Medical Records Storage

This notice is to serve as a pre-solicitation notice for an upcoming solicitation for Storage and Maintenance of Patient Records. The warehouse type facility will provide storage space for patient records in accordance with the solicitation/contract terms, conditions, and provisions. The facility/contractor shall meet the following criteria: Initial pick up of records from current location(s) at no additional cost, provides square footage and shelving units to accommodate a maximum of 6000 boxes measuring 12"W X 15"D X 10.5"H (3.1 Cubic Feet) at a maximum weight of 45 pounds per box stored no higher than 4 boxes high per shelf with a maximum of 2 shelves high from floor to ceiling and a minimum of 5 feet between front and rear surfaces of shelving space, climate controlled, fire protection including sprinklers, insect and rodent controlled, 24 hour, 7 day a week access to patient records by VHA Staff, provide copies via fax upon request, pick-up and delivery service of stored records available upon request, allows VA staff to pull and return records as needed at no additional charge, designated area provided for VA staff to view and purge records at all times, records placed on shelving with a minimum of 2 inches off of the floor, storage facility must be is located within a 10 mile radius of Overton Brooks VA Medical Center (OBVAMC) in Shreveport. LA, access is limited to only authorized storage facility staff and OBVAMC staff. Provide secondary security separating OBVAMC records from other agency records so no visual or physical access is allowed, storage facility staff will abide by all HIPAA guidelines and the VA Privacy Policy, and storage facility meets all requirements as stipulated in the National Archives and Records Administration Code of Federal Regulations - 36 CFR Part 1228. Your response to the request for proposal (solicitation) must contain all requested pricing and non pricing information (technical and past performance). It is anticipated that the contract awarded will be for a twelve month base period and four one year option periods. The NAICS code for this effort is code 493110, General Warehousing and Storage with a small business size standard of $23.5 Million. This procurement will be a100% Small Business set aside. The actual solicitation will be posted on or after August 19, 2010 under solicitation number VA-256-10-RP-0290 and will contain the detailed requirements for this acquisition. Once you have read the solicitation document, questions should be submitted by email to teresa.cochran@va.gov.