36C10D26Q0092.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

POINT OF CONTACT*

Contracting Officer Bridget R Bartolomei Bridget.Bartolomei@va.gov 781-687-3152

PLACE OF PERFORMANCE

Veterans Benefits Administration

Acquisition Division

1800 G Street NW

Washington DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) is issuing this Sources Sought for Document Destruction Services for Human Capital Services (HCS).

The intent is to locate Certified SDVOSB or VOSB contractors capable of providing Document Destruction services at the sites listed below through a single contract award. The information provided may be used by VBA in developing its acquisition strategy.

This notice is issued solely for information and planning purposes only. There is no obligation for the Government to acquire any products or services described in this notice. Responses to this notice are not quotes and cannot be accepted by the Government to form a binding contract.

Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this notice will be accepted. The Government will not pay for any time expended or information submitted in response to this notice. Eligibility in participating in a future acquisition does not depend upon a response to this notice.

Please submit responses via email to the Contracting Officer, Bridget Bartolomei, bridget.bartolomei@va.gov, by the due date and time listed above.

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s) and SAM Unique Entity ID and company website if available.

2. Your company’s GSA/FSS contract number if available.

3. Socio-economic status of business SDVOSB/VOSB.

HCS Document Destructive Services Background

The Veterans Benefits Administration (VBA), Human Capital Services (HCS) provides services to current and future employees of the VBA, subsequently creating sensitive documents which must be properly disposed of to ensure protection of sensitive employee data. The contract period of performance is one (1) 12-month base period of performance with four (4) 12-month option periods.

Scope

• The Contractor shall provide on-site shredding services with a mobile vehicle. Vehicle must be capable of shredding/incinerating various materials: both printed and handwritten content from source materials including paper, photographs, fax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and flash drives ensuring that no information can be extracted from the resulting material.

• Shred services must comply with industry standards for cross-cut or double-cut shredding. The final product, if not recycled, will be disposed of by pulping, macerating, shredding, burning, or otherwise definitively destroying the information contained so that it is not readable or reconstructable to any degree.

• The contractor (and its subcontractors or third parties) must be certified, bonded, and insured according to National Association for Information Destruction (NAID) for paper/printed media destruction who has contracted to provide sufficient reasonable safeguards to protect the temporary paper records until final destruction. The contractor is responsible for maintaining liability insurance for the duration of the contract.

• The contractor shall provide secure containers (bins) to collect and store materials to be shredded until such time that shredding of the materials occurs. The contractor shall provide bins that have wheels, can hold an average of 200lbs (65 gallon) and possess locking mechanisms (key, combination lock, etc.). The contractor shall issue sets of keys and/or a combination for bin locking mechanisms to the Government representative designated by the Contracting Officer.

• The contractor is required to provide pricing in one price per bin rate, regardless of destruction material contained in each bin. The destruction material will not be sorted, and different materials might be included in the same bin. Materials include paper, photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and/or flash drives.

General Requirements

• Contractor shall provide on-site shredding of paper, photographs, fax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and flash drives at time of service.

• Contractor shall shred all documents in accordance with VA Directive 6371, Destruction of Temporary Paper Records.

• The contractor shall provide all necessary labor, supervision management, management support, transportation, supplies, equipment, and materials to maintain security of sensitive materials at their points of origination throughout the agency, and to collect and transfer these sensitive materials in a secure manner from the point of origination to the point of on-site destruction. The contractor shall guarantee securely transporting sensitive Personal Identifying Information (PII) data from point of pickup to the point of on-site destruction. Materials will not be allowed to accumulate of overflow from current holdings. In this event, the contractor may be contacted in advance to coordinate additional pick-ups.

• During the operation of the vehicle, it will not be parked near any air supply vents that provide air to the buildings.

• Contractor shall allow for on-site vehicle inspection of shredding for compliance, upon request, by a VA representative. At the conclusion of each on-site shredding visit, the contractor shall provide an interim validation to the witnessing VA Representative prior to exiting the premises. The document shall acknowledge the number of bins temporarily destroyed and include both the contractor and VA Representative signatures.

• Contractor shall ensure their employees are dressed in marked uniforms with nametags.

• The contractor shall provide a contingency plan for instances where equipment malfunction occurs during the shredding process. At the end of each service performed, the contractor shall provide the Human Capital Services with an invoice along with a certification after final destruction.

• Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed prior to the final destruction of the records. The certification should contain sufficient information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for the final destruction.

• The Government may require the delivery of additional 65 gallon bins. The additional 65 gallon bins shall continue at the same rate that like items are priced under the contract.

Location

The contractor shall coordinate document destruction services with each location’s respective point of contact listed below.

Reference

The contractor shall comply with VA Directive 6371 dated April 8, 2014, and any subsequent modifications made to that directive. The contractor shall be familiar with and comply with VA Handbook 6500.6 Appendixes B & C security requirements. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted from entry to the facility. Contractor shall be escorted by an authorized agency employee when entering the facility prescribed in this contract.

Invoicing/ Payment

The Contractor shall submit invoices via Tungsten, monthly 30-days in arrears. Invoices shall reference the following information:

Duty Hours

Normal business hours are Monday through Friday, from 6 a.m. until 6 p.m. local time, excluding Federal holidays. The contractor will perform services between the hours of 7 a.m. and 4:30 p.m. local time. The VA reserves the right to request changes in work schedules to meet the needs of the Government.

Federal Holidays:

The Government observes the following holidays, also included would be any other day specifically declared by the President of the United States to be a National Holiday.

In the event a holiday falls on a Sunday, the following Monday is observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. The offices will be closed on the holiday and therefore unavailable.

THE C&A REQUIREMENTS DO NOT APPLY, AND A SECURITY ACCREDITATION PACKAGE IS NOT REQUIRED

Sources Sought Notice