S02. Sources Sought 36C26226Q0432.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* RECORDS STORAGE

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 85297

SOLICITATION NUMBER* 36C26226Q0432

RESPONSE DATE/TIME/ZONE 03-16-2026 3PM MOUNTAIN TIME, DENVER, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* R616

NAICS CODE* 493110

CONTRACTING OFFICE ADDRESS NCO 22

Department of Veterans Affairs NCO 22 - Gilbert Network Contracting 335 East Germann Road Gilbert AZ 85297

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 VA Medical Center Phoenix VA Healthcare System 650 E. Indian School Road Phoenix AZ

POSTAL CODE 85012

COUNTRY USA

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 REQUIREMENTS

PROJECT DESCRIPTION/ OBJECTIVES

This Scope of Work (SOW) defines the requirements for off-site storage and management of physical administrative (Sterile Processing Services {SPS} and Credentialing and Privileging {C&P}) Records for the Phoenix VA Health Care System (hereafter "Phoenix VA" or "Agency"). The Contractor, (hereafter "Contractor"), shall provide secure, climate-controlled offsite storage, retrieval, and disposition services in accordance with all applicable Federal and VA records management regulations.

APPLICABLE REGULATIONS AND GUIDANCE

The Contractor shall comply with all applicable Federal and VA records management laws and regulations, including but not limited to:

o Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies encompass the preservation of all records, regardless of form, characteristics, mode of transmission, or state of completion.

o National Archives and Records Administration (NARA) regulations at 36 CFR

Chapter XII Subchapter B o Privacy Act of 1974 (5 U.S.C. § 552a), o VA Handbook B 6500.6 Appendix B: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA

Directives and Handbooks regarding information and information system security as delineated in this contract.

o VA Handbook 6500.6 Appendix C: The contractor will initiate planning for the certification and accreditation of the contractor systems.

o Freedom of Information Act (FOIA) (5 U.S.C. § 552), as amended o VA Directive 6300, Records and Information Management o VA Handbook 6300.1, Procedures for carrying out the records management program o VA Handbook 6300.3, Procedures for implementing the Freedom of Information Act and Privacy Act o General Records Schedules (GRS) issued by NARA, which provide disposition authority for common administrative records

SCOPE OF WORK (SERVICES)

The Phoenix VA needs to store non-patient-related administrative records from Sterile Processing

Services (SPS) and Credentialing and Privileging (C&P) off-site, as the facility does not have an appropriate area to store the records currently held at a temporally location that does not meet long-term security, compliance, and environmental standards required for safeguarding sensitive government information, which poses several vulnerabilities.

The Contractor shall provide the following services for the Phoenix VA's administrative paper records:

Records Pickup and Transportation

• The Contractor shall coordinate with the Phoenix VA Records Officer to schedule the pickup of records from designated locations within the Phoenix VA facility.

• Transportation of records to the Contractor's secure offsite storage facility must be conducted in secure, climate-controlled vehicles to prevent damage, loss, or unauthorized access.

Offsite Storage and Maintenance.

• Records shall be securely maintained offline in a facility that meets or exceeds NARA standards for the storage of Federal records.

• The Contractor shall maintain physical and intellectual control over all stored records, ensuring proper identification, organization, and association with their respective records schedules and disposition instructions.

• The storage environment (e.g., temperature, humidity) must be controlled to ensure the long-term preservation and integrity of the paper records.

• The Contractor shall implement security measures, including appropriate audit trails, to prevent unauthorized access, modification, or deletion of the records.

• All Government data(records) must be maintained within the 50 states, D.C., or U.S. territories, unless otherwise authorized by the Contracting Officer (CO) per DFARS 239.7602-2.

Records Management and Disposition

• The Contractor shall follow the records retention schedules provided by the Phoenix VA, which are based on NARA-approved schedules (SF 115s or GRS).

• The Contractor shall not dispose of any records without explicit written authorization from the

Phoenix VA Records Officer and the appropriate NARA disposition authority.

• Upon reaching the end of their retention period, the Contractor shall securely destroy temporary records or prepare permanent records for transfer to NARA legal custody, as directed by the

Phoenix VA.

Access and Retrieval

• The Contractor shall provide timely retrieval and delivery of requested records (or copies thereof) to the Phoenix VA facility upon request.

• The Contractor shall manage access rights and facilitate search and retrieval of records as needed for agency business, FOIA, Privacy Act requests, or litigation holds.