Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 22, 2009 FBO #2645
SOURCES SOUGHT

S -- RFI/Sources Sought for On-site Shredding

Notice Date

2/20/2009
 

Notice Type

Sources Sought
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Iowa City VAMC;601 Highway 6 W.;Iowa City IA 52246
 

ZIP Code

52246
 

Solicitation Number

VA-263-09-RI-0168
 

Response Due

2/27/2009
 

Archive Date

3/29/2009
 

Point of Contact

Matthew E. Null<br />
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT notice. The Department of Veterans Affairs (VA), Veterans Affairs Medical Center (VAMC) - Iowa City VA is interested in identifying sources capable of providing on-site shredding services in accordance with the Statement of Work (SOW) included within this notice. In your response please identity your company name, point of contact with contact information, and indicate if you're capable of providing the services to the standards identified in the SOW. Additionally, please identify your business size, and if you are (by the definitions in the FAR) any of the following: Small Business, 8(a) disadvantaged, disadvantaged, woman-owned, veteran-owned, service disable veteran owned or HUB Zone certified. Your response shall be submitted no later than 4:00 P.M. CST, February 27, 2009 to Contract Specialist, Matthew E. Null at matthew.null@va.gov or fax to (319) 887-4957. All information furnished in response to this RFI shall be furnished at no cost or obligation to the Government. This is not a Request for Quote, Invitation for Bid, or a Request for Proposal, but rather for gathering information on interested parties only. NAICS Code 561990, Size Standard $7Million. Solicitation is tentatively scheduled to be issued on or about March 9, 2009. Only electronic copies of the solicitation will be made available. Interested parties should contact the Contract Specialist by email. Contracting Office Address: Department of Veterans Affairs; Contract Management (90C); 601 Highway 6 W; Iowa City IA 52246 Point of Contact(s): Matthew E. Null Contract Administrator 319-688-3839; matthew.null@va.gov Statement of Work - Shredding of Sensitive Information Summary: This contract is for services to shred and dispose of paper, and other media that contain sensitive information from the medical center. Scope of Work: The Department of Veterans Affairs (VA) Iowa City Medical Center intends to use the services of a contractor to shred VA records and other materials throughout the year, and at various locations. Records may contain carbon paper, binders, folders, DVDs, CDs, VHS tapes, and other non-paper materials. Papers must be shredded to NIST 800-88 Guidelines for Media Sanitation, which require shredders to have cross-cutting capabilities which produce particles that are 1 X 5 millimeters in size, or disintegrator devices with a 3/32 inch security screen. All shredding must be done on-site at the Iowa City VA Medical Center, at the Community-based Outpatient Clinics (CBOCs), or other leased/rented locations identified below. a. The contractor shall provide all labor and equipment and shall be responsible for disposing of all shredded materials. Contractor will clean up any residual material before leaving the site. b. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal and state regulations with regard to transportation and destruction of classified medical documentation. c. While on VA Medical Center premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with the company's name. d. The contractor will provide the service identified in this contract, twice weekly between the hours of 1:00 pm and 8:30 pm, Monday through Friday at the Iowa City VA Medical Center. Service for the CBOC's and other locations will be determined by clinic staff and the Contracting Officer's Technical Representative (COTR). e. The contractor will provide a schedule for shredding times to the COTR. Once the schedule is established, all shredding will occur on the same two days of the week. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday, and will inform the medical center of the revised shredding day. f. The contractor will recover material to be shredded from BS-10. The material will be in the contactors' large locked centrally-located containers. Material will be collected throughout the VAMC facility by internal staff, and brought to BS-10. At the off-site locations, the contractor will recover the contractors' large locked centrally-located containers, and return them. g. The contractor will be responsible to ensure that contractor employees coming to the work site will receive the information required above. h. The contractor will be responsible to ensure contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The contractor is also responsible for completing background investigations on all personnel who will be on site. The results of the background investigations must be furnished to the ISO, Contracting, and the COTR prior to the contractor's employees entering the medical center. The contractor will have a Quality Assurance Plan to assure material is shredded to guidelines, and maintenance is performed on all equipment. Equipment: The contractor shall provide mobile equipment to do all shredding. Equipment shall be capable of cross-cutting the paper material. Contractor will provide large locking central collection containers to collect shredding material. Deliverable: Contractor will normally shred materials twice weekly. Any additional service requests shall be provided within 48 hours after the contractor is notified by the medical center. Quantities: The medical center estimates 100,000 lbs of material to be shredded annually, and reserves the right to increase or decrease the quantity of material. Additional Requirements: 1. Certificate of Destruction: A Certificate of Destruction shall be provided after each job. The contractor shall give the certificate to the ISO and the Chief, HIMS. 2. VA Handbook 6300.1 "Records Management Procedure" shall be applicable to all record/microfiche destruction. The procedure reads: "The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as Privacy Act of 1974 or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contractor must provide documentation that the contractor employee is authorized to witness destruction of the record. Resale of VA records for use as records or documents is prohibited. 3. Confidentiality of Material Destruction: Contractor personnel shall maintain the confidentiality of the material to be destroyed. Any contractor personnel found to be reading any of the medical center materials shall be promptly removed from the government premises. The person/s involved shall not be allowed to return to the medical center for any future service requests. 4. Storage: The VA will provide a room to be used by the contractor as a collection/storage area for the shredding materials. This room is intended for the storage of vendor containers. 5. National Holidays: The ten holidays observed by the Federal Government are: New Year's Day Martin Luther King's Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas And any other holiday specifically declared by the President of the United States to be a national holiday. 6. HIPAA: The contactor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) after award. 7. Estimated Shredding Services: 25 to 40 large (over 50 gallons) containers at the following location, VAMC Iowa City 601 Hwy 6 West Iowa City, IA 52246 and 2 to 4 large containers will be needed at the following locations; Coralville Outpatient Clinic 520 10th Ave Coralville IA 52241 Quad Cities Outpatient Clinic 2979 Victoria St Bettendorf, IA 52722-2784 Waterloo Outpatient Clinic 1015 S. Hacket Rd. Waterloo, IA 50701 Dubuque VA Clinic 200 Mercy Drive Suite 106 Dubuque, IA 52001 Galesburg Outpatient Clinic 387 Grove St. Galesburg, IL 61462 Quincy Outpatient Clinic 721 Broadway Quincy, IL. 62301 PIP Office Bldg 2650 Mormon Trek Blvd Iowa City, IA 52240 Post Office 400 S. Clinton St Iowa City, IA 52246 Homeless Outreach Center Rock Island 2 other CBOC's are being planned, but no addresses are available.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=48dfbf49fd91b809df4d49054ce5754c&tab=core&_cview=1)
 

Place of Performance

Address: Department of Veterans Affairs;Iowa City VA Medical Center;Contract Management (90C);601 Highway 6 W;Iowa City, IA<br />

Zip Code: 52246<br />
 

Record

SN01754592-W 20090222/090220215923-48dfbf49fd91b809df4d49054ce5754c (fbodaily.com)
 

Source

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

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