Service Contract for Document Shredding for the Valley Coastal Bend Healthcare System Amendment 1
Added: Feb 21, 2018 4:49 pm 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 36C25718Q0437 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular. SET-ASIDE: Â 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 852.219-11, 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 Texas Valley Coastal Bend Healthcare System (VATXVCBHCS) has a need for a contractor to provide document sedding services for VA sites in the VISN 17 VATXVCBHCS. The contractor shall furnish all personnel, equipment, tools, materials, transportation, management supervision, and other items and services necessary to perform all document sedding tasks and functions. The contractor must perform to the standards identified in the statement of work. See attached Statement of Work (SOW) and Line Item CLIN for complete details. Place of Performance: VATXVCBHCS locations as outlined in the Statement of Work. Period: Base Year April 1, 2018 tu March 31, 2019 with (4) one-year option periods to renew tough March 31, 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. 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 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 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes FAR 52.219-14, Limitations on Subcontracting, and VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set- Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO 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. 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 CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. 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 CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. 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 emailed to Rastreva.Upshaw@va.gov and Victoria.Rone3@va.gov, no later than Tuesday, February 27, 2018 Noon CST. The subject line must specify 36C25718Q0437 Document Sedding. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.fbo.gov). There will be no automated email notification of amendments. Quotes must be received no later than Wednesday, Friday, March 7, 2018, Noon CST. Email your quote to Rastreva.Upshaw@va.gov and Victoria.Rone3@va.gov. The subject line must specify 36C25718Q0437 Document Sedding. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Quote should be broken down as follows: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Document Sedding Contract Period: Base POP Begin: 04-01-2018 POP End: 03-31-2019 12.00 MO $ $ 0002 Document Sedding 20 Unscheduled Service Visits Contract Period: Base POP Begin: 04-01-2018 POP End: 03-31-2019 20.00 EA $ $ 1001 Document Sedding Contract Period: Option Year 1 POP Begin: 04-01-2019 POP End: 03-31-2020 12.00 MO $ $ 1002 Document Sedding 20 Unscheduled Service Visits Contract Period: Option Year 1 POP Begin: 04-01-2019 POP End: 03-31-2020 20.00 EA $ $ 2001 Document Sedding Contract Period: Option Year 2 POP Begin: 04-01-2020 POP End: 03-31-2021 12.00 MO $ $ 2002 Document Sedding 20 Unscheduled Service Visits Contract Period: Option Year 2 POP Begin: 04-01-2020 POP End: 03-31-2021 20.00 EA $ $ 3001 Document Sedding Contract Period: Option Year 3 POP Begin: 04-01-2021 POP End: 03-31-2022 12.00 MO $ $ 3002 Document Sedding 20 Unscheduled Service Visits Contract Period: Option Year 3 POP Begin: 04-01-2021 POP End: 03-31-2022 20.00 EA $ $ 4001 Document Sedding Contract Period: Option Year 4 POP Begin: 04-01-2022 POP End: 03-31-2023 12.00 MO $ $ 4002 Document Sedding 20 Unscheduled Service Visits Contract Period: Option Year 4 POP Begin: 04-01-2022 POP End: 03-31-2023 20.00 EA $ $ 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. STATEMENT OF WORK: GENERAL INFORMATION 1. Required Services / Background: The VA Texas Valley Coastal Bend Health Care System (VATXVCBHCS) requires Sensitive Paper Document Destruction Services. The resultant impact of these services will facilitate the destruction of all VATXVCBHCS generated paper documentation for the protection of personal information and for the purposes of protecting confidentiality of staff and our nation s Veterans. 2. Type of Contract: Firm-fixed price, base plus four option years. 3. Period of Performance: The contractor shall begin the work required under this SOW in 10 calendar days or less from Date of Award to Date of Completion, unless otherwise directed by the VA Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. 4. Scope of Work: High Security Paper Sedding the Contractor will provide services for all VATXVCBHCS facilities, Monday tough Friday 8:00 am to 4:30 pm CST (excluding Federal Holidays), at the addresses and frequencies listed below for the collection and on-site destruction of confidential materials so that the confidentiality of material and staff are always properly protected. The contractor must then provide both an invoice and a Certificate of Destruction on-site to the VHA COR (COR) at the conclusion of every site-specific service visit and should be maintained on-site so that audit practices may be satisfied. The Contractor will provide 129 sed bins finished with gray plastic laminate exterior and overall external dimensions 36"H x 19"W x 19"D +/- 1 and will be keyed and locked prohibiting unauthorized access to the sed bins. The paper slot shall be positioned to allow easy deposit of documents that need to be destroyed, but will not allow reach entry into the sed bins, and must have a holding capacity of one hundred pounds. Disbursement and/or distribution of the aforementioned sed bins will be at the discretion of the VATXVCBHCS. Corpus Cisti Outpatient Clinic, 5283 Old Brownsville Rd Corpus Cisti, TX 78405 Service Frequency: every 4 weeks 7 sed bins Corpus Cisti Specialty Clinic, 205 S. Enterprise Parkway Corpus Cisti, TX 78405 Service Frequency: every 4 weeks 12 sed bins Corpus Cisti PACT Clinic, 5277 Old Brownsville Road, Corpus Cisti, TX 78405 Service Frequency: every 4 weeks 6 sed bins Harlingen Outpatient Clinic, 2106 Treasure Hills Blvd Harlingen TX 78550 Service Frequency: every 2 weeks 28 sed bins McAllen Outpatient Clinic, 901 E Hackberry Ave McAllen, TX 78503 Service Frequency: every 4 weeks 19 sed bins McAllen PACT Clinic, BBVA Compass Bank 3900 North Tenth Street McAllen TX 78501 Service Frequency: every 4 weeks 5 sed bins Laredo Outpatient Clinic, 4602 North Bartlett Ave Laredo, TX 78041 Service Frequency: every 4 weeks 11 sed bins Harlingen Health Care Clinic, 2601 Veterans Drive Harlingen, TX 78550 Service Frequency: every 2 weeks 36 sed bins VA- Executive Management Building, 2701 S. Sunshine Strip Harlingen, TX 78550 Service Frequency: every 2 weeks 5 sed bins Unscheduled Frequencies: Due to unforeseen periods of excessive sensitive document destruction, the Contractor must provide a total of twenty (20) unscheduled service visits within forty-eight (48) hours when notified by any of the aforementioned VATXVCBHCS locations. Per Executive Order 13423 (EO) and 13514 and the VA Green Environmental Management Guidebook (Guidebook) the final disposition of ALL/100% of the previously described sedded materials. In addition, to meet or exceed VA Policy as well as NIST Publication 800-88, Contractor MUST Pulverize, Pulp, and Recycle said documents in a nationally recognized paper mill ultimately rendered into a substrate for reutilization. Violation of the EO or Guidebook shall constitute grounds for immediate termination of this agreement by the CO. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. C. GENERAL REQUIREMENTS For every task, the contractor shall identify in writing all necessary subtasks (if any) and associated costs by task. The contractor's subtask structure shall be reflected in the request for quote. Contractor must provide proof of U.S. citizenship and drug screening of all employees who will potentially visit any VATXVCBHCS facility listed in the Scope of Work section. D. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only tough written correspondence from the CO and/or COR. A copy of each change will be kept in a project folder along with all other products of this service. Costs incurred by the contractor tough the actions of parties other than the CO shall be borne by the contractor. E. REPORTING REQUIREMENTS Progress reports shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. F. GOVERNMENT RESPONSIBILITIES Access to all VATXVCBHCS facilities will be Monday tough Friday 8:00 am to 4:30 pm CST (excluding Federal Holidays) by VA provided Police Escorts and the COR. G. CONTRACTOR EXPERIENCE REQUIREMENTS The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the CO and/or COR that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. The contractor must inform the COR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the SOW, proposed substitutions of key personnel shall be made only if approved by the COR. The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the services. All contractor employees will be approved by the COR prior to bringing on duty. Contractor must supply a Chain of Custody protocol from on-site destruction to the previously described paper mill and recycle 100% of all sedded materials. H. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this service, are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the service. 2. The CO and/or COR will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this service, presented to the Contractor, shall be submitted to the CO and/or COR for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this service, shall not be publicized without the written approval of the CO. I. ADDITIONAL INFORMATION 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Wage and Determinations: These services are subject to the Service Contract Act and the following Wage and Determinations are applicable: WD 15-5220 (Rev.-4) was first posted on www.wdol.gov on 08/01/2017 Cameron County WD 15-5246 (Rev.-3) was first posted on www.wdol.gov on 08/08/2017 Hidalgo County WD 15-5226 (Rev.-3) was first posted on www.wdol.gov on 08/08/2017 Nueces County WD 15-5240 (Rev.-5) was first posted on www.wdol.gov on 08/01/2017 Webb County
36C25718Q0437 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 17
2/21/18, 4:49 PM