor. The technician shall provide in building service of all consoles/bins containing sensitive documents. This will be accomplish by entering each building and traveling to every location within the building of the medical center campus that have bins/consoles to empty and transport material of consoles/bins to shredding truck The technician will perform Onsite destruction of console/bin contents and repeat process until all bins are serviced. At no time shall consoles/bins be left open or unlocked and unattended All contents of each bin must be shredded, on site before transport to final destruction site. Upon completion of service the COR or Point of Contact (POC) acting for the COR must be contacted to verify completion of service and sign the Certificate of Destruction. The COR and/or POC will be designated at the commencement of period of performance. Documentation - No documents shall leave the premises without some form of signed documentation indicating chain of custody. IAW Directive 6371 8b. The information destruction contractor must provide the designated VA representative with documentation that acknowledged receipt of the temporary records, prior to departing the VA location. When the sensitive documents leave the VA location they must either be finally shredded with a Certificate of Destruction (COD) or the contractor must provide a signed form stating that they are leaving VA location with interim shredded records. Interim destruction shall take place before the COR/COR designee signs the document. No documents are to be removed from VA premises without a COR/COR designee signature. Period of Performance: The anticipated base period of performance is March 1, 2018 September 30, 2018. SCHEDULE LOCATIONS: Service schedule: the contractor shall develop and maintain a routine service schedule. The proposed service schedule should provide the suggested days of the week, task, and frequency of service to be performed. Delivery Schedule VA New Jersey Health Care System: Require an estimated 44 bins. In the event of pickup cancellation(s) Contractor must contact Environmental Management Service within 24 hours.   Bin QTY Bin Sizes Frequency Locations a 15 96 gallon Once per week East Orange VA Medical Center, 385 Tremont Ave East Orange NJ 07018-1023 b 15 96 gallon Bi-weekly Lyons VA Medical Center, 151 Knollcroft Road Lyons NJ 07939-5001 c 4 96 gallon Bi-weekly James J. Howard (Brick) Outpatient Clinic, 970 Route 70, Brick NJ 08724 d 2 96 gallon Bi-weekly Hackensack Outpatient Clinic 385 Prospect Ave, Hackensack NJ 07601 e 1 96 gallon Once per month Jersey City Outpatient Clinic, 115 Christopher Columbus Dr. Suite 201, Jersey City NJ 07302 f 1 96 gallon Once per month Elizabeth Outpatient Clinic, 654 East Jersey Street, Suite 2A, Elizabeth NJ 07601 g 1 96 gallon Once per month Paterson Outpatient Clinic, 11 Getty Avenue, Building 275, Patterson NJ 07503 i 1 96 gallon Once per month Hamilton Outpatient Clinic, 3635 Quakerbridge Road, Hamilton NJ 08619 j 1 96 gallon Once per month Morristown Outpatinet Clinic, 340 West Hanover Ave, Morris Plains NJ 07950 k 1 96 gallon Once per month Piscataway Outpatient Clinic, 14 Wills Way, Building 4, Piscataway NJ 08854 l 1 96 gallon Once per month Tinton Falls Outpatient Clinic, 55 Gilbert St, Building 4, Suite 4101, Tinton Falls NJ 07701 m 1 50 gallon Once per month Sussex Outpatient Clinic, 222 High Street, Newton NJ 07860 Total 44       Additional sites and Bins may be added or removed with agreement between the Government and the Contractor. NO ADDITIONAL CHARGE BINS MAY BE ADDED WITHOUT THE CONSENT OF CONTRACTING OFFICER VIA MODIFICATION TO THE CONTRACT. QUALITY CONTROL: The contractor shall develop an effective quality control program (QCP) to ensure service is performed in accordance with this SOW. The quality control program should include contractors plan and procedures to identify, prevent, and ensure non-recurrence of the existing or future defective services, known or recognized during the contract. The contractor s quality control program is the means by which they will assure that their work complies with the requirement of the contract through the SOW. QUALITY ASSURANCE: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). RECOGNIZED FEDERAL HOLIDAYS Contractors will not be allowed to work on Federal holidays. However, if the scheduled service falls on a holiday, service MUST be performed on the next working day or scheduled accordingly with the COR. Federal holidays are: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00AM and 4:00PM Monday Through Friday except Federal holidays, as shown in IV or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. TYPE OF CONTRACT: The Government intends to award a Fixed-Price Service contract. V. SAFETY / HEALTH: A. Contractor personnel performing work under this contract must have: The contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable federal, state and municipal safety and health requirements VI. PRIVACY & SECURITY REQUIREMENTS: Contractor personnel performing work under this contract must have: A. UNIFORMS AND PROTECTIVE CLOTHING The contractor shall provide uniforms that display legible identification of the employee's and company's name (i.e., badge) to their workforce; clearly distinguishing its workers from those of the VA. The contractor shall determine the need for and provide any personal protective clothing required. B. ID BADGES All contract employees must wear VA provided identification badges. All employees shall wear contractor provided uniforms which are clearly distinguishable and shall display legible identification of the employee's and company's name (i.e., badge). C. VA INFORMATION CUSTODIAL LANGUAGE: 1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d). 2. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. 3. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. 4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. 5. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 6. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. 7. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. 8. For Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: i. In response to a qualifying order of a court of competent jurisdiction, or ii. With VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. 9. service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR D. PRIVACY ACT MANDATES 1. The Privacy Act applies to Federal government contractors who operate systems of records containing personal information. 2. When an agency contracts for the design, operation, maintenance, or use of systems containing information covered by the Privacy Act, the contractor and its employees are subject to the same requirements for safeguarding information as Federal employees. 3. The contractors and their employees also are subject to civil and criminal sanctions under the Act for any violation that may occur due to oversight or negligence. 4. An agency which fails to require that systems of records operated on its behalf under contracts be maintained according to the Act may be civilly liable to individuals injured as a consequence of any failure to maintain records in conformance with the Act. Officers or employees of the agency may be criminally liable for any violations of the Act. E. SECURITY INCIDENT INVESTIGATION 1. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. 2. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. 3. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. 4. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. VII. TRAINING: A. Contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following: Acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; the event, including: VA Privacy and Information Security Awareness and Rules of Behavior training and annually complete required security training; 3. VA privacy training and annually complete required privacy training; and 4. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. B. ACCESS TO VA INFORMATION AND VA: 1. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures 3. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. 4. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Period of Performance: The estimated base period for this requirement is October 1, 2018 through September 30, 2019 with provision of 4 option years.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AlVAMC500/AlVAMC500/36C24218Q9367/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24218Q9367 36C24218Q9367.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4326120&FileName=36C24218Q9367-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4326120&FileName=36C24218Q9367-000.docx

 

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

Record

SN04930680-W 20180524/180522230920-642f42a4c79ea90f1299455980a265fe (fbodaily.com)
 

Source

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

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