36C26322Q0881_Pre-Sol.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

2101 Elm Street

Fargo ND

CONTACT INFORMATION

Network 23 Contracting Office (NCO 23)

113 Comanche Rd.

Fort Meade SD 57741

POINT OF CONTACT*

Contracting Officer Don Gilbert donald.gilbert@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Fargo VAMC Document Destruction Service

STATEMENT OF WORK

On a recurring schedule the contractor will remove confidential documents and other media materials from the Fargo Veterans Administration Medical Center (VAMC) and other properties. VAMC personnel will collect documents and other media materials and place them in secure consoles provided by Contractor. The destruction will be accomplished on-site in a secure enclosed vehicle. All shredded materials must remain in secure locations until final disposition. If the final shredded paper product is not shredded to a size of 1x5 mm the final disposition must be pulping. The contractors’ facility may be inspected by a VAMC employee once a year. All changes to handling procedures must be preapproved by the Fargo VAMC. A certificate of destruction is required for all material destroyed.

Contractor will provide all supplies and locking containers (consoles) for the collection of paper materials to be destroyed. Ninety consoles will be approximately thirty-two (32) gallon containers measuring 36”h x20”w x19.5”d (or equivalent size) with a capacity of about seventy (70) pounds and two consoles will measure approximately 41”h x 29”w x 29”d (or equivalent size) with a capacity of about two hundred (200) pounds.

1. Contractor will collect confidential paper materials to be destroyed from locked consoles where they are placed within Fargo VAMC and properties, as indicated by the Bin Locations document. Consoles will be locked prior to collection and locked again when console bag is emptied and replaced.

2. Contractor will collect confidential media materials (CD, thermal labeling tapes from the Privacy Office (Room 1A-15) and the X-Ray File Room (BB-35)) to be destroyed on every 4th week.

3. Contractor will collect confidential media materials (pill bottles from the Inpatient Pharmacy (Room BB-80) to be destroyed on every 4th week.

4. Contractor will shred all confidential materials at that Fargo VAMC (to include the Business office on 45th street Fargo) on a regularly scheduled basis once a week every Monday. The contractor shall provide service on the following immediate Tuesday or next available day after Monday if the Fargo VAMC is closed for any reason.

5. Contractor will destroy all materials at the Fargo VAMC with a Fargo VAMC employee present at time of shredding.

6. Contractor will destroy material by means of a crosscut shredder. If the final shredded product is not shredded to a size of 1x5 mm the final disposition must be pulping.

7. Contractor will provide to the Fargo VAMC a Certificate of Destruction immediately upon destruction of all confidential material collected.

8. Contractor will allow Federal Government’s auditor or designated representative access to inspect the destruction of material received from the Fargo VAMC.

9. Two (2) sets of keys for each container type will be provided to COTR. These containers will be placed throughout the V A by COTR.

10. The container locations are subject to change and the COTR will notify the contractor of any location changes.

A.2 SCHEDULE / LOCATIONS

Fargo VAMC staff will work with contractor to determine the location of consoles and schedule of service to meet the needs of the facilities taking into account security, compliance with regulations and cost effectiveness.

Contractor is responsible for collection within VAMC and properties on the agreed schedule. Any change to the number of containers and/or schedule will be accomplished via contract modification.

Contractor is responsible to ensure that all couriers entering the VA Facilities have and visibly display a valid Identification Card issued by the VA Security Office. Upon arrival at the Facility, the courier will also notify the Privacy Officer by calling extension 3978.

A. SCHEDULE

1. On-site destruction of materials will take place once a week every Monday, with the exception of Holidays, where delivery of service will be done the immediate following Tuesday or next available day of business.

2. On occasion, the contractor may be scheduled to do an onsite purge or cleanout service.

B. LOCATION

1) BA-45, Prosthetics

2) BB-76, Pharmacy (Qty- 2)

3) BB-35, X-Ray File Room

4) BB-85, Occupational Health

5) BB-90, Anticoagulation Clinic

6) BB-67, PACT-Social Work

7) BB-55, Police Service

8) BC-10, ROI

9) BC-15, Homeless Program Staff

10) BC-30, EMS

11) BC-52, IT

12) BD-23, R&D Hallway

13) 1A-05, Comp & Pen

14) 1A-58, Director’s Suite Workroom

15) 1A-45, COS AO

16) North Loading Dock (Qty-2)

17) 1B-90, Outpatient Pharmacy (Qty-2)

18) 1B-46, X-Ray

19) 1B-99, Agent Cashier

20) 1B-97, Travel Office

21) 1B-76A, Staff Area MRI Dock

22) 1B-90, Outpatient Pharmacy Blue Team

23) 1C-93, Eligibility

24) 1C-59, Front Desk- By infusion/Patriot Elevator (Qty-2)

25) 1C-120, Gold Team Primary Care

26) 1C-59

27) 1C-23, Blue Team Primary Care

28) 1D-06, Red Team Specialty Care

29) 1D-56, Copy Room

30) 1E-15, Chemistry (Qty-2)

31) 1E-21, Dirty Utility

32) 2A-20, Amb: Surgical Post Op

33) 2A-43, Referral Case Manager

34) 2A-46, MSA/NVCC

35) 2A-52, Surgical Staff

36) 2A-05, Surgical Admin

37) 2B-65, Conference Room Green Team

38) 2B-86, Workroom Green Team

39) 2B-22, Surgical Nurses Station

40) 2C-05, Forms

41) 2C-10, Surgical Workroom

42) 2C-61, Palliative Care GI

43) 2D-10, CLC Front Desk

44) 2D-39, CLC Social Work/Nurse Practitioner

45) 2E-15, Storage/Nutrition (Qty-2)

46) 3A-20, Nurses Station

47) 3A-55, Nurses Station

48) 3C-56, ICU Report Room

49) 3C-40, Chaplain

50) 3C-80, Kidney/Hospice

51) 3C-21, Cardiology

52) 3D-10, PC Admin

53) 3D-40, PC&SM Lounge

54) 3E-07, Voluntary Services

55) 3E-36, AFGE Stewards

56) 4A Main

57) 4A-64

58) 4B-16, Mental Health Check-In

59) 4C-07, Audiology Office

60) 4C-39, Audiology, ENT & Eye Clinic Reception

61) 4E-17, Conference Room Library

62) 1023, Building 51 HR (Qty-2)

63) 1099, Building 51 HR

64) Annex on 45th (Qty-4)

65) Building 30 (Qty-2)

66) Building 52 (Qty-2)

67) Building 3

68) Warehouse

69) Regional Office (Qty-5)

70) 6 additional bin locations to be determined

Presolicitation Notice