Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 19, 2016 FBO #5291
DOCUMENT

S -- Western New York VA Healthcare System Sensitive Document Removal & Destruction - Attachment

Notice Date

5/17/2016
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;400 Fort Hill Ave.;Canandaigua NY 14424
 

ZIP Code

14424
 

Solicitation Number

VA52816N0204
 

Response Due

5/25/2016
 

Archive Date

8/23/2016
 

Point of Contact

Les Lecceardone
 

Small Business Set-Aside

N/A
 

Description

This solicitation is a "SOURCES SOUGHT" only. This is not a request for formal proposals or quotes. No formal solicitation document exists at this time. This request for information (RFI) 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 solicitation 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. A.DESCRIPTION OF SERVICES: Description of Services: Contractor shall ensure that document information/material will be secure from the point of pick-up, to the point of generation, to the point of destruction; and that ALL documents shall be destroyed beyond recognition (burned or shredded to pulp). The Contractor shall be required to make pick-ups as required by volumes generated of document materials for destruction. The day(s) of pick-up will be agreed upon by the Contracting Officer's Representative (COR) and the Contractor. The COR shall provide a location list of consoles and totters to be serviced, and/or other materials for destruction on the day of pick up, or by mutual consent with an established schedule. 1.Contractor shall provide secured/locked consoles and totters free of charge. 2.Contractor shall provide a listing of rooms where all consoles and totes are within the facility at all locations to the COR quarterly or when changes are made. 3.Contractor shall provide servicing of consoles and totters per instructions of COR. 4.Contractor must be able to destroy materials regularly placed in consoles and totters of the following mixed type: a.Approximately 14,000-20,000 pounds of paper material monthly b.Paper of any color, Carbon Paper c.Paper clips, staples, metal binder clips, binding left on disposed paper d.250 diskettes and CDs yearly. 5.Contractor shall destroy materials regularly placed in consoles and totters in the following manner prescribed by VA Handbook 6500, Risk Management Framework for VA Information Systems - tier 3: VA Information Security Program., and VA Directive 6371, Destruction of Temporary Paper Records. 6.Destroy paper by incineration, shredded, pulped, chopped, or macerated at a secure facility that passes government inspection. When material is burned it must be reduced to a white ash. Destroy microfilm, microfiche, or other reduced image photo negatives) by burning. When material is burned, residue must be reduced to white ash. The original signed in ink, Certificate of Destruction must be given to the VA Medical Center COR for our records. 7.The contactor shall destroy all material on the same day of pick up or make written notification to the COR with a justification of why destruction is delayed and what the contractor has put in place to protect the material (electronic mail is acceptable). In no case will the contractor hold any material for greater than 24 hours. The contractor will put in place process to ensure that the truck is locked at all times and will limit the number of stops when VA material is onboard. B.Contractor (Owned) Provided Supplies/Equipment: 1.The Contractor shall provide the Buffalo VA Medical Center, 3495 Bailey Ave., Buffalo New York 14215, Batavia VA Medical Center, 222 Richmond, Batavia, New York 14020 and VA Offices at Appletree Business Park, 2875 Union Road, Suite 3500, Cheektowaga, New York 14227, with consoles as needed at no cost to the Government. Keys to all consoles and totes placed at the VA shall be provided to the COR. Consoles shall meet the following specifications: a.Approximate size - 35"-40" in height, 15"-19" in width, and 15"-19" in depth. b.Must be securely locked with a deadbolt mechanism. Keys to be provided by Contractor to the COR or designee for all consoles and totes at all sites. c.Must have a frontal opening approximately 2"X15" for depositing materials d.Must contain an inner bag that will hold approximately 100 pounds of material, when full, secured inside the unit e.Must be aesthetically pleasing to the eye, preferably gray or similar light color in nature, and be able to accept labeling for acceptable material. 2.The Contractor shall provide the Buffalo VA Medical Center, 3495 Bailey Ave., Buffalo New York 14215, Batavia VA Medical Center, 222 Richmond, Batavia, New York 14020, and VA Offices at Appletree Business Park, 2875 Union Road, Suite 3500, Cheektowaga, New York 14227, with totters as needed at no cost to the Government. Totters shall meet the following specifications: a.Totters shall accommodate 65-95 gallons or 200-300 pounds of material when flail. b.Totters shall be easily mobile (have wheels) c.Totters shall be plastic in nature d.Totters shall be locked with lock and Keys to be provided by Contractor to the COR or designee. e.Totters shall have a slot on top of unit approximately 2" X 17" f.Totters shall be able to accept labeling for type of material acceptable. C.Facility Contractor Badge: Contractor shall sign out employee personnel badges from the EMS office at the beginning of service performance, and sign back in badge at end of service call. Badges shall not leave the facility. Badges in Buffalo are obtained in the EMS office Room 63, and in Batavia in Building 3, Room 104. D.Work Hours: Regular business hours for the EMS offices are 6:00 AM to 2:00 PM, Monday through Friday. The Contractor shall provide a work schedule with a timeframe and preferred day of service (i.e. Tuesday August 7th, 2015 7:00 AM EST) to the COR or his/her designee no later than the contract commencement date. The work schedule must be approved by the EMS Manager or his/her designee. E.Parking: A parking badge will be issued to the Contractor for the extent of services at the VA Buffalo. Lost badges may result in a fee for contractor. F.Documentation: The Contractor shall maintain an excel spreadsheet or other acceptable spreadsheet software to provide weekly feedback to the VA on the types and amount of materials picked up from the specified VA locations. The Contractor shall provide an updated list monthly, or as requested, to the COR or designee, and provide a log with the number of totters removed from the facility at the end of each service. This log will be kept with the contractor badges in the EMS Office. The original signed in ink, Certificate of Destruction must be given to the VA Medical Center COR for our records. 5. Performance Monitoring The COR will routinely inspect containers on-site, and document the inspection. Unannounced inspections will be completed periodically with the privacy officer and COR. 6. Security Requirements A.Final Destruction: Final destruction performed away from a VA facility must be performed, where practicable, 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. 1.The interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction. Interim destruction of these records must take place at the VA facility or at a secured vendor location. This destruction must be to the degree that the information contained on them is not readable and not re-constructible without extraordinary effort. If interim destruction is not carried out by VA employees, it must be carried out by a National Association for Information Destruction (NAID) certified, bonded, and insured contractor who has contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided to VA. 2.Certifications of destruction must be maintained in accordance with applicable VA Records Control Schedules, and should only be accepted from data destruction or recycle vendors after final destruction has actually taken place. VA personnel responsible for the final destruction of temporary records should develop a tracking method for ensuring that a certification of destruction is submitted for every shipment of such records released to data destruction or recycling vendor. 3.All mandatory VA Acquisition Regulation (VAAR) and Federal Acquisition Regulation (FAR) contracting, security, and privacy clauses must appear in all contracts let for the destruction of VA temporary paper records. Contracts governing the final destruction of temporary paper records containing VA sensitive information must contain a clause providing for inspection, upon request, by a VA representative of the contractor's facilities where the records are processed and final destruction takes place. 4.Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other sensitive temporary records are handled in a secure manner until they undergo final destruction. At a minimum, these contracts shall require documentation that any contractor who will handle the records until final destruction is completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data throughout the destruction process. 5.Records Management Clause needs to be added to any Contracts requiring the creation, use, storage, or disposition of Federal Records: a.Use of Contractor's site and services may require management of Federal records. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31& 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Managing the records includes, but is not limited to secure storage, retrievability, and proper disposition of all federal records including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract. 7. Period of Performance. Services are required to start on October 1st through September 30th with four (4) Option Years. 8. General Security Requirements 1.Contractor is required to subject its employee's to any and all training required and conducted by the VA (i.e. orientation training, emergency preparedness and any other training the V.A. may require.) 2.Contractor's employees must provide proof of current vaccinations for: influenza. Hepatitis B and C, Measles, Mumps, and Rubella. Contractor will not be able to commence work until proof is provided to the COR before contract start date. 3.Contractor's employees must undergo a security background investigation in accordance with VA policy, and provide proof of drug testing. Contractor will not be able to commence work until background investigation is complete, VA TMS computer training and proof of drug test is provided to the COR before contract start date. COR shall email contractor TMS link. Contracting Officer will provide background investigation paperwork. a.The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month's invoice(s) for services rendered. 1.)The current fees associated with background investigations are $267.00 each for low level investigation, $825.00 each for medium level investigation, and $3,015.00 each for high level investigation. Places of Performance: Removal of sensitive documents from the VHA WNY Healthcare System is required at the following locations: Department of Veterans Affairs VA Medical Center 3495 Bailey Avenue Buffalo, New York 14215 VA Medical Center 222 Richmond Avenue Batavia, New York 14020 VA Offices at AppleTree Business Park 2875 Union Road, Suite 3500 Cheektowaga, New York 14227 Response: Responses to this Special Notice should be able to demonstrate the firm's ability, capability, and responsibility to deliver the service listed above. 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. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.gov) and Representations and Certifications must be completed prior to any future proposal submission. The Government will in no way be bound to this information if any solicitation is issued. Any offeror capable of providing this service shall notify the Contracting Officer by email by Wednesday May 25, 2016 at Noon EST. The NAICS Code is 561990, All Other Support Services, with a size standard of $11 Million. Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources 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. All information is to be submitted via e-mail at Les.Lecceardone@va.gov.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CaVAMC532/CaVAMC532/VA52816N0204/listing.html)
 

Document(s)

Attachment
 

File Name: VA528-16-N-0204 VA528-16-N-0204.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2739193&FileName=VA528-16-N-0204-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2739193&FileName=VA528-16-N-0204-000.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: WNY VA Healthcare System;3495 Bailey Avenue & Satelite Offices;Buffalo,;New York

Zip Code: 14215
 

Record

SN04119631-W 20160519/160517234953-34dc59bdbbcdc13423bc11bc38d65a0b (fbodaily.com)
 

Source

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

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