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SAMDAILY.US - ISSUE OF OCTOBER 06, 2022 SAM #7615
SOURCES SOUGHT

R -- Document and Media Shredding and Destruction Services - HVHCS

Notice Date
10/4/2022 6:57:15 AM
 
Notice Type
Sources Sought
 
NAICS
561990 — All Other Support Services
 
Contracting Office
242-NETWORK CONTRACT OFFICE 02 (36C242) ALBANY NY 12208 USA
 
ZIP Code
12208
 
Solicitation Number
36C24223Q0021
 
Response Due
10/11/2022 7:00:00 AM
 
Archive Date
01/09/2023
 
Point of Contact
Russin, Levi, Contract Specialist, Phone: (518) 626-6757
 
E-Mail Address
Levi.Russin@va.gov
(Levi.Russin@va.gov)
 
Awardee
null
 
Description
Sources Sought Notice 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. The Government is seeking information for market research purposes only. (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, New York for the purpose of collecting information about Document and Media Storage Shredding and Destruction Services at Hudson Valley Healthcare System Castle Point and Montrose Campuses, 41 Castle Point Road, Castle Point, NY 12511, 2094 Albany Post Road, Montrose, NY 10548. The VA is seeking to provide for this requirement as of December 15, 2022, 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 small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Levi Russin at Levi.Russin@va.gov by Tuesday, 10/11/2022 10:00 AM ET. - Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. 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. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government s Procurement Strategy. The following information is required for determining procurement strategy and viability of sources: Set aside requirements have limitations on subcontracting. This service is located in Castle Point and Montrose, New York. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work? If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor due to your inability to perform them within your company? How many years experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity? How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years? How many certified/licensed technicians does your company currently employ? - 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, as well as for any intended subcontractors. - Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs. - Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded. - Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. - Contractors shall include any relevant comments about the Attachment(s) if applicable. Below is the Limitation on Subcontracting Certificate of Compliance Clause. Please complete this as part of your response. 852.219-77  VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. As prescribed in 819.7009(c) insert the following clause: VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Certification: I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: _________________________________ Printed Title of Signee: ________________________________ Signature: ______________________________________________ Date: ___________________________________________________ Company Name and Address: _______________________________ _________________________________________________________ (End of clause) STATEMENT OF WORK HUDSON VALLEY VA MEDICAL CENTER SHREDDING CONTRACT OBJECTIVES: This is a Firm Fixed Price Services contract to shred, destroy and dispose of Materials with Personally Identifiable Information (PII) and other sensitive HIPAA related materials from the Veterans Hospital Administration. To include but not limited to papers, folders, media storage (compact discs, hard drives, floppy discs, microfilm, tape cassettes, and other recording tapes). SCOPE OF WORK: The Contractor shall provide all labor, equipment (inclusive of Confidential Information Consoles), supervision, and management to provide On-Site Material Shredding Services of paper and other medium, floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, Mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information in accordance with (IAW) federal, state and local laws and ordinances of the State of Illinois. The Contractor shall provide for weekly services directed by the Department of Veterans Affairs, Veterans Hospital Administration. The Contractor shall perform services On-Site when appropriate at the Department of Veterans Affairs, Veterans Hospital Administration, Hudson Valley VA, located at 2094 Albany Post Road, Montrose, NY 10548 and Castle Point, 41 Castle Point Road, Wappinger s Fall, NY 12590 The Contractor shall properly dispose of sensitive material/information in accordance with 36 CFR 1226.24 (b) for On-Site Material Shredding Service in accordance with the specifications, terms and conditions of this solicitation for a period of one (1) year to commence on or about January 1, 2023, through December 31, 2023 with four (4) one year extension option. All work is to be performed in accordance with (IAW) federal, state and local laws and ordinances of the State of New York. The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction of personal, confidential and proprietary information consisting but not limited to paper and other medium, floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, Mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information per HIPAA, NARA Code of Federal Regulations - 36 CFR 1226.24 and NIST SP 800-88 and to provide the Department of Veterans Affairs, Veterans and employee privacy by destroying confidential information documents in accordance with Privacy Act of 1974, 5 USC 552a Federal Records Act, 44 USC Chapter 31 NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders NSA/CSS 02-02-M, Evaluated Products List for High Security Disintegrators VHA Directive 6300, Records and Information Management Contractor Rules of Behavior / See Appendix C 36 CFR 1220.14 Subpart A, General Provisions, General Definitions 36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58) 44 USC 3302 § 1228.58 Destruction of Temporary Records VA Directive and Handbook 0710, Personnel Suitability and Security Program The Department of Veterans Affairs adheres to the Privacy Act of 1974 that was established to insure that government agencies protect the privacy of individuals and businesses with regard to information held by them. Contractor shall execute the terms of this contract in a manner that will safeguard the confidentiality of all Materials and information exposed to at any of the facilities Contractor shall perform all work in accordance with the guidelines of Federal, State and local ordinances. All safety practices prescribed by these agencies shall be followed. When applicable, Material Safety Data Sheets (MSDS) are required to be submitted to the Veterans Hospital Administration COR and/or PO. GENERAL: Contractor shall be National Association for Information Destruction (NAID) certified, bonded and insured. Contractor shall provide one (1) vehicle capable of shredding all types of material at time of service. Contractor shall perform, or cause to be performed, Shredding of paper and other medium such as floppy disks, computer drives, tapes, microfilm, microfiche, audiotapes, videotapes, CD's, DVD's, Mylar, stored data, disks & diskettes, and other similar items containing personal, confidential, and proprietary information with state-of-the-art, high capacity, high speed mobile shredding trucks. All shredding shall be crosscut, performed with hands-free shred and be on-site at the Department of Veterans Affairs facility/location. The Contractor shall utilize high speed mobile shredding trucks, which will have a camera for viewing the material being shred/destroyed, of which shall be witnessed by the Privacy Officer (PO) or his/her representative. Contractor shall provide locking containers in the appropriate size(s) for the collection of the Materials intended for shredding; Containers shall be locked and the material unable to be retrieved once it is placed in the container unless it is unlocked by Representative of the Department of Veterans Affairs or by the Contractor. Contractor shall maintain and service the containers on a regular basis. Prior to commencement of work on this contractor personnel who are related to this Statement of Work shall have a background check completed. Contractor s employees must have their name and company s logo visible on their uniforms. Contractor personnel involved in the actual handling and shredding of Materials shall wear a contractor-provided, clearly readable identification badge that at a minimum state, the name of the employee and the company. Any changes to the schedule shall be approved in advance of the Contractor visiting the facility. Contractor shall schedule the times during normal business hours, which are between 8:00 a.m. and 2:00 p.m., federal holidays excluded. The COR shall conduct an initial orientation to the facilities; however, thereafter the Contractor shall be responsible for conducting orientations to new Contractor employees. Contractor's vehicles used to perform this contract, shall be locked and the keys removed when not in use. Vehicle(s) shall be identified and parked in a predetermined location agreeable to both Veterans Hospital Administration and the Contractor. Contractor shall have a quality control program to assure the requirements of this contract are provided as specified. Contractor agrees to place collection containers in the Loading Dock at Building 12, Montrose, NY, and Loading Dock at Building 17, Castle Point. Contractor shall do the first shred on site to the size of the refuse small enough that there is reasonable assurance in proportion to the data confidentiality that the data cannot be reconstructed. The final action shall be the blending of the shredded material into a paper mash (pulping) product that can be used for recycling into new paper products. Contractor shall report to the Police Station of the VHA Hudson Valley Health Care Service, Offices located in building 15 at Montrose and building 8 at Castle Point Campus to sign-in using name, date, and time reported; collect ""Visitor Badge(s) , and receive appropriate instructions prior to accomplishing the collection and destruction of sensitive information via cross-shredding. All shredding shall be accomplished on the government facility. Under no circumstances shall confidential information leave the government facility prior to shredding. Upon completion of work, Contractor shall report to PO or his/her designated representative, return ""Visitor Badge(s)"", and sign-out using name, date, and time departed. All sensitive information shall be made unrecognizable via shredding. At no time shall contractor leave containers filled with confidential information left unattended, i.e. hallways. Contractor shall be pleasant at all times and if a concern arises, he/she shall contact the Contracting Officer Representative (COR). It is the responsibility of the Contractor to ensure the contractor's vehicle and shred mechanisms are operational and do not impede the requirements outlined herein. Contractor may be accompanied by a VA employee to ensure that all consoles are properly collected, sensitive information is being properly handled, and disposed of in accordance to all federal, state, and local regulations. Under no circumstances shall the contractor engage in arguments, etc. with DVA, visitors, volunteers, etc. REMOVAL: Contractor shall be required to report to the designated DVA facility, when contacted quarterly to shred/destroy confidential information, no later than 36 hours after notification by the DVA representative. The removal shall be between 8 a.m., and 2 p.m., except on Saturdays, Sundays, and federal holidays. The government shall not sort paper, remove paper clips, staples, rubber bands or any other fasteners from restricted information. After materials are completely shredded/made unrecognizable, 100% of the paper shall be recycled. SERVICE/COLLECTION SCHEDULE: Each Monday of the month. If all areas cannot be serviced that Monday, contractor shall complete work the next business day, Tuesday. If a Monday falls on a federal holiday, contractor shall provide services the following workday - Tuesday. Each Friday of the month. If all areas cannot be serviced that Friday, contractor shall complete work the following business day, Monday. If a Friday falls on a federal holiday, contractor shall provide services the prior workday - Thursday. HOLIDAYS: The following federal holidays are observed: New Year's Day Memorial Day Columbus Day Thanksgiving Day Martin Luther King Jr. s Birthday Independence Day Veterans Day Christmas Day President's Day Labor Day And any other holiday proclaimed by the President as a Federal Holiday. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. PRIVACY REQUIREMENTS: Prior to award of contract the Contractor shall provide a signed Business Associate Agreement regarding Veteran Privacy. The background investigation shall be repeated throughout the term of the contract so that all investigations are current (less than five years old.) RECEIPTS: At the time of each removal the Privacy Officer shall require the contractor or his authorized representative to sign a receipt. The receipt shall include the following information: 1. Signatures of contractor's representative and the Privacy Officer. 2. Number of containers, estimated weight, and type of materials; and 3. Date of removal. CERTIFICATE/RECORD OF DESTRUCTION: Along with receipts, the Contractor shall furnish to the Privacy Officer a certificate and/or record of destruction that all confidential materials collected were properly destroyed in accordance with all applicable laws and regulations (such as Sarbanes-Oxley, HIPAA, NAID, and the FACTA Disposal Rule). The Privacy Officer shall furnish the Contractor one copy of the receipt and forward one copy to the COR. ESTIMATED WEIGHTS: Estimated weights of the government materials are based on the best available Government information which is 96 lbs. -120 lbs. The Government does not guarantee these estimated weights. Estimated monthly Bins: 40 at Montrose Estimated monthly Bins: 15 at Castle Point PERFORMANCE STANDARDS: Quality Control: Contractor shall maintain a quality control program that ensures services are performed in accordance with these specifications throughout the entire contract period, and shall implement procedures to track, identify prevent, remedy, and ensure non-recurrence of defective services. Additionally, the contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution, and shall immediately notify the Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The contractor is responsible for quality control and specification compliance. Inspections and Acceptance: The Department of Veterans Affairs, Veterans Hospital Administration, Hudson Valley Region will evaluate Contractor's performance using customer complaints, periodic on-site inspections, and may at the Government's discretion, inspect each task to verify conformance and acceptance prior to payment. The Department of Veterans Affairs, Hudson Valley VA will also periodically evaluate Contractor's performance in accordance with the following Quality Assurance Surveillance Plan: Performance Standard Performance Threshold Overall Services. Timeliness and Professionalism The PO or COR has 1 or less customer complaints for the month. Shredding Services. Protection of Privacy Zero Tolerance. (A) Surveillance: The PO or COR can receive complaints from VA personnel and pass them to the CO for correction. (B) Standards: The PO or COR shall notify the contracting officer for appropriate action in accordance with FAR 52.212.4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed one customer complaints. Th Procedures: Any VA employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the PO or COR and the PO or COR will complete appropriate documentation to record the complaint. The PO or COR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the PO or COR if not corrected. f the Contractor disagrees with the complaint after investigation and challenges the validity of the complaint, the Contractor will notify the PO. The PO will investigate to determine the validity of the complaint. If the PO determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. REPORTS: Upon completion of any Shredding Service and within ten (10) business days after such service, the Contractor shall provide a written report of the services rendered to the Contracting Officer s Representative (COR). At a minimum the report shall consist of the following information: Service location. Service date(s). Name of Government COR at service location. Destruction Certificate Document number Date of Destruction Certification. Amount of shredded material (number of containers picked up and/or pounds shredded). Any violation observed or encountered must be reported IMMEDIATELY to the Contracting Officer s Representative (COR), advising the Department of Veterans Affairs of the violation. CERTIFICATION OF CONTRACTORS: Contractor shall be National Association for Information Destruction certified to perform the Shredding Services work; Contractor shall furnish a copy of its up-to-date and current certification to the Department of Purchasing and Contracting and to the COR upon request and prior to the start of the contract. POINT OF CONTACT (POC): The Contracting Officer shall delegate the Contracting Officer Representative (COR) to monitor the Contractor s performance.
 
Web Link
SAM.gov Permalink
(https://sam.gov/opp/b6b80106a2f647e88869c91cf7bcba84/view)
 
Place of Performance
Address: Department of Veterans Affairs Hudson Valley Healthcare System Castle Point and Montrose Campuses, USA
Country: USA
 
Record
SN06486614-F 20221006/221004230124 (samdaily.us)
 
Source
SAM.gov Link to This Notice
(may not be valid after Archive Date)

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