R614--Sources Sought for Document Shredding Services

The purpose for this source sought notice is to locate interested companies that can furnish the REQUIREMENTS listed in the SOW that is attached. Offeror's capability to meet this requirement including any current contracts with more than 2 years of Period of Performance (Civilian or Government) to include meeting the below listed accreditations or similar standards, facility description, capabilities, and certifications. Responses must show clear and convincing evidence that your company and its employees have the capabilities, training, and qualifications to provide this service to be considered as a source. The following information is requested in a response to this RFI: 1. General Company information- Offeror's company name, DUNS, full address, point of contact, title, phone number, and email address. Name: Address: Contact Person: Phone number: Email address: DUNS number: Cage Code Number: Company website if available: 2. Business Type Please put a check mark or circle around the type of business you are below: a) Large b) 8(a) c) HubZone d) Small Business e) Small Disadvantaged Business f) Woman Owned Small Business g) Service Disabled Veteran Owned Small Business h) Veteran Owned Small Business ***Note - All Veteran Owned Businesses must be registered in VetBiz at http://www.vip.vetbiz.gov/general_user/register/default.asp to be considered a Veteran Owned Business. Socioeconomic status (whether Service Disable Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, 8(a), Woman Owned, Small Disadvantaged, etc.). If stating SDVOSB or VOSB status, your company must be verified with the seal/icon or show pending verification in VetBiz Registry (https://www.vip.vetbiz.gov//) to be considered as a SDVOSB or VOSB source. 3. How long has your company provided these services? See attached Past Performance. 4. Provide information for any current or past VA contracts for these products and services. 5. Is your company registered in the System for Award Management at WWW.SAM.GOV? The NAICS code for the procurement is 561990. Any future RFP will be conducted in accordance with FAR Parts 12 and 15. The Government may elect to award a Firm Fixed Price contract resulting from the solicitation. Responses to this market survey should be e mailed to shawn.vanzandt@va.gov. No telephone responses will be accepted. Please provide a detailed response to the below Performance Work Statement stating how you can meet all aspects stated. It is requested that responses be received no later than 2:00 pm Central, January 17th, 2022. *NOTE* SDVOSB Contractors to provide documentation to fulfill capabilities of the following clause: FAR 52.219-27. No solicitation document is available currently; this notice is to acquire information only. Vendors interested in providing an offer will have to respond to a separate solicitation announcement. DESCRIPTION/STATEMENT OF WORK CONFIDENTIAL SHREDDING A. GENERAL: 1. The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial document destruction services for the facilities within Department of Veterans Affairs, Lafayette CBOC, Natchitoches CBOC, Jennings CBOC, Fort Polk CBOC, and Lake Charles CBOC. 2. The contractor shall furnish (See Attachment A) locked security waste container(s) top loaded bins, as required for each facility without additional cost to the Government. 3. Pickup schedule for each location(s) shall be coordinated with the Contracting Officer Technical Representative (COTR). 4. The locations for the bulk containers are subject to change by the Government. The Government shall notify the contractor, in writing, of location changes or adding of additional bins. 5. The C&A requirements do not apply, and a Security Accreditation Package is not required. WORK HOURS: Normal Work Hours: 8am-4:30pm 2. 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. C. SHREDDING SPECIFICATIONS: Materials collected for destruction and disposal shall be secured until the confidential material is rendered unrecognizable in accordance with National Institute of Standards and Technology (NIST) 800-88 Guidelines for Media Sanitization and Federal Information Processing Standards (FIPS) 199 Security Categorization of the System Confidentiality. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, dated April 8, 2014 (Attachment V and VI). The contractor shall be monitored while in possession of confidential material until said material is rendered unrecognizable. D. TASKS: 1. Contractor shall perform tasks described below: Collection Points: Multiple collection points Central Collection: Contractor shall pick up all bins from (See Attachment A) secure, transport and store until destruction. The contractor will maintain a chain of security/custody from pick up to final destruction. Contractor to provide Government number bins taken and/or shredded prior to departing the facility. Multiple Collection Sites: Contractor shall pick up all bins from (See Attachment A). All containers will be emptied no matter the amount. Contractor will secure, transport and store until destruction. The contractor will maintain a chain of security/custody from pick up to final destruction. Contractor to provide Government number bins taken and/or shredded prior to departing the facility. Shredding will be conducted On Site with a VA representative 3. If shredding is not the final destruction method and shredding is only an interim step in the destruction process, then shredding to NIST standards is not required, but the shredded material must be secured until it is no longer readable or reconstructable which means material must be pulverized, bleached, pulped or fully destroyed by other means. 4. Contractor will provide facility pounds of shredded materials (monthly, quarterly, and/or annually as requested by the COTR). 5. Estimated weights provide 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. 6. Contractor shall deliver industry standard Certificates of Destruction for completed destruction according to NIST and FIPS Regulations. E. NON-DISCLOSURE OF SENSITIVE INFORMATION 1. 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. 2. 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. F. INSPECTION: Representatives of the Government shall have the right to inspect the contractor s and/or Subcontractor s facilities and operations provided for the performance of work under this agreement. G. 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. A quarterly sample of pulverized material shall be provided to COTR for Privacy Officer. H. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the medical facility s COTR an original signed Certificate of Destruction for each pick up for each site within 1 working days of each pickup. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following: 1. Pickup/Delivery Location 2. Pickup/Delivery Date 3. Name of Government COTR at Pickup Location 4. Amount of shredded waste (number of containers picked up and/or pounds shredded) 5. Destruction Certification Document Number 6. Destruction Certification Date 7. Any other information as determined necessary by the COTR. I. CONTRACTOR PERSONNEL BADGES AND PARKING: 1. The contractor shall provide the COTR with a list of contractor employees expected to enter the buildings 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. 2. 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 COTR. 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 COTR or designee at the end of each pick up process. 3. The contractor shall be required to comply with all security policies/requirements of (your facility). 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. 4. 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 COTR. 5. Alexandria VA Health Care System does not validate or make reimbursement for parking violations of the contractor s personnel under any circumstance. J. QUALITY ASSURANCE: The Government will receive and investigate complaints from various customers located at Alexandria VA Health Care System. 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. VAMC Anywhere USA Container List QTY LOCATION QTY LOCATION 1 Bldg 18, 3rd Floor, 310, thru glass doors & Left - 1 Bldg 18, 3rd Floor, Director's Suite 1 Bldg 53, 2nd Floor, behind elevator, 2S20, in hall 1 Bldg 18, 2nd Floor, Outside Fiscal Service Office 1 Bldg 53, 2nd Floor, OT/PT waiting area, left of elevator 2 Bldg 18, 2nd Floor, Inside Fiscal Service down hall 1 Bldg 53, 2nd Floor, right of elevator, Nurse Station 3 Bldg 18, 2nd Floor,2-110, H204, thru glass doors down hall 1 Bldg 53, 1st Floor, Nurse Station, North Side of Ext Care 1 Bldg 18, 2nd Floor, 2-104, across from elevator 1 Bldg 53, 1st Floor, South Nurses Station 2 Bldg 18, 1st Floor, 1-122, HR, copy room (1 added 4/10) 1 Bldg 53, Basement, North End, Audiology, GS34, back hall 2 Bldg 18, 1st Floor, 1-114A Engineering 1 Bldg 53, Basement, North End, GN48, speech pathology sample 1 Bldg 53, Basement, North End, GN463/15/07 1 Bldg 2, Copy machine area 2 Bldg 52, 2nd Floor, South, 2S34, Copy Room 1 Bldg 1, 3rd Floor, H303 Canteen Service (down hall) 1 Bldg 52, 1st Floor, Ward 1 North, locked office, 1N97 1 Bldg 1, 3rd Floor, C306, Physical Therapy(new 6/07) 1 Bldg 52, 1st Floor, 1 North, locked office, supply, 108 1 Bldg 1, 3rd Floor, W313, Canteen, West Side3/15/07 1 Bldg 52, 1st Floor, 1 South, Nurses Station 2 Bldg 1, 3rd Floor, W300, Canteen, West Side 1 Bldg 52, Basement, GS22 EMS Office 1 Bldg 1, 2nd Floor, GRECC Clinic, 2E, Nurse Station 1 Bldg 52, Basement, GS14, OT, far in back 1 Bldg 1, 2nd Floor, 2W1(added 6/5) 1 Bldg 51, West Entrance, 1W182B, PTSD Clinic - - 21 - 16 - - - - 37 total containers Attachment A Shred Bin Location Alexandria VA Health Care System, Pineville, La. 71360 Community Based Outpatient Clinics Lafayette, LA, Lake Charles, LA, Natchitoches, LA, Fort Polk, LA, Jennings, LA. Building 1, Alexandria main campus Room: 119 120 213a 206 DO AD Building 2, Alexandria main campus Rooms: 301c 341 342 343 245 247 239 201 217 114 116 112a 103 122 123 Building 3, Alexandria main campus Rooms: 115 111 222 314a 320a Building 4, Alexandria main campus Rooms: 203 102 Building 5, Alexandria main campus Rooms: 211 212 201 223 226 110 124 112c Building 6, Alexandria main campus Rooms: 304 227 225 218 137 118 Building 7, Alexandria main campus Rooms: 180a 186 1g111 168 39 21 113 114 A36 ETU A12 121 1E109 103C 1B104 351 251 269 231 158 390 394 300C 326 350 400 458 436 471 478 449B 283 1E101 Building 9, Alexandria main campus Rooms: 120 201 125 Building 49, Alexandria main campus Rooms: 135 169 Building 142, Alexandria main campus Police Station Warehouse Bldg. 136 Fire Dept. EMS bldg. 6-1 Bin Urology bldg. 7-1 Bin Pharmacy bldg. 7-4 Bins Community Based Outpatient Clinic s Jennings, Louisiana CBOC (Community Based Primary Care) Lafayette, Louisiana CBOC (Community Based Outpatient Clinic) Fort Polk, Louisiana CBOC (Community Based Outpatient Clinic) Natchitoches CBOC, Louisiana CBOC (Community Based Outpatient Clinic) Lake Charles CBOC, Louisiana CBOC (Community Based Outpatient Clinic)