POSTING EAP COMBINED SOLICITATION SYNOPSIS 36C24721Q0664.docx

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 on this notice. This announcement constitutes the only solicitation; this is a Request for Quotation (RFQ), and a written solicitation document will not be issued. The solicitation number is 36C24721Q0329.

The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular FAC 2021-05 effective March 10, 2021. The associated North American Industrial Classification System (NAICS) code for this procurement is 561990 and the Small Business Size standard is $12 Million. This combined/synopsis solicitation is set aside for Service-Disabled Veteran Owned Small Business (SDVOSB’s) and Veteran Owned Small Businesses (VOSB’s) in accordance with VAAR 852.219-10 and VAAR 852.219-11. Only VA verified SDVOSB’s and VOSB’s in the VIP at the time of contract award will be considered. All non-VIP verified firms will be considered non-responsive and ineligible for award. The acquisition will be made pursuant to the authority in FAR 13 to use simplified procedures for commercial items.

This RFQ is set-aside for 100% Service-Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses.

Charlie Norwood VA Medical Center - Contractor shall provide Document Shredding Services in accordance with the Statement of Work.

GENERAL INFORMATION

Document Shredding Services Charlie Norwood VA Medical Center

1. Background:

The Charlie Norwood VA Medical Center is a two division multi-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Augusta, Georgia and provides primary, secondary, and some tertiary care. Annually, the medical center serves thousands of patients. Satellite Community Based Outpatient Clinics (CBOC’s) are located in Athens, GA and Aiken, SC. Additionally the VISN7 Procurement and Accounting functional areas and the Seamless Transition Center are serviced by CNVAMC. On-site Shredding/Document Destruction Services is a follow-on requirement.

2. Scope of Work:

The contractor shall provide all labor, supervision; secure collection containers, equipment, and transportation necessary to perform on-site document destruction and disposal of confidential documents (Paper, Hard drive and Electronic Media) at the Department of Veteran’s Affairs (VA) locations listed in paragraph 2 below and in accordance with performance requirements in paragraph 10 below, NIST Special Publication 800-88 (Revision 1) Guidelines for Media Sanitization, VA Directive 6371, Destruction of Temporary Paper Records and VA Directive 6500 VA Cybersecurity Program . The specifics days of the week (or times) shall be coordinated with the COR.

The following services are required:

1. PLACES OF PERFORMANCE: Services shall be performed at Augusta VA Medical Center and locations submitted below.

1 Freedom Way, Augusta, Georgia 30904

800 Bailie Dr., Augusta, GA 30901

9249 Hwy 29S Suite A Athens, Georgia 30601

951 Millbrook Ave., Aiken, South Carolina 29803

3154 Perimeter Parkway Suite 200 Augusta, Georgia 30904

412 Northside Drive East, Suite 400 Statesboro, GA 30458-4804

2. ACRONYMS & Definitions:

2.1. BAA – Business Associate Agreement

2.2. CBOC – Community Based Outpatient Clinic

2.3. CFR – Code of Federal Regulations

2.4. CNVAMC - Charlie Norwood Veterans Affairs Medical Center

2.5. COR – Contracting Officer’s Representative

2.6. FAX – Facsimile

2.7. FIPS PUB – Federal Information Processing Standards Publication

2.8. FISMA – Federal Information Security Management Act

2.9. FSC – Financial Services Center

2.10. HIPAA – Health Insurance Portability and Accountability Act

2.11. ID – Identification

2.12. ISO – Information Security Officer

2.13. LMS – Learning Management System

2.14. MO – Magneto-Optical

2.15. NACI – National Agency Check and Inquiries

2.16. NAID – National Association for Information Destruction

2.17. NIST – National Institute of Standards and Technology

2.18. OI&T – Office of Information & Technology

2.19. OMB – Office of Management and Budget

2.20. OPM – Office of Personnel Management

2.21. PC – Personal Computer

2.22. PII – Personally Identifiable Information

2.23. SOW – Statement of Work

2.24. SPI – Sensitive Personal Information

2.25. U.S.C. – United States Code

2.26. VA – Veteran Affairs

2.27. VHA – Veterans Health Administration

2.28. VISN7 – Veterans Integrated Service Network 7

2.29. VISN7-CAO – Veterans Integrated Service Network 7 – Centralized Accounting Office

3. Publications and Forms:

3.1. Publications

3.1.1. Federal Information Processing standards Publication (FIPS PUB) Number 201

3.1.2. Federal Investigations Notices (FIN 01-01)

3.1.3. Health Insurance Portability and Accountability Act of 1996

3.1.4. Homeland Security Presidential Directive-12 (HSPD-12)

3.1.5. NIST 800-16 Information Technology Security Training Requirements

3.1.6. NIST 800-53 Security and Privacy Controls for Federal Information Systems and Organizations

3.1.7. Office of Management and Budget (OMB) guidance M-05-24

3.1.8. VA Directive 6300, Records and Information Management

3.1.9. VA Directive 6371, Destruction of Temporary Paper Records

3.1.10. VA Directive and Handbook 0710 Personnel Suitability and Security Program

3.1.11. VA Handbook 6300, Records and Information Management. (An electronic version will be provided to the Contractor by the Contracting Officer at time of award.)

3.1.12. VA Handbook 6500.2, Management of Security and Privacy Incidents

Copies of VA Directive and Handbooks are available upon request

4. BACKGROUND:

The Charlie Norwood VA Medical Center is a two division multi-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Augusta, Georgia and provides primary, secondary, and some tertiary care. Annually, the medical center serves thousands of patients. Satellite Community Based Outpatient Clinics (CBOC’s) are located in Athens, GA and Aiken, SC. Additionally the VISN7 Procurement and Accounting functional areas and the Seamless Transition Center are serviced by CNVAMC. On-site Shredding/Document Destruction Services is a follow-on requirement.

5. PERSONNEL:

5.1. Qualification:

5.1.1. Contractor’s personnel, whose tasks involve operation of any vehicles, shall possess a valid U.S. state driver’s license, certificates and permits, applicable for the type and class of vehicle being operated.

5.2. Contractor Vehicles: All vehicles used in the performance of this contract for the destruction of documents shall have the applicable government licensing and inspections for road worthiness on file.

6. DAYS AND HOURS OF OPERATION:

6.1. Monday – Friday, 8:00 a.m. to 4:30 p.m. excluding Federal Holidays.

7.1.1. Federal Holidays

6.2. The contractor shall provide a written schedule of the days and times service shall be performed at each facility. The contractor shall perform services on day agreed upon by both VA facility point of contact (POC) and the Contractor. Strict adherence to the schedule is expected. Any changes to the schedule shall be approved in advance by the Contracting Officer’s Representative (COR).

6.3. The contractor shall provide a contingency plan for instances where (1) equipment malfunction occurs during the shredding process and (2) when a Mobile Shredding Vehicle breaks down en-route to a VA Location for scheduled services. Upon arrival at each facility, the contractor shall report to the meeting location designated by the COR prior to the performance of scheduled pick-up/shredding service.

7. PERIOD OF PERFORMANCE:

Base Year plus four (4) one-year options; option periods may be exercised at the unilateral discretion of the government.

9. Contractor Responsibility

9.1. The contractor shall bear the expense of obtaining background investigations.

9.2. The web site which provides information on the cost of the security investigation is: https://www.opm.gov/investigations/background-investigations/federal-investigations-notices/ – Select Federal Investigations Notices (FIN 01-01)

9.3. The Office of Security and Law Enforcement adds an administrative fee. Sherri Jennings, 202-273-5555 can be contacted to obtain information on the current amount of the fee.

The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak, and understand the English language. The contractor shall provide the screening results to the VA Contracting Officer prior to award and anytime new employees are hired.

9.4. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt of the following forms:

(i) Standard From 85P, Questionnaire for Public Trust Positions

(ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions

(iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart

(iv) VA Form 0710, Authority for Release of Information Form

9.5. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

9.6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

10. Specific Task:

10.1. Paper Destruction:

10.1.1. The contractor shall provide secured lockable collection containers in a variety of sizes and quantities specific to each designated location throughout the hospital, clinic, or facility for collection and storage of confidential documents until such time the shredding takes place.

10.1.2 Container sizes shall be 32 gallons or less for Healthcare Unit Areas and average 64-96 gallon for all other areas as shown on Section D. Attachment 1 where estimated quantities and sizes are specified per location.

10.1.3 Containers shall have locking mechanisms that are keyed alike with a master key that shall open all containers. A set of keys shall be provided to the Contracting Officer’s Representative (COR) and the Privacy Officer.

10.1.4 The contractor shall provide sufficient labor and equipment necessary to transport collection containers from the indoor designated location to an outdoor designated location where shredding shall take place. A replacement container shall be placed at each designated location before the containers are removed for shredding.

10.1.5 The contractor shall ensure each locked container remains locked until it arrives at the on-site shredding location. The containers shall not be unlocked to transfer confidential documents into another container for transport purposes. The contractor shall ensure confidential documents are protected from loss by gusts of wind or other atmospheric conditions.

10.1.6 The contractor shall provide sufficient labor and sufficient state-of-the art mobile shredding vehicles capable of performing on-site shredding and destruction of approximately 565,620 pounds of confidential documents per year utilizing mobile shredding vehicles at government facilities where the confidential documents are collected.

10.1.7 The contractor shall ensure the task of document destruction for all containers is conducted from start to finish on-site at each facility on the scheduled service day. Certificate of Destruction is shown at Section D Attachment 4.

10.1.8 The contractor shall provide equipment that has the capability of shredding large volumes of documents per hour to reduce the time the contractor’s equipment utilizes government facilities limited parking spaces.

10.1.9 The contractor shall shred as the final means of destruction on-site and to shred to a degree that is no longer readable or reconstructable in order to consider it final destruction. A sample of the Certificate of Destruction is shown at Section D Attachment 4. Directive 6371 is the guiding document. There is NO REQUIREMENT for 1mm x 5mm.

10.1.10 The contractor shall provide sufficient labor, equipment, and transportation necessary to transport the shredded materials in locked vehicles to paper mills for pulping and recycling.

10.1.11 All shredding shall be witnessed by a VA government employee authorized to witness destruction of confidential documents. The contractor shall complete a Certificate of Destruction in the presence of the employee authorized at each facility authorized to witness destruction upon completion of each shredding service.

10.1.12 All shredding shall be performed in accordance with, VA Directive 6371, Destruction of Temporary Paper Records.

10.1.13 Upon arrival at each facility, the contractor shall report to the meeting location designated by the COR prior to the performance of scheduled pick-up/shredding service.

NOTE: Types of paper that can be expected are office paper and computer paper of a variety of color or type. Limited quantities of incidentals such as paper clips, staples, rubber bands, patient plastic armbands and other similar items can be expected.

· The quantities listed are estimated poundage based on past performance. There is no minimum or maximum guarantee of poundage due to fluctuating requirements.

10.2. Hard Drive and Electronic Media Destruction:

10.2.1. Destruction of material: All PII, sensitive data, PC hard drives and electronic-media material collected shall be destroyed by shredding of records to a degree that they cannot be read or reconstructed without extraordinary efforts and shall allow for secure transport of records until such time as their final destruction by pulverization. PC hard drives as well as all other electronic media shall be shredded beyond use. Optical mass storage media, including compact disks (CD, CD_R, CD-RW, and CD-ROM), DVDs, and magneto-optic (MO) disks shall be destroyed by pulverizing, crosscut shredding or burning. The shredding of hard drives shall be witnessed by the Information Security Officer as well as OI&T’s hardware custodian. Upon completion of destruction of PII and hard drives the contractor shall provide a Certificate of Destruction which identifies the means of destruction. Contractor certificate is also to include shredding location, date, time, quantity/cost and the names of personnel responsible for shredding the contents. Contractor shall have adequate equipment and personnel to collect, shred and dispose of shredded material.

11. Special Contract Requirements:

11.1. Background Investigations: Upon contract award the awardee shall be required to accomplish the following background investigation task. All contractor employees who require access to PII and sensitive data shall be the subject of a background investigation and shall receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. The requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor shall be responsible for the actions of those individuals they provide to perform work for VA.

COR is responsible to make sure background checks are completed prior to contract start date start date/verification of favorable adjudication.

11.1.1. Position Sensitivity — the position sensitivity has been designed as low risk.

11.1.2. Background investigation — the level of background investigation commensurate with the required level of access National Agency Check with Written inquiries.

11.2. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel management (OPM), the contractor shall reimburse VA within 30 days.

11.3. The contractor shall prescreen all personnel requiring access to sensitive data to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language.

11.4. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

11.5. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

11.6. VA Form 0752 Confidentiality of Sensitive Information Non-Disclosure Agreement (a copy should be sent to the Accountable Officer and the ISO of the facility maintains the original)

11.7. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

11.8. The contractor is responsible to ensure that their employee is to comply with Augusta VA Medical Security ID badge requirement. Their employees are to report to the Security Police to get an ID Badge every time they are on the Augusta VA Medical Center site, with a picture ID Card.

11.9. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

11.10. The contractor shall provide the name and phone number of the company’s point of contact for background investigations.

11.11. Safety Briefing and Privacy Training: Contractor shall receive a safety briefing and privacy training on the first day of work by the Information Security Officer, Privacy Officer and Security Police. Contact information will be provided upon award of contract.

12. INVOICE:

12.1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10.

12.2. Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted electronically.

12.3. A properly prepared invoice will contain:

12.3.1. Invoice Number and Date

12.3.2. Contractor’s Name and Address

12.3.3. Accurate Purchase Order Number

12.3.4. Itemization of pounds shredded and disposed

12.3.5. Price per pound

12.3.6. Dates service performed

12.3.7. Location of service performed

12.3.8. Total amount due

12.4. A separate invoice shall be prepared for each facility.

13. Government Responsibility

13.1. Oversight of service/ Performance Monitoring

13.2. An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.

13.3. Safety Briefing and Privacy Training

13.4. Contractor shall receive a safety briefing and privacy training on the first day of work by the Information Security Officer, Privacy Officer and Security Police. Contact information will be provided upon award of contract.

14. ADMINISTRATION

14.1. Accident Reporting

14.1.1. In the event an accident occurs on the Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA Police immediately. A report shall be provided to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences.

14.2. Training

14.2.1. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

14.2.2. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

14.2.3. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

14.2.4. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

14.2.5. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

7.1 Anticipated Period of Performance:

PRICE/COST SCHEDULE

QUANTI

TY

UNI T

UNIT PRICE

AMOUNT

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-UPTOWN Weekly Contract Period: Base POP Begin: 08-01-2021 POP End: 07-31-2022

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-DOWNTOWN

Contract Period: Base

Sensitive paper destruction SERVICE FOR AIKEN CBOC Monthly Contract Period: Base

Sensitive paper destruction SERVICE FOR ATHENS CBOC LOCATION

Contract Period:

Sensitive paper destruction SERVICE FOR STATESBORO CBOC LOCATION Bi-weekly (once every two weeks).

Contract Period: Base

Sensitive paper destruction SERVICE FOR VET CENTER LOCATION 1

Contract Period: Base

Sensitive paper destruction SERVICE FOR NETWORK CONTRACTING HATCHER BLDG Weekly Contract Period: Base

Sensitive paper destruction SERVICE FOR VISN ACCOUNTING-PHOENIX BLDG.

Weekly Contract Period: Base

HARD DRIVE DESTRUCTION (QUARTERLY)

Contract Period: Base POP Begin:

POP Begin: 08-01-2021

(Approx. 200 hard drives per qtr.)

MEDIA BOXES (QUARTERLY)

Contract Period: Base POP Begin:

Base Total: __________________

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-UPTOWN

Contract Period: Option Period 1 POP Begin: 08-01-2022 POP End: 07-31-2023

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-DOWNTOWN

Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR AIKEN CBOC LOCATION Monthly Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR ATHENS CBOC LOCATION

Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR STATESBORO CBOC LOCATION

Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR VET CENTER LOCATION

Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR NETWORK CONTRACTING HATCHER BLDG t

Contract Period: Option Period 1

Sensitive paper destruction SERVICE FOR VISN ACCOUNTING-PHOENIX BLDG to

Contract Period: Option Period 1

HARD DRIVE DESTRUCTION (QUARTERLY)

Contract Period: Option Period 1

POP End: 07-31-2023 (Approx. 200 hard drives per qtr.)

MEDIA BOXES (QUARTERLY)

Contract Period: Option Period 1

Option Year 1 Total: ____________

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-UPTOWN

Contract Period: Option Period 2 POP Begin: 08-01-2023 POP End: 07-31-2024

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-DOWNTOWN

Period: Option 2

Sensitive paper destruction SERVICE FOR AIKEN CBOC LOCATION

Contract Period: Option Period 2

Sensitive paper destruction SERVICE FOR ATHENS CBOC LOCATION Monthly.

Contract Period: Option Period 2 POP Begin: 08-01-2023

26.00

WK

Sensitive paper destruction SERVICE FOR STATESBORO CBOC LOCATION

Contract Period: Option Period 2 POP Begin: 08-01-2023

Sensitive paper destruction SERVICE FOR VET CENTER LOCATION

Contract Period: Option Period 2

Sensitive paper destruction SERVICE FOR NETWORK CONTRACTING HATCHER BLDG to pick up

Period: Option 2

52.00

WK

Sensitive paper destruction SERVICE FOR VISN ACCOUNTING-PHOENIX BLDG to Weekly.

HARD DRIVE DESTRUCTION (QUARTERLY)

containers once every 4 weeks.

Contract Period: Option 2

MEDIA BOXES (QUARTERLY)

4 containers once every two weeks.

Contract Period: Option 2

Option Year 2 Total: _________

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-UPTOWN

Contract Period: Option 3 POP Begin: 08-01-2024 POP End: 07-31-2025

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-DOWNTOWN

Contract Period: Option 3

Sensitive paper destruction SERVICE FOR AIKEN CBOC LOCATION

Contract Period: Option 3

Sensitive paper destruction SERVICE FOR ATHENS CBOC LOCATION

Contract Period: Option 3 POP Begin: 08-01-2024

Sensitive paper destruction SERVICE FOR STATESBORO CBOC LOCATION

Contract Period: Option 3 POP Begin: 08-01-2024

Sensitive paper destruction SERVICE FOR VET CENTER LOCATION

Contract Period: Option Period 3

Sensitive paper destruction SERVICE FOR NETWORK CONTRACTING HATCHER BLDG Weekly Contract Period: Option 3

Sensitive paper destruction SERVICE FOR VISN ACCOUNTING-PHOENIX BLDG to

Contract Period: Option 3

HARD DRIVE DESTRUCTION (QUARTERLY).

Contract Period: Option 3

MEDIA BOXES (QUARTERLY)

4 containers once every two weeks.

Contract Period: Option 3

Option Year 3 Total _____________

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-UPTOWN

LOCATION

Weekly Contract Period: Option 4 POP Begin: 08-01-2025 POP End: 07-31-2026

Sensitive paper destruction SERVICE FOR CHARLIE NORWOOD VAMC-DOWNTOWN

LOCATION

Weekly Contract Period: Option 4

Sensitive paper destruction SERVICE FOR AIKEN CBOC LOCATION 1 container a month.

Contract Period: Option 4

Sensitive paper destruction SERVICE FOR ATHENS CBOC LOCATION

Contract Period:

Contract Period: Option Period 4

Sensitive paper destruction SERVICE FOR STATESBORO CBOC LOCATION

Contract Period: Option Period 4

Sensitive paper destruction SERVICE FOR VET CENTER LOCATION 1 Container Monthly Period: Option Period 4

Sensitive paper destruction SERVICE FOR NETWORK CONTRACTING HATCHER BLDG to pick up

Contract Period: Option Period 4

Sensitive paper destruction SERVICE FOR VISN ACCOUNTING-PHOENIX BLDG to

Contract Period: Option Period 4

HARD DRIVE DESTRUCTION (QUARTERLY)

Contract Period: Option Period 4 POP Begin: 08-01-2025

MEDIA BOXES (QUARTERLY)

Contract Period: Option Period 4

Option Year 4 Total:

Page 1 of Page 1 of

DELIVERY SCHEDULE

ITEM NUMBER

QUANTITY

DELIVERY DATE

Uptown/Downtown Locations See Statement of Work for addresses Augusta, GA USA 52.00

Uptown/Downtown Locations See Statement of Work for addresses

52.00

Uptown/Downtown Locations See Statement of Work for addresses

12.00

Uptown/Downtown Locations See Statement of Work for addresses

12.00

Uptown/Downtown Locations See Statement of Work for addresses

26.00

Uptown/Downtown Locations See Statement of Work for addresses Augusta, GA USA 12.00

Uptown/Downtown Locations See Statement of Work for addresses Augusta, GA USA 52.00

52.00

Uptown/Downtown Locations See Statement of Work for addresses Augusta, GA USA 4.00

Uptown/Downtown Locations See Statement of Work for addresses

4.00

The following provisions apply to this acquisition:

FAR 52.212-1 Instructions to Offerors -- Commercial Items (Apr 2014) Addendum to FAR 52.212-1 Instructions to Offerors -- Commercial Items (Apr 2018) Paragraph (c) is modified to read as follows:

(c) Period for the acceptance of offers. The offeror agrees to hold the prices in its offer for 30 calendar days from the date specified for receipt of offers.

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offerors or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to— GSA Federal Supply Service Specifications Section Suite 8100 470 East L'Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/);

(ii) Quick Search (http://quicksearch.dla.mil/);

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by?

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation ‘‘Unique Entity Identifier’’ followed by the unique entity identifier that identifies the Offeror’s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of Provision) Special Standards of Responsibility – To assist the contracting officer in determining if the special standards of responsibility applicable to this procurement are met, offerors are asked to provide the following information with their quotes. Failure to include this information could result in a contracting officer’s determination that an otherwise successful offeror is not eligible for contract award.

The offeror shall provide to the Contracting Officer within 15 business days post award the following: (1) List of names of contract personnel. (2) Social security numbers of offeror personnel. (3) Home address of offeror personnel or the offeror address.

SP1: Specialized Experience. Offeror shall provide a narrative that describes its specialized experience providing On-Site Shredding/Document Destruction services, personnel performing work under the contract shall meet the National Association of Information Destruction (NAID) AAA Certification standards issued/conducted by conducted by independent Certified Protection Professionals® (CPP The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

Special Standards of Responsibility:

1. An offeror shall indicate in its quote whether it will (1) self-perform 100% of the requirement, or (2) subcontract any portion of the requirement. If the offeror intends to subcontract any portion of the requirement, the offeror shall provide a subcontracting plan that includes a percentage breakdown evidencing how the offeror will comply with the limitations on subcontracting in 13 CFR 125.6(a)(1). See also VAAR 852.219-10. Failure to provide the required information will result in an offeror’s quote being rejected without further consideration.

If Offeror intends to satisfy this requirement through use of a proposed subcontractor(s), Offeror must provide this information for each proposed subcontractor and Offeror must identify what work will be performed by each proposed subcontractor and what work will be performed by Offeror.

2. Offeror shall Offeror shall provide licenses, permits, and certificates as identified in the Solicitation for each offered driver/staff.

3. This solicitation set-aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB) concerns. To be considered for award, prospective offerors shall be registered in System for Award Management (SAM) at the time the offer is submitted. The offeror shall be verified as SDVOSB in the VA Center for verification and evaluation (CVE) Veteran Information Pages (VIP) at the date and time set for the receipt of offers and at the time of award. See VAAR 819.7003.

4. The offeror shall submit their quote on company letterhead. The offeror’s quote shall include the name, address, and telephone number of the offeror, the offeror’s DUNS# and ORCA document in SAM at www.sam.gov, and a completed copy of 52.212-3 offeror Representations and Certifications- Commercial Items.

5. A signed copy of the SF 1449 and an acknowledgement or signed copy of all amendments posted to the solicitation.

6. All Offerors must meet the small business size standard of $12 million for NAICS code 561990 – Onsite Shredding /Document Destruction Services at the time of submission of quote and at the time of award.

7. Price: The offeror shall fill-in all unit prices and totals for each CLIN as well as the total amount of the price quote in the solicitation’s Price Schedule.

8. Experience: The offeror shall provide a narrative describing its specific experience providing onsite document destruction services. General statements claiming experience providing onsite document destruction services that do not include specific references to prior contract work, or that do not include the information required below, are not acceptable. For each reference contract the Offeror submits as evidence of its experience providing onsite document destruction services, the Offeror’s narrative must clearly state the following information:

a. the legal name of entity with whom the offeror held the contract;

b. the contract number;

c. a description of the specific tasks the offeror performed under that contract;

d. the dates during which the offeror performed the contract;

e. the frequency of services;

f. the name, phone number, and email address of a person at the entity with whom the offeror held the contract who can verify the information the offeror provides in the narrative description for this factor.

9. Past Performance: The offeror shall provide a minimum of two (2) past performance reference for similar services within the last three (3) years, either Governmental or Commercial entity, in response to this solicitation, to include place, size, and years of service performed. If no past performance is available, you must address this in your offer. Past performance will be reviewed as part of the responsibility determination only.

10. Comparative Evaluation under FAR 13 will be conducted.

11. All questions should be emailed to Darlene.Chase@va.gov by 8th June 2021, by 11AM Eastern Standard Time. All responses to questions shall be incorporated into a written amendment posted to the Government Point of Entry (GPE). The offeror is encouraged to monitor the GPE, Beta.SAM website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.beta.sam.gov). There will be no automated email notification of amendments.

12. Quotes must be received by 15th June 2021 by 12:00 NOON EST. Email your quote to Darlene.Chase@va.gov. No phone calls of any nature regarding this solicitation will be accepted. The subject line must have the solicitation the offeror is responding to listed. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. Failure to comply with ALL criteria as set forth by the solicitation and ALL documentation requested in this basis of award will result in your proposal being rejected and therefore not evaluated.

13. The offeror will submit one document in PDF form only, no word documents will be accepted.

Not providing all the required documents above along with not following the instructions for submission will result in the rejection of a quote.

Please note: ALL Request for Quotes (RFQ) submission date stated above will not be extended under no circumstances; due to the time sensitivity of the requirement.

Please note: ALL Request for Quotes (RFQ) submission date stated above will not be extended under no circumstances; due to the time sensitivity of the requirement.

(End of Addendum to 52.212-1)

EVALUATION CRITEIRA

(a) Basis of Award. This procurement is being conducted pursuant to FAR Part 13 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose quote, conforming to the solicitation, quote he lowest price, whose quote price does not exceed the amount of funding available for the procurement, and whose quoted price is found to be reasonable. Price alone is the sole evaluation factor. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive contract award.

Special Standards of Responsibility: The following special standards of responsibility apply to this procurement:

SP1: Special Certifications. Personnel performing work under the contract shall meet the National Association of Information Destruction (NAID) AAA Certification standards issued/conducted by conducted by independent Certified Protection Professionals® (CPP).

This requirement may be met by Offeror’s proposed subcontractor(s).

RATING SYSTEM

Each factor will be scored as wither Acceptable or Unacceptable as defined below. Each proposal will be evaluated against the Statement of Work (SOW) and the stated evaluation criteria. Offeror shall provide a narrative that describes its specialized experience providing Employee Assistance Program services in accordance with the Statement of Work. Each proposal is evaluated using the same standards. Each evaluation factor/specialized experience has specific documents and information that must be submitted with an Offeror’s quote. Proposals shall be clearly written, unambiguous, and all-inclusive of the required information for assessment against the stated factors. Failure to provide all requested documents and information may result in a rejected bid and or unacceptable rating.

To receive consideration for award, a rating of no less than “Acceptable” must be achieved for the Special and “Satisfactory” for Relevant Experience/Past Performance.

The relative importance of factors/specialized experience is as follows: Capability to meet the requirements in accordance with the Statement of Work and…