Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 15, 2018 FBO #6140
DOCUMENT

R -- Shredding Services Amarillo Health Care System - Attachment

Notice Date

9/13/2018
 

Notice Type

Attachment
 

NAICS

561990 — All Other Support Services
 

Contracting Office

Department of Veterans Affairs;NCO 17 - SAO West;NCO 17 Network Contracting Activity;124 E. Hwy 67;Duncanville, Texas 75137
 

ZIP Code

75137
 

Solicitation Number

36C25718U0060
 

Response Due

9/28/2018
 

Archive Date

11/27/2018
 

Point of Contact

Rastreva Upshaw, Contract Specialist
 

E-Mail Address

ia
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

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 $11.0 Million. In accordance with VAAR 852.219-10, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) upon submission of quote. Only qualified offerors may submit bids. 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: The Amarillo VA Health Care System located in Amarillo, Texas, requires a vendor to provide secure containment, pickup at point of collection, shredding per VHA standards, and end recycling. Service is to be provided weekly for the Thomas E Creek VA Medical Center facility in Amarillo, TX; every other week for VA Outpatient Clinic in Lubbock, TX; monthly for VA Outpatient Clinic in Clovis, NM; and quarterly for Childress, TX. Place(s) of Performance/Service Locations: Thomas E. Creek VA Medical Center, 6010 Amarillo Blvd West, Amarillo, TX 79106 Lubbock VA Outpatient Clinic, 6104 Avenue Q South Drive, Lubbock, TX 79412 Clovis VA Community Based Outpatient Clinic, 921 East Llano Estacado Clovis, NM 88101 Childress VA Community Based Outpatient Clinic, 1001 Highway 83 North Childress, TX 79201 Period of Performance: Base Year with (4) one-year option renewal periods. Base: October 8, 2018 October 7, 2019 Option Year One: October 8, 2019 October 7, 2020 Option Year Two: October 8, 2020 October 7, 2021 Option Year Three: October 8, 2021 October 7, 2022 Option Year Four: October 8, 2022 October 7, 2023 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 (July 1990) 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 (OCT 2014) (15 U.S.C. 637(d)(2) and (3). 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 (MAY 2014) (41 U.S.C. chapter 67) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015) 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 (JAN 1997) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management 52.237-3 Continuity of Services (JAN 1991) 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, Commercial Advertising 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, Solicitation Provisions Incorporated by Reference: 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, Clauses Incorporated by Reference: 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 (JUL 2018) 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 VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND COMPLIANCE (JUL 2018) 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 VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments. (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 September 19, 2018, 8:00am CST. Email your questions to Victoria.Rone3@va.gov and Rastreva.Upshaw@va.gov. The subject line must specify 36C25718U0060/Shredding Services. There will be no automated email notification of receipt of questions. All questions will be addressed via an amendment/modification posted to the solicitation on the www.fbo.gov. Quotes must be received no later than September 28, 2018, 8:00am CST. Email your quote to Victoria.Rone3@va.gov and Rastreva.Upshaw@va.gov. The subject line must specify 36C25718U0060/Shredding Services. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All offerors must submit training certifications and all applicable documentation illustrating authorization from the vendor to service the contractor owned equipment with quotes in order to be considered. 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 October 8, 2018 October 7, 2019 0002 12.00 MO $ $ SHREDDING SERVICES OPTION YEAR 1 October 8, 2019 October 7, 2020 0003 12.00 MO $ $ SHREDDING SERVICES OPTION YEAR 2 October 8, 2020 October 7, 2021 0004 12.00 MO $ $ SHREDDING SERVICES OPTION YEAR 3 October 8, 2021 October 7, 2022 0005 12.00 MO $ $ SHREDDING SERVICES OPTION YEAR 4 October 8, 2022 October 7, 2023 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 October 8, 2023 April 7, 2023 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 Amarillo VA Health Care System located in Amarillo, Texas, requires a vendor to provide secure containment, pickup at point of collection, shredding per VHA standards, and end recycling. Service is to be provided weekly for the Thomas E Creek VA Medical Center facility in Amarillo, TX; every other week for VA Outpatient Clinic in Lubbock, TX; monthly for VA Outpatient Clinic in Clovis, NM; and quarterly for Childress, TX. The vendor must be certified by the National Association for Information Destruction, Inc (NAID) or demonstrate the same standards as outlined in VA Directive 6371 and its Appendix. The NAID Certification Program establishes standards for a secure destruction process including such areas as operational security, employee hiring and screening, the destruction process, responsible disposal and insurance. PERIOD OF PERFORMANCE: Base: October 8, 2018 October 7, 2019 Option Year One: October 8, 2019 October 7, 2020 Option Year Two: October 8, 2020 October 7, 2021 Option Year Three: October 8, 2021 October 7, 2022 Option Year Four: October 8, 2022 October 7, 2023 PLACE(S) OF PERFORMANCE/SERVICE LOCATIONS: Thomas E. Creek VA Medical Center, 6010 Amarillo Blvd West, Amarillo, TX 79106 Lubbock VA Outpatient Clinic, 6104 Avenue Q South Drive, Lubbock, TX 79412 Clovis VA Community Based Outpatient Clinic, 921 East Llano Estacado Clovis, NM 88101 Childress VA Community Based Outpatient Clinic, 1001 Highway 83 North Childress, TX 79201 REQUIREMENTS: The Amarillo VA Health Care system (AVAHCS) in Amarillo, Texas requires a vendor to provide shredding services for the main campus and outpatient clinics in Lubbock, TX, Childress, TX, and Clovis, NM. 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 Amarillo; 12 in Lubbock; 4 in Clovis, and 1 in Childress.      Location: Cabinet Size: Estimated Quantity: Frequency: Amarillo, TX Up to 135 lbs 90 Weekly Lubbock, TX Up to 135 lbs 12 Biweekly Clovis, NM Up to 135 lbs 4 Monthly Childress, TX Up to 135 lbs 1 Quarterly Amarillo, TX Secure Mobile Containment up to 1500 lbs overflow 1 Weekly NOTE: The Amarillo VAHCS has been approved for a new outpatient clinic in Lubbock to be constructed, address undefined at this time, that will be approximately 2.5 times the current clinic size. At this time, it is estimated the number of cabinets may change from 12 to about 30, and it is likely to occur within the next 14-18 months. Once the clinic is constructed and closer to occupancy, the Contracting Officer will effect a modification to incorporate address and quantity changes in this contract. 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 Amarillo - usually on Fridays, every two weeks at Lubbock Outpatient Clinic, every month at Clovis Outpatient Clinic, and quarterly at Childress Outpatient Clinic. Times of pickup are to be scheduled and respected as only specifically-trained VA employees may sign for removal of this protected waste stream. The times of pickup should be consistent and agreed to between the COR and the contractor, as clinic staffing and hours of operation vary. 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 VA records has taken place, including destruction method, date of destruction, and amount destroyed, e.g., 75 full x-gallon containers of shredded material. VA Directive 6371 describes the levels of destruction as follows: 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 VA facility, it must be performed either by a National Association for Information Destruction (NAID) certified, bonded, and insured contractor (and its subcontractors or third parties) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction has been completed or by a non-NAID certified contractor who can satisfy the standards outlined in VA Directive 6371 and its Appendix. Final destruction includes sufficient safeguards for VA paper records during transportation, transfer, or short-term storage prior to completion of final destruction. Any long-term storage (> 30 days) must be approved in advance and in writing by the VA COR and Privacy Officer. 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 VA temporary paper records. The vendor that provides for the final destruction of temporary paper records containing PII or other VA sensitive information must allow inspection, upon request, by a VA representative of the contractor s facilities where the temporary paper records are processed and final destruction takes place, and in any vendor situation in which there is a change in process equipment or location of temporary record storage, destruction, or final disposition. Vendor shall provide clear documentation that any contractor who handles VA records until final destruction is either 1) completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data throughout the destruction process, or 2) can meet all elements of VA Directive 6371 and its Appendix A. Vendor must provide a NAID certificate or documentation that they can meet all elements as stated. The VA requires a fully actuated Business Associate Agreement with all records destruction or recycling vendors who complete interim destruction off-site or not under the direct control of VHA personnel. SUMMARY OF WORK: Access to Work Site: The vendor will schedule routine pickup of Sensitive Information at the Amarillo, Lubbock, and Clovis VA locations. Normal work hours for the three sites under this requirement for Amarillo VAHCS are 8:00 am to 4:00 pm, and pickups typically occur within this range of hours. 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 VA locations to include certification following the destruction. This document must be provided to the COR. Invoice Information: The service will include an invoice that includes dates of service and total charge. General Information on Invoice: Facility Name, address, and phone number Type of service performed Date(s) of service SCHEDULE: Pickup is to occur at the Amarillo TX facility each Friday; at the Lubbock TX Outpatient Clinic, every other week, on Mondays after 1pm; at the Clovis NM Outpatient Clinic, once a month on a date to be established upon award by the COR, vendor, and clinic coordinator; and at the Childress TX Outpatient Clinic once a quarter on a date to be scheduled upon award by the COR, vendor, and clinic coordinator. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday. HOLIDAY and DATE: New Year s Day Jan 1 Martin Luther King s Birthday 3rd Monday in Jan President s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 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 Economic and Clinical Health (HITECH) Act. It is the responsibility of the Contractor to review the requirements of HIPAA and HITECH, information about which may be found on the internet at the following address: http://www.hhs.gov/ocr/privacy/index.html. The Contractor shall indicate its understanding and agreement that property obtained under this contract may contain records previously maintained as a system of records subject to the Privacy Act. The Contractor is therefore also subject to the provisions of the Privacy Act and is responsible for compliance with its provisions with respect to the handling and disposal of protected information. INSPECTION: The Department of Veterans Affairs reserves the right to inspect, at will, the Contractor s and/or Subcontractor s facilities and operations provided for the performance of work under this agreement. This includes inspection of the entire process - pickup, on-site shredding, and the final disposal of the document. 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 VA sensitive information and protected health information (PHI). The Contractor agrees to safeguard all information to which it has access and to use the information exclusively in the performance of this contract. The Contractor shall comply with applicable Veteran Health Administration (VHA) regulations regarding privacy and information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. Many of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791), Title 38, United States Code and HIPAA. Unauthorized disclosure of Privacy Act or Title 38-protected materials is a criminal offense. 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 VA sensitive information, whether or not it is designated for shredding/disposal. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of this contract upon receipt of written notice of such termination. BREACH REPORTING PROCEDURES: Any Contractor employee who knows orsuspects that VA sensitive information has been disclosed to unauthorized personnel must report his/her observations to the Contracting Officer and the COR within one hour of discovery. The Contractor employee should include any relevant details in his/her report, to include names of individuals involved, time, location, and a description of the VA sensitive information disclosed, if known. CONTRACT PERSONNEL SECURITY AND TRAINING REQUIREMENTS: BACKGROUND INVESTIGATION: The performance of this contract requires the Contractor to have potential routine, unescorted access to Department of Veterans Affairs facilities. VA requires that all Contractor personnel involved in the actual handling and shredding of documents at any facility, and who have access to Protected Health Information (PHI) undergo an FBI National Criminal History Fingerprint Check. All Contractor employees shall be the subject of a low-level security background investigation (National Agency check with written inquiries; approximate cost $200.00) and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all Contractor personnel requiring access to or responsibility for the shredding of documents containing VA sensitive information. The cost for such investigation shall be borne by the Contractor. The Contractor shall be required to furnish all applicable employee information to conduct the investigation. If the investigation is not completed within 40 days from contract award, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA. Failure to complete a background investigation may result in Contractor personnel being prohibited from performing services under this contract. 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 Secure Recording Tape Library 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 VA security waste. 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 VA representative of the contractor s facilities where the records are processed and final destruction takes place. c. The VA requires a fully executed Business Associate Agreement with all information destruction contractors who complete interim and/or final destruction off-site or not under the direct control and monitoring of VA personnel. 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 VA facilities to empty document containers. This list shall be validated, maintained, and signed by the Contractor and provided to the COR on an annual basis, or whenever the employment status of one or more employees changes. The Contractor has 24 hours to inform the Contracting Office and COR when an employee is terminated, unless it is a pickup day, when they must inform the Contracting Office and COR immediately respectively. Upon arrival at the Contractor employees shall sign in with the VA Police (Main Lobby, bldg. 1). VA Police will issue a temporary access badge once the Contractor presents a valid, Contractor issued identification badge that includes the employee s name and passport-style photo. The Contractor must safeguard the temporary badge and immediately report any lost, stolen, or destroyed badges to the Police and the COR. Contractor employees shall sign out with the COR or (designee). 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 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. The VA Medical Center(s) does not validate or make reimbursement for parking violations committed by the Contractor s personnel under any circumstances. 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
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25718U0060/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25718U0060 36C25718U0060_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4591382&FileName=36C25718U0060-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4591382&FileName=36C25718U0060-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;Amarillo Health Care System;See Other Locations In Statement of Work;6010 Amarillo Blvd West;Amarillo, Texas

Zip Code: 79106
 

Record

SN05087362-W 20180915/180913231104-89e2f5f8fa43acbb24e3c6aebf5e942f (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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