R– Shredding Services Amarillo Health Care System
Notice Type: Amendment to Combined Synopsis/Solicitation
Posted Date:
Office Address:
Subject: R-- Shredding Services Amarillo Health Care System
Classification Code: R - Professional, administrative, and management support services
Solicitation Number: 36C25718U0060
Contact: Rastreva Upshaw, Contract Specialist [email protected]
Setaside: Service-Disabled Veteran-Owned Small BusinessService-Disabled Veteran-Owned Small Business
Place of Performance (address):
Place of Performance (zipcode): 79106
Place of Performance Country:
Description:
This Amendment is being issued due to technology issues and all the data not showing up on the original Combined Synopsis/Solicitation. This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 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.
Solicitation number 36C25718U0060 is issued as a Request for Quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.
SET-ASIDE: --This requirement is Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 561990 and the small business size standard is
Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government.
Description of Services:
Place(s) of Performance/Service Locations:
Period of Performance: Base Year with (4) one-year option renewal periods.
Base:
Option Year One:
Option Year Two:
Option Year Three:
Option Year Four:
The following clauses and provisions apply to this solicitation:
52.209-5, Certification Regarding Responsibility Matters
52.212-3, Offeror Representations and Certifications-Commercial Items
52.212-4, Contract Terms and Conditions-Commercial Items
52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items
52.217-8, Option to Extend Services
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.
Evaluations of Options (
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s).
(End of Clause)
52.217-9, Option to Extend the Term of the Contract
a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 (five) years.
52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Right
52.203-99 Prohibition of Contracting with Entities That Require Certain Internal Confidentiality Agreements
52.219-14, Limitations on Subcontracting
52.219-8, Utilization of Small Business Concerns (
52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside
52.222-3, Convict Labor
52.222-41, Service Contract Labor Standards (
52.222-42, Statement of Equivalent Rates for Federal Hires (
52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (
52.222-55, Minimum Wages Under Executive Order 13658 (
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.232-19, Availability of Funds for the Next Fiscal Year
52.228-5 Insurance-Work on a Government Installation (
52.232-33, Payment by Electronic Funds Transfer-System for Award Management
52.237-3 Continuity of Services (
52.232-39, Unenforceability of Unauthorized Obligations (In the FAR https://www.acquisition.gov/far/html/52_232.html#wp1160005)
52.233-3, Protest after Award (In the FAR https://www.acquisition.gov/far/html/52_233_240.html)
852.203-70,
852.219-10 VA Notice of Total Service-Disabled Veteran Owned Small Business Set-Aside
852.232-72, Electronic Submission of Payment Requests
852.237-70, Contractor Responsibilities
52.252-1,
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).
52.252-2,
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). Full text can be obtained at http://www.acquisition.gov/far/index.html
852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (
LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE
(a) This solicitation includes VA Acquisition Regulation (VAAR) 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.
(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by
(c) All support contractors conducting this review on behalf of
(d) Furthermore, if
(End of clause)
852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (
SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE
(a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments.
(b) The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement.
(c) All support contractors conducting this review on behalf of
(d) Furthermore, if
(End of clause)
Submission of Quote (FAR 52.212-1 Instructions to Offerors Commercial Items):
The Offeror shall submit their quote on company letterhead and shall include unit price, overall total price, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov. Complete copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.
The offeror shall provide sufficient evidence that they possess adequate resources, capability, experience, responsibility and integrity to meet the technical capabilities to comply with the requirements of the resulting contract.
All quotes received without this documentation will not be considered.
All questions must be received no later than
Quotes must be received no later than
Quote should be broken down as follows:
B.3 PRICE/COST SCHEDULE
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
12.00
MO
$
$
SHREDDING SERVICES
BASE YEAR
0002
12.00
MO
$
$
SHREDDING SERVICES
OPTION YEAR 1
0003
12.00
MO
$
$
SHREDDING SERVICES
OPTION YEAR 2
0004
12.00
MO
$
$
SHREDDING SERVICES
OPTION YEAR 3
0005
12.00
MO
$
$
SHREDDING SERVICES
OPTION YEAR 4
GRAND TOTAL $ _________________
SIX- MONTH EXTENSION - PRICE/COST SCHEDULE
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
3001
SHREDDING SERVICES
Six Month Extension
12.00
MO
$
$
GRAND TOTAL $ _________________
The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov. The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently.
DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.
WAGE AND DETERMINATION: These services are subject to the Wage Determination (Service Contract Act) posted on www.wdol.gov and can be viewed at https://www.wdol.gov/sca.aspx.
STATEMENT OF WORK
SCOPE OF WORK:
The vendor must be certified by the
PERIOD OF PERFORMANCE:
Base:
Option Year One:
Option Year Two:
Option Year Three:
Option Year Four:
PLACE(S) OF PERFORMANCE/SERVICE LOCATIONS:
REQUIREMENTS:
The Amarillo VA Health Care system (AVAHCS) in
The current facility requirement includes: provision of office-suitable (professional) locking cabinets, with a secure method for users to deposit paper and not allow retrieval or view. Each cabinet should hold up to 135 pounds. Additional secure mobile containment with capacity for approximately 1,500 pounds of overflow is required to reside at the Amarillo VA. The count of cabinets required is approximately: 90 in
*-----Location:
Cabinet Size:
Estimated Quantity:
Frequency:
Up to 135 lbs
90
Weekly
Up to 135 lbs
12
Biweekly
Up to 135 lbs
4
Monthly
Up to 135 lbs
1
Quarterly
Secure Mobile Containment up to 1500 lbs overflow
1
Weekly
NOTE: The Amarillo VAHCS has been approved for a new outpatient clinic in
The vendor shall provide for secure collection for each cabinet for the Sensitive Information/ Privacy Act paper, protecting the information from being read, and from theft or loss, from point of collection through final destruction. Vendor shall review each container during each pickup and complete a written list of containers, noting quantity of paper and any other findings for government records.
The vendor shall ensure that containers have a slotted lid or front panel through which documents may be inserted and a locking access door. The containers must protect against unauthorized access (i.e., reaching through an opening to retrieve a document, bypassing the locking mechanism with a device other than a key, etc.). All locked containers shall use the same key lock or key code. The locked containers shall be aesthetically compatible with the facility s interior design scheme.
The vendor shall provide pickup at sufficient frequency to assure paper does not build up at each site beyond reasonable capacity. Current schedule requires weekly pickup in
The vendor process must be compliant with VA Directive 6371, Destruction of Temporary Paper Records, dated 04/08/2014. Certification of Destruction is required in written documentation by a records-destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of
Final Destruction: The destruction process must assure that paper is not readable or reconstructable to any degree. If this final destruction of paper records occurs away from a
Interim Destruction: Interim destruction does not definitively ensure paper is not readable or reconstructable to any degree, but does ensure they are not readable or reconstructable without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction.
The vendor must clearly describe the process of secure containment, storage, shredding, including final disposition location(s) and uses in detail to demonstrate compliance with the VA Directive 6371. Vendor shall include the size of shred after interim and final processing. Should this process require temporary or permanent change by the vendor, including changes to equipment or locations of storage or interim or final destruction and disposition of temporary records, the vendor must promptly notify the government in writing.
The vendor shall provide a document that acknowledges receipt of temporary paper records, per VA Directive 6371, along with the weight of paper removed along with date and name of contract representative.
The vendor shall notify Contracting Officer s Representative (COR) if a scheduled pickup/shred is not possible, along with the reasons, such as due to emergency, equipment malfunction, or weather.
The vendor shall comply with all rules and signs posted on federal property.
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
The vendor that provides for the final destruction of temporary paper records containing PII or other
Vendor shall provide clear documentation that any contractor who handles
The
SUMMARY OF WORK:
Access to Work Site: The vendor will schedule routine pickup of Sensitive Information at the
Vendor Furnished Material: The vendor will be required to furnish all tools and equipment necessary to review, collect securely, and contain all Sensitive Information picked up. No Government property will be provided.
Manifest Information: The service will provide a manifest for each pickup to include dates of
service, total and tare weight and location of waste.
Certificate of Destruction: The service is required to provide a Certificate of Destruction from each Sensitive Information pickup from the
Invoice Information: The service will include an invoice that includes dates of service and total
charge.
General Information on Invoice:
Facility
Type of service performed
Date(s) of service
SCHEDULE: Pickup is to occur at the
The following is a list of
HOLIDAY and DATE:
Memorial
EXECUTION:
All work shall be performed in a safe and efficient manner.
Site Clean-up: The Contractor shall assure its processes do not create an unclean or unsafe environment for AVAHCS and do not damage or destroy government property.
Final Inspection: The COR will notify the vendor of any issues raised from the pickup of paper from each location.
HIPAA/HITECH COMPLIANCE: The Contractor is subject to the provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information Technology for
INSPECTION: The
SHREDDING SPECIFICATIONS: After final destruction, the information in the documents must be rendered unrecognizable in accordance with NIST 800-88 Guidelines for Media Sanitation and FIPS 199 Security Categorization of the System Confidentiality (particles no larger than 1 mm x 5 mm).
QUALITY CONTROL: The Contractor shall develop and maintain quality programs to ensure refuse and recycling services are performed in accordance with commonly accepted commercial practices.
NON-DISCLOSURE OF SENSITIVE INFORMATION:
The Contractor acknowledges that in the performance of this contract, Contractor personnel will have access to some privileged and confidential materials of the United States Government, including
The Contractor shall protect, safeguard, control, manage, and destroy all VHA documents complying with VA Handbook 6300.1, VA Directive 6371, VA Handbook 6500, VA Handbook 6500.1, and VA Handbook 6500.6. It is the responsibility of the Contractor to review these handbooks and directives, copies of which can be accessed electronically at the following address: http://www1.va.gov/vapubs/index.cfm. NIST 800-88 Revision 1 can be accessed electronically at the following address: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf
The Contractor shall not inspect, view, peruse, copy, or examine any documents or media containing
BREACH REPORTING PROCEDURES: Any Contractor employee who knows or suspects that
CONTRACT PERSONNEL SECURITY AND TRAINING REQUIREMENTS:
BACKGROUND INVESTIGATION: The performance of this contract requires the Contractor to have potential routine, unescorted access to
If the Contracting Officer finds it in the best interest of the Government s/he may, at any time during the performance of this contract, order the Contractor to remove any of his/her personnel from further performance under this contract for reasons of their moral character, unethical conduct, security risk and violation of on-site facility rules. In the event that it becomes necessary to replace any Contractor personnel for any of the above reasons, the Contractor shall bear all costs associated with such removal, including the costs for the replacement of any personnel so removed. These charges will not be chargeable to the Government.
CONTRACTOR FACILITIES: (See Appendix A for full list)
a. The Contractor Facility must have a Monitored Alarm System(s) that include the following:
Motion Detectors
Door contacts
Battery Back-Up
Monitoring Service
The Contractor Facility must have Taped Closed Circuit TV (CCTV) monitors with the following:
Sufficient Lighting to allow CCTV
Fully Functional Cameras
Recording Devices
The Contractor Facility must have Locks and Key Controls.
The Contractor Facility must maintain Visitor Logs and Visitor ID Badges
The Contractor Facility must maintain Written Policies and Procedure.
CONTRACTOR VEHICLES:
a. All Contractor vehicles utilized in the performance of this contract shall maintain insurance and state vehicle registration.
b. The Contractor shall ensure that all contractor vehicles utilized for this performance contract are kept in proper working order condition.
c. The Contractor vehicle shall be locked and properly secured at all times while at the government site or in route to and from contractor site. Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting
OTHER OPERATIONAL REQUIREMENTS:
a. All destruction will take place within the enclosure of the destruction facility, which consists of four solid walls and a ceiling, and meets all criteria related to physical building security.
b. The Contractor shall allow inspection, upon request, by a
c. The
FACILITY ACCESS REQUIREMENTS AND PARKING:
Prior to beginning work under the contract, the Contractor shall provide the COR with a current list of Contractor employees expected to enter the
Upon arrival at the Contractor employees shall sign in with the
While on
All Contractor vehicles utilized under this contract shall be insured and maintain current state vehicle registration. All Contractor employees shall possess a valid State Driver s license. The Contractor or his/her employees shall not use personally-owned vehicles while performing duties 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.
SAFETY/SECURITY REQUIREMENTS: The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and actor supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.
The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.
CONDUCT OF PERSONNEL: Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length more than three inches, while assigned under this contract.
CONTRACTORS ATTIRE AND APPEARANCE: Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.
End of Document
Link/URL: https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25718U0060/listing.html
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