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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 03, 2018 FBO #6005
DOCUMENT

R -- Document Destruction Services - NWI Base Year: 07/01/2018 to 06/30/2019 +4 - Attachment

Notice Date

5/1/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;NETWORK 23 CONTRACTING OFFICE;2501 W. 22nd St.;Sioux Falls SD 57105
 

ZIP Code

57105
 

Solicitation Number

36C26318Q9157
 

Response Due

5/8/2018
 

Archive Date

6/7/2018
 

Point of Contact

Scott Morrison, Contract Specialist
 

Small Business Set-Aside

N/A
 

Description

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Statement of Work extract: The Department of Veterans Affairs (VA) Nebraska-Western Iowa Health Care System (NWIHCS) intends to use the services of a Contractor to shred VA records and other materials throughout the year on-site, utilizing Contractor provided mobile shredding equipment. The Contractor shall provide shredding and disposition of paper and other media that contain sensitive information from the facility. The Contractor will provide shredding services as described herein for the Department of Veterans Affairs - Nebraska Western Iowa Health Care System (NWIHCS) at the following locations: VA Medical Center - Omaha 4101 Woolworth Ave. Omaha, NE 68105 VA Community Resource & Referral Center 819 Dorcas St. Omaha, NE 68108 VA Center Mall Annex (2nd Flr, 5th Flr and Polytrauma) Omaha NE 68105 Lincoln CBOC 600 S 70th St. Lincoln NE 68510 Grand Island CBOC 2201 N. Broadwell Ave. Grand Island, NE 68803 Bellevue CBOC 2501 Capehart Road Bellevue, NE 68113 Norfolk CBOC 710 S. 13th St., Suite 1200 Norfolk, NE 68701 Holdrege CBOC 1118 Burlington St Holdrege, NE  68949 North Platte CBOC 600 E. Francis, Suite 3 North Platte, NE  69101 Contractor Responsibilities The Contractor shall provide all supplies, materials, equipment, labor supervision, management and transportation to perform all tasks as identified below. The Contractor will provide shred bin containers no larger than 32 gallons to be located at agreed upon locations at the Center Mall by the COR that must be serviced every week. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Shred bins located at the VA Medical Center Omaha (approx. 140) and the Grand Island CBOC (approx. 30) will be provided by the Contractor. All containers will be serviced three times a week. Service will include the collection of authorized items from bins at various locations within the facility, emptying of each bin, indicated on the task list, by the Contractor then brought to their vehicle to be shredded on site. The Contractor will provide shred bin containers no larger than 32 gallons and provide shredding services according to the following schedule: VA Community Resource & Referral Center: Service every two (2) weeks. Containers provided by Contractor. VA Center Mall Annex (2nd Flr, 5th Flr and Polytrauma): Service every week. Lincoln CBOC: Service every two (2) weeks. Containers provided by facility. Service will include the pick up at various locations (approx. 20), emptying of each bin, indicated on the task list, by the Contractor, brought to their vehicle to be shredded on site. VA Med Center Grand Island: Contractor will provide approximately 30 32 gallon containers and service them three times a week. Bellevue CBOC: Requires four (4) containers provided by the Contractor with services as needed, estimated service of once per month. Holdrege CBOC: Requires two (2) containers provided by the Contractor with service as needed, estimated service of once per month. North Platte CBOC: Requires two (2) containers provided by the Contractor with services as needed, estimated service of once per month. The number of bins per location may fluctuate by 25%, depending on shredding needs. The Contractor will develop a listing of the COR approved locations of all shred bin containers in the VA Medical Center Omaha and Grand Island CBOC. There are approximately 140 bins located at the VA Medical Center Omaha, approximately 6 at the VA Center Mall Annex, approximately 30 bins in the Grand Island facility and approximately 20 at the Lincoln CBOC. The Contractor will collect documents to be shredded from all containers identified by a shred bin location list according to the shredding schedule. The Contractor will turn in the shred bin location list to the COR after each visit. The list will identify the bins that the Contractor was able to collect for shredding. These containers will consist of VA records and other material that may contain sensitive information. These records may include, but not limited to, paper, carbon paper, binders, folders, DVD s, CD s, VHS tapes and other non-paper materials. The Contractor will shred all collected material on site via a Contractor provided truck equipped with the appropriate shredding devices approved by the COR. The Contractor will shred paper material in accordance with VA Directive 6371 Destruction   of Temporary Paper Records and NIST 800-88 Guidelines for Media Sanitation.   Guidelines require shredders to have cross-cutting capabilities which produce particles that are 1x5 millimeters in size, or disintegrator devices with a 3/32 inch security screen. If on-site mobile shredding equipment does not shred documents to meet the 1x5 millimeters in size, the Contractor or it s sub-contractor must complete the destruction process by pulverization, bleaching, pulping or other means, approved in advance by the COTR that will fully destroy the data to final destruction.   Final destruction is defined as being non-readable or non-re-constructible to any degree. The Contractor will shred all floppy disks, Reel and Cassette Format Magnetic Tapes according to appropriate guidelines. CD s and DVD s must be incinerated or shredded to a particle size with a nominal edge dimension of 5mm and a surface area of 25mm(squared). The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Hours of Operations Collection and shredding of all materials will be conducted according to the shredding schedule, during the normal business hours of 7:00am 5pm, Monday, Wednesday and Friday, or upon request at the Omaha and Grand Island facilities. If the scheduled day of service occurs on a national holiday, the Contractor will provide services the next available day and will communicate this to the COR. Supplies, Materials, Equipment and Utilities The Contractor shall provide all supplies, materials, equipment, labor supervision, management and transportation to perform all tasks as identified in this SOW. The Contractor will provide shred bin containers no larger than 32 gallons to be located at agreed upon locations at the Center Mall, VA Community Resource & Referral Center, Bellevue CBOC, North Platte CBOC, and Holdrege CBOC. The number of bins per location may fluctuate by 25% depending on shredding needs. Shred bins located at the VA Medical Center Omaha, Lincoln CBOC, and Grand Island CBOC will be provided by the VA Medical Center Omaha. Miscellaneous Requirements Certificate of Destruction:   A Certificate of Destruction shall be provided after each service visit.   If the Contractor utilizes a sub-contractor for this purpose, a Certificate of Destruction must be provided by the sub-contractor.   If Final Destruction is not done on site certification must be provided later by the Contractor or it s subcontractor (for example a pulping company) after final destruction has occurred at their facility.  Final destruction is defined as documents being non-readable or non-re-constructible to any degree. Certificate of Final Destruction: Written documentation that attests to the completion of the destruction process after the final destruction of VA temporary paper records have taken place. Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed and submitted prior to the final destruction of the records. The certification should contain sufficient information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for their final destruction. If the final destruction is completed by the Contractor, then the written certification of destruction is completed by the Contractor. If the final destruction is completed by a subcontractor to the Contractor, then the written certification of destruction is completed by this third party or by the Contractor with assurance from the third party that final destruction was completed.  The assurance can be in general terms describing the destruction method, date of destruction and amount destroyed, i.e., 75 bales of shredded material. 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. Frequency of Service Collection and shredding of materials at the VA Medical Center Omaha and Grand Island will be conducted three times a week during the normal business hours of 7am-5pm, Monday, Wednesday and Friday, or upon request by COTR. The Contractor will provide and service needed bins for project(s) requested by the COTR. This may occur during the scheduled service dates, but must also be available between services as needed. Collection and shredding of material at the Center Mall in Omaha will be as-needed in Suite 133 and the Polytrauma. Suite 215 and 509 will be serviced every week during normal business hours. Collection and shredding of material at the VA Community Resource & Referral Center will be conducted every 2 weeks during normal business hours. The Lincoln CBOC and will be serviced every two (2) weeks during normal business hours. The Bellevue CBOC will be serviced as needed, estimated service of once per month during normal business hours. The Holdrege and North Platte CBOC s will be serviced as needed, estimated service of once per month during normal business hours. Records Management Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Sources Sought Notice for Document Destruction Service Omaha, NE Veterans Administration Please fully complete each section of the survey below. Company Name: _____________________________________________________________ Company Address: ___________________________________________________________ DUNS Number: _____________________________________________________________ Point of Contact: ____________________________________________________________ Phone Number: _____________________________________________________________ Email Address: _____________________________________________________________ Socio-economic Classification in Accordance with NAICS Code 721110: (check all that apply) Small Business Service Disabled Veteran Owned Small Business (SDVOSB) Verified SDVOSB by www.vip.vetbiz.gov Veteran Owned Small Business (VOSB) Verified VOSB by www.vip.vetbiz.gov Small Disadvantage Business Women-owned Small Business Economically Disadvantaged Small Business HUBZone 8(a) Certified Company s Capability Statement: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SFaVAMC/VAMCCO80220/36C26318Q9157/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26318Q9157 36C26318Q9157_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4271772&FileName=36C26318Q9157-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4271772&FileName=36C26318Q9157-000.docx

 

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

Record

SN04905997-W 20180503/180501230640-de5eff78f636e828486d1e79686f79f9 (fbodaily.com)
 

Source

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

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