36C25619Q0109-0001004.pdf

Revised AM01

COMBINED SYNOPSIS/SOLICITATION RFQ 36C25619Q0109

General Information Document Type: Combined Solicitation/Synopsis

Solicitation Number: 36C25619Q0109

Posted Date: 3/08/2019

Original Response Date: 3/18/2019

REVISED BID DUE DATE

Current Response Date:

3/20/2019 10 AM CST

Product or Service Code: R614 – Support – Administrative: Paper Shredding

Set Aside: 100% SDVOSB set-aside

NAICS Code: 561990 – All Other Support Services

Contracting Office Address

Department of Veterans Affairs

NCO 16 (90C/NLR)

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg. 41, Room 221 North

Little Rock AR 72114 1706

PERIOD OF PERFORMANCE: One (1) Base year with the possibility of four (4) one-year option periods.

Base Year 1 April 2019 – 30 March 31, 2020

Option Year 1 1 April 2020 – 30 March 31, 2021

Option Year 2 1 April 2021 – 30 March 31, 2022

Option Year 3 1 April 2022 – 30 March 31, 2023

Option Year 4 1 April 2023 – 30 March 31, 2024

VENDOR QUESTIONS: All questions regarding this RFQ must be in writing and may be sent by e‐mail to jacqueline.simpson3@va.gov and joey.grismore2@va.gov. Questions must be received no later than Wednesday 03/13/2019 by 10:00 AM CST. No further questions will be accepted after that date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be posted on FBO no later than Friday 3/13/2019 by 10:00 AM CST.

QUOTE SUBMISSION: Offers are due on/or before of Monday 03/20/2019 by 10:00

CST. Quotes shall be sent by e‐mail “only” to the Contracting OFFCIALS ONLY jacqueline.simpson3@va.gov joey.grismore2@va.gov

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in

Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and mailto:jacqueline.simpson3@va.gov mailto:joey.grismore2@va.gov

Solicitation for Commercial Items,” as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 36C25619Q0109 and the solicitation is issued as a request for quotation

(RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.

(iv) This requirement is being issued as an open market, SDVOSB Set-Aside. The associated NAICS code is 561990 – All Other Support Services and the small business size standard is $11 million.

(v) The Government intends to award a firm-fixed price award for Document Destruction (Shredding)

Services at CAVHS, located in Little Rock, North Little Rock, AR., and eight (8) Community-Based

Outpatient Clinics (CBOC). Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.

(vi) The Contractor shall provide all resources necessary to provide Document Destruction (Shredding)

Services in accordance with the attached Performance Work Statement. Please see the attached PWS for full requirement details.

(vii) The Place of Performance is the CAVHS in Little Rock, AR at 4300 W. 7th Street, Little Rock, 2200 Fort Roots Drive, North Little Rock, AR, 72204, and eight (8) CBOCs Offices.

(viii) Provision at 52.212-1, Instructions to Offerors – Commercial Items (OCT 2018 ), applies to this acquisition in addition to the following addenda’s to the provision: 52.252-1 Solicitation Provisions

Incorporated by Reference (FEB 1998); 852.217-70 – Service-Disabled Veteran-Owned and Veteran

Owned Small Business Evaluation Factors (JUL 2016); 52.204-7 System for Award Management (OCT

2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.209-7 Information

Regarding Responsibility Matters (OCT 2018); 52.216-1 Type of Contract (APR 1984); 52.217-5

Evaluation of Options (JUL 1990); 52.233-2 Service of Protest (SEPT 2006);; 852.233-70 Protest

Content/Alternative Dispute Resolution (OCT 2018); 852.233-71 Alternate Protest Procedure (OCT

2018); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008); 852.270-1

Representatives of Contracting Officers (JAN 2008). (ix) Provision at 52.212-2, Evaluation - Commercial

Items (OCT 2014), applies to this requirement.

(ix) Provision at 52.212-2, Evaluation -- Commercial Items (OCT 2014), applies to this requirement.

(x) A statement advising offerors to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer.

(xi) 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018) ; 52.252-2 Clauses

Incorporated by Reference (FEB 1998); 52.203-17 Contractor Employee Whistleblower Rights and

Requirement to Inform Employees of Whistleblower Rights (APR 2014), 52.204-4 Printed or Copied

Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award

Management Maintenance (OCT 2018); 52.204-18 Commercial and Government Entity Code

Maintenance (JUL 2016); 52.217-8 Option to Extend Services (NOV 1999), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/12.htm#P295_49304 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/12.htm#P295_49304 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210119 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210119 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210119 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210119 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1694_239170 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1694_239170 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1694_239170

1997), CL-120 Supplemental Insurance Requirements; 52.232-40 Providing Accelerated Payments to

Small Business Subcontractors (DEC 2013), 852.203-70 Commercial Advertising (JAN 2008, 852.21974

Limitations on Subcontracting – Monitoring and Compliance (JUL 2018), IF YOU ARE PLANNING TO SUB-CONTRACT SOME OR ALL OF THIS WORK, YOU AS THE

PRIME CONTRACTOR MUST SHOW HOW YOU INTEND TO MEET LIMITATIONS ON

SUBCONTRACTING – MONITORING AND COMPLIANCE (JUL 2018), AND IN 13 CFR 125.6, AS

APPLICABLE

852.232-72 Electronic Submission of Payment Requests (NOV 2012), 852.237-70 Contractor

Responsibilities (APR 1984).

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or

Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following

FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.204-14, 52.209-6, 52.219-8, , 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.222-54, 52.223-18, 52.225-13, 52.232-33, 52.222-41, 52.222-42, 52.222-43 (Wage Determination

Applicable (Little Rock, AR CAVHS – Pulaski County – WD 15-5117 (Rev.-9) was first posted on www.wdol.gov on 01/01/2019), 52.222-55, 52.222-62.

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xv) The POC of this solicitation is Jacqueline Simpson (Jacqueline.Simpson3@va.gov).

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-99 effective 6-15-2018.

The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial on-site document destruction services for the facilities within Department of Veterans Affairs (VA), CAVHS in Little Rock and North Little Rock, AR, and Veterans Benefits Administration

(VBA), North Little Rock, AR, Veterans Day Treatment Center, and Home-Based Primary Care, in Little Rock, AR, VA Community-Based Outpatient Clinics (CBOC) located in Conway, El

Dorado, Hot Springs, Mena, Mountain Home, Pine Bluff, Russellville, and Searcy, AR.

SECTION B - PRICE/COST SCHEDULE ITEM

INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE

AMOUNT

0001 52 WEEKS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS campuses in Little Rock (153 Bins), North

Little Rock (Main Hospital approximately 20 outlying buildings), (144

Bins), and North Little Rock Campus (Veterans Benefits - Bldg.

65 and 111), (4 Bins). Total pick-ups will be 301 Bins

Pick-up: WEEKLY PICKUP (Ea. Tuesday)

Price Break Cost Required

CAVHS campuses in Little Rock (153 Bins) $________________ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P2017_291670 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P2017_291670

North Little Rock (Main Hospital approximately

20 outlying buildings), (144 Bins) $________________

Veterans Benefits - Bldg. 65 and 111), (4 Bins) $________________

Contract Period: Base

POP Begin: 04-01-2019

POP End: 0 3-31-2020

0002 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS Veterans Day Treatment Center (4 Bins), Home-Based Primary Care (4 Bins), and Mental Health Product Line

(3 Bins).

Pick-up: 4th Wednesday of each month

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $______________________

Mental Health Product Line (3 Bins). $________________

POP End: 03 -31-2020

0003 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at eight (8) CBOCs Locations.

Pick-up: Every 4th. Wednesday of each month

Conway (4 Bins). $________________

El Dorado (4 Bins). $________________

Hot Springs (9 Bins). $________________

Mena (4 Bins). $________________

Mountain Home (4 Bins). $________________

Pine Bluff (4 Bins). $________________

Russellville (4 Bins). $________________

Searcy (4Bins). $________________

POP End: 03-31-2020

Total for Base Year

POP Begin: 04-01-2019

POP End: 03 -31-2020

1001 52 WEEKS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS campuses in Little Rock (153 Bins), North

Little Rock (Main Hospital approximately 20 outlying buildings), (144

Total for OPTION YR 01

POP Begin: 04-01-2020

POP End: 0 3-31-2021

2002 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS Veterans Day Treatment Center (4 Bins), POP End: 0 3-31-2021

2003 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at eight (8) CBOCs Locations.

Total for OPTION YR 0

POP End: 03-31-2021

POP End: 03 -31-2021

3001 52 WEEKS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS campuses in Little Rock (153 Bins), North

Little Rock (Main Hospital approximately 20 outlying buildings), (144

Total for OPTION YR 02

POP Begin: 04-01-2021

POP End: 0 3-31-2022

3002 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS Veterans Day Treatment Center (4 Bins), POP End: 03 -31-2022

3003 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at eight (8) CBOCs Locations.

POP End: 03-31-2022

POP End: 03 -31-2022

4001 52 WEEKS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS campuses in Little Rock (153 Bins), North

Little Rock (Main Hospital approximately 20 outlying buildings), (144

Total for OPTION YR 03

POP Begin: 04-01-2022

POP End: 0 3-31-2023

4002 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS Veterans Day Treatment Center (4 Bins), POP End: 03 -31-2023

4003 12 MONTHS ______________

paper products at eight (8) CBOCs Locations.

4001 52 WEEKS ______________

paper products at CAVHS campuses in Little Rock (153 Bins), North

Little Rock (Main Hospital approximately 20 outlying buildings), (144

Total for OPTION YR 04

POP End: 0 3-31-2023

4002 12 MONTHS ______________

Vendor shall provide all labor and equipment to collect and shred all paper products at CAVHS Veterans Day Treatment Center (4 Bins), 4003 12 MONTHS ______________ paper products at eight (8) CBOCs Locations.

GRAND TOTAL

(Base and All Options Total, if exercised)

• SCHEDULES (I.E. DAYS OF THE WEEK) CAN BE REVISED IN AGREEMNT OF BOTH

THE COR AND THE AWARDEE

REVISED (AM001)

B.1 PERFORMANCE WORK STATEMENT

The Department of Veterans Affairs (VA) Richmond Medical Center requires services to shred and dispose of all sensitive paper materials and media destruction. The contractor is responsible for providing all personnel, equipment, tools, materials, vehicles and other items and services necessary to perform shredding services at the above locations. Confidential materials shall be handled according to applicable local, state and federal regulations. The contractor shall be a full-service shredding contractor who can demonstrate expertise and qualifications in confidential document destruction management.

A. GENERAL:

1. The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial on-site document destruction services for the facilities within Department of Veterans Affairs (VA), CAVHS in

Little Rock and North Little Rock, AR, and Veterans Benefits Administration (VBA), North

Little Rock, AR, Veterans Day Treatment Center, and Home-Based Primary Care, in Little Rock, AR, VA Community-Based Outpatient Clinics (CBOC) located in Conway, El Dorado, Hot

Springs, Mena, Mountain Home, Pine Bluff, Russellville, and Searcy, AR.

2. Pickup schedule for each location(s) is identified in SECTION E, TASKS below. Changes to the schedule shall be coordinated with the Contracting Officer Representative (COR) or designee.

The contractor shall be responsible for pick-up and returning the 32-gallon bins to collection locations.

B. WORK HOURS:

1. Normal Work Hours: 8:00 a.m. to 3:30pm, Monday-Friday (excluding federal holidays).

2. National Holidays: The ten holidays observed by the Federal Government are: New

Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the

United States to be a national holiday.

C. PERIOD OF PERFORMANCE: One (1) Base year with the possibility of four (4) one-year option periods.

D. SHREDDING SPECIFICATIONS: Materials collected for on-site destruction and disposal shall be secured through pulping, macerating, or shredding to a degree that ensures that the information is not readable or re-constructible in any way. The contractor shall protect, safeguard, control, manage and destroy VA designated confidential documents complying with VA Directive 6371, Appendix A, dated October 29, 2010. If final destruction is performed away from a VA facility, it must be performed, when practical, by a National

Association for Information Destruction (NAID) certified, bonded, and insured recycler, or paper mill and any intermediary processes must protect records until final destruction is completed. Information will also be protected in accordance with the Privacy Act and Health

Insurance Portability and Accountability Act (HIPAA) of 1992. Shredder will be of such capacity that limited quantities of incidentals such as paper clips, staples, rubber bands, patient plastic armbands and other types of paper can be shredded.

E. TASKS: Contractor shall perform tasks described below

Collection Points: CAVHS

LOCATION ADDRESS

Little Rock Campus 4300 W. 7th St., Little Rock, AR 72205

North Little Rock Campus (multiple buildings) 2200 Fort Root Drive (multiple buildings), North Little Rock, AR 72114

North Little Rock Campus (Veterans Benefits

Administration [B 65 & 111])

2200 Fort Rood Drive (multiple buildings), North Little Rock, AR 72114

Veterans Day Treatment 1000 Main St., Little Rock, AR 72202

Home Based Primary Care 10802 Executive Center Dr., Suite 100, Little Rock, AR

72211

Mental Health Produce Line 900 S. Shackleford, Suite 501, Little Rock, AR 72211

Conway CBOC 1520 East Dave Ward Dr., Conway, AR 72032

El Dorado CBOC 1702 North West Ave., El Dorado, AR 71730

Hot Springs CBOC 177 Sawtooth Oak St., Hot Springs, AR 71901

Mena CBOC 300 Morrow Road, Mena, AR 71953

Mountain Home CBOC 759 Hwy 62 East, Mountain Home, AR 72653

Pine Bluff CBOC 4747 Dusty Lake Dr., Suite 203, Pine Bluff, AR 71603

Russellville CBOC 3106 West 2nd Ct., Russellville, AR 72801

Searcy CBOC 1120 S. Main St., Searcy, AR 72143

1. Collection Sites: Contractor shall pick up all 32-gallon bins from the Little Rock and

North Little Rock locations specified in the list of bin locations listed below. On-site shredding will be completed at designated locations at both campuses. The contractor will maintain a chain of security/custody from pick up to final destruction. Contractor will provide the Government the number of 32-gallon bins taken and/or shredded prior to departing the facility. Types and color of paper to be shredded may vary. Map of CAVHS is attached.

LOCATIONS

Central Arkansas Veterans Healthcare System (CAVHS)

Little Rock Campus

4300 West 7th Street. Little Rock, AR 72205

Estimated number of lockable consoles: 153

Pick-up: Every Tuesday or as mutually agreed (excluding federal holidays)

North Little Rock Campus (Main Hospital and Approximately 20 Outlying Buildings)

2200 Fort Root Drive, North Little Rock, AR 72114

Estimated number of lockable consoles: 144

North Little Rock Campus (Veterans Benefits Administration (B 65 and 111)

2200 Fort Root Drive, North Little Rock, AR 72114

Estimated number of lockable consoles: 4

Veterans Day Treatment

1000 Main St., Little Rock, AR 72202

Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Home Based Primary Care

10802 Executive Center Drive, Suite 100, Little Rock, AR 72211

Mental Health Product Line

900 S. Shackleford, Suite 501, Little Rock, AR 72211

Estimated number of lockable consoles: 3

Conway CBOC

1521 East Dave Ward Drive, Conway, AR 72032

El Dorado CBOC

1703 North West Ave., El Dorado, AR 71730

Hot Springs CBOC

178 Sawtooth Oak St, Hot Springs, AR 71901

Estimated number of lockable consoles: 9

Mena CBOC

301 Morrow Road, Mena, AR 71953

Mountain Home CBOC

760 Hwy 62 East, Mountain Home, AR 72653

Pine Bluff CBOC (#12)

4748 Dusty Lake Drive Suite 203, Pine Bluff, AR 7160

Russellville CBOC

3107 West 2nd Ct, Russellville, AR 72801

Searcy CBOC

1120 S Main St, Searcy, AR 72143

Total of 349 collection bins.

2. Shredding to be conducted on-site at collection points. The CAVHS COR or representative may be present to observe the process at any time to ensure proper quality control.

3. If shredding is not the final destruction method and shredding is only an interim step in the destruction process, then shredding to National Institute of Standards Technology

(NIST) standards is not required, but the shredded material must be secured until it is no longer readable or able to be reconstructed, which means material must be pulverized bleached, pulped or fully destroyed by other means.

4. Contractor will furnish facility pounds of shredded materials (monthly, quarterly, and/or annually as requested by CAVHS)

5. Contractor is required to perform shredding/pick-up on days listed above. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities.

6. Certificate of destruction must be provided to the contact person or designee upon the completion of service each time shredding is completed. The temporary Certificate of

Destruction should be delivered to one of the following locations, if a VA employee is not at the shredding location: Room GE-100, in Little Rock and Building 111, Room 101, in North Little Rock.

7. Contractor shall deliver industry standard Certificates of Destruction for completed destruction. One certificate must be verified and indicated by signature from the CAVHS contact person or designee for onsite services. A second Certification of Destruction must be provided for all final destruction services.

8. Environmental certificates must be provided on a yearly basis to comply with VA’s policy to maintain a green environment by reducing the amount of waste going to landfills through recycling.

9. Contractor will furnish a written statement of assurance that all documents intended for shredding will be completely destroyed and unreadable utilizing onsite, crosscut shredding device. Contractor shall provide written assurance that all data is destroyed on site, that nothing is removed from site before being shredded.

10. Insurance must be provided for destruction of VA material.

11. Contractor must be bonded or be covered for Error and Omissions Insurance in the amount of at least $500,000.

F. NON-DISCLOSURE OF SENSITIVE INFORMATION

1. Contractor staff involved in this contract will have access to some privileged and confidential materials of the U.S. Government. These printed and electronic documents are for internal use only and remain the sole property of the U.S. Government. Some of the materials are protected by Privacy Act of 1974 (Amended) and Title 38.

Unauthorized disclosure of Privacy Act or Title 38 covered materials, by any contractor or subcontracted staff, is a criminal offense. The contractor is responsible for actions of contract employees.

2. The contractor acknowledges that in the performance of this contract, the contractor will have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers, and other private or public entities. The contractor agrees to safeguard these privileges and use the information exclusively in the performance of this contract. The contractor shall comply with applicable Government regulations regarding information document security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The contractor shall not inspect, view, peruse, copy, or examine any confidential material or document whether designated for shredding/disposal or not. 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.

G. INSPECTION: Representatives of the Government shall have the right to inspect 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, onsite shredding, and final disposal of the document.

H. CONTRACTOR QUALITY CONTROL: The contractor shall develop and maintain quality control programs to ensure destruction services are performed in accordance with mandated specifications, regulations and laws. The contractor shall implement procedures to identify and prevent the occurrence of defective services.

I. CERTIFICATION OF DESTRUCTION: The contractor shall prepare and submit to the medical facility’s Chief of Environmental Management Service (EMS) or designee an original signed Certificate of Destruction for each site within five (5) working days of pickup. A final certificate of destruction will be accepted only after the final destruction process has been verified. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The Certificate of Destruction shall as a minimum contain the following:

1. Pickup/Delivery Location

2. Pickup/Delivery Date

3. Name and signature of Government Contact or designee at Pickup Location

4. Amount of shredded waste (number of containers picked up and/or pounds shredded)

5. Destruction Certification Document Number

6. Destruction Certification Date

7. Any other information as determined necessary by CAVHS.

J. PRIVACY POLICY TRAINING: All contractor and subcontractor employees performing work under this contract are required to complete the following training prior to being allowed to perform the function, and annually thereafter.

• Successfully complete VA General Privacy training and annual refresher training as required. COR will provide training during kick-off meeting

K. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the COR with a list of contractor employees expected to pick up confidential documents. 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.

2. Contractor employees found reading any of the VA materials shall be promptly removed from the premises where the document destruction is being performed and the person(s) involved shall not be allowed to return for any future document destruction services.

3. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward). The contractor’s employees must display contractor’s badge(s) to the contact person or designee at the end of each pick up process.

4. The contractor shall be required to comply with all security policies/requirements of

CAVHS. All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

5. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility Supervisory, Environment of Care Specialist at the LR and NLR facilities.

6. CAVHS does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

L. QUALITY ASSURANCE: The Government will receive and investigate complaints from various customers located at CAVHS. All information received will be provided either verbally and/or in writing to the contractor for appropriate action.

Performance Objective Performance Threshold

Contractor picks up from all designated areas as outlined above in the final contract, dependent on the final shredding method agreed upon between CAVHS and the contractor.

Less than three (3) verified complaints of non-pickups per quarter.

M. CHANGES TO CONTRACT OR PWS: Changes to this PWS or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

N. CONTRACT ADMINISTRATION AND PERFORMANCE MONITORING:

1. Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program

Manager will assist by monitoring contractor performance and reporting the findings to the CO.

2. The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the

Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR.

A. Contracting Officer’s Representative (COR):

Pennie Thompson

Department of Veterans Affairs

Email: pennie.thompson@va.gov

B. Contracting Officer:

Joey Grismore

Network Contracting Office 16

E-mail: joey.grismore2@va.gov

Contract Specialist:

Jacqueline Simpson

NCO 16

E-mail: jacqueline.simpson3@va.gov

O. PAYMENTS: Payment shall be made monthly, in arrears, upon receipt of a properly prepared invoice.

IN THE EVENT THE CONTRACTOR FACILITATES ANY SUCH CHANGE AT THE

DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER

WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT

PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF

(End of Clause)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

SECTION D - WAGE DETERMINATION

ATTACHMENT - WD 15-5117 (Rev.9) was first posted on www.wdol.gov on 01/01/2019

SECTION E - SOLICITATION PROVISIONS

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have 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 following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

INSTRUCTION TO OFFER

(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.

mailto:pennie.thompson@va.gov mailto:joey.grismore2@va.gov mailto:jacqueline.simpson3@va.gov

(2) Offerors shall submit their quotes electronically via email to Jacqueline.Simpson3@va.gov. AND

Joey.grismore2@va.gov

(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is March 13, 2019 at 10:00 AM CST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation, so all interested parties can see the answers.

(4) Quote Format: The submission shall be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.

Award Basis Award shall be made to the lowest price technically acceptable quote that represents the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. In addition, “[t]he Government intends to award without discussions however, the

Government reserves the right to enter into discussions.

INSTRUCTIONS FOR OFFER SUBMISSION

Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers.

Therefore, the Government is not obligated but, reserves the right to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory. The

Contracting Officer will conduct a comparative evaluation of quotes in accordance with FAR 13.106-2

(b).

The Government will award a firm fixed price contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, represents the best value to the Government. Factors are technical, past performance and price. All offerors must have a current registration in the System for

Award Management (SAM).

The following factors shall be used to evaluate offers:

This is a total Service Disabled Veteran Owned Business set aside. To be eligible to submit a quote and receive award offeror must be listed as verified in the Veterans Information Page Data base. (VIP Database) (http://www.vetbiz.gov )

Factor 1 - Technical Proposal:

Shall be NAID (National Association for Information Destruction) certified and shall provide a copy of NAID certificate.

Factor 2. Experience:

Submit past experience for three projects done in a federal, state, and local government facility with the same or similar scope, size, complexity that are ongoing or have been completed within the last five years Please include dates of contract performance and describe your role as the prime contractor.

http://www.vetbiz.gov/ http://www.vetbiz.gov/

* same or similar scope, size, complexity is equal to …

• onsite service,

• 300+ plus bins

• supporting five or more locations on the same awarded contract.

• with a contract value above $400, 000.

Factor 3. Past Performance:

Vendor must submit Past Performance forms (see attachment for the three-project identified at

Factor 02 Experience.

List the following information for each contract:

• Company Name and address:

• Description of services performed:

• Name, telephone number and e-mail address of responsible individuals who have first-hand knowledge of performance relative to the same type of services:

• Dates of contract performance:

• Contract type (e.g. fixed-price, cost reimbursable) and total contract value:

• Describe your role as the prime contractor

Factor 4. Price:

Total price will be evaluated by the Government. In evaluating the offeror’s proposed price for this project, the government concern includes determining price reasonableness.

The Government will evaluate proposed prices to determine whether prices are realistic for the work to be performed, reflect a clear understanding of the requirements, and are consistent with the various elements of the offer. Unrealistically low or high proposed prices, initially or subsequently, may be grounds for elimination from competition either on the basis that the offeror does not understand the requirement, or the offeror has provided an unrealistic offer.

Points of Contact

Contract Specialist

Jacqueline Simpson

Department of Veterans Affairs Jacqueline.Simpson3@va.gov

Contracting Officer (CO)

Joey Grismore

Department of Veterans Affairs Joey.Grismore2@va.gov