Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 15, 2018 FBO #5987
DOCUMENT

R -- Document Destruction for VA Medical Center Oklahoma City OK 73104 - Attachment

Notice Date

4/13/2018
 

Notice Type

Attachment
 

NAICS

561210 — Facilities Support Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19, Services;1011 Honor Heights Drive;Muskogee Okla 74401
 

ZIP Code

74401
 

Solicitation Number

36C25918Q9524
 

Response Due

4/22/2018
 

Archive Date

7/30/2018
 

Point of Contact

Lance Davis
 

Small Business Set-Aside

N/A
 

Description

Request for Information ONLY 36C25918Q9524 On-Site Document Destruction VA Medical Center Oklahoma City, OK 73104 BRIEF SCOPE OF WORK (This is for information only) Project Scope 1. The contractor shall furnish on-site, commercial, secured collection and destruction of confidential documents, paper and patient privacy information for the following twelve (12) locations: Oklahoma City VA Medical Center including Garrison and Nicholson Towers, 921 NE 13th Street, Oklahoma City, Oklahoma 73104, Allergy and Asthma Clinic, 2nd floor), 750 NE 13th Street, 2nd Floor, Oklahoma City, Oklahoma 73104, VA Medical Center- Ardmore, 2002 12 Ave NW, Unit E, Ardmore, Oklahoma 73104, VA Medical Center-Lawton, 4303 Pittman & Thomas, Fort Sill, Oklahoma 73503, VA Medical Center-Research Parkway, 755 Research Pkwy, Oklahoma City, Oklahoma 73105, VA Medical Center-Stillwater, 320 N Perkins Road, Stillwater, Oklahoma 74075, VA Medical Center, North May Clinic, 2915 Pine Ridge Road, The Village, Oklahoma 73120, VA Medical Center, Friendship House, 1140 NW 32nd Street, Oklahoma City, Oklahoma 73118, VA Medical Center-HPDM, 55 N. Robinson Ave, Unit 1064, Oklahoma City, Oklahoma 73102, VA Medical Center-West Town Campus 1724 NW 3rd, Oklahoma City, Oklahoma 73106, VA Medical Center-Fiscal Service. 2915 N. Classen Blvd, Oklahoma City, Oklahoma 73106, and VA Medical Center-South OKC Annex, 7917 Mid America Blvd, 3rd Floor, Oklahoma City, Oklahoma 73135. The contractor shall provide all personnel, supervision, equipment and other services deemed necessary to perform all work as defined in the performance work statement (PWS). The contractor shall clean up any residual material(s) before leaving the site. Normal business hours are 8:00am to 4:30pm, Monday through Friday, excluding holidays. The contractor shall perform to the standards expressed in the contract and perform all tasks during these hours. All shredding shall take place at the Government owned or leased facilities listed herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material. This will be a Base Plus Four Option Year Contract. All VA sensitive information that is contained in paper records under the jurisdiction of VA shall be handles by the most secure, economical and effective means in accordance with legal requirements. Personal Identifying Information (PII) is the most common form of sensitive information handled at the VAMC and therefore requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in the actual or potential identity theft, and can cause great personal hardship to the subject individuals. It is imperative that the appropriate means of destruction be used for all VA temporary paper records. VA s preference is for a method of destruction that permits paper records to be recycled, while still meeting the requirements for final destruction. Interim Destruction: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing or shredding of these records to a degree that does not definitively ensure that they are not readable or re-constructible to any degree, but does ensure that they are not readable or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until their final destruction. 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; and this destruction must be to the degree that the information contained on them is not readable or re-constructible without extraordinary effort. If interim destruction s 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 if a certification of destruction is provided to the VA. Final Destruction: The process through which temporary paper records are pulped, macerated or shredded to a degree that definitively ensures that they are not readable or re-constructible to any degree. If this final destruction is performed away from a VA facility, it 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. However, if the records require special protection because they are national security classified or deemed confidential by statue such as the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), regulation or VA police, the wastepaper contractor shall 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 re-constructible. 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 if a documented certification of destruction is provided to VA that certifies complete destruction of the records. Certification of Destruction: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA records has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. Certifications of destruction shall be maintained in accordance with applicable VA Records Control Schedules, and shall only be accepted from data destruction or recycle vendors after final destruction has taken place. VA personnel responsible for the final destruction of temporary records will develop a tracking method for ensuring that a certification is submitted for every shipment of such records released to a data destruction or recycling vendor. All shredding services shall be provided on government owned or leased properties herein. Contract employees shall go to the locations of consoles, remove materials from the locked containers and transfer them to a secured location until destruction. The contractor shall destroy all paper products removed from the VA Medical Center, Community Based Outpatient Clinics (CBOCs) and other office locations herein, through an acceptable process which renders the paper completely unreadable, in accordance with VA Directive 6371. The contractor s equipment shall produce unreadable material that cannot be reconstructed to any degree. The shredder shall be of such capacity the limited quantities of incidentals such as paper clips, staples, rubber bands, pill bottles, compact disks and video tapes, patient plastic armbands and other types of paper can be shredded. The contractor shall provide secure lockable containers (consoles) with front facing/loading openings to collect and store materials to be shredded until such time that the shredding of the materials occurs. The consoles shall be no larger than 36 inches high, 20 inches wide and 20 inches deep. The consoles shall be provided, maintained, increased, decreased and replaced at no charge to the VA. The VA reserves the right to increase or decrease the number of consoles by 10% as needed by submitting a request in writing at least 30 days in advance. Console keys shall only be given to authorized VA employees. The COR will maintain a listing of authorized employee with keys/access. Consoles shall be installed in specific locations by the Contractor. Changes in location(s) of any console(s) shall be by agreement of both the Government (Contracting Officer) and the contractor. Any console movement shall be accomplished by the contractor. During the contract, quantities and location of collection consoles may be required to facilitate new construction and/or departmental moves. The CO, COR, and contractor will work jointly to ensure a current list of console locations and number is maintained by the VA and the contractor. All CBOCs and office locations will provide a current listing to the COR to ensure accuracy of location and console numbers. Any new construction console placement, existing location console moves or console removals will be added, or deleted, to the existing contract by contract modification at no further cost to the Government. The contractor shall perform shredding/pick-up on days scheduled and/or as agreeable to both the VA facilities and the contractor. The contractor shall perform their best effort to ensure service for all consoles on every scheduled visit. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities. The contractor, upon notification shall be required to pick up bulk shredding material or bins that are complete full prior to the next scheduled collection date. A clean certificate of destruction shall be provided to the COR (or Alternate COR (ACOR) when the COR is unavailable) upon the completion of service at every location. Shredded paper shall be recycled and the contractor shall provide a chain of custody letter showing each step of the recycle process and final disposition of destroyed materials, to include pounds and/or bags. The contractor shall be insured and bonded for destruction of VA material. The contractor shall provide an environmental certificate on an annual basis. The contractor shall be GSA certified, and AAA certified in destruction. The contractor shall provide documentation of a contingency plan in the event of equipment failure or unexpected events. Locations of performance Oklahoma City VA Medical Center, Including Garrison and Nicholson Towers 921 NE 13th Street, Oklahoma City, OK 73104 Estimated number of lockable consoles: 178 Pick-up: Every Wednesday, or as mutually agreed (excluding federal holidays) Allergy and Asthma Clinic 750 NE 13th Street, 2nd Floor, Oklahoma City, Ok 73105 Estimated number of lockable consoles: 4 Pick-up: Every Wednesday, or as mutually agreed (excluding federal holidays) VA Medical Center-Research Parkway 755 Research Pkwy, 5th Floor, Oklahoma City, OK 73105 Estimated number of lockable consoles: 4 Pick-up: Every Wednesday, or as mutually agreed (excluding federal holidays) VA Medical Center-Ardmore 2002 12th Ave NW, Unit E, Ardmore, Oklahoma 73401 Estimated number of lockable consoles: 2 Pick Up, every 4th Thursday or as mutually agreed (excluding federal holidays) VA Medical Center-Lawton 4303 Pittman and Thomas, Fort Sill, OK 73503 Estimated number of lockable consoles: 24 Pick-up: Every 2nd Monday or as mutually agreed (excluding federal holidays) VA Medical Center-Stillwater 320 N. Perkins Road, Stillwater, OK 74075 Estimated number of lockable consoles: 2 Pick-up: Every 2nd Wednesday or as mutually agreed (excluding federal holidays) VA Medical Center-North May Clinic 2915 Pine Ridge Road, The Village, OK 73120 Estimated number of lockable consoles: 8 Pick-up: Every other Monday, or as mutually agreed (excluding federal holidays) VA Medical Center-Friendship House 1140 NW 32nd Street, Oklahoma City, OK 73118 Estimated number of lockable consoles: 1 Pick-up: Every 4th Tuesday or as mutually agreed (excluding federal holidays) VA Medical Center-HPDM 55 N. Robinson, Unit 1064, Oklahoma City, OK 73102 Estimated Number of lockable consoles: 2 Pick-up: Every 4th Friday or as mutually agreed (excluding federal holidays) VA Medical Center-Fiscal Service 2915 N. Classen Blvd, Oklahoma City 73106 Estimated number of lockable consoles: 4 Pick up: Every Wednesday or as mutually agreed (excluding federal holidays) VA Medical Center- West Town Campus 1729 NW 3rd Street, Oklahoma City, OK 73106 Estimated number of lockable consoles: 1 Pick-up: Every Wednesday or as mutually agreed (excluding federal holidays) VA Medical Center-South OKC Annex 7917 Mid America Blvd, 3rd Floor, Oklahoma City, OK 73135 Estimated number of lockable consoles: 6 Pick-up: Every 4th Friday or as mutually agreed (excluding federal holidays) TOTAL ESTIMATED CONSOLES: 236 IMPORTANTR NOTE: This RFI (Request for Information) is for information only; no award will be made off of this RFI. Please communicate via e-mail to Lance.Davis2@va.gov by COB April 22, 2018 as to your company s ability to perform service per this brief Scope of Work. If interested please provide the following: Please state your company s business size Please provide DUNS number If you have a FSS/GSA contract that includes this service Provide FSS/GSA contract number if applicable
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/36C25918Q9524/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25918Q9524 36C25918Q9524.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4227826&FileName=36C25918Q9524-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4227826&FileName=36C25918Q9524-000.docx

 

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

Record

SN04888395-W 20180415/180413230509-66d19bf4d6f773750ab4e1dc71e2a081 (fbodaily.com)
 

Source

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

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