Onsite Shredding Service - Jackson, MS VARO
COMBINED SYNOPSIS SOLICITATION
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates award of a single firm fixed price contract. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The government intends to award without discussion.
Solicitation 36C10E20Q0017 is issued as a request for quote (RFQ).
The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-99A, effective June 15, 2018.
The combined synopsis/solicitation is set aside for Service Disabled Veteran Owned Small Business Concerns. Only quotes submitted by Disabled Veteran Owned Small Business concerns will be accepted by the Government. Any quote that is submitted by a contractor that is not a verified Service Disabled Veteran Owned Small Business in VIP will not be considered for award. The applicable NAICS Code for this solicitation is 561990 and the Small Business Size limitation is $11M. Offers from SDVOSB concerns must be registered and verified in the Center for Verification and Evaluation (CVE) Vendor Information Pages (VIP) website at https://www.vip.vetbiz.gov/ at the time and date set for receipt of offers and at the time and date of award to be considered for award. Offers from SDVOSB concerns that are not registered in VIP shall be rejected as non-responsive and shall not be considered for award.
The contractor shall provide all equipment, services, material, tools, labor, facilities transportation and supervision to for the destruction of documents.
FOB Destination pricing to include most favored customer discounts.
Wage Determination: WD 15-5148 (Rev.9) 07/16/2019. Pricing considering should factor in consideration for final destruction of shredded documents and media by the contractor.
Please provide all requested information and pricing for all CLIN as shown in the attached price schedule:
Company Name:
Company DUNS Number:
Company Tax ID Number:
Point of Contact:
Telephone:
SCHEDULE PAGE RFQ 36C10E20Q0017
Item Number
Description
Ref CLIN
Pop Begin
Pop End
Quantity
Unit of Measure
0001
Bi-Weekly Shredding Services in accordance with SOW
Base Year
B
10/01/19
09/30/20
12
MO
1001
Bi-Weekly Shredding Services in accordance with SOW
Option Year One
B
10/01/20
09/30/21
12
MO
2001
Bi-Weekly Shredding Services in accordance with SOW
Option Year Two
B
10/01/21
09/30/22
12
MO
3001
Bi-Weekly Shredding Services in accordance with SOW
Option Year Three
B
10/01/22
09/30/23
12
MO
4001
Bi-Weekly Shredding Services in accordance with SOW
Option Year Four
B
10/01/23
09/30/24
12
MO
STATEMENT OF WORK
On-site shredding is the preferred method disposal method. The on-site shredding vehicle must be capable of shredding various materials: both printed and handwritten content from source materials including paper, photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, and CD/DVD, ensuring that no information can be extracted from the resulting material in accordance with VA Directive 6371, including Appendix A, April 8, 2014.
Shred contractors must comply with industry standards for cross-cut or double-cut shredding. The product, if not recycled, will be disposed of by pulping, macerating, shredding, burning, or otherwise definitely destroying the information contained in the material.
A physical chain of custody must never be broken while conducting shredding services. The shred bins and vendor must always be escorted in Veteran Benefits Administration (VBA) facilities by a government employee until the shred collection process is complete.
No empty shred bins will be left unsecured or unattended in the hallways of any VBA facilities.
The shredding service provider/contractor and the Records Management Officer (RMO) or Records Management Technician (RMT) must certify each shredding event. Certificates of Destruction reflecting the total number of bins will be provided by the contractor vendor upon completion.
A National Association for Information (NAID) certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction who has contracted to provide sufficient, reasonable safeguards to protect the temporary records until final destruction has been completed; or
A non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the standards outlined in Appendix 6731, Appendix A.
While on premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. VA will ensure contractor has the appropriate background investigation processed and adjudicated. All contractor vehicles will be clearly identified with the company s name.
The contractor will recycle all materials if shredding is the mechanism of destruction.B This may be accomplished through traditional recycling methods or used for fuel in electrical co-generation.B
The contractor is required to provide pricing in one price per bin rate, regardless of destruction material contained in each bin. The destruction material will not be sorted, and different materials might be included in the same bin. Materials include: paper, photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, and CD/DVD s.
During operation of the vehicle, it will not be parked near any air supply vents that provide air to buildings on contractor property.
The contractor shall provide bi-weekly service (every two weeks) and unscheduled services with notice that may arise from time to time when VA is purging records.
Furthermore, the contractor shall provide all necessary labor, supervision management, management support, transportation, supplies, equipment and materials to maintain security of sensitive materials at their points of origination throughout the agency, and to collect and transfer these sensitive materials in a secure fashion from the point of origination to the point of on-site destruction. The contractor shall guarantee securely transporting sensitive Personal Identifying Information (PII) data from point of pickup to the point of on-site destruction. Materials will not be allowed to accumulate and overflow from current holdings. In this event, the contractor may be contacted in advance to coordinate additional pick-ups.
The Contracting Officer s Representative (COR) is the Records Management Officer (RMO) will provide complete and accurate communication so that the coordination of services may occur. The contractor shall work with the designated Veterans Affairs staff to ensure proper oversight and instruction throughout this entire process.
General Conditions:
Contractor shall provide bi-weekly on-site shredding of paper, photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, and CD/DVD s at time of service;
Contractor shall provide up to four (4) 96-gallon capacity rolling bins with locking capability which the VARO will supply the locks.
Contractor shall shred documents in accordance with VA Directive 6371 and VBA Directive 6300.
Contractor shall provide a certificate of destruction for items shredded during visit in accordance with VA Directive 6371, 5(a).
Contractor shall allow for on-site vehicle inspection of shredding for compliance of VA Policy in VA Directive 6371, Appendix A and VBA Directive 6300, 19(b)
Contractor shall allow for the inspection of the contractor s equipment and overall shredding operation at least annually, if requested;
Contractor is responsible for safeguarding documents until final destruction and shall provide safeguard addendums to the service contract as required by Directive 6371.
Contractor is responsible for moving all bins from the holding area to the contractor s
on-site shredding vehicle through final destruction;
Use only bonded and insured individuals for the collection and destruction of materials;
Ensure their employees are dressed in marked uniforms with nametags;
Provide necessary equipment needed to shred all collected materials according to HIPAA regulations;
Must be able to shred all types and colors of paper, as well as staples.
Specific Tasking Required:
Pick-up confidential information;
The contractor shall provide certification of destruction, on every invoice, to include date and signature of certifying official;
On average, destruction will include approximately 192 gallons each week;
The contractor shall coordinate bi-weekly pick-up service with COR/ RMO;
The contractor shall be escorted by an authorized VA employee to where the material for shredding is located;
The contents to be shredded and destroyed on-site will be witnessed by the Record Management Officer (RMO) and/or Record Management Technician (RMT);
Provide shredding containers to meet requirements of the Regional Office;
Each container bags/bins shall meet PII containment requirements outlined in within the directives outlined above;
The contractor is to provide all necessary equipment/material/bag/bins in-order to successfully complete the destruction evolution.
Contractor will be responsible for any additional container/bag needs, as they may arise.
After shredding is complete, a billing invoice will be sent to the VBA Point of Contract listed.
Confidentiality: All work is to be performed by competent personnel, experienced and qualified to provide services. Contractors shall keep all VA records and related information strictly confidential.
Billing : Contractor will provide the VA Point of Contacts listed below with a monthly invoice to include both a detailed invoice.
Monthly invoice of bins or medium destroyed.
Date and location service(s) were provided.
Invoice Number
Contract and Obligation Number
Total monthly charge(s) detailed and outlined
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.
(Point of Contact) Department of Veterans Affairs Regional Office:
Will be given upon award.
Performance Details:
Place of Performance
Number of Containers
Size of containers
Number of Annual Services
1600 E. Woodrow Wilson Drive, Jackson, Mississippi 39216
4
96 gallons
Bi-Weekly 26 per Year
Performance Schedule:
The initial period of performance is to begin October 1, 2019, through September 30, 2020, with possible four (4) option years.
Term of Contract:
The base period of performance will be for twelve consecutive months and options will be for 12-month periods. No services are to be performed after the expiration date of each contract period unless written authorization is furnished by the Contracting Officer.
Holidays:
The Government observes the following holidays, also included would be any other day specifically declared by the President of the United States to be a National Holiday.
New Year s Day 1 January
Martin Luther King Jr. Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Fourth Thursday in November
Christmas 25 December
When a holiday falls on a Sunday, the following Monday is observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. The offices will be closed on the holiday and therefore unavailable.
VA Information and Information System Security/Privacy Requirements
All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. B'552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VBA Directive 6300, VA Directive 6500, VA Directive 6500.6, VA Handbook 6500.
XII. Contractor Personnel Security
a. Any individual who requires access to the VA site(s), personally identifiable information (PII) and/or access to VA local area network (LAN) systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (SIC). These requirements are applicable to all sub-contractor personnel requiring the same NACI Background Investigation.
b. The level of background security investigation will be in accordance with VA
Directive 0710 dated June 4, 2010 and is available at http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FTyp.
Background Investigation
The level of background investigation and clearance required for this effort is NACI. Work may not commence until the appropriate background investigation has commenced.
a. Contractor Responsibilities:
1) The Contractor shall bear the expense of obtaining background investigations. The cost of the background investigations is as follows: Low Risk (NACI) $279 and a reciprocal investigation are $30 until September 30, 2014. VA will pay for investigations processed through the VA SIC and conducted by the Office of Personnel Management (OPM) in advance, however, the Contractor shall reimburse the full cost of background investigations to VA within 30 days of Bill of Collections from VA. VA shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by VA to recoup background investigation costs.
2) Immediately after Contract Award or issuance of a Task Order, the Contractor must submit a completed Attachment A (VBA Contractor Background Investigation Request Worksheet), Attachment B (OPM Optional Form 306) and Attachment C (Self Certification) for all individuals working under the contract, who have access to VA facilities, VA systems, or privacy data, to the Contracting Officer.
3) The Contractor and Contractor point of contact (POC) will receive an email notification from SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Reminder notifications will be sent if the complete package is not submitted by the due date. Contractors are required to be fingerprinted as part of the clearance application process. Contractors can be electronically fingerprinted at their local VA (if available) or opt to use the local police department or sheriff s office. Only use of FD258 fingerprint cards are authorized and may be requested of the SIC. All costs associated with fingerprinting are the responsibility of the Contractor.
4) The Contractor shall prescreen all personnel who require access to VA site(s), PII and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration which authorizes them to work in the U.S. and are able to read, write, speak, and understand the English language.
5) Contractors who have current favorable background investigation conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation. However, it does not preclude the Contractor from submitting a completed Attachment A, B & C forms immediately after contract award for all individuals working the contract to the Contracting Officer.
6) Contract performance shall not commence before SIC confirmation that it received the investigative documents, that they are complete, and a VA official has checked the PIPS system to ensure the investigative documents have been favorably adjudicated SAC or Closed, No Issues. Once the VA Officer has confirmed validity of the investigation in the PIPS system, contract performance may commence. The Contracting Officer will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) to the Contractor when the investigation has been favorably completed and adjudicated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the individual from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.
XIII. Training
a. All Contractor and sub-contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:
1) Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems. (Attachment D)
2) Successfully complete any cyber security or privacy training as required for VA personnel with equivalent information and/or system access.
b. The Contractor shall provide to the Contracting Officer Representative a copy of the training certificates and signed Rules of Behavior for each applicable employee within 30 days from the date TMS access is granted and annually thereafter, as required. These online courses are located at https://www.tms.va.gov/learning/user/login.jsp
c. Failure to complete the mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until the training is completed.
Directives:
The Contractor shall comply with all security requirements imposed by the VA Regional Office at all times. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted from entry to the Regional Office. Contractor shall be escorted by an authorized agency employee when entering upon any government lands prescribed in this contract.
VA Directive 6371, April 08, 2014
5 (a) Certification of Destruction: Written documentation that attests to the completion of the destruction process after the final destruction, as defined by this policy, 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 VA, then the written certification of destruction is completed by the VA department or personnel that performed the final destruction
If the final destruction is completed by an information destruction contractor, then the written certification of destruction is completed by the information destruction contractor
If the final destruction is completed by a subcontractor to the information destruction contractor, then the written certification of destruction is completed by this third party or by the information destruction contractor with assurance from the third party that final destruction was completed. If the final destruction is completed by a subcontractor to the information destruction contractor, then the written certification of destruction is completed by this third party or by the information destruction 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.
5 (b). 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 can be reconstructed to any degree. If this final destruction is performed away from a VA facility it must be performed by an information destruction contractor (or its subcontractor of third party) who has demonstrated that:
(1) Its destruction process constitutes final destruction as defined in this Directive; and
(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.
VA Directive 6371, Appendix A
14. Contracts for information destruction services must be in writing and in accordance with VA and Federal acquisition requirements. Acceptance of a contract for the destruction of temporary paper records must not be through the use of purchase cards or other informal means. Acceptance must be via a fully-executed and current written contract. Payment for contracted services, however, may be made with a purchase card once a fully executed and current contract is in place and the contract number is entered onto the purchase card order.
15. All mandatory VA Acquisition Regulation (VAAR) and Federal Acquisition Regulation (FAR) contracting, security, and privacy clauses must appear in all contracts let for the destruction of VA temporary paper records.
16. Contracts governing the final destruction of temporary paper records containing PII or other VA sensitive information must contain a clause providing for inspection, upon request, by a VA representative, of the contractor s (and subcontractor s or third party s) facilities where the temporary paper records are processed, and final destruction takes place.
17. Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other VA sensitive information is handled and stored in a secure manner until it undergoes final destruction. At a minimum, these contracts shall require documentation that the contractor (or subcontractor or third party) who accepts custody of the temporary paper records from VA facility and transports them to the final destruction location is either:
a. A NAID certified, bonded, and insured contractor (and its subcontractors or third parties) and can
provide reasonable physical safeguards for the temporary paper records throughout the destruction
process; or
b. A non-NAID-certified contractor (and its subcontractors or third parties) who can satisfy the
standards outlined in the Minimum Standards for Information Destruction listed in this Appendix.
18. If one or more subcontractors (or third parties) handle VA temporary paper records before final destruction, then the contract shall require documentation in any and all subsequent contracts or agreements between the primary information destruction contractor and their subcontractors or third parties that the subcontractors or third parties shall provide sufficient reasonable safeguards for the temporary paper records, to the same standards required of the primary contractor, throughout the destruction process.
VA Directive 6300, 2 (r)
r. The laws, regulations, and policies that apply to records and information maintained and used by VA also apply to VA records and information maintained and used on VA s behalf by VA contractors. All records created by VA contractors shall remain the property of the VA unless otherwise expressly agreed and cannot be used except as explicitly authorized in writing by the VA.
National Archives Records Administration (NARA)
Records Management language for federal contracts
https://www.archives.gov/records-mgmt/handbook/records-mgmt-language
https://www.ecfr.gov
https://www.justice.gov/opcl/privacy-act-1974
https://www.law.cornell.edu/uscode/text/44/3301
A. B Applicability
This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B
B. B Definitions
"Federal record" as defined in 44 U.S.C. B' 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. B
The term Federal record:
includes Agency (VA) records.B
does not include personal materials.
applies to records created, received, or maintained by Contractors pursuant to their Agency contract.
may include deliverables and documentation associated with deliverables.
C. B Requirements
Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.B
In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.B
In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.B
[Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the Agency. The Agency must report promptly to NARA in accordance with 36 CFR 1230.
The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Agency control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.B
The Contractor shall not create or maintain any records containing any non-public Agency information that are not specifically tied to or authorized by the contract.B
The 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 from public disclosure by an exemption to the Freedom of Information Act.B
The Agency owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
Training. B All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take Agency provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.B
D. B Flowdown of requirements to subcontractors
The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.B
Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
vii. FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017), applies to this solicitation. The following provisions are added as addenda:
52.217-5 Evaluation of Options (JUL 1990)
52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
(End of Provision)
852.270-1 Representatives of Contracting Officers (JAN 2008)
(End of Addendum to 52.212-1)
52.212-2, Evaluation Commercial Items, (OCT 2014), applies to this solicitation.
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
Price
Past Performance
Technical
Options - The Government will evaluate quotes for award purposes by adding the total price for all options to the base price for the basic requirementB to include the possible contract extensions under FAR Clause 52.217-9, Option to Extend the Term of the Contract. The Government will evaluate its option to extend services at FAR Clause 52.217-8 by adding six (6) months of the Offeror's proposed price for the final option period to the Offeror's total proposed price.B The Government may determine that the quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
ADDENDUM TO 52.212-2
1. Contract Type: The contract will be firm-fixed price. It will be competed and awarded under Federal Acquisition Regulation Part 13, Simplified Acquisition Procedures. The Government intends to select one Contractor from the subject solicitation.
2. SAM Registration: Quoter s must be registered in the System for Award Management (SAM). No contract will be entered into with an unregistered contractor. Internet access allows you to register by completing an electronic on-line registration application at https://www.sam.gov/portal/public/SAM/ On-line Representations and Certifications (ORCA) may also be filled out at this website.
3. Solicitation Questions: Questions of a technical nature shall be submitted to the Contracting Officer in writing via e-mail. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is August 29, 2019 by 5:00 PM CST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers.
4. Amendments: Amendments to this solicitation will be posted at http://www.fedbizopps.gov (FBO). Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on FBO, offerors will be notified by email of any new amendments that have been issued. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your offer being considered unacceptable.
5. Basis For Award: This requirement will be competed and awarded under Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures. The Government will award a purchase order resulting from this solicitation to the responsive, responsible offeror in accordance with FAR 9.104-1 and whose quote conforms to the solicitation will be the best value to the Government, price and other non-price factors considered. Since award may be made to the Quoter with other than the lowest price, price is not necessarily the determining factor.
6. Award and Selection: Following receipt of quotes, the government will perform an evaluation using a comparative analysis of the products/services quoted, in an impartial manner. The government intends to compare what has been quoted to one another to select the product/service that is best suited to fulfill the requirement. The evaluation factors outlined in this request for quote will determine suitability. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other non-price factors considered.
7. Quote Preparation Instructions: Quotes shall be based on the requirements of the solicitation, and must contain the following:
Part I - Price: Insert proposed unit and extended prices in all Contract Line Item Numbers (CLINs). All prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458.
Part II Past Performance: Quoter shall submit three (3) relevant references (relevant is defined in this RFQ as within the last 3 years) for which your company has provided work similar in size and scope to this requirement. Please provide current contact information to include an active contact s name, e-mail, phone number, address, and organization to include a brief description of the work completed, dollar value of contract, contract period of performance, and a contract # (if applicable). References may be checked to ensure your company is capable of performing in accordance with the Statement of Work.
The Government reserves the right to obtain past performance data from other sources than those identified by the Offeror in evaluating past performance. This includes, but not limited to, the Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; interviews with Program Managers, Contracting Officers, and other designated Technical Representatives. Offerors are reminded that both independent data and data provided by Offerors in their quotes may be used by the Government to evaluate past performance. The Contracting Officer may also evaluate past performance based on direct knowledge of the Contractor s performance on current or recent contracts.
8. Submission of Quotes:
Quotes are due no later than September 6, 2019 by 5:00 PM CST.
Quotes shall be submitted electronically to Edward.Bradford@va.gov. The email subject line must contain the following: Quote in Response to 36C10E20Q0017, Shredding Services, Jackson, MS VBA .
Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of the required information or the providing of inadequate or unclear information may result in the offer being considered unacceptable.
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government.
viii. FAR 52.212-3, Offeror Representations and Certifications Commercial Items (OCT 2018) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________..
ix. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) applies to this solicitation. The following provisions clauses are added as addenda:
52.252-2 Clauses Incorporated by Reference (FEB 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
(End of Clause)
52.203-19 Prohibition on Contracting with Entities That Require Certain Internal Confidentiality Agreements (JAN 2017)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
If the Government exercises this option, the extended contract shall be considered to include this option clause.
The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years.
52.227-14 Rights in Data-General (MAY 2014)
52.232-18 Availability of Funds (APR 1984)
52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984)
52.232-33 Payment by Electronic Funds Transfer-System for Award Management (SAM)
(JUL 2013)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
52.246-4 Inspection of Services Fixed Price (AUG 1996)
52.252-6 Authorized Deviations in Clause (APR 1984)
852.203-70 Commercial Advertising (JAN 2008)
852.273-74 Award without Exchanges (Jan 2003)
852.219-10 VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION)
852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)
852.252-70 Solicitation Provisions or Clause Incorporated by Reference (Jan 2008)
852.232-72 Electronic Submission of Payment Requests (NOV 2012)
852.237-70 Contractor Responsibilities (APR 1984)
852.246-70 Guarantee (JAN 2008)
852.246-71 Inspection (JAN 2008)
(End of Addendum to 52.212-4)
xii. 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items (JAN 2017), applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation:
Paragraph a clause applicable:
52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or
Statements (JAN 2017)
52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015)
52.233-3 Protest After Award (AUG 1996) (31 U.S.C. 3553).
52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004)
52.233-1 Disputes (May 2014)
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)
52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
52.209-6 Protecting the Government s Interest When Subcontracting with Contractors
Debarred, Suspended, or Proposed for Debarment (OCT 2015)
52.219-28 Post-Award Small Business Program Representation (Jul 2013)
52.222-3 Convict Labor (June 2003)
52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016)
52.222-21 Prohibition of Segregated Facilities (APR 2015)
52.222-26 Equal Opportunity (SEP 2016)
52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)
52.222-50 Combating Trafficking in Persons (MAR 2015)
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.224-3 Privacy Training (JAN 2017)
52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (MAY 2014) (Alt.I)
52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-34 Payment by Electronic Funds Transfer--Other than System for Award Management (JUL 2013)
52.222-41 Service Contract Labor Standards (MAY 2014)
52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)
Wage Determination: WD 15-5148 (Rev.9) 07/16/2019
52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment
(Multiple Year and Option Contracts) (MAY 2014)
52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)
52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)
52.237-2 Protection of Government Buildings, Equipment and Vegetation (APR 1984)
The previous contract number awarded for this requirement was VA101V-15-F-0912 written against GS-25F-0011M. The total awarded amount was $11,296.00 for a base and four option periods. The award date was 10/11/2015. The awardee was Shred-It.
xiii. Additional Contract Requirements or terms and conditions:
See attached document: Pricing Schedule - 36C10E20Q0017
VA Information and Information System Security-Privacy Requirements
xiv. Defense Priorities and Allocations Systems and assigned rating: N/A
xv. Quotes are due no later than September 6, 2019 by 5:00 PM CST. Offers shall be submitted electronically to Edward.Bradford@va.gov.
xvi. For additional information, please contact the Contracting Officer, Edward Bradford, via e-mail to Edward.Bradford@va.gov.
Edward Bradford
Edward.Bradford@va.gov
Edward.Bradford@va.gov
