36C25619Q0109-001.pdf

SECTION A - 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 Current Response Date: 3/18/2019 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 3/15/2019 by 10:00 AM CST.

QUOTE SUBMISSION: Offers are due on/or before of Monday 03/18/2019 by 12:00 PM 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 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.

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

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

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:

(xiii) 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 Price Break Cost Required

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $_________________

Mental Health Product Line (3 Bins). $________________

Contract Period: Base POP Begin: 04-01-2019 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 Price Break Cost Required

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) $________________

Contract Period: Base POP Begin: 04-01-2019 POP End: 03-31-2020

Total for Base Year Contract Period: Base 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 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) $________________

North Little Rock (Main Hospital approximately 20 outlying buildings) (144 Bins) $________________

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

Contract Period: Option 1 POP Begin: 04-01-2020 POP End: 0 3-31-2021

1002 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 Price Break Cost Required

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $_________________

Mental Health Product Line (3 Bins). $________________

Contract Period: Option 1 POP Begin: 04-01-2020 POP End: 03-31-2021

1003 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 Price Break Cost Required

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) $________________

Contract Period: Option 1 POP Begin: 04-01-2020 POP End: 03-31-2021

Total for Option Year 1 Contract Period: Base POP Begin: 04-01-2020 POP End: 03-31-2021

2001 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) $________________

North Little Rock (Main Hospital approximately 20 outlying buildings) (144 Bins) $________________

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

Contract Period: Option 2 POP Begin: 04-01-2021 POP End: 0 3-31-2022

2002 12 MONTHS ______________

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 Price Break Cost Required

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $________________

Mental Health Product Line (3 Bins) $________________

Contract Period: Option 2

POP End: 03-31-2022

2003 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 Price Break Cost Required

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) $________________

Contract Period: Option 2 POP Begin: 04-01-2021 POP End: 03-31-2022

Total for Option Year 2

POP End: 03-31-2022

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 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) $________________

North Little Rock (Main Hospital approximately 20 outlying buildings) (144 Bins) $________________

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

Contract Period: Option 3 POP Begin: 04-01-2022 POP End: 03-31-2023

3002 12 MONTHS ______________

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 Price Break Cost Required

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $________________

Mental Health Product Line (3 Bins) $________________

Contract Period: Option 3 POP Begin: 04-01-2022 POP End: 03-31-2023

3003 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 Price Break Cost Required

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) $________________

Contract Period: Option 3 POP Begin: 04-01-2022 POP End: 03-31-2023

Total for Option Year 3 POP Begin: 04-01-2022 POP End: 03-31-2023

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 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) $________________

North Little Rock (Main Hospital approximately 20 outlying buildings), (144 Bins) $________________

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

Contract Period: Option 4 POP Begin: 04-01-2023 POP End: 03-31-2024

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), Home-Based Primary Care (4 Bins), and Mental Health Product Line (3 Bins).

Pick-up: 4th Wednesday of each month Price Break Cost Required

CAVHS Veterans Day Treatment Center (4 Bins) $________________

Home-Based Primary Care (4 Bins) $______________________

Mental Health Product Line (3 Bins). $________________

Contract Period: Option 4 POP Begin: 04-01-2023 POP End: 03-31-2024

4003 12 MONTHS ______________

paper products at eight (8) CBOCs Locations.

Pick-up: Every 4th. Wednesday of each month Price Break Cost Required

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). $________________

Contract Period: Option 4

Total for Option Year 4

GRAND ______________

TOTAL

(Base and All Options Total, if exercised)

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.

Location of Services:

The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide commercial 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.

a. The CBOC’s will require a 32-gallon paper and media collection containers per site.

b. Collection Sites: Contractor shall pick up all bins from the Little Rock and North Little Rock locations specified in the list of bin locations listed below. 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 bins taken and/or shredded prior to departing the facility.

Types and color of paper to be shredded may vary.

A room specific list of the exact location will be provided at time of award.

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

Veterans Day Treatment 1000 Main St., Little Rock, AR 72202 Estimated number of lockable consoles: 4 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 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Mental Health Product Line 900 S. Shackleford, Suite 501, Little Rock, AR 72211 Estimated number of lockable consoles: 3 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Conway CBOC 1521 East Dave Ward Drive, Conway, AR 72032 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

El Dorado CBOC 1703 North West Ave., El Dorado, AR 71730 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays

Hot Springs CBOC 178 Sawtooth Oak St, Hot Springs, AR 71901 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Mena CBOC 301 Morrow Road, Mena, AR 71953 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Mountain Home CBOC 760 Hwy 62 East, Mountain Home, AR 72653 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Pine Bluff CBOC 4748 Dusty Lake Drive Suite 203, Pine Bluff, AR 7160 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Russellville CBOC 3107 West 2nd Ct, Russellville, AR 72801 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

Searcy CBOC 1120 S Main St, Searcy, AR 72143 Estimated number of lockable consoles: 4 Pick-up: 4th Wednesday of each month or as mutually agreed (excluding federal holidays)

C. Coordination

1. Services shall be provided each Tuesday between the hours of 8:00 a.m. – 3:30 p.m. at Central Arkansas Veterans Healthcare System (CAVHS) in Little Rock and North Little Rock, AR and biweekly at the CBOCs Offices. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday and shall inform the CAVHS Medical Center Contracting Officer Representative (COR) of the revised shredding day.

2. The collection method should complement the CAVHS Medical Center current process. The contractor shall provide the necessary locked collection bins. Containers shall have a keyed lock to limit access. All containers shall utilize the same key lock and key code. If additional collection containers are required, they shall be provided by the contractor. The contractor shall supply the COR keys to all containers. The contractor shall supply the COR with extra keys upon request.

3. All contractor personnel must first report to the Office of Police to sign in and get a contractor badge which must be worn while on station. Personnel must return badge and sign out upon exiting station.

D. Specific Requirements:

1. All paper and media shall be shredded on site. Written approval from the Contracting Officer shall be required prior to any material that is not completely shredded shall be allowed to be transported off site.

2. All functions provided by the contractor shall meet the standards IAW VA Directive 6371, Destruction of Temporary Paper Records and follow the National Institute of Standards and Technology (NIST) Special Publication 800-88 (NISTSP 800-88) Guidelines for Media Sanitization.

3. Contractor shall provide a certificate of destruction directly after service to include date, signature, amount shredded and HIPPA disclaimer. All loads leaving the VA facilities must be secured and sealed before transportation. All VA material arriving at the contractor destruction facility must be shredded material.

4. All breaches of security will be reported to the VA immediately. Documentation of Chain of Custody of all materials removed from any VA campus is required.

5. A Certificate of Destruction shall be provided after each job. The contractor shall provide the certificate to the COR.

E. Media Sanitization and Disposal Compliance:

If and when applicable, the Contractor documents/records shall show that the contractor sanitized information system media, both paper and digital, using approved equipment, techniques and procedures, prior to disposal or release for reuse and are consistent with current VA media sanitization procedures and NISTSP 800-88, Guidelines for Media Sanitization. The Contractor shall maintain records or documents that show that the media sanitization control responsibility has been assigned and specific actions taken to ensure the implementation of this control.

The Contractor documents/records shall show that they consistently apply media sanitization and disposal on an ongoing basis. Records cannot be sold advantageously or otherwise salvaged; the records may be destroyed by pulping or shredding or other suitable means following NISTSP 800-88 guidelines.

F. Media Transport Compliance:

If and when applicable, all breaches of security will be reported to the VA immediately. Documentation of Chain of Custody of all materials removed from any VA campus is required. The Contractor documents/records shall show that the unit restricts the pickup, receipt, transfer, and delivery of information system media (paper and electronic) to authorized personnel. The Contractor shall maintain a list of personnel that have been authorized for the pickup, receipt, transfer, and delivery of information system media to determine if access is appropriately restricted. The Contractor shall maintain records or documents that show that the media transport control responsibility has been assigned and specific actions taken, to ensure the implementation of this control. The VA requires that the Contractor control MODERATE and HIGH-impact information systems media (paper and electronic) and restricts the pickup, receipt, transfer, and delivery of such media to authorized personnel. When anomalies or problems are encountered by the Contractor in the implementation of the media transport control, these are documented, and the resulting information is used to improve the control.

G. Additional Requirements:

1. VA Handbook 6500.6 “Records Management Procedure” shall be applicable to all record/microfiche destruction. The procedure reads: “The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as Privacy Act of 1974 or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction.

The contractor must provide documentation that the contractor employee is authorized to witness destruction of the record. Resale of VA records for use as records or documents is prohibited.

2. Confidentiality of Material Destruction: Contractor personnel shall maintain the confidentiality of the material to be destroyed. Any contractor personnel found to be reading any of the medical center materials shall be promptly removed from the government premises. The person/s involved shall not be allowed to return to the Medical Center for any future service requests.

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

4. 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.

5. 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.

6. 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.

7. 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.

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

9. Contractor must be bonded or be covered for Error and Omissions Insurance in the amount of at least

$500,000. CONTRACTOR MUST INCLUDE BOND OR INSURANCE PROOF ALONG WITH

THEIR BID.

H. 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.

I. 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.

J. 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.

K. 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.

L. 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.

M. 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.

SECTION C - SPECIAL CONTRACT REQUIREMENTS

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

WORK HOURS

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in case of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal Work Hours: Monday through Friday, 8:00 a.m. – 3:30 p.m. (excluding federal holidays).

The 10 holidays observed by the Federal Government are:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

(Any other day the President of the United States designates as a federal day off)

BILLING AND PAYMENT

The contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Presentment and Payment System http://www.fsc.va.gov/einvoice.asp Invoices shall be submitted monthly, in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall be submitted monthly, in arrears, and shall include at a minimum:

Date of Invoice Contract Number Purchase Order Number Contractor Name Invoice Number CLIN/Contract Line Item Date/Dates of Service http://www.fsc.va.gov/einvoice.asp http://www.fsc.va.gov/einvoice.asp

BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advanced notice from the requiring service to obtain a VA Badge in order to work on a VA Facility.

CONTRACT ADMINISTRATION

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 Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

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.

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.

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.

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.

(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.

* 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:

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

• 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

Contracting Officer’s Representative (COR) Pennie Thompson Department of Veterans Affairs Pennie.Thompson@va.gov mailto:Jacqueline.Simpson3@va.gov mailto:Joey.Grismore2@va.gov