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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 21, 2018 FBO #5903
DOCUMENT

R -- VISN 20 SHREDDING SERVICES BPA - Attachment

Notice Date

1/19/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 102;Vancouver WA 98662
 

ZIP Code

98662
 

Solicitation Number

36C26018Q0083
 

Response Due

1/31/2018
 

Archive Date

3/2/2018
 

Point of Contact

José Ronstadt
 

Small Business Set-Aside

N/A
 

Description

Page 13 of 13 STATEMENT OF WORK (SOW) GENERAL PROCEDURE The contractor shall provide all labor, personnel, equipment, supplies, shipping (origin), secured vehicles, materials, supervision and other related services necessary to provide on-site commercial document destruction services for the Department of Veterans Affairs (VA) Medical Centers, Community-Based Outpatient Centers (CBOC) s and administrative facilities listed in Attachment 1, in accordance with VA regulations. Numbers of bins/consoles per location are provided on Attachment 1. Consoles and bins to be provided by the contractor. The goal of this procurement is to establish a safe and uniform process for shredding of documents that may or may not include sensitive data from the Veterans Integrated Service Network (VISN)20 locations to a designated financial institution. The use of secure shredding services will enable the Veterans Administration to ensure that patient sensitive data be protected. A complete listing of VISN 20 addresses are provided on Attachment 2. No guarantees are made as to the estimated pick-up and delivery frequencies or volumes, or the quantities of bulk containers. The estimate information provided in the scope of work is based on historical data. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor of location changes within five working days of any changes. This is a new requirement. Interested vendors must have at least three (3) years of experience in providing shredding services. Contractor shall provide documentation that confirms three years of relevant experience with the solicitation response. Provide summary and name, phone number and email of contact. The anticipated Periods of Performance (POP) are as follows: Base Period: Date of Award 03/31/2019 Option Period 1: 04/01/2019 03/31/2020 Option Period 2: 04/01/2020 03/31/2021 Option Period 3: 04/01/2021 03/31/2022 Option Period 4: 04/01/2022 03/31/2023 SHREDDING SPECIFICATIONS The Contractor shall provide onsite document destruction services in the presence of a VA employee for Government provided documents containing classified, sensitive, confidential, and medical records. The documents (paper data) shall be destroyed (shredded) per commercial standards including two-factor shredding. Two-factor shredding is defined as the destruction of material through a two-step process. A sample is to be provided as requested showing the documents destruction. Protected information contained on any other form of media will be removed, obliterated, or the media destroyed by or in the presence of a VA employee. Bulk document shredding will be on an as needed basis. The VA will contact the vendor with an estimated amount of the boxes and/or pallets of documents and set up a time and date for the vendor to pick up. Items in shredding bins that are not considered paper such as I.D. bands, CDs, I.D. cards, cardboard. Vendor must have the ability to shred items that are not considered paper. No more than 15% of non-paper items will be included in each pickup. All directives in VA Directive 6371 shall be followed. INTERMITTENT/EMERGENCY ORDERS In the event that additional onsite shredding is needed, the contractor shall be available within 48 hours notice to respond for unscheduled service and prices shall be in accordance with the location fee that is listed in the contract schedule. CONTROL OF SECURITY WASTE The Contractor shall be responsible for management, oversight, security, and control of all classified, sensitive, confidential documents and documents containing medical records stored in the locked containers, prior to and until completion of shredding or destruction of the documents. SECURITY WASTE COLLECTION CONTAINERS (Bins, Consoles, Rolling Bins) The contractor shall deliver the required number of locked security waste containers with key-locking lids at each VA facility. The containers shall be placed at the designated locations directed by the COR. The containers shall be kept locked at all times. Temporary paper records that are collected for destruction must be kept in a manner that will prevent their content from being read by individuals with no official business need or right to access the data contained in them. The method of collecting and processing these temporary paper records must also prevent their loss or theft until their final destruction. Contractors, subcontractors (or third parties) who handle VA temporary paper records shall require documentation in any and all subsequent contracts or agreements between the primary information destruction contractor and their subcontractors or third parties that the subcontractors or third parties shall provide sufficient reasonable safeguards for the temporary paper records, to the same standards required of the primary contractor, throughout the destruction process. The contractor shall provide two sets of keys for each bulk container. One set of keys shall remain in the possession of the contractor or his employees at all times while at the Government site. The second set of keys shall be provided to the medical facility s designated staff member. Once documents are in the shred box, no human contact with the documents unless authorized by the designated VA employee for the purposes of shredding or retrieval if required. The Contractor is responsible for maintaining all bulk containers in a clean, safe, and odor-free condition. The number of containers may change as needs change. Contractor shall offer or remove containers as needed. CERTIFICATION OF DESTRUCTION The Contractor shall prepare and submit to the medical facilities COR an original signed Certificate of Destruction for each pick up for each site within three (3) working days of each pick up. 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 subcontractor or third party) employee 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. VA personnel responsible for documenting the final destruction of temporary paper records must develop a tracking method for ensuring that a certificate of destruction is submitted for every shipment of temporary paper records released to an information destruction contractor. When final destruction is carried out by a contractor (and its subcontractors or third parties) the parties must be a NAID certified, bonded, and insured contractor for paper/printed media destruction; or a non-NAID certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in Appendix A of VA Directive 6371 Destruction of Temporary Paper Records (April 8, 2014). The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: Pick-up/Delivery Location Pick-up/Delivery Date Name of Government COR at Pick-up Location Amount of shredded waste (number and type of containers picked up and pounds shredded) Destruction Certification Document Number Destruction Certification Date Any other information as determined necessary by the Information Security Officer ACTIVITY LOGS/REPORTS The Contractor shall maintain an Activity Log of shredding/destruction services accomplished at each site. One copy of the Activity Log shall be provided to the facility COR after all documents have been shredded. CONTRACTOR PERSONNEL Provide all personnel, supervision, transportation (secure vehicles), and labor necessary to perform the driving, pick-up, and shredding of documents the specified locations. All personnel shall have the skills, knowledge, and training to satisfactorily perform the services required. Contractor will be responsible for training, providing uniforms, equipping, supervising, and discharging employees. The Contractor shall provide qualified employees. Qualified is defined as: The employee has passed the security and clearance requirements. The Contractor shall be required to comply with all VA security requirements. The Contractor shall provide Key Personnel Resumes detailing the individual qualifications and relevant experience. Key Personnel are considered management positions. Resumes must demonstrate ability to effectively manage a shredding contract of the size and scope described in the SOW. The Contractor shall be responsible for coordinating with the facility COR and providing all information required of employees for performance of work. All security requirements must be met and employees cleared prior to the contractor performing work under the contract. Provide each employee with a printed and laminated identification card containing the following information that is consistent with the employee information provided to the agency: Employee's Typed Name Employee's Title Employee's Signature Employee's Photograph Company Name Ensure that all employees: Display (on their person) the picture identification card that clearly identifies them as authorized messengers for Contractor. Wear company logo uniforms. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. A VA employee shall be designated to escort the contractor to all areas until all documents are shredded to the proper dimension. CONTRACTOR SECURITY The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to contractor personnel who require access to VA information systems designated as sensitive. If selected, a Business Associate Agreement (BAA) is required per directive 6371. A copy of the BAA is required within 90 days of the award. All contracted employees of Contractor who will be providing Service for Center must understand and adhere to the following language: As an independent contractor, (shredding company name), under contract with the Center, I fully understand that much of the information that is provided to (shredding company name) and its employees is privileged and legally and administratively restricted and falls under the provisions of the Privacy Act of 1974. The Privacy Act, the Safeguards, and the Criminal/Civil Sanctions paragraphs specify (shredding company name) responsibility and liability regarding disclosure of this information. Contractor and subcontractor personnel who require access to VA information systems shall be subject to all necessary background investigations to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. The contract requires Contractor personnel to maintain U.S. citizenship; the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. QUALITY CONTROL The contractor shall develop and maintain a quality plan to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services and addressing areas with the Acceptable Quality Levels are not met in a Quality Control Plan. The Quality Control Plan shall be included with the solicitation response. Contractor shall develop methods of inspecting and record keeping. QUALITY ASSURANCE The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located at the business locations. Provide professional customer service (i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner). "Timely manner" in the context of this contract means no later than close of next business day. The VA POC an COR shall be able to contact the Contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer or his/her representative. Ensure the work be carried out in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations. Provide the VA Medical Center POC and COR with two (2) contacts (a primary and an alternate) who the VAMC Center can reach during Contractor s business hours. Information to include: Name Contact numbers (phone, mobile, pagers) A 24-hour emergency contact (name, telephone #, mobile #) available during Contractor s non-business hours. INSURANCE REQUIREMENTS: The Contractor is required to provide copies of proof of Worker s Compensation that complies with Federal and State Worker s Compensation and Occupational disease statues within 15 days of award and provide proof of General Liability Insurance with solicitation and final within 15 calendar days after notification of contract award. In accordance with FAR Subpart 28.307-2, Liability: Workers' compensation and employer's liability. Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. General liability The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property damage liability insurance coverage shall be required written on the comprehensive form of policy of at least $500,000 per occurrence. The Contractor shall meet all requirements of Federal, State and City code regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. The contractor shall possess at least the minimum amount of liability insurance for operation of courier services within the States of Oregon, Washington, Idaho and Alaska. Proof of General Liability shall be provided with the solicitation response. BADGES AND PARKING All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Personal Name, and Photo of Contractor. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the participating healthcare center s Security Office. VA will not validate or make reimbursement for parking violations of the contractor's personnel under any circumstance. CHANGES: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. All route changes must be provided to the VAMC point of contact and contracting officer within 24 hours of the change. All scheduled pickup times and dates must still be adhered to during a route change unless agreed upon by the VAMC point of contact and contracting officer. All pickups and deliveries must be within the required dates and times as noted on Attachment 1. Any deviations from the scheduled pickup times and dates must be agreed upon by the VAMC point of contact and contracting officer. All changes to delivery times and dates require notification in writing to the VAMC point of contact and the contracting officer. Provide to the VA Contracting Officer and VA COR a Emergency Contingency Plan (Plan). The Plan must address what alternative actions Contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. The VA Contracting officer and VA COR will approve/reject the Plan within 15 calendar days of submission. If not approved, the VA Contracting Officer will notify the Contractor as to the areas of the Plan that are unacceptable. Changes and resolution shall be achieved through mutual agreement between VA and Contractor. NO SMOKING POLICY: Except in designated areas smoking is strictly prohibited inside and on the patios and balconies of all buildings and within 35 feet of all openings of all buildings. Smoking is defined as the burning of any cigarette, cigar, or other tobacco product. HOURS OF SERVICES: The contractor shall perform the services as specified herein Monday through Friday with the exception of National Holidays (see below) between the hours of 7:30 a.m. 4:30 p.m. The contractor is not required to provide service on the following U.S. Government holidays, nor will the Contractor be paid for these holidays. National holidays observed by the Federal Government: New Year s Day 1 January Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any national holiday specifically declared by the President of the United States. REQUIREMENTS AND RESPONSIBILITIES Ensure that the company has and maintains insurance coverage valued at $1,000,000 made payable to the VA Medical Center to cover the costs to reconstruct a lost, stolen or destroyed deposit Maintain a copy of the insurance certificate Provide accurate and complete addresses and contact information. VA POC shall notify Contractor accordingly if there are changes to the Center s information Provide access to the Center. Ensure that all bins are available for shredding within the scheduled time. Evaluate the contractor s performance under this contract. Have and maintain at each VA POC a Performance Log Matrix (See Exhibit 1 page 12 for sample) showing the details of each shredding pickup to include date, time of pickup and any issues that may have occurred. If an item is mistakenly dropped in the bin, the designated key holder will, at his or her discretion, open the bin to retrieve the item. DELIVERABLES Deliverable # DELIVERABLE SECTION DELIVERY DUE DATE DELIVER TO METHOD 1 Contacts Information 11.5 with solicitation VA CO VA COR VA POC Email 2 Insurance certificate 12.1 within (15) calendar days upon receipt of award VA CO VA COR VA POC Email 3 Emergency Contingency Plan 14.6 Provided with solicitation response. VA CO VA COR VA POC Email 4 Certificate of Destruction 6 Provided within 3 working days of pickup. VA COR VA POC Email 5 Activity Log 7 Provided within 1 week of all documents being shredded VA COR VA POC Email 6 Shredding sample 2.4 As needed VA POC In Person 7 BAA 9.2 Provided within 90 days of the date of award. VA CO Email 8 Quality Control Plan 10.2 Provided with solicitation response VA CO Email 9 Proof of Insurance 12.2.2.4 Provided with solicitation response VA CO Email 10 Key Personnel Resumes 8.4 Provided with solicitation response VA CO Email 11 Proof of relevant experience 1.4 Provided with solicitation response VA CO Email 19. DELIVERABLES PROVIDED WITH SOLICITATION 19.1. KEY PERSONNEL: The Contractor shall submit Key Personnel Resumes clearly detailing the individual s qualifications and relevant experience with their solicitation response. Key Personnel are considered management positions. Resumes must demonstrate ability to effectively manage a shredding contract of the size and scope described in the (SOW 8.4). (not to exceed 4 pages) 19.2. QUALITY CONTROL PLAN: The contractor s quality control program is how the contractor assures that its work complies with the requirements of the SOW. Contractor must identify how they intend to meet the requirements in the SOW. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. It shall include a system for identifying and correcting deficiencies in the quality of service and the performance requirements, methods of inspecting and record keeping. (SOW 10.2) (not to exceed [NTE] 5 pages) 19.3. CONTACTS: Provide two (2) contacts (primary and alternate) and an emergency contact (per SOW 11.5) (NTE 1 page) 19.4. PROOF OF INSURANCE AND BONDING: Contractor shall submit proof of insurance and bonding with the solicitation response. (SOW 12.2.2.4) 19.5. EMERGENCY CONTINGENCY PLAN: Provide plan to adequately address what alternative actions Contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. Include plan outline and summary with solicitation response (SOW 14.6) (NTE 3 pages) 19.6. EXPERIENCE: Documentation that confirms at least 3 years of satisfactory and relevant experience/past-performance performing the same type and kind of sampling specified in this solicitation. Provide summary and reference information for at least three (3) examples, which may be completed or currently ongoing and are similar to the scope of the SOW with the solicitation response. Include name, phone number, and email address for customer s primary technical contact. (SOW 1.4) (NTE 2 pages). 20. PERFORMANCE REQUIREMENTS SUMMARY The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Task SECTION REQUIRED SERVICE (Performance Requirements) STANDARD (Performance Standards) ACCEPTABLE QUALITY LEVEL (AQL) METHOD OF SURVEILLANCE (Quality Assurance) PERCENTAGE REDUCTION IF EXCEED AQL 1 14.4 Pick up at VA Medical Center at correct times and dates. No show, late arrival and unscheduled route changes 0% - No deviation allowable VA POC Monitoring 100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 2 2.2 Initial shred onsite Not shredded onsite 0% - No deviation allowable VA POC Monitoring 100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 3 2.2. & 2.3 Two factor shredding Not shredded or destroyed in a secondary process 0% - No deviation allowable VA POC Monitoring 100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 4 5 Consoles, bins, and rolling bins provided As needed 0% - No deviation allowable VA POC Monitoring 50% deduction of monthly rate 5 2.5 Bulk shredding pickup As needed 0% - No deviation allowable VA POC Monitoring 50% deduction of monthly rate 6 6 Certificate of destruction provided Within 3 working days of pickup 0% - No deviation allowable VA POC 50% deduction of monthly rate 7 7 Activity Log Provided Within 1 week of document destruction 0% - No deviation allowable VA POC 50% deduction of monthly rate 8 14 Changes to routes, delivery dates, delivery times, or contacts are notified in writing. Within 24 hrs. 0% - No deviation allowable VA POC 50% deduction of monthly rate 21. Performance Log Matrix - Covered above in Section 20. PERFORMANCE REQUIREMENTS SUMMARY 22. LOCATIONS See Section D for Attachment 1- Location, Bins/Consoles and Pickup; as well as for the facility maps, for location information. 22.1 In all locations, invoicing will be done on the actual service provided and may vary.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/PoVAMC/VAMCCO80220/36C26018Q0083/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26018Q0083 36C26018Q0083.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029576&FileName=36C26018Q0083-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029576&FileName=36C26018Q0083-000.docx

 

File Name: 36C26018Q0083 Sources Sought 36C26018Q0083.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029577&FileName=36C26018Q0083-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029577&FileName=36C26018Q0083-001.docx

 

File Name: 36C26018Q0083 STATEMENT OF WORK.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029578&FileName=36C26018Q0083-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029578&FileName=36C26018Q0083-002.docx

 

File Name: 36C26018Q0083 Attachment 1 - Delivery Location and Pick Up.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029579&FileName=36C26018Q0083-003.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029579&FileName=36C26018Q0083-003.docx

 

File Name: 36C26018Q0083 Attachment 2 Facility Maps.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029580&FileName=36C26018Q0083-004.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4029580&FileName=36C26018Q0083-004.pdf

 

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

Record

SN04794202-W 20180121/180119230707-48dc8a5a246cf8364e45eac335718184 (fbodaily.com)
 

Source

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

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