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FBO DAILY ISSUE OF SEPTEMBER 02, 2005 FBO #1376
SOLICITATION NOTICE

R--R -- Filing, Storage, Retrieval & Destruction of Medical records and other types of recordes

Notice Date
8/31/2005
 
Notice Type
Solicitation Notice
 
Contracting Office
Attn: Department of Veterans Affairs Business Office, Purchasing & Contracting, Tres Rios Building - San Patricio, 27 Ave. J Gonzalez Giusti, Suite 600, Guaynabo, Puerto Rico 00968
 
ZIP Code
00968
 
Solicitation Number
672-414-0001
 
Response Due
9/16/2005
 
Archive Date
10/16/2005
 
Small Business Set-Aside
Total Small Business
 
Description
The Department of Veterans Affairs (VA) Medical Center, San Juan, Puerto Rico and other Facilities has the requirement to furnish all necessary labor, supplies, space, equipment, personnel, supervision to perform filing, storage, retrieval and destruction of medical records and other types of records in accordance with below specifications.This is a combined synopsis/solicitation for Commercial Items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6 and supplemented with additional information included in this notice. This announcement constitutes the only solicitation and written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-05. Offerors shall submit all technical questions regarding the solicitation to the Contracting Officer, in writing, no later than three (3) calendar days after issuance of this Request for Quotation (RFQ). Questions will not be accepted after September 9, 2005.Questions may be sent via e-mail at mary.gugliano@med.va.gov. Verbal questions will not be addressed. Offerors shall have an established business in Puerto Rico to provide local services at the time when the solicitation will be issued.Solicitation number RFQ672-414-0001 is 100% set-aside for Small Business under NAICS 493110 with a business size of $21.5. The Government contemplates to award a requirement contract with a Base Year and Four (4) Options. Bidders shall submit pricing as follows: Schedule of Supplies/Services and Price/Cost: BASE PERIOD (10/01/05-09/30/06) Filing, storage, retrieval and destruction of medical records and other type of records services from 1 October 2005 through 30 September 2006 for VAMC San Juan and other facilities. ESTIMATED QUANTITIES OF BOXES ARE 4000. 001Filing,Storage per box (OSHA Standard) Unit is Monthly;Unit Price$________; Total Price $_________ 002.Filing,Storage per box (Large Document Box) Unit is Monthly; Unit Price$________ Total Price$_________ 003.Box (OSHA Standard) Unit is each; Unit Price$________Total Price $_________. 004.Prepared, sort, pack documents/files into new boxes at VA facilities per employee Unit is per Hour; Unit Price$________; Total Price $_________. 005.Prepared a detailed list registering the context of each box; Unit is per hour; Unit Price $________ Total Price $_________ 006.Destruction (shredded) of box (es);Unit perLB; Unit Price$________; Total Price $_________ 007.Document/Box Retrieval /per document or per box; Unit per each; Unit Price$________; Total Price $_________ 008. Delivery fee trip (up to five boxes per trip);Unit per each; Unit Price $________ ;Total Price $_________. 009. Pickup fee at VA facilities Unit per each. Total N/C FIRST OPTION (10/01/06-09/30/07) Schedule of Supplies/Services and Price/Cost: Filing, storage, retrieval and destruction of medical records and other type of records services from 1 October 2006 through 30 September 2007 for VAMC San Juan and other facilities. ESTIMATED QUANTITIES OF BOXES ARE 4000. 1001Filing,Storage per box (OSHA Standard);Unit is Monthly;Unit Price$________; Total Price $_________ 1002Filing,Storage per box (Large Document Box) Unit is Monthly; Unit Price$________ Total Price$_________. 1003.Box (OSHA Standard) Unit is each; Unit Price$________Total Price $_________. 1004.Prepared, sort, pack documents/files into new boxes at VA facilities per employee Unit is per Hour; Unit Price$________; Total Price $_________. 1005.Prepared a detailed list registering the context of each box; Unit is per hour; Unit Price $________ Total Price $_________. 1006.Destruction (shredded) of box (es);Unit perLB; Unit Price$________; Total Price $_________. 1007.Document/Box Retrieval /per documentor per box; Unit per each; Unit Price$________; Total Price $_________ 1008. Delivery fee trip (up to five boxes per trip);Unit per each; Unit Price $________ ;Total Price $_________. 1009. Pickup fee at VA facilities,Unit per each; Total Price:No charge SECOND OPTION (10/01/2007-09/30/2008) Filing, storage, retrieval and destruction of medical records and other type of records services from 1 October 2007 through 30 September 2008 for VAMC San Juan and other facilities. ESTIMATED QUANTITIES OF BOXES ARE 4000. 2001Filing,Storage per box (OSHA Standard) Unit is Monthly;Unit Price$________; Total Price $_________. 2002.Filing,Storage per box (Large Document Box) Unit is Monthly; Unit Price$________ Total Price$_________ 2003.Box (OSHA Standard) Unit is each; Unit Price$________Total $_________ 2004.Prepared, sort, pack documents/files into new boxes at VA facilities per employee Unit is per Hour; Unit Price$________; Total Price $_________ 2005.Prepared a detailed list registering the context of each box; Unit is per hour; Unit Price $________ Total Price $_________ 2006.Destruction (shredded) of box (es);Unit perLB; Unit Price$________; Total Price $_________ 2007.Document/Box Retrieval /per document or per box; Unit per each; Unit Price$________; Total Price $_________ 2008. Delivery fee trip (up to five boxes per trip);Unit per each; Unit Price $________ ;Total Price $_________. 2009. Pickup fee at VA facilities; Unit per each; Total Price: NO Charge THIRD OPTION (10/01/2008-09/30/2009) Filing, storage, retrieval and destruction of medical records and other type of records services from 1 October 2008 through 30 September 2009 for VAMC San Juan and other facilities. ESTIMATED QUANTITIES OF BOXES ARE 4000. 3001Filing,Storage per box (OSHA Standard);Unit is Monthly;Unit Price$________; Total Price $_________. 3002.Filing,Storage per box (Large Document Box) Unit is Monthly; Unit Price$________ Total Price$_________. 3003.Box (OSHA Standard) Unit is each; Unit Price$________Total $_________. 3004.Prepared, sort, packdocuments/files into new boxes at VA facilities per employee Unit is per Hour; Unit Price$________; Total Price $_________. 3005.Prepared a detailed list registering the context of each box; Unit is per hour; Unit Price $________ Total Price $_________. 3006.Destruction (shredded) of box (es);Unit perLB; Unit Price$________; Total Price $_________. 3007.Document/Box Retrieval /per documentor per box; Unit per each; Unit Price$________; Total Price $_________ 3008. Delivery fee trip (up to five boxes per trip);Unit per each; Unit Price$________ ;Total Price $_________. 3009.Pickup fee at VA facilities; Unit per Each; Total Price: No Charge FOURTH OPTION (10/01/2009-09/30/2021) Filing, storage, retrieval and destruction of medical records and other type of records services from 1 October 2008 through 30 September 2009 for VAMC San Juan and other facilities. ESTIMATED QUANTITIES OF BOXES ARE 4000. 4001Filing,Storage per box (OSHA Standard)Unit is Monthly;Unit Price$________;Total Price$_________. 4002.Filing,Storage per box (Large Document Box)Unit is Monthly; Unit Price$________Total Price$_________. 4003.Box (OSHA Standard) Unit is each; Unit Price$________Total $_________. 4004.Prepared, sort, pack documents/files into new boxes at VA facilities per employee Unit is per Hour;Unit Price$________;Total Price $_________. 4005.Prepared a detailed list registering the context of each box; Unit is per hour; Unit Price $________ Total Price$_________. 4006.Destruction (shredded) of box (es);Unit perLB; Unit Price$________; Total Price $_________. 4007.Document/Box Retrieval /per document or per box; Unit per each; Unit Price$________; Total Price $_________. 008.Delivery fee trip (up to five boxes per trip);Unit per each; Unit Price $________ ;Total Price $_________. 4009. Pickup fee at VA facilities; Unit per each. Total Price No Charge. ESTIMATED QUANTITIES of boxes are 4000. SERVICE REQUIRED: Contractor shall pick up boxes at any of the VA facilities located within the Puerto Rico geographical area during the life of the contract.LOCATIONS: VA Medical Center, 10 Calle Casia, San Juan, PR 00921-3201; Ponce Outpatient Clinic, 1010, Paseo del Veterano, Lot#1, Ponce, PR 00716-2001; Guayama CBOC, Paseo del Pueblo, State Road PR #54, KM 0.3 Lot# 6, Guayama, PR, 00784; Mayaguez Outpatient Clinic, Avenida de Hostos #345, State Road #2, KM 156.2, Mayaguez, PR 00680-1507; Arecibo CBOC #50 Gonzalo Marin, Arecibo, PR 00612. DESTRUCTION (SHREDDED:Contractor is responsible forthe destruction/shredding of the VA documents/files located at his/her business place.Steps to be followed before the destruction of files of VA records/files are: Once the records/files become eligible for destruction,the Contractor shall notify and request the COTR a written authorization for destruction shredding; Once Contractor obtains a written COTR approval for the destruction/shredding of these documents/records the destruction/shredding is allowed;Once the VA documents are destroyed/shredded a written certification form the Contractor documenting the date fo the destruction/shredding of said records/files shall be provided to the COTR for his/her record. FREE PICKUP (NO CHARGE):Pick up shall be at No Charge (N/C),therefore, no pickup charge will be issued against the VA (Government)during the life of this contract.Contractor shall coordinate the pickup schedule with the COTR.NO boxes will be picked up from any of the VA Facilities without a written authorization signed by the COTR.The authorization must contain a detailed description of the content of each box,the registration box number and the quantity.BOXES DELIVERY: NO delivery is allowed without a written authorization of the COTR. The authorization must contain a detailed description of the content of each box, the registration box number and the quantity.The Contractor will be responsible to provide required information to the COTR. DOCUMENT OR BOX RETRIEVAL:A written authorization from the COTR must be obtained before ANY document or box retrieval.Once the Contractor received a written approval the retrieval of the document(s)or box is allowed.All expenses related to the purchase,rental/lease,set up,use,and maintenance of equipment,etc.used by the Contractor in performance of the work required shall be responsibility of the Contractor.Service to include a computer database record accountability file system to keep track of in-out box movements. This electronic file is provided to the VA Medical Center in ASCHII, MS Excel,or MS Access Format, as required by VA;Records to be maintained at appropriate temperature, humidity, and Security Standards in order to preserve/secure documents for later retrieval. Records are also maintened in Full Confidentiality and accessed only by VA Authorized Personnel;Personnel Authorization Name List is provided to Company and kept updated on a Monthly,Quarterly, or on as needed basis.PAYMENT: Invoices will be paid in arrears on a MONTHLY basis. Invoices shall include the following information:contract number, purchase order number,CLIN and covered period of service.Invoices shall be send directly to:Department of Veterans Affairs, Financial Services Center, PO Box 149971, Austin, Texas 78714-8971. Government Federal Holidays observed by the VAMC, San Juan, Puerto Rico are: New Years? Day, Labor Day, MartinLuther King Day,Columbus Day,Presidents? Day, Veterans?Day, Memorial Day,Thanksgiving Day,Independence Day and Christmas Day. CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR): Mr. CelioAndino, Personal Property Item manager PPM-NX Section at 787-641-7582 extension 10205.The Contracting Officer(CO)is responsible for the administration of this contract.The Contractor is advised that only the CO,acting within the scope of the contract and, after advice and consultation with the Contracting Officer Technical Representative(COTR), has the authority to make changes that affect:contract prices and pricing issues,estimated quantities,delivery terms and conditions,and term of the contract.In no event shall any understanding, agreement modification, or change order between the Contractor and a person other than the Contracting Officer that deviates from the terms of this contract,be effective of binding upon the Government.In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer,the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof. SUPPLEMENTAL INSURANCE REQUIREMENTS:In accordance with FAR 28.307-2,the following minimum coverage shall apply to this contract: (a) Worker?s Compensation and employer?s liability.Contractors are required to comply with applicable Federal and State workers? compensation and occupational disease statues.If occupational diseases are not compensable under those statues, they shall be covered under the employer?s liability section of the insurance policy, except when contract operations are so commingled with a contractor?s commercial operation that it would not be practical to require this coverage. Employer?s liability coverage of at least $100,000 shall be required,except in States with excusive or monopolistic funds that do not permit workers? compensation to be written by private carriers.(See 28.305)(c)for treatment of contracts subject to the Defense Base Act.)(b) General liability. (1) the Contracting Officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,00 per occurrence.(2) Property damageliability insurance shall be required only in special circumstances as determined by the agency.(c)Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and preperty damage liability covering the operation of all automobiles used in conncetion with performing the contract.Policies covering automobiles operate in the United States shall provide coverage of at least$200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.The amount liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.(d)All certificates of insurance shall contain an endorsement to the effect that cancellation of any material change in the policies which adversely affect the interest of the Government in such insurance shall no be effective unless a 30-day advance written notice of cancellation or change are furnished to the Contracting Officer.(e)The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance wihout any exclusionary clauses for asbestos that would void the general liability coverage. This solicitation will incorporate Wage Determination NO. 94-2461, Revision 27, of July 27, 2005. Wage rates can be obtained by accessing web site www.dol.com. FAR Clause 52.212-2 Evaluation-Commercial Items applies to this solicitation.FACTORS FOR AWARD: 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:(1)Price,include sufficient information to show that price submitted is comparable to or less than published catalog prices;(2) Past Performance,provide at least three(3)other contract for similar work including description of work, customer,point of contact and phone number.The Government will evaluate offers for award purposes based on whether the lowest priced of the of the quotations or offers having the highest past performance rating possible represents the best value when compared to any lower priced quotation or offer. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).The Government intends to evaluate offers and award a contract without discussions,but reserves the right to conduct discussions if later determined necessary.The following provisions and clauses are hereby incorporated by reference:FULL TEXT OF CLAUSES MAY BE OBTAINED BY ACCESSING THE WEB SITE www.arnet.gov/far & www.vawww.va.gov/OAMM/VAAR .OFFEROR SHALL SUBMIT A COMPLETED COPY OF PROVISIONS 52.212-3,OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS(MAR 2005);52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS(OCT 2003);52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS(JULY 2005).The Contractor shall comply with the FAR clauses in this paragraph(b)that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.233-3, PROTEST AFTER AWARD(AUG 1996) (31 U.S.C. 3553); 52.222-1 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES(FEB 1997);52.222-3CONVICT LABOR(JUNE 2003); CENTRAL CONTRACTOR REGISTRATION(OCT 2003);52.203-3 GRATUITIES (APR 1984); 52.217-8Option to Extend Services(NOV 1999);52.222-48 EXEMPTION FROM APPLICATION OF SERVICE CONTRACT ACT PROVISIONS FOR CONTRACTS FOR MAINTENANCE, CALIBRATION, AND/OR REPAIR OF CERTAIN INFORMATION TECHNOLOGY, SCIENTIFIC AND MEDICAL AND/OR OFFICE AND BUSINESS EQUIPMENTCONTRACTOR CERTIFICATION(AUG 1996);52.232-18 AVAILABILITY OF FUNDS(APR 1984);52.232-19,AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR(APR 1984);52.232-38 SUBMISSION OF ELECTRONIC FUNDS TRANSFER INFORMATION WITH OFFER(MAY 1999); 52.237-1SITE VISITS(APR 1984); 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT(MAR 2000).52.237-3 CONTINUITY OF SERVICES (JAN 1991);FAR 52.216-18 ORDERING (OCT 1995);52.216 21REQUIREMENTS(OCT 1995);ORDER LIMITATIONS(OCT 1995);VAAR CLAUSE 852-2701,REPRESENTATIVES OF CONTRACTING OFFICERS(APR 1984);852.270-4 COMMERCIAL ADVERTISING(NOV 1984).All offerors are responsible for any amendment done to this solicitation on or before the solicitation due date.Offerors shall visit the BOS web site www.bos.oamm.va.gov in order to download such amendments in case is necessary. Facsimile proposals shall not be accepted.Proposal shall be mailed to the CO at VA Medical Center, Business Office(BO-3),Attn: Mary Jane Gugliano, 27 Avenue J.Gonzalez Guisti, Suite 600 (6th Floor),Tres Rios Building,San Patricio, Guaynabo, Puerto Rico,00968 and received by 2:00PM (local time)by September 16, 2005. Point of Contact is Mary Jane Gugliano at 787-781-8700 ext 4745 or Paula Claudio, Contract Specialist at extension 4703.
 
Place of Performance
Address: VAMC 10 Calle Casia, San Juan, Puerto Rico
Zip Code: 00921-3201
Country: United States
 
Record
SN00883637-W 20050902/050831212100 (fbodaily.com)
 
Source
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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