R616--MED RECORD STORAGE & DESTRUCTION

The Department of Veterans Affairs is conducting a sources sought announcement to identify qualified Service-Disabled Veteran Owned Small Businesses capable of providing medical records storage, retrieval, transportation, and destruction services for the San Diego VA Health Care System. This announcement is strictly for market research and does not constitute a solicitation, request for proposals, or binding obligation to award a contract, nor will the Government reimburse any costs incurred in responding. Interested parties must submit a comprehensive response including company name, address, point of contact, phone, fax, email, SAM UEI number, CAGE code, tax ID number, and confirmation of small business status, all accompanied by a detailed capability statement demonstrating technical expertise and experience in records management and destruction. All respondents must be registered in SAM and, if applicable, in the SBA’s Dynamic Small Business Search registry to be considered. The acquisition is designated as a Service-Disabled Veteran-Owned Small Business Set Aside under NAICS code 561990, with Public Law 109-461 mandating consideration for a total set-aside, though full and open competition may follow if responses are inadequate. The contractor, if selected, will be required to perform under a five-year period beginning August 1, 2026, with four option years extending to July 31, 2031. Services must comply with stringent standards including NARA certification, NIST 800-88 1x5 mm crosscut destruction, 41 CFR Part 101-45, and VA Directive 6371, while maintaining secure, climate-controlled vault facilities with 24/7 access control and RFID labeling. Performance must achieve 95% compliance for non-urgent retrievals and 100% within 24 hours for urgent requests, with all records subject to strict HIPAA compliance and Business Associate Agreement requirements. Contractors must secure appropriate insurance coverage—$500,000 general liability, $100,000 employer’s liability, and $200,000 per person automobile liability—and ensure all personnel undergo VA security clearance, including fingerprinting and badge issuance, with no use of personal vehicles permitted. Responses must be submitted via email to Garrett Lyles, Contract Specialist, no later than 1:00 p.m. PST on June 17, 2026, and must include full registration details and documentation to establish eligibility and capability for future award under the anticipated