36C25620Q0181-000.docx

Combined Synopsis/Solicitation for Commercial Items Contract Opportunity Combined Synopsis/Solicitation Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice R FY20 Base +4 Year Document Destruction 71101 36C25620Q0181 01-16-2020 N 561990 Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101 Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center Environmental Management Services 1500 East Woodrow Wilson Drive Jackson MS 39216-5116

USA

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Contracting Office Address Network Contracting Office 16 510 East Stoner Ave Shreveport, LA 71101 Description 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.

This solicitation is a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2019-06 (effective 10/10/2019)..

The associated North American Industrial Classification System (NAICS) code for this procurement is 561990, other support services, with a small business size standard of 12.0 million.

The G.V. (Sonny) Montgomery VA Medical Center, 1500 East Woodrow Wilson Drive, Jackson MS 39216-5116 is seeking to purchase “Document Destruction Services”.

All interested companies shall provide quotations for the following:

PERFORMANCE WORK STATEMENT (PWS)

Document Destruction Solicitation for Environmental Management Services

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide, “National Association of Information Destruction (NAID) Certified” document destruction of temporary paper records. The service shall provide for both “On-site Interim Document Destruction” and “Final Document Destruction” for G.V.(Sonny) Montgomery, Veterans Administration Medical Center (VAMC) and its designated associated sites. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform on-site interim shredding services of confidential and sensitive documents in accordance with the National Institute of Standards and Technology (NIST) and the National Association for Information Destruction (NAID). The NAID certified contractor will provide service for document destruction to include but is not limited to non-paper data media, (such as CDs and floppy disks) as defined in this Performance Work Statement. The NAID certified contractor shall provide attestation of final document destruction for each shipment of records.

1.2 BACKGROUND: The current contract is a GSA task order and has been in place for 5 years. Pricing is calculated on total number of bins emptied per year. All bins were supplied by contractor.

1.3 OBJECTIVES:

· Contractor will provide at the sites specified the appropriate placement of secured containers.

· Interim On-site Document destruction shall consist of pierce, tear shred so that information cannot be read or reconstructed without a considerable amount of effort.

· Final destruction shall occur at a NAID certified location where records shall be rendered totally unrecognizable and un-reconstructable.

· The contractor shall provide documentation attesting to the chain of custody for records until final destruction.

· Interim On-site document destruction shall be accomplished every other week at each specified site.

· Provide a Certificate of Interim Destruction at the close of each service day to the facility generating the records for destruction.

· Ensure that the document destruction services comply with VHA Directives 6371

1.4 SCOPE: Contractor will provide the necessary equipment needed on site to shred or destroy collected materials from the secured containers in accordance with interim destruction methods described in VA Directive 6371, Appendix A, paragraph 6. Interim destruction of records must take place at the VA facility and this destruction must be to the degree that the information contained on them is not readable and not reconstructable without extraordinary effort. If the interim destruction is not carried out by VA employees, it must be carried out by a National Association for Information Destruction (NAID) certified, bonded, and insured contractor who has contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. The final destruction witnessed by the contractor must be attested in writing, and the attestation must be submitted to the organization that created the records. The locations shall be serviced at a minimum, once every other week. Services include the interim destruction of sensitive and non-sensitive temporary records, documents and paper. Upon approval by the Contracting Officer Representative (COR) secured containers will be provided at no additional cost at a locations specified in the PWS. The Contractor shall upon completion of services provide the COR with a Certificate of Interim Destruction at the close of each service day.

1.5 GENERAL INFORMATION

1.5.1 QUALITY CONTROL: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s “Quality Control Plan” (QCP) program is the means by which he assures himself that his work complies with the requirement of the contract. One copy of the contractor's QCP shall be provided to the CONTRACTING OFFICER with the contractor's proposal. An updated copy shall be provided to the CONTRACTING OFFICER as changes occur. The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services—Fixed Price, which is incorporated by reference. The QCP shall be specifically tailored to the tasks of this PWS. The contractor shall list how specific tasks for this PWS shall be accomplished. A general business QCP will not suffice and will render your submission ineligible for evaluation. The plan shall include the following:

1.5.1.2. INSPECTION SYSTEM: An inspection system covering all the services specified in this PWS. It must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections.

1.5.1.3. IDENTIFICATION AND PREVENTION. The methods for identifying and preventing defects in the quality of service performed before performance becomes unacceptable.

1.5.1.4. RECORDS: On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract.

1.5.1.5. GOVERNMENT REVIEW. The government will review the Contractor QCP to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor QCP within ten working days or on contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both. After acceptance of the quality control plan the Contractor shall receive the CONTRACTING OFFICER’s acceptance in writing of any proposed change to his QCP program.

1.5.2 QUALITY ASSURANCE: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QSAP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 HOURS OF OPERATION: Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. The Contractor is responsible for providing services, between the hours of 8:00 AM and 4:30 PM, Monday thru Friday. Work schedule must be coordinated with the COR or his designee. The Contractor shall be accessible and/or available via phone Monday through Friday, 8:00 am to 4:30 pm, excluding federally recognized holidays, for answering questions and meeting the COR and facility’s needs

1.5.3.1 RECOGNIZED HOLIDAYS: The contractor is not required to provide service on the following Federal observed holidays: New Year's Day, Martin Luther King's birthday, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day.

1.5.3.2 PLACE OF PERFORMANCE: The work to be performed under this contract shall be performed at:

· (1). 1500 East Woodrow Wilson Drive, Jackson Mississippi

· (2). 715 South Pear Orchard, Ridgeland, Mississippi

· (3). 3531 Lakeland Drive, Flowood, Mississippi

· (4). 4 Riverbend Drive, Flowood, Mississippi

· (5). 8 Riverbend Drive, Flowood, Mississippi

· (6). 11 Riverbend Drive, Flowood, Mississippi

· (7). 100 Spring Lake Cove, Pearl, Mississippi

1.5.4 SECURITY REQUIREMENTS: Contractor personnel performing work under this contract shall meet the industry standard for security requirements prior to commencement of work under this contract and must maintain the industry standard required for the life of the contract. All shredding shall take place at the Government owned or leased facilities herein and shall be witnessed by a Veterans Administration (VA) employee authorized to witness the destruction of sensitive VA material.

1.5.4.1 PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all Government information and property provided for destruction. At the close of each work period, Government facilities, equipment, and materials shall be secured. Collection containers distributed throughout any VA facility must be secured in a manner that prohibits unauthorized individuals from accessing paper records identified for destruction that have been deposited into them. These containers must provide reasonable physical safeguards which may include, among other measures, locks or placement in secure areas. The contractor shall clean up any residual material before leaving the site.

1.5.4.2 PERSONNEL: The selection, assignment, reassignment, transfer, supervision, management, and control of employees in performance of this work statement shall be the responsibility of the Contractor. However, the contractor shall comply with general intent and specific policies set forth in the performance of work statement concerning conduct of employees as referenced herein. When the Government directs, the Contractor shall remove from performance on the contract any person who is identified as a potential threat to the health, safety, security, general well-being, or operation mission of the activity and its population.

1.5.4.3 ACCESS LIMITATION: Only authorized Contractor employees are allowed inside the VA clinic. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person unless said person is an authorized Contractor employee.

1.5.4.4 BACKGROUND CHECKS: Documentation of a National Agency Check with Inquiries (NACI) background check shall be provided to the Contracting Officer’s Representative (COR) on all contract employees who will provide service to the Medical Center and all other locations.

1.5.5.1 SAFETY AND FIRE PREVENTION: G. V. (Sonny) Montgomery VAMC Safety Officer is responsible for the enforcement of all safety regulations as they apply to the safety of VA employees, contractor employees, visitors, and patients. Any violations by contractor employees will be submitted to the Contracting Officer for mediation. In the performance of this contract, the Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the building. The Contractor shall comply with the Federal, State, and Local safety and fire regulations and codes. Contract employees shall smoke only in designated areas outside of the building. The Contractor shall be responsible for providing all applicable training and protective equipment to protect contract employees from any hazards, including blood borne pathogens that may be encountered in the performance of the contract.

1.5.5.2 PRIVACY: All VA sensitive information that is contained in paper records under the jurisdiction of VA shall be handled by the most secure, economical, and effective means in accordance with legal requirements. PII is the most common form of sensitive information handled at the VAMC and therefore requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in actual or potential identity theft and can cause great personal hardship to the subject individuals. It is imperative that the appropriate means of destruction be used for all VA temporary paper records. VA’s preference is for a method of destruction that permits paper records to be recycled, while still meeting the requirements for final destruction.

1.5.5.3 INTERIM DESTRCTION: Interim destruction on temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitely ensure that they are not readable or re-constructible to any degree, but does ensure that they are not readable or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction. The interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction. Interim destruction of these records must take place at the Veterans Administration (VA) facility or at a secured vendor location; and this destruction must be to the degree that the information contained on them is not readable or re-constructible without extraordinary effort. If interim destruction is not carried out by VA employees, it must be carried out by a National Association for Information Destruction (NAID) certified, bonded, and insured contractor who has contracted to provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided by the VA.

1.5.5.4. FINAL DESTRUCTION: The process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or re-constructible to any degree. If this final destruction is performed away from a VA facility it must be performed, where practicable, by a National Association for Information Destruction (NAID) certified, bonded, and insured recycler or papermill, and any intermediary processes must protect the records until final destruction is completed. However, if the records require special protection because they are national security classified or deemed confidential by statue such as the Privacy Act of 1974, and the Health Insurance Portability and Accountability Act of 1996 (HIPPA), regulation, or VA policy, the wastepaper contractor shall be required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records so that it is not readable or re-constructible. The destruction of the information must be witnessed either by a Federal employee, or if authorized by the organization that created the records, by a contractor employee. This witnessing may be completed by the wastepaper contractor as long as documented certification of destruction is provided by the VA that certifies complete destruction of the records.

1.5.5.5. CERTIFICATION OF DESTRUCTION: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA records has taken place. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. Certifications of destruction shall be maintained in accordance with applicable VA Records Control Schedules and shall only be accepted from data destruction or recycle vendors after final destruction has actually taken place. VA personnel responsible for the final destruction of temporary records will develop a tracking method for ensuring that a certification of destruction is submitted for every shipment of such records released to data destruction or recycling vendor.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the sub-Contractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 The Government will provide escort as necessary for container access.

3.2 The Government will provide space for placement of containers.

3.3 The VA reserves the right to increase or decrease the number of consoles by 10% as needed by submitting a request in writing at least 30 days in advance.

3.4 Consoles shall be provided, maintained, increased, decreased, and replaced at no charge to the Veterans Administration (VA).

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 GENERAL: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 KEYS: will be provided to the Contracting Officer’s Representative (COR), ONLY.

4.3. MATERIALS: Contractor will supply keys to the VAMC COR for access to the secured containers for retrieval of documents and other items inadvertently placed in collection containers.

4.4. CONTINGENCY PLAN: Contractor must have a contingency plan in the event the on-site shredder arrives at the VA or CBOC and is unable, malfunctioned, or is incapable of shredding on-site service. The contractor contingency plan must incorporate same day on site shredding and destruction and must notify the COR when in use and the type shredding process utilized.

4.5. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. The written minutes of these meeting shall be signed by the contractor's manager, Contracting Officer, and COR. If the contractor does not concur with the minutes, notice of non-concurrence shall be provided to the Contracting Officer. This notice shall be in writing and provided within seven work days of receipt of the minutes. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

4.6. KEY PERSONNEL: The follow personnel are considered key personnel by the Government: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available within 3 hours Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons, to meet on the installation with government personnel designated by the Contracting Officer to discuss problem areas anytime the work is performed at the designated sites.

4.7. IDENTIFICATION OF CONTRACTOR EMPLOYEES: Contractor personnel shall present a net appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company name and employee name. All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR

4.10 The Contractor shall randomly drug test on an annual basis and shall perform a criminal background screening on any employee performing the service of this contract.

4.11 The Contractor shall assign a Project Manager for the purpose of coordination, oversight, and management of this contract. All contract employees shall present a neat, clean appearance, well-groomed, and be easily recognized while working. While on the premises, contract employees shall wear a company uniform with a visible identification badge which shall contain a picture of the employee.

4.12 The Contractor shall provide only personnel who are knowledgeable of all sites and locations of collection bins. Upon arrival, the contract employee shall check in with the COR or with Environmental Management Service to be assigned an escort. Contract employees shall not be on any federally owned or leased property without an escort.

4.13 The Contractor shall ensure that access to Personally Identifiable Information (PII) is limited to authorized personnel and shall be kept in strict confidentiality. The Contractor is further informed that in accordance with provisions of the Privacy Act and Health Insurance Portability and Accountability Act of 1996 (HIPPA), criminal penalties may result for knowingly and willfully disclosing information of this type. The Contractor shall provide documentation of a contingency plan in the event of equipment failure or unexpected events.

4.14 Contract employees shall be subject to the provisions of Public Law 93-579, Privacy Act of 1974, Health Insurance Portability and Accountability Act of 1996 (HIPPA), applicable Federal and VA confidentiality and security laws and regulations, and Joint Commission Standards.

4.15 The Contractor shall maintain liability insurance for the duration of the contract, and shall follow all federal, state, and VA regulations regarding the transportation and destruction of classified medical documentation.

4.16 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the (30) day, phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

4.17 The Contractor shall provide secured containers, AT NO ADDITIONAL COST TO THE GOVERNMENT, for the discarding of confidential documents. All containers shall have a slotted lid allowing for the discarding of confidential documents and shall have a locking device to limit access. The following sizes are required (no larger than);

· Regular Consoles – 19”L X 19”W X 40” H

· Small Consoles – 12”L X 12”W X 12”H (non-paper media)

· Rolling Bins – 96 gallon

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS. The NAID Certified Contractor shall provide a certificate of final destruction for each shipment. Interim destruction of documents is required on-site. The documents shall consist of but is not limited to: sensitive and non-sensitive papers at the specified locations. The interim destruction contents shall be securely transported in a NAID approved vehicle to a NAID approved location to await final destruction. Final destruction of documents shall be witnessed by the certified contractor. The contractor shall attest to said destruction in writing and submit the attestation to the organization that created the document, the CONTRACTING OFFICER, and the COR. The service provided shall comply with VHA Directives 6371.

5.1. The contractor shall provide on-site interim document destruction at each designated location. Interim On-site Document Destruction shall consist of pierce, tear shred so that information cannot be read or reconstructed without a considerable amount of effort.

5.2. The contractor shall provide a “Certificate of Interim Document Destruction” for each shipment at each facility. A certificate of interim document destruction shall be provided to the facility generating the records for interim destruction at the close of each service day.

5.3. The contractor shall provide a pdf Certificate of Final Destruction to the CONTRACTING OFFICER, COR and facility generating the records for final destruction for each shipment.

5.4. The contractor shall provide chain of custody documentation for each shipment at each facility until final destruction. When a shipment is finally destroyed a chain of custody letter shall be provided to the facility for that shipment. It shall state the dates and times of each stage of destruction during the contractor’s custody of the shipment.

5.5. Consoles shall be placed in designated areas in the medical center and other VA Facilities. Locations of consoles continuously change. Rolling bins will be available for use on an as needed basis. Contractor shall remove discarded confidential documents from EACH secured container.

5.6. All shredding services (interim destruction) shall be conducted on government-owned or leased properties herein. Contract employees shall go to the locations of consoles, remove materials from the locked containers and transfer them to a secured location until destruction. The Contractor shall destroy all paper products removed from the VA Medical Center and the other VA Facilities, through an acceptable process which renders the paper completely unreadable, in accordance with the National Association for Information Destruction (NAID) standards and VA Directive 6371.

5.7 Consoles shall be provided, maintained, and replaced at no charge to the VA. Consoles shall be installed in specific locations by the Contractor. Changes in location of any console shall be by agreement of both the Government and the Contractor. Any console movement shall be accomplished by the Contractor.

5.8 Discarded confidential documents shall be transported in a secured container to the site of shredding at the G.V. Montgomery VA Medical Center or on other government owned or leased properties.

5.9 The shredder shall be of such capacity that limited quantities of incidentals such as paper clips, staples, rubber bands, pill bottles, patient plastic armbands, and other types of paper can be shredded. All shredded materials shall be removed from the G.V. Sonny Montgomery VAMC premises and shall be recycled if possible. The G.V. Sonny Montgomery VAMC WILL NOT be required to separate documents by color and WILL NOT be required to remove paper clips or fasteners.

5.10 The Contractor will provide a Certificate of Destruction to the Contracting Officer’s Representative (COR), in Facility Management Service, Room 1-101, upon completion of service.

5.11 The Contractor shall shred (pulverize) the confidential documents to the point that they are unreadable, by utilizing a Contractor-owned vehicle(s) that has a built-in shredding system. All shredded (pulverized) materials shall be removed from the G.V. (Sonny) Montgomery VA Medical Center premises and shall be recycled. The Contractor shall provide a Certificate of Destruction to the Contracting Officer’s Representative (COR), in Facility Management Service, Room 1-101, IMMEDIATELY, upon completion of service.

5.12 The Contractor shall clean up any residual material before leaving the site. Services will be performed each Tuesday, between the hours of 8:00 am and 4:30 pm. On the last Thursday of each month there will be a pick-up of the non-paper data media. Any changes to that schedule must be approved by the COR. The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours. All shredding shall take place at the Government-owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material.

5.13 The selection, assignment, reassignment, transfer, supervision, management, and control of employees in performance of this work statement shall be the responsibility of the Contractor. However, the Contractor shall comply with the general intent and specific policies set forth in the performance work statement concerning conduct of employees as referenced herein. When the Government directs, the Contractor shall remove from performance on the contract any person who is identified as a potential threat to the health, safety, security, general well-being, or operation mission of the activity and its population.

5.14 When the Government directs, the Contractor shall remove from performance on the contract any person who is identified as a potential threat to the health, safety, security, general well-being, or operation mission of the activity and its population.

5.1.1 VA Facility

G.V. (Sonny) Montgomery Veterans Administration Medical Center

5.1.2 VA Facility

715 S. Pear Orchard, Ridgeland, MS 39157 Estimated number of regular lockable consoles: 6 Pick-up: Every Tuesday (excluding Federal Holidays)

5.1.3 VA Facility

3531 Lakeland Drive, Flowood, MS 39232 Estimated number of regular lockable consoles: 1 Pick-up: Every Tuesday (excluding Federal Holidays)

5.1.4 VA Facility

4 Riverbend Drive, Flowood, MS 39232 Estimated number of regular lockable consoles: 4 Pick-up: Every Tuesday (excluding Federal Holidays)

5.1.5 VA Facility

8 Riverbend Drive, Flowood, MS 39232 Estimated number of regular lockable consoles: 4 Pick-up: Every Tuesday (excluding Federal Holidays)VA Facility

5.1.6 VA Facility

11 Riverbend Drive, Flowood, MS 39232 Estimated number of regular lockable consoles: 5 Pick-up: Every Tuesday (excluding Federal Holidays)

5.1.7 VA Facility

100 Spring Lake Cove, Pearl, MS 39208 Estimated number of regular lockable consoles: Pick-up: Every Tuesday (excluding Federal Holidays) Estimated number of lockable 96-gal rolling bins: '16 Pick-up: Every Tuesday (excluding Federal Holidays)

5.1.8 OPERATIONS

5.1.8.1 Numbers and locations of consoles are continuously changing. Rolling bins will be available for use by the medical center on an as needed basis. Contractor shall remove discarded confidential documents from EACH secured container on Tuesday of every week during administrative work hours, 8:00 am to 4:30 pm. (Please note: there are some containers that will not require removal of discarded confidential documents every week due to the volume of documents; however, the Contractor shall check EACH secured container each week). Small consoles, for non-paper media data, placed in various locations throughout the medial center, will ONLY be picked-up on the last Tuesday of the month.

5.1.8.2 All shredding services shall be provided on government-owned or leased properties herein. Contract employees shall go to the locations of consoles, remove materials from the locked containers, and transfer them to a secured location until destruction.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

· VA Directive 6371, Destruction of Temporary Paper Records

· VA Directive 6502, VA Enterprise Privacy Program

· VA Handbook 6500, Information Security Program

· National Institute of Standards and technology (NIST)

· National Association for Information Destruction (NAID)

· Public Law 93-579 Privacy Act of 1974.

· Health Insurance Portability and Accountability Act of 1996 (HIPPA)

· VA confidentiality and security laws and regulations, and the Joint Commission Standards.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3. Attachment 3/Technical Exhibit 3 – Sample Quality Assurance Plan

TECHNICAL EXHIBIT 1

Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PRS # 1.

Interim On-site Document Destruction shall consist of pierce, tear shred so that information cannot be read or reconstructed without a considerable amount of effort.

PWS paragraph 5.1.

VHA Directives 6371.

PRS # 2

A certificate of interim document destruction shall be provided to the facility generating the records for interim destruction at the close of each service day.

PWS paragraph 5.2.

VHA Directives 6371.

PRS # 3

The contractor shall provide a pdf Certificate of Final Destruction to the Contract Officer, COR and facility generating the records for final destruction for each shipment.

PWS paragraph 5.3.

PRS # 4

The contractor shall provide chain of custody documentation for each shipment at each facility.

PWS paragraph 5.4.

TECHNICAL EXHIBIT 2

Deliverables Schedule

Quality Control Plan shall be delivered with the contractor’s proposal

One time with contractor’s proposal.

Within 5 working days when changes are made.

Proof of NAID Certification

Proof of Insurance

BAA

Sample Certificate Of Destruction

Interim Destruction Documentation

Each shipment of records released to the data destruction contractor

PDF copy to Facility

COR & CO

Certificate of Destruction

Each shipment of records released to the data destruction contractor.

PDF copy to Facility

COR & CO

The Period of Performance is scheduled for a Base period with 4, one-year options.

Base Period: Date of award to September 30, 2020 Option 1: October 1, 2020 thru September 30, 2021 Option 2: October 1, 2021 thru September 30, 2022 Option 3: October 1, 2022 thru September 30, 2023 Option 4: October 1, 2023 thru September 30, 2024

B.3 PRICE SCHEDULE

ITEM INFORMATION

Document Destruction in accordance with Statement of Work. 270 consoles at different locations in Jackson area Contract Period: Base POP Begin: 02-01-2020 POP End: 09-30-2020

SUBTOTAL BASE YEAR

Document Destruction in accordance with Statement of Work. 270 consoles at different locations in Jackson area.

Contract Period: Option 1 POP Begin: 02-01-2021 POP End: 01-31-2022

SUBTOTAL OPTION 1

SUBTOTAL BASE & OPTION 1

Document Destruction in accordance with Statement of Work. 270 consoles at different locations in Jackson area Contract Period: Option 2 POP Begin: 02-01-2022 POP End: 01-31-2023

SUBTOTAL OPTION 2

SUBTOTAL OPTION 1 & 2

Document Destruction in accordance with Statement of Work. 270 consoles at different locations in Jackson area.

Contract Period: Option 3 POP Begin: 02-01-2023 POP End: 01-31-2024

SUBTOTAL OPTION 3

SUBTOTAL OPTION 1, 2 & 3

Document Destruction in accordance with Statement of Work. 270 consoles at different locations in Jackson area Contract Period: Option 4 POP Begin: 02-01-2024 POP End: 01-31-2025

SUBTOTAL OPTION 4

NOTE: FAR 52.217-8 “Option to Extend Services”, not to exceed six (6) months in total for this contract. The specified rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause.

GRAND TOTAL BASE AND ALL OPTIONS

Award shall be made to the quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The government will evaluate information based on the following evaluation criteria: Evaluation and award will be conducted in accordance with the requirements of FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which contractor provides the best value to the government in terms of technical capability, while also providing a competitive price.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

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:

Evaluation of Quote

The Government will award a contract resulting from this solicitation to the responsible contractor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

EVALUATION PROCEDURES AND AWARD

Evaluation and award will be conducted in accordance with the requirements of FAR 13.106-2(b)(3), the quotes will undergo a comparative evaluation to determine which contractor provides the best value to the government in terms of technical capability, while also providing a competitive price.

For quotes to be considered acceptable and eligible for evaluation, they must be prepared in accordance with and in compliance with the instructions given in this solicitation and address all the requirements set forth within this solicitation. The Government does not anticipate requesting revisions to quotes, so Quoter’s should provide their best quote in the response to this solicitation. However, the Government reserves the right to request quote revisions that seek additional price discounts, provide revisions to the technical and or prices aspects of the quote, or to clarify aspects of the quote. In the event quote revisions are requested, the Government will not necessarily be seeking revisions from all Quoter’s. The Government will not be conducting "discussions" as defined in FAR Part 15.

Prospective Contractors are required to submit two separate evaluation documents in addition to all other documents required by this solicitation. If the parts are not submitted as separate documents, the quote will be considered non-responsive. If both Parts are not received, the quote will be considered non-responsive, and will not be considered for award.

One (1) Part A - Content of the Non-Price Factors/Technical Part.

The Quoter shall provide a technical approach that details how the requirements of the SOW will be accomplished. At a minimum, this shall include the following:

1. The intended strategy to complete all tasks as described in the SOW. A description of the company’s technical ability to provide Microbiological Testing Services in accordance with the terms, conditions, specifications, and requirements of the solicitation and resulting contract. The narrative summary may describe the Contractor’s capability, stability and strengths.

2. An account of the Quoter’s comparable experience, in terms of size, scope, and complexity to the tasks described in the Statement of Work.

3. Technical Acceptability will be based upon the conformance to the guidelines outlined in this solicitation. Quotes will be evaluated on a GO, NO-GO basis. The technical evaluation will evaluate the technical content received as required in the instructions of this solicitation. This is a subjective evaluation that is based upon the Governments judgment as to whether the Quoter has satisfactorily addressed the technical content requirements as set forth within this solicitation.

One (1) Part B – Price and price related factors.

1. Price - The contractor shall provide a separate and complete price schedule as provided in the solicitation including all offered discounts.. See Section B3.

2. A Quoter’s price quote will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay when consideration is given to prices in the market. Normally, price reasonableness is established through adequate price competition, but may also be determined through price analysis techniques as described in FAR 13.106-3.

(End of Addendum)

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

2. FAR 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (JUL 2016)

3. FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

4. FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

As prescribed in 33.106 , insert the following provision:

Service of Protest (Sept 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from ______________________. [Contracting Officer designate the official or location where a protest may be served on the Contracting Officer.]

(b) The copy of any protest shall be received in the office designated above within oneday of filing a protest with the GAO.

(End of provision)

5. VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

As prescribed in 833.106-70(a), insert the following provision:

PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

(a) Any protest filed by an interested party shall–

(1) Include the name, address, fax number, and telephone number of the protester;

(2) Identify the solicitation and/or contract number;

(3) Include an original signed by the protester or the protester's representative and at least one copy;

(4) Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents;

(5) Specifically request a ruling of the individual upon whom the protest is served;

(6) State the form of relief requested; and

(7) Provide all information establishing the timeliness of the protest.

(b) Failure to comply with the above may result in dismissal of the protest without further consideration.

(c) Bidders/offerors and Contracting Officers are encouraged to use alternative dispute resolution (ADR) procedures to resolve protests at any stage in the protest process. If ADR is used, the Department of Veterans Affairs will not furnish any documentation in an ADR proceeding beyond what is allowed by the Federal Acquisition Regulation.

(…