Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF MARCH 11, 2020 SAM #6677
SOLICITATION NOTICE

R -- Document Shredding VISN 5

Notice Date

3/9/2020 11:54:54 AM
 

Notice Type

Solicitation
 

NAICS

561990 — All Other Support Services
 

Contracting Office

245-NETWORK CONTRACT OFFICE 5 (36C245) LINTHICUM MD 21090 USA
 

ZIP Code

21090
 

Solicitation Number

36C24520Q0137
 

Response Due

3/18/2020 12:00:00 AM
 

Archive Date

04/02/2020
 

Point of Contact

Caitlin E HippensteelBranch Chief304-263-0811
 

E-Mail Address

caitlin.hippensteel@va.gov
(caitlin.hippensteel@va.gov)
 

Awardee

null
 

Description

STATEMENT OF WORK CONFIDENTIAL DOCUMENT COLLECTION AND DESTRUCTION Department of Veteran Affairs Washington, DC Department of Veteran Affairs Clarksburg, WV Department of Veteran Affairs Baltimore, MD Department of Veteran Affairs, Martinsburg, WV Department of Veterans Affairs, Huntington, WV SCOPE OF WORK The Contractor shall provide all labor, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide sensitive document destruction services for the following locations and associated Community Based Outpatient Clinics (CBOCS): Washington DC, Main Campus 50 Irving Street NW Washington, DC 20422 (Collection hours 7:30 am 4:30 pm Monday-Friday) Community Based Outpatient Clinics (CBOC) Fort Belvoir CBOC 9300 DeWitt Loop Ft. Belvoir, Va. 22060 -- in the Sunrise Pavilion Section Community Hospital Ft. Belvoir WTB Bldg. 808, Warrior Pavilion, NS 104 9501 Farrell Road Ft. Belvoir, VA 22060 Southeast Community Based Outpatient Clinic (SE CBOC) 820 Chesapeake Street, S.E. Washington, DC 20032 (202) 745-8685 Charlotte Hall Community Outpatient Clinic (Charlotte Hall) 030C Charlotte Hall State Veterans Home 29449 Charlotte Hall Road Charlotte Hall, Maryland 20622 (301) 884-7102 Community Resources Referral Center 1500 Franklin Street, NE Washington, DC 20018-2039 (202)-636-7660 Prince George s County CBOC: 5801 Allentown Road, Camp Springs MD Contact: De Carlos @ Clinic # (301)-423-3700 or (202)-262-3181 Lexington Park 45870 East Run BLVD Suite 300 Lexington Park, MD� 20653 Montgomery County CBOC 15810 Gaither Drive Gaithersburg, MD� 20877 Montgomery County CBOC 15810 Gaither Drive Gaithersburg, MD 20877 Landover Business Office Road Landover Maryland Contact: Elsie Carter @ 202 745-8000 Ext. 5-6617 Clarksburg, WV Main Campus 1 Medical Center Drive Clarksburg, WV 26301 Community Based Outpatient Clinics (CBOC) Braxton County CBOC 40 Reston Place Gassaway WV 26624 Monongalia County CBOC 40 Commerce Drive Westover, WV 26501 Tucker County CBOC 260 Spruce Street Parson, WV 26287 Wood County CBOC 2311 Ohio Ave, Suite A Parkersburg, WV 26287 Rose Bud Plaza 513 Rose Bud Plaza Clarksburg, WV 26301 Highland Hospital 3 Hospital Plaza Clarksburg, WV 2630 Baltimore, MD Main Campus 10 N Green Street Baltimore, MD 21201 Community Based Outpatient Clinics (CBOC) Baltimore VA Medical Center 10 North Greene Street Baltimore, MD 21201 (Mon) Annex, 209 Fayette Street, Baltimore, MD 21201 (Monday 35 Locations) Perry Point VA Medical Center Campus, Perry Point, MD 21902 (Tuesday) Loch Raven CLRC and CBOC 3900 The Alameda, Baltimore, MD 21218 (Friday) Cambridge CBOC, 830 Chesapeake Drive, Cambridge, MD 21613 (Mon 3 loc) Fort Meade CBOC, 2479 5th Street, Ft. Meade, MD 20755 (Wed 3 loc) Glen Burnie CBOC, 808 Landmark Drive, Suite 128, Glen Burnie, MD 21061 (Wed, 3 loc) Pocomoke CBOC, Prof Building 101 Market Street, Pocomoke City, MD 21851 (Fri-2 loc) VAMC Martinsburg 510 Butler Avenue Martinsburg, WV 25405 Community Based Outpatient Clinics (CBOC) Cumberland CBOC 200 Glen Street Cumberland, MD 21502 Fort Detrick CBOC 201 Glen Street Cumberland, MD 21502 Franklin CBOC 202 Glen Street Cumberland, MD 21502 Hagerstown CBOC 203 Glen Street Cumberland, MD 21502 Stephen City CBOC 204 Glen Street Cumberland MD 21502 Harrisonburg CBOC 205 Glen Street Cumberland MD 21502 Petersburg CBOC 206 Glen Street Cumberland, MD 21502 VAMC Huntington 1540 Spring Valley Dr Huntington, WV 25704 Community Based Outpatient Clinics (CBOC) Charleston CBOC 700 Technology Drive South Charleston, WV 25309 Gallipolis CBOC 323A Upper River Road Gallipolis, OH 45631 Lenore CBOC 2867 Route 65 15 Lenore Business Mall Williamson, WV 25661 Prestonsburg CBOC 5230 KY Route 321 Suite # 8 Prestonsburg, KY Containers and Collection Bins The Contractor shall provide all supplies, materials, equipment, locked collection containers, labor, labor supervision, management and transportation to perform all tasks and maintain the following number of containers for as follows for each location and their respective CBOCS: VAMC DC 450 large containers approximately 3 ft tall x 2 ft wide, 2 ft long locked security containers (both large and small), shred bin containers. The containers to be located at agreed upon locations at agreed upon locations at the locations listed above and with guidance from the COR. In addition to said large and small bin containers, approximately 20 bins in total, approximating 220lbs in volume, will be provided by the Contractor to the locations noted above. The 220lbs volumes bins are to be used for transporting the shredding material stored in the other bins, from said other bins to the Contractor s shredding vehicle for shredding. Work hours 7:30 am - -4:00pm. Monday-Friday. VAMC Clarksburg Approximately 125 Locking Consoles. Size of Console is 24 h x 20 w x 20 deep. VAMC Baltimore Approximately 46 large Containers VAMC Martinsburg, WV Approximately 262 Locking consoles VAMC Huntington, WV Approximately 82 Locking consoles Contractor to have additional containers available if needed. Contractor to build into quote 15 additional consoles system -wide at no additional cost. Contractor to have an additional 10-96-gallon containers at Biltmore, 10-96-gallon containers at Perry Pont, and 2 -96-gallon containers at Loch Raven for overflow in between services at no additional cost. Work hours 8:00am -3:00pm Monday- Friday. The Contractor shall remain flexible to add to the requirement, in case additional locked containers and/or collections bins are needed. The ability to adjust the number of containers per month shall be available to each Contracting Officer s Representative (COR). The Contractor is only allowed to add or subtract containers under the direction of the Contracting Officer. If another employee approaches the Contractor requesting additional container(s), the Contractor will instruct the employee to coordinate this request with the respective COR. If the COR approves the additional containers to meet the needs of the facility, they will be provided at no additional cost to the Government, up to the not exceed number of containers. Containers shall have a slotted lid or front panel through which documents may be inserted and a locking access door. The containers must protect against unauthorized access (i.e., reaching through an opening to retrieve a document, bypassing the locking mechanism with a device other than a key, etc.). All locked containers shall use the same key lock or key code. The size of containers shall vary according to the location. The locked containers shall be aesthetically compatible with the facility s interior design scheme. The Contractor shall also provide additional locked containers at each location for use between Contractor pickups. The Contractor will develop a listing of the COTR approved locations of all shred bin containers The Contractor shall empty all containers and paper collection bins at least once per week for all locations. The Contractor is responsible for checking and emptying all bins on the schedule at each visit. Pickup schedule for each location shall be coordinated with the COR. Once the schedule is established, all shredding will occur on the same day of the week. If the regularly scheduled shredding day falls on a national holiday, the Contractor may perform the service either the day prior to or the day after the holiday and will inform the COR of the revised shredding day. The Contractor will provide and maintain a barcoding system to scan the bins being serviced. The Contractor will provide the COTR with a service report after any bin servicing is performed, identifying the bins that the Contractor was able to collect for shredding. Bins will be scanned by the Contractor. Upon request, the contractor will provide the COR a written statement of the recycling method utilized. In the event that additional on-site shredding is needed, the Contractor shall be available within 48 hours of receiving notice to provide unscheduled service. The price for such service shall be in accordance with the fees listed in the Contract schedule. All shredding must be done on-site at each respective facility where the containers are emptied. And all material is shredded and secured inside truck compartment. These containers will consist of VA records and other material that may contain sensitive information. These records may include, but are not limited to, paper, carbon paper, binders, folders, DVD s, CD s, VHS tapes and other non-paper materials. Contractor will shred all flippy 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 wit a nominal edge dimension of 5mm and a surface area of 25mm. Contractor shall submit a written plan detailing the method of destruction, capacity, and approximate time required to destroy documents. In addition, Contractor must provide the Contracting Officer with a written contingency plan in case of equipment failure or other unforeseen events. The Contractor shall be responsible for management, oversight, security, and control of all documents containing VA sensitive information documents or Protected Health Information (PHI) stored in the locked containers, prior to and until completion of shredding or destruction of the documents. The contractor shall deliver an industry standard Certificate of Destruction for completed destruction according to the National Institute of Standards and Technology and Federal Information Processing Standard Regulation. The certificate should be delivered to the COR (or designee) within five (5) working days of each pickup. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Contractor will shred all collected material on site vis a contractor provided truck equipped with the appropriate shredding devices approved by the COR. The Certificate of Destruction shall as a minimum contain the following: Pickup/Delivery Location Pickup/Delivery Date Name of Government COR (or designee) at pickup Location Amount of shredded material (pounds) shredded Destruction Certification Document Number Destruction Certification Date Any other information as determined by the COR If shredding is not the final destruction method (i.e., it is only an interim step in the destruction process), then shredding to NIST standards (particles no larger than 1 mm x 5 mm) on site is not required, but the shredded material must be secured until it is no longer readable or cannot be reconstructed, which means material must be pulverized, bleached, pulped or fully destroyed by other means. The Contractor will specify which method of final destruction will be used. A monthly report detailing weights disposed shall be provided to the COR. If the Contractor is not able to shred documents to NIST standards while on-site, the Contractor will be required to sign a Business Associate Agreement (BAA) with the Veterans Health Administration to cover the period from the Contractor s departure from any site until final destruction of the documents. The BAA will comply with all requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information Technology for Economic and Clinical Health (HITECH) Act. B. SPECIAL CONTRACT REQUIREMENTS 1. WORK HOURS: The Contractor shall provide the services described in this contract between the hours of 8:00 AM and 4:30 PM local time, Monday through Friday. 2. FEDERAL HOLIDAYS: The ten holidays observed by the Federal Government are: New Year s Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 3. NAID CERTIFICATION: The National Association for Information Destruction, Inc (NAID) Certification Program establishes standards for a secure destruction process including such areas as operational security, employee hiring and screening, the destruction process, responsible disposal and insurance. The Contractor shall comply with VA Directive 6371 with regards to NAID certification. 4. HIPAA/HITECH COMPLIANCE: The Contractor is subject to the provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information Technology for Economic and Clinical Health (HITECH) Act. It is the responsibility of the Contractor to review the requirements of HIPAA and HITECH, information about which may be found on the internet at the following address: http://www.hhs.gov/ocr/privacy/index.html. The Contractor shall indicate its understanding and agreement that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The Contractor is therefore also subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. 5. INSPECTION: Representatives of SAVAHCS reserve the right to inspect, at will, the Contractor s and/or Subcontractor s facilities and operations provided for the performance of work under this agreement. This includes inspection of the entire process - pickup, on-site shredding, and the final disposal of the document. 6. SHREDDING SPECIFICATIONS: After final destruction, the information in the documents must be rendered unrecognizable in accordance with NIST 800-88 Guidelines for Media Sanitation and FIPS 199 Security Categorization of the System Confidentiality (particles no larger than 1 mm x 5 mm). The final rendered paper will not be sold or otherwise provided to any business that would use it or packaging or any other purpose in it s shredded, destroyed condition. Companies that further Pulp the destroyed paper and recycle into paper products are acceptable. 7. QUALITY CONTROL: The Contractor shall develop and maintain quality programs to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices. Contractor will provide the VA with a written contingency plan to include inclement weather, truck mechanical failure, console security failure, cleaning of container/s procedure to retrieve documents that are mistakenly placed in the locked consoles, adjustment of service schedule and emergency key replacement. 8. NON-DISCLOSURE OF SENSITIVE INFORMATION a. The Contractor acknowledges that in the performance of this contract, Contractor personnel will have access to some privileged and confidential materials of the United States Government, including VA sensitive information and protected health information (PHI). The Contractor agrees to safeguard all information to which it has access and to use the information exclusively in the performance of this contract. The Contractor shall comply with applicable Veteran Health Administration (VHA) regulations regarding privacy and information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. Many of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791), Title 38, United States Code and HIPAA. Unauthorized disclosure of Privacy Act or Title 38-protected materials is a criminal offense. b. The Contractor shall protect, safeguard, control, manage, and destroy all VHA documents complying with VA Directive 6371, dated 4/18/2014. It is the responsibility of the Contractor to review this directive, a copy of which can be accessed electronically at the following address: https://www.va.gov/vapubs/search_action.cfm?dType=1. The Contractor shall not inspect, view, peruse, copy, or examine any documents or media containing VA sensitive information, whether it is designated for shredding/disposal. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of this contract upon receipt of written notice of such termination. 9. BREACH REPORTING PROCEDURES: Any Contractor employee who knows or suspects that VA sensitive information has been disclosed to unauthorized personnel must report his/her observations to the Contracting Officer and the COR within one hour of discovery. The Contractor employee should include any relevant details in his/her report, to include names of individuals involved, time, location, and a description of the VA sensitive information disclosed, if known. 10. CONTRACT PERSONNEL SECURITY AND TRAINING REQUIREMENTS a. BACKGROUND INVESTIGATION: The performance of this contract requires the Contractor to have routine, unescorted access to VA facilities. VA requires that all Contractor personnel involved in the actual handling and shredding of documents at any facility, and who have access to Protected Health Information (PHI) undergo an FBI National Criminal History Fingerprint Check. All Contractor employees shall be the subject of a low-level security background investigation (National Agency check with written inquiries; approximate cost $200.00) and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all Contractor personnel requiring access to or responsibility for the shredding of documents containing VA sensitive information. The cost for such investigation shall be borne by the Contractor. The Contractor shall be required to furnish all applicable employee information to conduct the investigation. If the investigation is not completed within 40 days from contract award, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Failure to complete a background investigation may result in Contractor personnel being prohibited from performing services under this contract. b. PRIVACY AWARENESS TRAINING: All Contractor and subcontractor employees performing work under this contract are required to complete VA Privacy Awareness Training prior to being allowed to perform contract duties at VA facilities, and annually thereafter. There are three choices available for privacy training: Complete the VHA Privacy Policy Training web-based course, available at the site: https//www.ees-learning.net/librix/loginhtml.asp?v=librix Read and review the text version of VHA Privacy Policy Training, available from the Contracting Officer upon request. Read and review the VHA Privacy Policy Training PowerPoint presentation, available from the Contracting Officer upon request. All training completion certificates shall be forwarded in one submission/package to the Contracting Officer within thirty (30) calendar days of award or exercise of option period. If any Contractor employees fail to complete initial or annual Privacy Awareness training, the COR shall report any deficiencies to the Contractor. The COR will not permit a deficient Contractor employee to perform contract duties at VA facilities until s/he receives the Contractor employee s current training completion certificate. c. If the Contracting Officer finds it in the best interest of the Government s/he may, at any time during the performance of this contract, order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security risk and violation of on-site facility rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government. 11. FACILITY ACCESS REQUIREMENTS AND PARKING a. Prior to beginning work under the contract, the Contractor shall provide the COR with a current list of Contractor employees expected to enter VA facilities to empty document containers. This list shall be validated, maintained, and signed by the Contractor and provided to the COR on an annual basis, or whenever the employment status of one or more employees changes. The Contractor has 24 hours to inform the Contracting Office and COR when an employee is terminated, unless it is a pickup day, when they must inform the Contracting Office and COR immediately. b. Upon arrival at the Main Campus, Contractor employees shall sign in with the COR or (designee). Contractor will be issued a complete list of bin locations. Contractor is to initial each bin location on the list when each container is serviced to provide a concrete indication that the bin was located and serviced. The list will be turned in prior to departure, Contractor employees shall sign out with the COR or (designee). c. While on VA premises, all Contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. d. Upon presenting a valid, Contractor issue identification badge that includes the employee s name and a passport-style photo, a VA access badge will be given to Contractor employees to permit entrance into VA buildings by COR or designee. The Contractor employee must safeguard the VA access badge and immediately report any lost, stolen, or destroyed badges to the COR. Access badges must be worn, facing forward at or above the waist. The contractor s employees must return the VA access badge(s) to the COR or designee at the end of each pick up process. e. All Contractor vehicles utilized under this contract shall be insured and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver s license. The Contractor or his/her employees shall not use personally-owned vehicles while performing duties under this contract. f. It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with the COR. g. The Government does not validate or make reimbursement for parking violations committed by the Contractor s personnel under any circumstances.
 

Web Link

SAM.gov Permalink
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Record

SN05583118-F 20200311/200309230154 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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