S02. 36C26225Q0630 CONFIDENTIAL DOCUMENT COLLECTION AND DESTRUCTION .pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* CONFIDENTIAL DOCUMENT COLLECTION AND DESTRUCTION -Base Year

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 85297

SOLICITATION NUMBER* 36C26225Q0630

RESPONSE DATE/TIME/ZONE 03-18-2025 12PM MOUNTAIN TIME, DENVER,

USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* R614

NAICS CODE* 561990

CONTRACTING OFFICE ADDRESS NCO 22

Department of Veterans Affairs

Network Contracting Office

650 E Indian School Road

Phoenix AZ 85012

POINT OF CONTACT*

Contract Specialist

Jasmon Cornick jasmon.cornick@va.gov

480-466-7924

PLACE OF PERFORMANCE

ADDRESS Department of Veteran Affairs

Carl T Hayden Medical Center

Phoenix VA Healthcare Systems

650 E Indian School Road

Phoenix AZ

POSTAL CODE 85012

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Small Businesses interested and capable of providing the services described below. The priority is to find two or more Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB).

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.

Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number and (h) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

CONTRACT REQUIRMENTS

A. SCOPE OF WORK

1. The Contractor shall provide all labor, equipment, supplies, secured vehicles, materials, supervision and other related services necessary to provide sensitive document destruction services for the following locations and associated Community Based

Outpatient Clinics (CBOCS):

Phoenix Main Campus

650 E. Indian School RD

Phoenix, AZ 85012

Community Based Outpatient Clinics (CBOC)

VISN 18), 335 E. Germann Road, Ste. 201 Gilbert, AZ 85297

(VISN 18 Contracting Office), 4135 S. Power Rd, Suite 103 Mesa, AZ 85212

(Southeast Clinic), 3285 S. Val Vista Dr. Gilbert, AZ 85297

(Thunderbird Clinic), 9424 N. 25th Ave. Phoenix, AZ 85021

(Southwest Clinic), 9250 W Thomas Rd. Phoenix, AZ 85037

(Mid-Town Clinic), 5040 N 15th Ave. Phoenix, AZ 85015

(Northwest Clinic), Grand Avenue Professional Plaza 13985 W. Grand Avenue, Suite 101 Surprise, AZ 85374

(Northeast Clinic), 11390 E. Via Linda Rd. Ste.105. Scottsdale, AZ 85259

(Fairmont Building), 4001 N. 3rd Street, Phoenix, AZ, 85012

(Purchase Card Office), 777 E Missouri Ave. STE 300 Phoenix, AZ 85014

(CRRC) 1500 E Thomas Street, Phoenix, AZ 85014

(Show Low Clinic), 5171 Cub Lake Road, Suite C380 Show Low, AZ 85901

(Payson Clinic), 903 E State Highway 260 Payson, AZ 85541

(Miami-Globe Clinic), 5860 S. Hospital Drive, Suite 111 Globe, AZ 85501-9449

(32nd St Building) 400 32nd St, Phoenix AZ, 85008

2. Containers and Collection Bins

The Contractor shall provide and maintain the following number of containers for as follows for each location and their respective CBOCS:

Phoenix (PVAHCS)

Approximately 240 locked security containers (both large and small), and 10 collection bins (both two-bag and four-bag bins) for a total of 250 containers for sensitive documents, not to exceed 260 containers.

The Contractor shall remain flexible to add to the requirement, in case additional locked containers and/or collections bins are needed. The ability to adjust the number of containers per month shall be available to each Contracting Officer’s Representative

(COR). The Contractor is only allowed to add or subtract containers under the direction of the Contracting Officer. If another employee approaches the Contractor requesting additional container(s), the Contractor will instruct the employee to coordinate this request with the respective COR. If the COR approves the additional containers to meet the needs of the facility, they will be provided at no additional cost to the Government, up to the not exceed amount of containers.

3. Containers shall have a slotted lid or front panel through which documents may be inserted and a locking access door. The containers must protect against unauthorized access (i.e., reaching through an opening to retrieve a document, bypassing the locking mechanism with a device other than a key, etc.). All locked containers shall use the same key lock or key code. The size of containers shall vary according to the location. The locked containers shall be aesthetically compatible with the facility’s interior design scheme. The Contractor shall also provide additional locked containers at each location for use between Contractor pickups.

4. The Contractor shall empty all containers and paper collection bins at least once per week for all locations. The Contractor is responsible for checking and emptying all bins on the schedule at each visit. Pickup schedule for each location shall be coordinated with the

COR. Once the schedule is established, all shredding will occur on the same day of the week. If the regularly scheduled shredding day falls on a national holiday, the Contractor may perform the service either the day prior to or the day after the holiday, and will inform the COR of the revised shredding day.

5. In the event that additional on-site shredding is needed, the Contractor shall be available within 48 hours of receiving notice to provide unscheduled service. The price for such service shall be in accordance with the fees listed in the Contract schedule.

6. All shredding must be done on-site at each respective facility where the containers are emptied. And all material is shredded and secured inside truck compartment.

7. Contractor shall submit a written plan detailing the method of destruction, capacity, and approximate time required to destroy documents. In addition, Contractor must provide the Contracting Officer with a written contingency plan in case of equipment failure or other unforeseen events.

8. The Contractor shall be responsible for management, oversight, security, and control of all documents containing VA sensitive information documents or Protected Health

Information (PHI) stored in the locked containers, prior to and until completion of shredding or destruction of the documents.

9. The contractor shall deliver an industry standard Certificate of Destruction for completed destruction according to the National Institute of Standards and Technology and Federal

Information Processing Standard Regulation. The certificate should be delivered to the

COR (or designee) within five (5) working days of each pickup. The contractor shall maintain proper records concerning each Certificate of Destruction issued. The

Certificate of Destruction shall as a minimum contain the following:

Pickup/Delivery Location

Pickup/Delivery Date

Name of Government COR (or designee) at pickup Location

Amount of shredded material (pounds) shredded

Destruction Certification Document Number

Destruction Certification Date

Any other information as determined by the COR

10. If shredding is not the final destruction method (i.e., it is only an interim step in the destruction process), then shredding to NIST standards (particles no larger than 1 mm x 5

mm) on site is not required, but the shredded material must be secured until it is no longer readable or cannot be reconstructed, which means material must be pulverized, bleached, pulped or fully destroyed by other means. The Contractor will specify which method of final destruction will be used. A monthly report detailing weights disposed shall be provided to the COR.

11. If the Contractor is not able to shred documents to NIST standards while on-site, the

Contractor will be required to sign a Business Associate Agreement (BAA) with the

Veterans Health Administration to cover the period from the Contractor’s departure from any site until final destruction of the documents. The BAA will comply with all requirements of the Health Insurance Portability and Accountability Act of 1996

(HIPAA), 45 CFR 164.502(e) and regulations enacted under the Health Information

Technology for Economic and Clinical Health (HITECH) Act.