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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 21, 2018 FBO #5993
DOCUMENT

R -- 568-18-2-9007-0075 - Service - Document Destruction - BH - Attachment

Notice Date

4/19/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Network 23 Contracting Office (NCO 23);113 Comanche Rd.;Fort Meade SD 57741
 

ZIP Code

57741
 

Solicitation Number

36C26318Q0419
 

Response Due

5/4/2018
 

Archive Date

6/3/2018
 

Point of Contact

Shane Galles
 

Small Business Set-Aside

Veteran-Owned Small Business
 

Description

This announcement constitutes a Sources Sought Notice. This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract. Black Hills VA Medical Center (BHHCS), 113 Comanche Rd. Fort Meade, SD has a requirement for a Firm Fixed Price Service Contract to be performed at the VA Medical Center campus as well as the Hot Springs VA Medical Center Campus. The purpose of this notice is to determine interest and capability of potentially qualified businesses in particular Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 561990, All Other Support Services. To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis. DRAFT STATEMENT OF WORK DESCRIPTION A. The VA Black Hills Healthcare System (VA BHHCS) has a need for document destruction services in compliance with Veterans Affairs. Currently the BHHCS generates approximately 93,000 lbs. of paper per year, which is collected in locked security consoles located throughout the campus and off-site locations. See Attachment A for console types, console quantities, and building locations. Note: Paper and media content quantities are an estimate and could change throughout the duration of the contract period. GENERAL REQUIREMENTS The contractor shall remove all paper documents contained in the document collection containers located within the Veterans Administration Black Hills Healthcare System (VA BHHCS) properties located at Hot Springs, and Fort Meade, South Dakota. The Contractor will pick up and empty the containers from their locations at each facility. SPECIFIC REQUIREMENTS The Contractor will provide all collection containers that lock. Console sizes and types required/ or equal; * Approximately 32 dry gallons, securable, floor standing. * Approximately 36 high, 19 wide and 19 deep * Restricted receiving slot * Key secured and key provided to VA BHHCS Containers shall remain locked prior to collection and locked again when container is emptied and replaced to their location. Contractor shall insure all paper documents are handled and stored in a secure manner until it undergoes interim or final destruction. Contractor shall make biweekly pickups at each facility. If the agreed upon scheduled day must be missed due to circumstance such as inclement weather or a national holiday the contractor shall perform the services on the very next business day. It is recommended that all temporary paper records will be recycled and weights of the recycled materials will be provided to the VA BHHCS on at least a monthly basis. The approximate amount of paper to be shredded annually at; Fort Meade is 53,000 pounds annually and Hot Springs is 40,000 pounds. BHHCS has never shredded all paper documents so the weights above are a best guess estimate of the annual amounts. CONTRACTOR PERSONNEL SECURITY & GENERAL REQUIREMENTS The performance of this contract will not begin until all contractor personnel that are involved in the performance of this contract have successfully received favorable results from their background and fingerprints and all other requirements within this section have been met. All Contractor employees and/or agents who need access to VA BHHCS secure documents and/or private patient health information to perform the contract will provide: Documentation of who has access to materials (minimum necessary access only is allowed) Upon notification of contract award, the contractor will make appointments for fingerprinting and background checks for their employees involved in this contract with the Contracting Officer Representative (COR). The COR will provide the contractor all the required forms contained in the file VSC Security Request Packet - Including Instructions.pdf for all contractor employees that will be handling or involved in the fulfillment of this contract. All costs for background checks will be billed back to the contractor. The same process will be followed for all reinvestigations that will occur at least every two years. Documentation of citizenship, naturalization (no non-US citizens) Documentation of drug screen Documentation of re-evaluation of above items at least every two years. The Contractor, when notified of an unfavorable determination by the Government, shall remove the employee from any responsibilities associated with the contract. Note that no Contractor employee who has not successfully passed an investigation will be permitted to have any association with the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. The Contractor will provide a listing of its personnel that will be performing services under the contract that will require access to secure documents and/or private patient health information, to the contracting officer within thirty (30) business days of contract award notification. This list will include names, social security numbers, dates of birth, and places of birth of Contractor s, subcontractors, or third-party personnel. All Contractor employees requiring access to secure documents and/or private patient health information, are required to complete the VA s Security Awareness Training course and the Privacy and HIPAA Focused training annually either on-line or hard copy. In performance of this contract, contractor personnel shall be neat, clean, groomed and shall otherwise exercise good personal hygiene. Appropriate and professional attire shall be worn at all times. Athletic and athletic-style garments (i.e., jogging suits, sweat suits, running shorts, tee-shirts) shall not be worn by contractor s employees. Contractors are expected to use appropriate language. Obscene language is not permitted and all individuals are expected to be courteous. This requirement includes any conversation that can be overheard on federal property. There is a zero tolerance for sexual harassment (implied, verbal, suggestive, or physical). Document Destruction The contractor shall perform the final destruction as described in this Statement of Work, and VHA Directive 6371 of all temporary paper records contained in the document collection containers located at a central location within the Veterans Administration Black Hills Healthcare System (VA BHHCS) properties located at Hot Springs and Fort Meade, South Dakota. It is preferred by VA BHHCS that the by-product of the final destruction of the temporary paper records be recycled/pulped. Final destruction requires temporary paper records to be are pulped, macerated, shredded or otherwise destroyed to a degree that definitively ensures that they are not readable (Printed data is readable when strategies can be used to assist with decoding, the translation of letters and/or into sounds or visual representations of speech, data and arriving at comprehension through the use of morpheme, semantics, syntax, and contextual clues to integrate the information they have read into their existing framework of knowledge in order to arrive at a meaning) or reconstructable (Printed data is reconstructable when methods can be employed to reassemble the various portions of material in such a fashion that data can be decoded as to make it readable so that meaning can be derived from the data found on the media.) to any degree. If this final destruction is performed away from a VA facility it must be performed by an information destruction contractor (or its subcontractor or third party) who has demonstrated that: Its destruction process constitutes final destruction as defined above; and It has implemented reasonable physical safeguards, such as interim destruction as outlined below, to protect VA temporary paper records during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (e.g., more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper records. The Contractor shall provide certification of destruction that attests to the completion of the destruction process after the final destruction, as defined by this Statement of Work, and VHA Directive 6371, of VA temporary paper records have taken place. Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed and submitted prior to the final destruction of the records. The certification should contain sufficient information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, the weight/amount of temporary paper records (for tracking VA recycling efforts) and who was responsible for their final destruction. The final destruction will be completed by the primary contractor, or if the final destruction is completed by a subcontractor to the primary contractor, then the written certification of destruction is completed by this third party or by the primary contractor with assurance from the third party that final destruction was completed. Prior to final destruction all materials must remain in secure locations until final disposition. It is preferred by VA BHHCS that the by-product of the final destruction of the temporary paper records be recycled. Any changes to handling procedures must be preapproved by the VA BHHCS. Contractor (or subcontractor or third party) is encouraged, but not required, to be a NAID certified, bonded, and insured for paper document destruction. If the contractor (or subcontractor or third party) is not NAID certified they must satisfy the following standards. Monitored Alarm System(s) that include the following: Motion Detectors Door Contacts Battery Back-Up Monitoring Service Taped Closed Circuit TC (CCTV) monitors with the following: Fully Functional Cameras Recording Devices Secure Recording Tape Library Sufficient Lighting to allow CCTV Locks and Key Controls Visitor Logs Visitor In/Out Logs Visitor ID Badges Written Policies and Procedures Documentation and control of destruction equipment: Type (Mobile or Plant Based) Manufacturer and Model Serial Number Dates of non-operational downtime for repair Documentation and control of destruction and collection vehicles: Vehicles make and model License plate number State/County of registration Acceptable overnight storage address and location Acceptable roadworthiness of vehicles Locks and security of vehicles Driver logs to show who has control of vehicles at any given time Documentation and control of all recipients of materials: All names of individuals/companies where paper documents are received All addresses where paper documents were received All routes taken where paper vehicles transporting paper documents travel If final destruction is not performed at VA BHHCS, Interim destruction that substantially reduces the risk that PII, PHI, or other VA sensitive information will be disclosed during transport and short-term storage (i.e., less than 30 days) of temporary paper records. Interim destruction is a reasonable physical safeguard that affords an additional layer of security for temporary paper records once they are identified for destruction. It is generally accomplished through maceration, chopping, pulverization, or shredding where these processes do not render the material unreadable or where the material could be reconstructed. The VA BHHCS prefers that the contractor perform interim destruction prior to transporting the temporary paper records off VA BHHCS facilities or further than sixty miles from the VA BHHCS facilities. Methods of interim destruction carried out by an information destruction contractor must be witnessed by a VA employee or, if authorized by the VA organization that created the temporary paper records, a contractor (or subcontractor or third party) employee may act as witness. If a contractor (or is the witness, then that individual must, prior to departing the VA location, provide the designated VA representative with documentation that acknowledges receipt of the temporary paper records. The receipt should include the following information; the date, location, amount of temporary paper records, weight of temporary paper records if possible, and if interim destruction was or is to be performed the method of interim destruction performed or to be performed and where. Certification documentation can be in the form of a letter, memo, or any format attesting to its interim destruction. Contractor (or subcontractor or third party) must provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Prior to final destruction all materials must remain in secure locations until final disposition. Any changes to handling procedures must be preapproved by the VA BHHCS. FACILITY PHYSICAL LOCATIONS VA Black Hills Health Care System; Fort Meade, South Dakota - located at 113 Comanche Road, Fort Meade, SD  57741 Hot Springs, South Dakota - located at 500 North 5th Street, Hot Springs, SD  57747 SAFETY AND SECURITY PRECAUTIONS   Contractor shall provide his/her employees safety equipment which is required for performance of the contract.   The contractor shall also take all required precautions regarding fire and safety policies/procedures within VA BHHCS.   The contractor is responsible for immediately notifying the COR of any existing or potentially unsafe or security conditions noted or with possibility to develop in any space the contractor is aware of i.e., unsecured container, broken lock on container, safety guards on contractor equipment.   Contractor shall comply with all Occupational Safety and Health Act (OSHA) and applicable laws/regulations for the protection of his/her employees.   The Government shall assume no liability or responsibility for the Contractor s compliance or noncompliance with such requirements. SMOKING POLICY Smoking is not permitted within or around the VA, except in designated areas. CELLULAR PHONES Cellular phones are not acceptable in all areas, as they may interfere with medical equipment. Contractor shall verify with the COTR areas, where cellular phones cannot be used. BADGES AND PARKING Contractor personnel are required to wear identification (I. D.) badges issued by the VA Security Office during the entire time they are on the VA Healthcare System grounds.   It is the responsibility of the Contractor s personnel to park in the appropriate designated areas.   Parking information is available from the VA Healthcare System Security Office.   The VA Healthcare System shall not validate or reimburse for parking violations under any circumstance. Parking may be a problem at some sites and should be coordinated through the COTR NATIONAL HOLIDAYS Listed below are the ten national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 B. When one of the holidays falls on Sunday, the following Monday shall be observed as a national holiday.   When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies.   Included would be any day specifically declared by the President of the United States of America as a National holiday. End of SOW: Submission requirements for responses to this sources sought notice: Interested vendors need to provide a letter of interest along with their capabilities statement. Please include answers to these questions: 1. How do you intend to comply with the Limitations on Subcontracting as prescribed in FAR 52.219-14? 2. What resources do you currently have or have an ability to acquire within the local area in performance of this requirement? 3. What is your socio-economic status under NAICS code 561990 Please include your DUNS number with you letter. Where to send responses: ATTN: Shane Galles shane.galles@va.gov Response Deadline: 4 May 2018, 1400 MST
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VABHHCS568/VABHHCS568/36C26318Q0419/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26318Q0419 36C26318Q0419_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4240316&FileName=36C26318Q0419-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4240316&FileName=36C26318Q0419-000.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: Departement of Veterans Affairs;Black Hills Health Care Systems;113 Comanche Rd.;Fort Meade, SD

Zip Code: 57741
 

Record

SN04894983-W 20180421/180419230535-08002e61ef4f71112f5c71b87b26ec23 (fbodaily.com)
 

Source

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

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