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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 18, 2018 FBO #6081
DOCUMENT

S -- Document Destruction - Attachment

Notice Date

7/16/2018
 

Notice Type

Attachment
 

NAICS

561210 — Facilities Support Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 2;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

36C24218Q9689
 

Response Due

7/22/2018
 

Archive Date

8/21/2018
 

Point of Contact

Carlton Lunsford
 

E-Mail Address

ct
 

Small Business Set-Aside

N/A
 

Description

STATEMENT OF WORK Document Destruction Collection and Disposal Document Destruction Container Collection/Removal - Labor and materials necessary for the collection and removal of documents. Material is shred on-site and the final shredding must comply with Directive 6371. There are approximately 170-180 (number varies depending on internal office moves) shredding consoles needing weekly service. Additionally, there are usually several 95-gallon totes requiring emptying in excess/overflow area located in basement of Building 11. The contractor will perform all required services identified in this statement of work (SOW). Contractor will furnish containers at various locations as per below. Vendor shall strictly adhere to Federal, State and Local regulations pertaining to the collection, handling, packaging and disposal of sensitive and secured material including Directive 6371. The process through which temporary paper records are pulped, macerated, shredded or otherwise destroyed to a degree that definitively ensures that they are not readable or reconstructable to any degree. Interim Destruction: VAMC Northport strongly prefers shredding to be done on-site. However, if through unforeseen circumstances, the contractor cannot perform this task on a temporary basis, an information destruction contractor (or its subcontractor of third party) can perform final destruction away from a VA facility if the following stipulations are applied: (1) Its destruction process constitutes final destruction as defined in Directive 6371. (2) It has implemented reasonable physical safeguards to protect VA temporary paper records during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (e.g., more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper records. Any physical destruction process that substantially reduces the risk that PII, PHI, or other VA sensitive information will be disclosed during transport and short-term storage (i.e., less than 30 days) of temporary paper records but does not meet the requirement of final destruction as defined in this Directive. Interim destruction is a reasonable physical safeguard that affords an additional layer of security for temporary paper records once they are identified for destruction. This may be while they are stored at a VA location awaiting final destruction or when they are removed from VA custody until final destruction is completed at an off-site location. It is generally accomplished through maceration, chopping, pulverization, or shredding where these processes do not render the material unreadable or where the material could be reconstructed. Interim destruction is not required but is strongly recommended to reduce risk; it will be a consideration as to whether a facility has completed due diligence in the event of a data breach. (3) Upon completion of interim destruction, the vendor is to provide the final Certificate of Destruction. Operation Procedure Except for those items or services specifically stated to be government furnished, the contractor shall furnish and maintain everything required to perform this contract in accordance with all of its terms. Upon arrival at site document destruction technician must obtain approval from a Supervisor to proceed with document destruction service. No service will begin without approval. Approval to begin work affords the opportunity to notify contractor of full and/or missed bins between service dates. Supervisors will only give approval to a technician if technician has a valid VA issued Identification badge displayed. Each technician must carry and use a device that records the servicing of each console/bin. If a device is not used by the vendor; some method of identifying each console/bin serviced must be provided by the contractor. Service can be denied if this device is not on hand. Technician will provide in building service of all consoles/bins containing sensitive documents and white paper products. Service will consist of; Entering building and traveling to every floor/building of the medical center to empty and transport material of consoles/bins to shredding truck. On-site shredding of console/bin contents and repeat process until all bins are serviced. At no time shall consoles/bins be left open or unlocked and unattended. All contents of each bin must be shredded. Upon completion of service a supervisor must be contacted to verify completion of service and sign the Certificate of Destruction. Documentation - A Certificate of destruction must be issued on-site to our office and witnessed by a VA employee when services are provided. The Privacy Officer shall retain all certificates of destruction. SAFETY AND HEALTH The contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable federal, state and municipal safety and health requirements. The government reserves the right to restrict the employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population. Physical security: the contractor shall be responsible for safeguarding all government property provided for contractor use as well as for contractor's property. UNIFORMS AND PROTECTIVE CLOTHING The contractor shall determine the need for and provide any personal protective clothing required. ID BADGES Contract employees must wear photo identification badges. All employees shall wear contractor provided uniforms which are clearly distinguishable and shall display legible identification of the employee's and company's name (i.e., badge). All contract employees must also wear VA provided identification badges. PROGRAM EVALUATION The COR will continually monitor and evaluate the effectiveness of the program. The contractor shall take prompt action to correct all identified deficiencies. FEDERAL HOLIDAYS Contractors will not be allowed to work on Federal holidays. However, if the scheduled service falls on a holiday, service must be performed on the next working day. Federal holidays are: New Year s Day, Labor Day, Martin Luther King Day, Columbus Day, President s Day, Veterans Day, Christmas Day, Memorial Day, Independence Day, Thanksgiving Day and any other specifically declared by the President of the United States to be a National Holiday. SOLICITATION This solicitation adheres to the format defined in FAR 12.303 for the acquisition of commercial products and services. TYPE OF CONTRACT This is a Fixed-Price Service contract. CONTRACT PERIOD This contract is to covers FY 18, FY 19 & FY 20 (October 1, 2018-September 30, 2019). No service shall be performed under this contract after September 30, 2019 without authorization. CONTRACTING OFFICER S TECHNICAL REPRESENTATIVE (COTR) The Contracting Officer s Technical Representative (COTR) for this contract will be advised upon awarding of contract. CONTRACT ADMINISTRATION DATA The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity or quality of performance of this contract. SERVICE SCHEDULE LOCATIONS: Service schedule: the contractor shall develop and maintain a routine service schedule as required for each building area. The service schedule should indicate the days of the week, task, and frequency of service to be performed. VAMC Northport Hours & Location Requires a minimum of 170-180 bin/locations and shredding on-site once per week Monday-Friday between 8:00AM and 4:00PM. Northport VA Medical Center 79 Middleville Road Northport, NY 11768-2200 631-261-4400 Ext. 7037
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/36C24218Q9689/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24218Q9689 36C24218Q9689.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4484577&FileName=36C24218Q9689-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4484577&FileName=36C24218Q9689-000.docx

 

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

Record

SN04993879-W 20180718/180716231354-8caa51c77d5dd56af2a074733c51509d (fbodaily.com)
 

Source

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

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