Interim Shredding Services
Page 3 of 14
THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.
1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work.
2. The NAICS for this requirement is 561990 All other Support Services
3. Interested and capable Contractors should respond to this notice not later than July 26th, 2017 by providing the following via email only to danielle.carroll4@va.gov
(a) Company Name
(b) Address
(c) Point of contact
(d) Phone, fax, and email of primary point of contact
(e) DUNS number
(f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned small Business(SDVOSB), Veteran-owned small business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business).
(g) A capability statement that addresses the organization s qualifications and ability to perform as a contractor specifically for the work described in paragraph 5 below. Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor s experience providing the same or similar supplies/services to that described in paragraph 5 below.
4. SDVOSB/VOSB respondents.
(a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.
(b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, B' 125.6 the prime contractor's limitations on subcontracting are as follows:
(1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that:
(2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.
5. We are requesting the service of a contractor for Interim Shredding Services Department of Veteran Affairs in the Greater Los Angeles area (VAGLAHS) 11301 Wilshire Blvd. Los Angeles, 90073. Please refer to the Statement of Work for the specifications for the required specifications.
6. Please note that if VA s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA s Vendor Information Pages (VIP) site https://www.vip.vetbiz.gov/, can perform the services VA will set aside the underlying solicitation per 38 U.S.C. B'8127.B
7. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications.
--End of Sources Sought Announcement
B.2 Description/Specifications/Work Statement
B.2.1 CONTRACT TITLE:
ONSITE SECURED SENSITIVE DOCUMENT AND SENSITIVE MEDIA DESTRUCTION SERVICES AT VA GREATER LA HEALTHCARE SYSTEM
B.2.2 TYPE OF CONTRACT:
The Government intends to award a Single Award, Firm-Fixed Price (FFP) contract
B.2.3 PERIOD OF PERFORMANCE:
The period of performance for this service is estimated four (4) months while a long term contract is developed. Dates June 19 2017 Oct 31 2017.
B.2.4 BACKGROUND:
The Veteran Affairs Greater Los Angeles Healthcare System (VAGLAHS) is one of the five or six major healthcare systems in VISN 22. VAGLAHS is comprised of three main facilities including ten Community Based Outpatient Clinics (CBOC). The area of responsibility spans an area of 250 miles.
B.2.5 PARTICIPATING FACILITIES
The participating facilities for this contract are as follows:
VA Greater Los Angeles Healthcare System (691)
West Los Angeles Medical Center
11301 Wilshire Blvd
Los Angeles, CA 90073
Sepulveda Ambulatory Care Center
16111 Plummer St.
Los Angeles, CA 91343
B.2.6 GENERAL SCOPE:
Onsite secured sensitive document and sensitive media destruction for the facilities under VAGLAHS is required. Contractor shall provide all labor, personnel, equipment, supplies, vehicles (shredding), materials, supervision and certifications/license to provide onsite secured sensitive document destruction. Document destruction services are performed bi-weekly at the West LA Medical Center (WLA) and weekly at Sepulveda Ambulatory Care Center (SACC), as well as any other frequencies on an as needed basis. (please see ATTACHMENT SHREDDING SCHEDULE ). The contractor shall meet any current or future requirements approvals or certifications as may be levied by applicable legal, regulatory, accrediting body, governing body, and/or local/state/federal requirements as required by law.
B.2.7 APPLICABLE DOCUMENTS, STANDARDS, LAWS AND/OR REGULATIONS:
Contractor is solely responsible for meeting any current or future requirements approvals or certifications as may be levied by applicable legal, regulatory, accrediting body, governing body, and/or local/state/federal requirements as required by law. Due to continuous regulatory changes in both federal and state laws, the contractor shall be in compliance of new regulations within thirty (30) calendar days of notification. A list of applicable documents, standards, laws and/or regulations.
B.2.8 SPECIFIC REQUIREMENTS:
B.2.8.1 GENERAL:
Contractor shall provide all labor, personnel, equipment, supplies, vehicles (shredding), materials, supervision and certifications/license to provide onsite secured sensitive document destruction. Contractor shall perform the following specific tasks:
The contractor shall furnish various locked security containers as required for each facility without additional cost to the Government. There are also Government-owned totes and consoles. The contractor will place all contractor furnished totes/console at the areas designated as required by the Government.
Any additional contractor totes or consoles shall be identified with a label and serialized to distinguish between Government furnish property and contractor s furnish property. Each console or tote shall have a label that states SENSITIVE DOCUMENTS ONLY . At the minimum, each locked security containers shall meet the following specifications:
Totes:
32, 64/65, 95/96 gallon.
Shall be easily mobile (e.g. wheels).
Shall be plastic in nature.
Shall have a top-locking mechanism (internal or external) with a key.
Slot on top of unit to accept various sizes of documents.
Labeled and serialized
Consoles:
24 TO 36
Shall have a locking mechanism (internal or external) with a key.
Paper deflector.
Collection bag.
Labeled and serialized
Each facility will need the following amount of totes and/or consoles. Note these are estimates only which can be confirmed during initial walkthroughs:
Facility
95 / 96 Gallon Tote
64 / 65 Gallon Tote
32 Gallon Tote
24 / 36 Console
WLA
120/TBD
800/TBD
SACC
30/TBD
TBD
Work Hours are Monday Friday 7:00AM 3:30PM
Shall provide FULL SERVICE shredding.
FULL SERVICE: Contractor shall pick up all totes / consoles and bring it to the shredding site to conduct shredding.
Interim shredding shall be conducted ONSITE and at the specific location designated by the Government. Each facility will identify the site where destruction will occur.
Shred size shall not be larger than 5/8 . If this shredding size is not the final destruction method and is only an interim step, then final destruction must be conducted in accordance with VA Directive 6371.
Final destruction, in accordance with VA Dir 6371, will result in documents being pulped, macerated, shredded or otherwise unreadable or un-reconstructable to any degree.
The contractor shall sign a Business Associate Agreement (BAA). If the contractor has a national BAA on file with the Veterans Affairs, then contractor must provide a copy of it.
Date of shredding shall conform to attached shredding schedule. Contractor may also provide a revised schedule that will be more effective and cost-efficient for both parties. Contractor must advise the Government of any proposed changes to the shredding schedule.
The contractor shall maintain a chain of security/custody from pick up to final destruction. Contractor to provide Government a Certificate of Destruction (COD) for the number bins shredded prior to departing the facility. Contractor shall deliver industry standard COD for completed destruction according to VA Directive 6371.
At the end of the month of service, contractor shall provide facility pounds and number of tips of shredded materials on a monthly basis. This report shall be provided within five (5) business days after the last day of the month. The end of service report will detail the type of materials destroyed, weights, number of containers and dates of services performed.
Contractor is responsible FOR ensuring services are provided by qualified and competent personnel for all services pertinent to this contract.
Contractor shall provide a contingency plan for instances where equipment malfunctions occur during the shredding process, data/security breach occurs, emergency plan of action is established, etc.
Contractor shall also provide the list of facilities in which final destruction will occur. The list should include at least the following information: name of facility, point of contact, address and phone number.
The Government may request additional shredding services outside of the scope of this contract. Additional shredding services may include one-time bulk shredding, office purges, etc. These additional services will not be billable to the contract, but will be paid via the Government Purchase Card (GPC), which shall not exceed $2,499.00 for each additional service. To support any additional services, the contractor shall provide price per service that will be inclusive of cost to include all labor, personnel, equipment, supplies, vehicles (shredding), materials, supervision and certifications/license.
B.2.8.2 DOCUMENTATION AND REPORTS:
Certificate of Destruction
The contractor shall prepare and submit to the medical facility s COR, an original signed Certificate of Destruction (COD) for each pick up for each site within five (5) working days of each pickup. The COD may be also sent via an electronic copy to the COR. The contractor shall maintain proper records concerning each COD issued. The COD shall as a minimum contain the following:
Pickup/Delivery Location
Pickup/Delivery Date
Name of Government COR at Pickup Location
Amount of shredded waste (number of containers picked up and/or pounds shredded)
Destruction Certification Document Number
Destruction Certification Date
Any other information as determined necessary by the COR.
Signature of personnel viewing and confirming final destruction.
End of Month Service Report
At the end of each month of service, contractor shall provide a report that will provide the following information. This report is due within five (5) business days after the end of the last day of the month.
Date of services
Number of containers
Types of material destroyed
Total weight in pounds or tons
B.2.9 NON-DISCLOSURE OF SENSITIVE INFORMATION:
Contractor staff involved in this contract will have access to some privileged and confidential materials of the US Government. These printed and electronic documents are for internal use only and remain the sole property of the US Government. Some of the materials are protected by Privacy Act of 1974 (Amended) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees.
The contractor acknowledges that in the performance of this contract, the contractor will have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this contract. The contractor shall comply with applicable Government regulations regarding information document security to prevent disclosure of sensitive information to unauthorized individuals or organizations.
B.2.10 QUALITY ASSURANCE:
The Government will receive and investigate complaints from various customers located at VAGLAHS West LA Med Center and Sepulveda Amb Care Center. All information received will be provided either verbally and/or in writing to the contractor for appropriate action.
Performance Objective
Performance Threshold
Contractor picks up from all designated areas as outlined above.
Less than two (2) verified complaints of non-pick up per quarter.
B.2.10 CONTRACTOR S QUALIFICATIONS:
Contractor shall be a firm regularly engaged sensitive document and sensitive media destruction services. Contractor s personnel performing on this contract must be fully qualified competent service technician.
The Contractor will be required to update competency information throughout the life of the contract as changes to staff occur. Contractor must provide for Government approval credentials of each service technician. Credentials must be provided prior to the employee being assigned services responsibilities on Government equipment listed herein.
Contractor must be AAA certified by the National Association for Information Destruction (NAID). The certification must be current / valid and a copy call shall be furnished to the Government.
Contractors shall provide proof and adequacy of past performance history, references, and above required qualifications. When combined with Evaluation Factors, it will assist the Contracting Officer in making the best value and sound business judgment on behalf of the Government (See evaluation factors in FAR Clause 52-212-2, Section E).
B.2.11 CONTRACTOR PERSONNEL BADGES AND PARKING
The contractor shall provide the COR with a list of contractor employees expected to enter Government property to pick up confidential documents. 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.
If required, a flash badge or access badge will be given to the contractor s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor s employees must return the access badge(s) to the COR or designee at the end of each pick up process.
The contractor shall be required to comply with all security policies/requirements of VAGLAHS. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.
It is the responsibility of the contractor s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.
The VAGLAHS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance.
B.2.12 CONTRACTOR PERSONNEL BADGES AND PARKING
All Contractor employees and subcontractors working with sensitive VA information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same type of data or information. These personnel shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the prime Contractor will be responsible for the actions of those individuals they provide to perform work for VA.
Position Sensitivity - The position sensitivity shall be as designated by the VA Sponsor or Contracting Officer Representative (COR) assigned to the contract. Most investigations required are Low Risk although some key positions may be designated at higher levels. The risk level designations for public trust positions and the corresponding background investigation levels are defined in VA Directive 0710.
Performance - Contract performance shall not commence prior to confirmation from the VA Security and Investigation Center (SIC) that the investigative documents have been submitted. The SIC will notify the VA Contracting Officer, VA Sponsor (COR), and the Contractor upon receipt of the appropriate investigative documents.
Public Trust Risk Level Designation
Background Investigation Level
Low Risk
National Agency Check with Written Inquiries (NACI) - A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.
Contractor Responsibilities - The Contractor shall complete the required documents for each individual and provide a copy to the COR and the Contracting Officer within seven (7) days of contract award. The information is necessary for the Contracting Officer or designee to initiate the investigation with the VA Security and Investigation Center (SIC) in a Contractor Request Database (CRD). Email contact information MUST be provided for the prime contractor point of contact responsible for ensuring completion of this contract requirement. Failure to provide this information to the COR could result in the forms being returned by the SIC.
The Contractor shall submit or have their employees submit directly to the VA Security and Investigation Center (SIC) the necessary forms as instructed via an email from the CRD relative to the level of background investigation requested. Contractors shall be informed of due dates to complete all portions of the investigative package. Reminders notifications will be sent if the complete package is not submitted by the due date. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85or 85P may result in the SIC rejecting the documentation for investigation.
The SIC provides a help desk and necessary forms via the VA forms web site, http://www.va.gov/vaforms/search_action.asp.
Contractors who have a current favorable background investigation conducted by another Federal agency may be accepted through reciprocation. Members of the SIC staff will coordinate verification of existing favorable background investigations.
The Contractor shall bear the expense of obtaining background investigations. The Contractor shall reimburse the VA within 30 calendar days when billed by the VA.
Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.
Government Responsibilities:
The VA facility, Fiscal Services, will coordinate the invoices from VA Security on investigations and bill the Contractor. In these instances, the Contractor will reimburse the VA facility within Thirty (30) calendar days. A bill of collection will be prepared by the VA and forwarded to the Contractor for payment.
Low Risk (NACI) - $333.00 National Agency Check with Written Inquiries. The case is only open for 30 days except in rare occasions when something in the person s background requires an extension.
B.2.13 APPOINTMENT OF CONTRACTING OFFICER S REPRESENTATIVE (COR):
Under the authority contained in VAAR 801.603-70 -- Representatives of Contracting Officer the CO will appoint a COR to furnish technical guidance and advice or generally supervise the work under this contract. The COR(s) will be named at the time of award.
B.2.14 DEFINITIONS:
A list of definitions used throughout this Statement of Work (SOW) can be found in EXHIBIT 2
B.2.15 AUTHORIZED SERVICES / CHANGES:
The contractor is advised that only the CO, acting within the scope of the contract has the authority to make changes which may affect the contract terms and conditions, quality, quantity, price, and/or delivery. It is highly encouraged and advised that the contractor contact the COR for approval in the event there are changes prior to proceeding. No other individual has the authority to make this binding changes and/or commitments.
In the event that the contractor commits to such changes at the direction of any other person than the CO, the changes shall be considered to have been made without proper authority and no adjustment shall be made in contract price to cover any increase in costs incurred as a result thereof.
B.2.16 HOURS OF OPERATION
Contractor is responsible for conducting business during normal business hours
(normally between 8:00 a.m. to 4:30 p.m.) to facilitate communication between the Government and the Contractor, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.
If a holiday falls on a 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 day specifically declared by the President of the United States. Contractor is not required to provide any service(s) on nationally recognized U.S. Government holidays, nor shall the contractor be paid for these holidays.
B.2.16.1 OVERTIME AND HOLIDAYS
Any overtime and/or holiday pay that may be entitled to the Contractor s employee(s) shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.
B.2.16.2 NATIONAL HOLIDAYS
Listed below are the ten (10) national holidays.
New Year s Day
January 1st
Martin Luther King s Birthday
Third Monday in January
President s Day
Third Monday in February
Memorial Day
Last Monday in May
Independence Day
July 4th
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11th
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25th
B.2.17 SECURITY REQUIREMENTS:
All Contractor personnel are required to be aware of and observe security, safety and environmental requirements of each Government facility. Including, but not limited to restricted area access, wearing of distinctive clothing bearing the name of the Contractor, wearing badges bearing the Contractor name and the employees name in English, observing vehicle parking regulations and smoking restrictions.
B.2.18 SERVICE CALLS
Contractor shall provide information requested below as to where service calls are to be placed.
Name
Address
City, State, Zip Code
Toll Free Telephone Number
Local Telephone Number
Facsimile Number
E-mail Address
Web Site Address
Primary Service Representative
EXHIBIT 1 - APPLICABLE DOCUMENTS, STANDARDS, LAWS AND/OR REGULATIONS
The following are a list of various applicable standards, policies, regulations, and/or governing bodies. This list is not an all-inclusive list, therefore it is the responsibility of the contractor to ensure all applicable standards, policies, regulations, and/or governing bodies not listed here are adhere to. Furthermore, contractor is responsible to adhere to all current addition of applicable standards, policies, regulations, and/or governing bodies.
VA Directive 6371, dated April 8, 2014
NIST Special Publication 800-88, Revision 1
Federal Information Processing Standard (FIPS 199), Standards for Security Categorization of Federal Information and Information Systems
National Association for Information Destruction (NAID) Standards
The Joint Commission
Danielle L. Carroll
danielle.carroll4@va.gov
danielle.carroll4@va.gov
