R614--FY25 Shredding Services - Southeast Louisiana Veterans Healthcare System (SLVHCS) New Orleans, LA

2 SOURCES SOUGHT SYNOPSIS DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide SHREDDING SERVICES for SLVHCS- New Orleans, La. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification: Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 561990, All Other Support Services. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to luke.miles@va.gov no later than 12:00 PM CST, November 15, 2024. Your response should include: STATEMENT OF CABABILITY BUSINESS SIZE & SOCIO'ECONOMIC STATUS GSA CONTRACT (if available) HISTORICAL PRICING DATA Please place "Attention: SHREDDING SERVICES - SLVHCS", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (a) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial and industrial machinery repair and maintenance services. (b) Include the number of qualified personnel need to accomplish this service. (c) Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start. (d) Please state the distance of your facility from the Department of Veteran Affairs, Southeast Louisiana Veterans Health Care System 2400 Canal Street New Orleans, LA 70119 (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate whether your business is large or small (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on SDVOSB or VOSB status you must be registered in the VetBiz Registry. (3) GSA CONTRACT NUMBER SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: SHREDDING SERVICES - SLVHCS" (SEE ATTACHED DRAFT SOW for detailed information). (4) HISTORICAL PRICING DATA (a) Pricing information from at least two (2) previously awarded government contracts that are no more than two (2) years old at the date of this notice. (b) The contracts do not need to be agency specific. (c) Total contract value or awarded line item pricing is acceptable and no detailed price breakouts or proprietary pricing information is needed. (d) Contract period of performance and scope (relative to size of the contract, tonnage or approximate number of bins and sizes is acceptable) should be indicated clearly and obviously on the submitted documentation. (d) If the contract was awarded subject to a set-aside, the type of set-aside used should be indicated clearly and obviously on the submitted documentation. (e) Submitted pricing data is not being evaluated it is for market research purposes only. STATEMENT OF WORK FOR SHREDDING SERVICES - SLVHCS GENERAL: The Southeast Louisiana Health Care System (SLVHCS) is a dynamic and progressive health care organization dedicated to providing quality, compassionate and accessible care, and service to Louisiana veterans. The New Orleans VA Medical Center and Community Based Outpatient Clinics, all work together to form this comprehensive health care delivery system. To ensure the provision of quality patient care, the health care system employs 2,500 plus professional, technical, administrative and support personnel who work together to meet the needs of Louisiana Veterans. This staff is reinforced by over 600 community volunteers who donate more than 120,000 hours of service a year to supplement the care and compassion provided to hospitalized veterans throughout the state. Contractor shall provide document shredding services for the SLVHCS for the period of December 1, 2024 thru November 30, 2025. The contractor shall provide all material, labor, secured vehicles, equipment, personnel, and supplies necessary to perform the minimum specifications stated. Confidentiality of all information is required. Therefore, the contractor and all personnel shall not inspect, view, peruse, copy, or examine any confidential material or documents designated for shredding. Performance Period: The Period of Performance for this contract service shall be for one (1) base year and four (4) years after Notice to Proceed. Type of Contract: The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation. SPECIFICATIONS: Confidentiality - The contractor will not otherwise disclose, release or communicate any confidential information to any third party, individual, organization or entity not employed by SLVHCS. Should any violation or breach of this provision occur, such will constitute cause for immediate termination of the contract upon receipt of written notice of such termination. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, Appendix A, dated October 29, 2010. Contractor shall maintain the confidentiality in accordance to industry standards and in compliance at the federal level with the Health Insurance Portability and Accountability Act (HIPPA) of1996, the Privacy Act of 1974, Health Information Technology for Economic and Clinical Health Act (HITECH). The contractor is expected to adhere to the same standards as the state agency as to protected health information (PHI) and the Federal Information Security Act of 2002. The contractor's personnel designated to work with confidential records shall be required to sign a statement of confidentiality guaranteeing non- disclosure of information prior to performing any work described in this task order. The confidentiality statement shall be designed, implemented and maintained by the contractor. If necessary, the statement of confidentiality shall be made available for viewing by any requesting agency, the contractor shall not use any employee with whom the agency is not satisfied to provide the services specified. Contractor shall perform tasks described below: Multiple Collection Sites: Contractor shall pick up all bins from SLVHCS location docking areas. Secure, transport and store until destruction. The contractor will maintain a chain of security/custody from pick up to final destruction. Contractor will provide the Government with the quantity of bins taken and/or shredded prior to departing the facility. Contractor shall provide certificates of destruction. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor, in writing, of location changes. There shall be no addition charge for changed locations that do not result in an additional pickup address. Pickup schedule for each location shall be coordinated with the Contracting Officer s Representative (COR). Shredding to be conducted on site at collection points in the presence of a federal employee of SLVHCS. Contractor will provide facility pounds of shredded materials monthly, quarterly, and/or annually as requested by the COR. Estimated weights provided by Government for document destruction are based on the best available information at the time of issuance of this solicitation. The Government does not guarantee these estimated weights to be factual. Contractor shall provide a written statement of assurance that all documents intended for shredding will be destroyed and unreadable; utilizing an onsite, crosscut, shred device. Contractor will verify, in writing that all data is destroyed on site and that nothing is removed from site before shredding is completed. Contractor shall deliver industry standard Certificates of Destruction for completed destruction. One certificate must be verified and indicated by signature from each facility contact person or designee for onsite services. A second Certification of Destruction must be provided to the COR for all final destruction services, in accordance with Section H below. Contractor is required to perform shredding/pick-up on day agreeable to both VA Facility and the Contractor. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities. Contractor must provide insurance for the destruction of VA material and must be bonded or covered for Error and Omissions Insurance in the amount of at least $500,000.00 The contents of each bin shall be emptied (shredded) and removed no less than once per week. Containers - Contractor will be required to supply containers, locking executive containers, 32-and 64-gallon sizes, to accommodate paper/records collection at each campus location at no charge to the SLVHCS. Contractor shall not limit the number of containers at any specific site. Quantity, size, and type of containers at each location shall be at individual campus request. Contractor shall place containers in the locations requested by SLVHCS, provided the placement is in accordance with applicable fire codes. Contractor must be aware of these regulations and supply SLVHCS with the appropriate containers. The contractor shall retain ownership of the containers. The contractor shall agree that SLVHCS shall not be responsible for any liability incurred by the contractor or the contractor s personnel arising out of the possession, use, maintenance, delivery, return, and/or collection from the containers provided by the contractor. Containers must have either a top slot or SID slot near the top designed to prevent theft of materials by reaching into the container. Containers must have a tamper evident locking system and be made of a fire-resistant material. The contractor will supply a SLVHCS representative with a key for all locking containers provided. If a key is lost, the contractor will supply a new key at no additional charge to the agency. Any keys replaced after the first initial loss will be subject to a charge by the contractor. All containers provided by the contractor must be clearly marked for their intended use. Shredding equipment- Contractor shall only use premium, industrial-grade shredders that use pierce and tear, or an equivalent process that meets or exceeds the shredding requirements for shredding all records, confidential or otherwise. Materials collected for destruction and disposal shall be secured through pulping, macerating, or shredding to a degree that ensures that the information is not readable or re-constructible in any way. The contractor shall be able to shred or disintegrate any type of paper items, regardless of color, finish (e.g., color photocopies, magazine-weight papers), or size of page. SLVHCS should not have to remove items such as staples, tape, post-it notes", label tape, rubber bands, most types of paper clips, etc. Contractor personnel- The contractor s personnel assigned to perform shredding services under this term task order must, at all times, have a photo identification badge (contractor's photo identification) prominently displayed. The contractor shall provide the COR with a list of contracted employees expected to enter the buildings to perform services. 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. An 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 VA Maryland Health Care Systems. 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. WORK HOURS: Normal Work Hours: The service schedule will be developed between the contractor and Contractor Representative (COR) prior to any service being performed. National Holidays: The ten holidays observed by the Federal Government are: New Years Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Unless further defined within this Statement of Work (SOW), if a scheduled pickup day falls on a Federal Holiday, Monday through Thursday, the pickup shall be rescheduled to the next business day. If the Federal Holiday is on a Friday, then the pickup shall be rescheduled to the Thursday BEFORE the Federal Holiday. The Contractor shall verify with the COR if there is any uncertainty of the day of the week being observed. Conflicts shall be resolved by the Contracting Officer. SCHEDULED SERVICES: There will be (1) pick-ups at each site per week. Pickup schedule for each location shall be coordinated with the Contracting Officer s Representative (COR). Locations and/or Areas of Service will be as follows (Please see attachment A) INTERFERENCE TO NORMAL FUNCTION: The Contractor shall have in place and maintain a valid contingency plan to meet the requirements of the contract to avoid an interruption of service due to failure of equipment or personnel issues. The Contractor shall incur all cost associated with fulfilling this contingency plan at no additional cost to the Government. The Contractor shall be liable for all expenses incurred by the Government due to the Contractor s inability to perform in accordance with these requirements. Contractor may be required to interrupt their work at anytime so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. Contractor is to provide a documented back up plan in the event circumstances disrupts his ability to provide services. Services will be provided within 24 hours of a failure to meet scheduled service times. CONTRACTOR QUALITY CONTROL: The contractor shall develop and maintain quality control programs to ensure destruction services are performed in accordance with mandated specifications, regulations and laws. The contractor shall develop and implement procedures to identify and prevent the occurrence of defective services. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the COR an original signed Certificate of Destruction for each pick up for each site within 5 working days of each pickup. A final certificate of destruction will be accepted only after the final destruction process has been verified. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: Pickup/Delivery Location Pickup/Delivery Date Name and signature of Government Contact or designee 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 SLVHCS. PRIVACY POLICY TRAINING: All contractor and subcontractor employees performing work under this contract are required to complete VA General Privacy Training, and annual refresher training (as required) prior to being allowed to perform the function, and annually thereafter. A copy of the training certificates for each applicable employee shall be provided to the contracting officer within (1) week of the initiation of the contract and annually thereafter, as required. These online courses are located at the following website: https://www.tms.va.gov/learning/user Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic privileges and removal from work on the contract until such time as the training is completed. CONTRACTOR PERSONNEL BADGES AND PARKING: The contractor shall provide the COR with a list of contractor employees expected 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. 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 display contractor s badge(s) to the contact person or designee prior to each pick up process. The contractor shall be required to comply with all security policies/requirements of SLVHCS. 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 the COR. SLVHCS does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. QUALITY ASSURANCE The COR will receive and investigate complaints from various customers located at SLVHCS. 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-pickups per quarter. Shred Bin Locations Attachment 1 Dixie/ Research Area RM# #Containers (CWT RM. 1P147A (1) PRO LEG RM. 1P120 (1) LOG RM. 1P124 (1) LOG RM. 1P128 (1) Research RM. 2P167 (1) Floor 2.5 COPY ROOM (1) 208-08RB Floor 4.5 COPY ROOM (1) Shot Gun House R3 (1) Shot Gun House R4 (1) TRANSPORTATION 1K114 (1) CEP LOG. Warehouse (1) SHOPS- RM. 1N122 - (1) RM. 2N108- (1) FACILITIES RM 3N109K (1) RM 3N109J (1) MSD RM. 4N106 (1) PROS./ REHAB RM. 1M122A (1) RM. 1M204A (1) RM. 1M232 (1) RM. 1M256 (1) RM. 1M153 (1) (DOOR CODE IS 92758# OR 10717#) CLC RM. 2M105 (1) RM. 2M108 (1) RM. 2M184 (1) RM. 3M107 (1) RM. 3M109 (1) J-Tower MENTAL HEALTH. RM. 1J209 (1) RM. 1J215 (1) RM. 1J297 (1) RM 1J311 (1) EYE CLINIC RM. 2J227 RM. 2J325 (1) PHARMACY RM 2J307M (1) RM. 2J307H (1) RM. 2J307B (1) RM. 2J307K (1) DISPENS'NG AREA (1) PHARM TECH AREA (2) PHARM CONSULT AREA (2) WINDOW 5 WINDOW 6 3J RM. 3J213 (1) RM. 3J308 (1) RM. 3J324 (1) 4J RM. 4J217 (1) RM. 4J327 (1) RM. 4J310 (1) 5J RM. 5J211 (1) RM 5J310 (1) RM 5J219 (1) RM 5J334 (1) 6J RM 6J213 (1) RM 6J247 (1) RM 6J308 (2) RM 6J324 (2) 7J RM 7J220 (INFUSION) (1) RM 7J207 (1) RM 7J324 (1) RM 7J310 (1) RM 7J318 (1) 1H LAB RM. 1H137 (1) 2H C&P RM. 2H135 (1) RM. 2H141 (1) COMPLIANCE RM. 2H105 (1) TRAVEL RM. 2H113 (1) 3H MEDICINE RM. 3H110 (1) RM. 3H119 (1) RM. 3H150 (1) 4H A&PC RM. 4H144 PATIENT TRANSPORT 1G106 (1) POLICE &SECURITY 1G111A (2) OIT/CIM RM 1G130L (1) CARDIOLOGY TESTING RM. 2G100A (1) RM. 2G173 (1) RM 2G175 (1) RM 2G123 (1) PIV RM. 2G110.5 (1) HOME TELEHEALTH RM. 3G109 (1) RM. 3G109F (1) RM. 3G118 (1) ENDO RM. 3G127 (1) RM. 3G220 (1) RM. 3G222 (1) CIM RM. 4G106 (1) FOOD & NUTRITION RM 4G201D (1) PULMONARY 3G RECEPTIONIST DESK (1) MHICM RM. 1F107 (1) MAILROOM RM 1F152 (1) RADIOLOGY RM. 2F235 (1) RM. 2E101 (1) RADIOLOGY 2F LOBBY (1) 3F RECEPTION AREA (1) RM. 3F122 (1) RM. 3F180 (1) P & LMS RM. 4F140A (1) RM. 4F123 (1) OPERATORS RM. 4F107 (1) P&LMS RM. 4E122 (3) RM. 4E123 (1) EMERGENCY OP RM. 4E205A (1) URGENT CARE RM. 3E127 (1) RM. 3E145/147 (1) RM. 3E202 (1) RM. 2E206 (1) RM.2E252 (1) RM. 2E240 (1) VOLUNTEER SERVICES RM. 1E111 (1) OPTICAL SHOP RM 1E120B (1) SAFETY RM. 1E112 (1) NURSE UTIL. MGMNT. RM. 1E130 (1) RM. 1E130A (2) BACK WALL (1) OPTICAL RM.1E107 (1) URGENT CARE RM 2D258 (1) RM 2D219(1) FAST TRACK RM. 2D103 (1) FRONT DESK (1) OBSERVATION UNIT SYSTEM REDESIGN RM 1D102 (1) EMS RM 1D130 (1) HBPC RM 1D134 (1) RM 1D134D (1) RM. 10134F (1) B1OMED RM. 1D107 (1) PHARMACY RM. 2D253 (1) SURGERY RM. 3D120B (1) RM 3D120G (1) RM. 3D120P (1) 4B RM. 4B135 (1)0 DIALYSIS RM. 4C126 (1) SPS RM. 4D217 (1) INPATIENT PHARMACY RM 4D-009(1) RM. 4D110C (1) RM. 4D121A (1) RM. 4D121B (1) RM 4D121 WORK AREA (1) 5D MH RM. 5D132 (1) RM. 5D202 (1) INSIDE NURSES STATION 3C RM. 3C126 (1) SLEEP LAB RM. 1C123 (1) SERVICE TBD 1C100D (3) RM. 1C160 (1) RM 1C163 (1) RM. 1C155 (1) 2C RM. 2C126 (1) RM. 2B122 (1) 2B MED SURG RM. 2B135 (1) RM. 3B124 (1) RM. 3B135 (1) CHAPLAIN RM. 1B102 (1) HAS RM. 1B120 (1) RM. 1B129 (1) RM 1B136 (1) RM. 1B137 (1) RM. 1B183 (1) RM. 1B197 (1) PERC RM. 1A307 (1) RM. 4A208 (1) PAN AM RM. 5Q104 (2) RM. 4Q114 (1), RM 4Q102 (1) FISCAL, RM. 4Q120- RM. 4Q122 (2) EEO, RM. 4Q138 (1). RM 4Q129G (1) RM. 3Q110, RM. 3Q124, RM. 3Q127, RM. 3Q120, RM 3Q118 (4) RM 2Q117 (LOBBY). RM. 2Q115 EDUC (1) RM.1Q101 (1). RM. 1Q107, RM.1Q130 CRED UN (1) BLDG 1555 13TH FL. RESEARCH (1) BLDG. 1515 11TH FL RM. 1103 (1) MICHOUD WAREHOUSE MENTAL HEALTH 3426 CANAL (2) 3434 CANAL (2)