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FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 01, 2018 FBO #6187
DOCUMENT

R -- Document Destruction, VISN 15 - Attachment

Notice Date

10/30/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
 

ZIP Code

66048
 

Solicitation Number

36C25519Q0048
 

Response Due

11/30/2018
 

Archive Date

2/28/2019
 

Point of Contact

Frank Novello
 

E-Mail Address

6-1962<br
 

Small Business Set-Aside

N/A
 

Description

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide Document Destruction Service in support of all VISN 15 VA Medical Centers and supporting CBOCs (see performance work statement below.) The request is for 12-month service for Document Destruction Service, with the potential for an additional four (4) option years. The NAICS code for this service is 561990 (All Other Support Services) with a size standard of $11.0 million. Performance Work Statement (PWS) - A. GENERAL: 1. The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial document destruction services for the facilities within Department of Veteran Affairs, VA Heartland Network 15 (VISN 15). Facilities include VA Medical Center, Marion, IL; VA Medical Center, Poplar Bluff, MO; VA Medical Center, John Cochran Division and Jefferson Barracks Divisions, St. Louis, MO; VA Medical Center, Columbia, MO; VA Medical Center, Kansas City, MO; VA Medical Centers in Topeka and Leavenworth, KS which comprise the Eastern Kansas Healthcare System (EKHS) and the VA Medical Center, Wichita, KS. Also included are VISN 15 supported Community Based Outpatient Clinics (CBOC) that are supported by the VA Heartland Network 15. Currently, the VA Medical Center, Kansas City, MO and surrounding CBOCs; EKHC (Topeka and Leavenworth, KS) and VA Medical Center, Marion, IL and surrounding CBOCs are participating in this requirement. 2. The Government retains the right to make multiple awards if doing so is in the best interest of the Government. The Government intends to negotiate with the awarded contractor(s) for possible inclusion of other sites within VISN 15 during the term of the agreement. Inclusion of additional sites will be competed amongst the awarded Blanket Purchase Agreement holders if multiple awards are made. 3. The contractor shall furnish the number of locked security waste container(s) (bins), as required for each facility without additional cost to the Government. 4. Pickup schedule for each locations shall be coordinated with the facility Contracting Officer Representative (COR) after award. 5. No guarantees are made as to the estimated pickup and delivery frequencies or volumes, or the quantities of bulk containers required at each VA Heartland Network 15 facility. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor, in writing, of location changes within five (5) working days of any changes. B. SHREDDING SPECIFICATIONS: 1. The VA will designate documents and materials for destruction by placing such materials into the contractor furnished disposal containers ( bins ) located throughout the VA. Such designation shall be deemed to occur when the VA employee or other VA authorized person deposits the material into the contractor furnished disposal container (described later in this statement of work). 2. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, dated April 8, 2014 the National Institute of Standards and Technology (NIST) Special Publication 800-88 (NISTSP 800-88) Guidelines for Media Sanitization and FIPS 199 Security Categorization of the System Confidentiality. This is to reduce the impact of harm of unauthorized disclosure of information from the media. Materials collected for destruction and disposal shall be secured until the confidential material is rendered unrecognizable in accordance with NIST 800-88 specifications. Destruction must be according to National Archives and Records Administration (NARA) rules as well as regulations issued by the Archivist of the United States governing the methods of destroying records (44 U.S.C. 3302 § 1228.58) 3. This contract is designed to destroy VA designated confidential documents according to the prescribed document destruction standards in the Performance Work Statement (PWS). The Government will retain title to paper until the paper is rendered unrecognizable. The Contractor shall provide a certificate of destruction directly after service to include date, signature, amount shredded and HIPPA disclaimer. All loads leaving the VA facilities must be secured and sealed before transportation. All VA material arriving at the contractor destruction facility must be shredded material. The contractor will retain risk of loss from pickup through destruction. C. DESCRIPTION OF CONFIDENTIAL DOCUMENT DISPOSAL CONTAINERS: 1. The Government (VA) may utilize several different types of locked document disposal containers. Containers shall be Contractor Furnished Equipment (CFE) owned and provided by the contractor. Pricing for such containers shall be included in the disposal prices. Containers shall be lockable, lock with a key or lock combination provided to the designated COR. The contractor is responsible for maintaining all containers in a clean and odor-free safe condition. All containers must comply with Life Safety Code: NFPA 101-2000) 19.7.5.5., for use in non-hazardous areas. 2. The VA shall retain flexibility to increase or decrease the size or the number of containers without incurring any additional costs. The costs for each container shall be based on established pricing. 3. The Contracting Officer will designate multiple COR s depending on the geographic locations serviced. Contractor shall assure that contractor furnished containers comply with applicable regulations from the point of collection through transportation and destruction. The COR s shall be afforded an opportunity to approve collection container designs prior to use. The COR s may require the contactor to check-in for each periodic container pickup appointment/visit. 4. The Government reserves the right to order additional containers on a surge basis as required for unforeseen situations such as office relocations, file closeouts, etc. 5. Bins will be top loaded and have a build in lock to ensure waste deposited cannot be removed without a key. A key to each bin will be provided to the VA facility COR. The contractor will provide up to two sets of shred bin keys per listed facility. Shred staff may occasionally be asked by local employees, patients or visitors to retrieve items from the shred bin. The contractor will not provide items from the bins without proper authorization. The contractor will only open bins at the request of those approved by the COR for requesting items to be removed from the shred bins prior to destruction. Shred employees will not retrieve items from the shred bin and turn over to VA staff except as approved by the local COR. 6. Material will not be allowed to accumulate and overflow the containers. A pickup schedule will be established based on usage and will include a set time and date. The pickup schedule and container placement will be reviewed initially on a week by week basis for a ten (10) week period (by contractor and VA COR) and then on an as-needed basis to adjust the minimum/maximum usage of the containers. 7. Pickup of the secure waste shall take place during normal working hours, Monday through Friday, 8:00 a.m. 4:30 p.m. or during normal working hours for the designated Community Based Outpatient Clinics (CBOC). At no time will shred materials be left unsecured. During pickup, worker will assure that bins are either locked or continuously attended. Pickup carts will be equipped with covers and will be closed except when actually loading or unloading materials. D. TASKS: 1. To support the contract, the contractor shall perform tasks described below. The contractor shall work closely with designated COR s. (a) Task 1: Pick up, secure, transport, temporarily store, and handle designated materials (including paper documents) in compliance with VA Directive 6371, NIST 800-88 and FIPS regulations. The contractor must maintain a chain of security from pick up to final destruction by one of the acceptable manners as listed in Task 2. At a minimum, basic shredding shall be done on site. Interim destruction of temporary paper records requires macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or reconstructable to any degree, but does ensure that they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step (b) Task 2: The contractor shall destroy (renders unrecognizable) all VA designated documents. Contractor shall render VA designated materials unrecognizable by one of the following VA approved destruction techniques: (1) Destroy paper using shredders which produce particles that are 1 x 5 millimeters in size (reference devices on the NSA paper shredder EPL), or (2) To pulverize/disintegrate paper materials using disintegrator devices equipment with a 3/32 inch security screen (reference NSA Disintegrator EPL). OR (3) Pulp materials in accordance with stipulated NIST and FIPS regulations. Note: If shredding is not the final destruction method and shredding is only an interim step in the destruction process, then shredding to NIST standards is not required, but the shredded material must be protected until it is no longer readable or reconstructable which means material must be pulverized, bleached, pulped or fully destroyed by other means. 2. Contractor is ultimately responsible for document security from pickup at VA through final destruction. Contractor shall transport by secure means and safeguard designated destruction materials at all times and in all locations from pickup through certified destruction. 3. Contractor shall deliver industry standard Certificates of Destruction for completed destruction according to NIST and FIPS Regulations. 4. Contractor shall coordinate pick up schedule for assigned locations with the COR. E. NON-DISCLOSURE OF SENSITIVE INFORMATION 1. Contractor staff involved in this contract will have access to some privileged and confidential materials of the US Government. These printed and electronic documents are for internal use only and remain the sole property of the US Government. Some of the materials are protected by Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees. 2. The contractor acknowledges that in the performance of this contract, the contractor will have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this contract. The contractor shall comply with applicable Government regulations regarding information document security to prevent disclosure of sensitive information to unauthorized individuals or organizations. F. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the medical facility s COR an original signed Certificate of Destruction for each pick up for each site. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: a. Pickup/Delivery Location b. Pickup/Delivery Date c. Name of Government COR at Pickup Location d. Amount of shredded waste (number of containers picked up and pounds shredded) e. Destruction Certification Document Number f. Destruction Certification Date g. Any other information as determined necessary by the COR. Final destruction must be performed, by a National Association for Information Destruction (NAID) certified; bonded and insured recycler or paper mill and any intermediary processes must protect the records until final destruction is completed. The wastepaper contractor must be required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records so that it is not readable or reconstructable. The destruction of the information must be witnessed either by a Federal employee or, if authorized by the organization that created the records, by a contractor employee. This witnessing may be completed by the wastepaper contractor as long as a documented certification of destruction is provided to VA that certifies complete destruction of the records. The vendor will provide the facility with documented evidence of the amount and date the material was collected prior to transporting off-site. G. CONTRACTOR VEHICLES: All contractor vehicles utilized in this contract shall be insured (up to the minimum coverage required by the State in which the VA facility is located) and maintain current state vehicle registration. All contractor employees shall possess a valid State Driver s license and have no traffic violations on his/her driving record. The contractor or his/her employees while performing under this contract shall use no personal vehicles. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. Any response to this source sought from Interested parties must be received NLT November 30, 2018. Attention: Frank Novello, Contracting Officer. Email: frank.novello@va.gov. -End-
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/36C25519Q0048/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25519Q0048 36C25519Q0048.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4659444&FileName=36C25519Q0048-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4659444&FileName=36C25519Q0048-000.docx

 

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

Record

SN05138458-W 20181101/181030230803-8c0eaa467ad540b5c46cf9c999796f1c (fbodaily.com)
 

Source

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

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