Urgent* record storage pittsburgh VA medical center

Purpose and Objectives:
The intent of this Sources Sought Notice is to identify potential offerors capable of providing pace, security, and records management for VA Research files. These are for the VA Pittsburgh Healthcare System/University Drive, University Drive, Pittsburgh, PA 15222. Responses to this Sources Sought Notice should demonstrate the firm's ability, capability, and responsibility to provide the principal components of supplies listed in the attached document.
Responses should include the following information: Verify that the business is under 493110 of the North American Industry Classification System (NAICS), Verification of Size Standard under the NAICS, Business name, address, Point of Contact, Federal Supply Schedule, and if the business has verification as a Service Disabled Veteran Owned Small Business or Veteran Owned Small Business. All information is to be submitted via e-mail at Daniel.Johnson44@va.gov. Information provided will not be returned. All responses shall be in the English Language. Responses are due by 12:00 P.M. (EST) on Wednesday, November 21, 2018. No submissions will be accepted after this date and time. Questions can be submitted electronically to Daniel.Johnson44@va.gov.
This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. This notice does not constitute a formal Request for Quote (RFQ), nor is the government obligated to issue an RFQ. In addition, the Government does not intend to pay for any information provided under this notice. The Government is not obligated to notify respondents of the results of this survey.
STATEMENT OF WORK
BACKGROUND
VAPHS Research Department is seeking a vendor for services that require the storage of the records. The primary goal of using this contractor is to seek space, security, and records management for VA Research files. Additionally, these sensitive files must be secured from fire, water, and other elements that can cause damage to the records. In coordination with the Government, the Contractor will transport files from the identified Government facility to the Contractor facility for storage.
GENERAL RESPONSIBILITIES OF THE GOVERNMENT
The Government will alert the Contractor as soon as the records are required for pick-up and retrieval. The Government may provide technical direction, stated under the Pick-Up section of this Statement of Work, to the Contractor. The purpose of this direction is to re-prioritize efforts to meet organizational goals and mission priorities. Technical direction will originate from the Point-of-Contact (POC), the Government Program Manager, and/or the Contracting Officer.
GENERAL RESPONSIBLITIES OF THE CONTRACTOR
The VA Pittsburgh Healthcare Research department requires an offsite records storage facility. The facility would need to have the ability to store immediately 5,158.60 cubic feet of records. In addition this facility would need the ability to store a minimum of 250 cubic feet of new records for the FY18. The storage facility would need to supply transportation. This transportation would be needed for the pickup of new records; retrieval of old records in storage and the refiling of retrieved records. The storage facility would need to supply next day delivery as requested. Monthly invoicing/reporting of services is required and invoices shall be submitted electronically through the Government Invoicing System stated. These services are defined below.
In the event of safety laws, regulations or requirements change during the term of this contract, the Contractor is required to comply as such laws come into effect.
PICK-UP
The Government will contact the Contractor when storage boxes have been filled and are ready to be transported by the Contractor s facility. The Government will provide the contractor with the location, the number of boxes to be picked up and schedule a date for pickup.
LOCATION OF SERVICES TO BE PROVIDED
VA Pittsburgh Healthcare System/University Drive
University Drive
Building 30
Pittsburgh, PA 15222
VA Pittsburgh Healthcare System/H.J. Heinz
1010 Delafield Road
Building 50
Pittsburgh, PA 15215
RETRIEVAL
The Contractor will provide requested boxes by the shipping date specified by the Government. The Contractor will need to be able to retrieve boxes by box number ID and ship them to the Government upon request.
STORAGE
The Contractor will provide space, security, and records management services for VA Pittsburgh Research materials and records. These boxes must be stored to allow for retrieval by the box. The space must be secured from fire, water, and other elements that can cause damage to the records.
RETRIEVAL/SHIPPING/TRANSPORTATION
The Contractor will need to be able to retrieve records by box. The Contractor will provide requested publications by the box within three (3) business days of request. The Contractor will provide rush requests within 24 hours either by facsimile (fax) or delivery. The Contractor will prepare the boxes for shipping according to industry standard; providing pallets and shrink wrap for transporting as necessary. The Contractor will group inventory by their box type/description for transport. The Contractor will deliver the requested inventory to the VA Pittsburgh Healthcare System Research Building located in Pittsburgh, PA or as requested to other Pittsburgh Metropolitan area addresses. Upon request and agreed upon charges and timelines, the Contractor will pick-up and transport boxes already prepared for shipping from one location to their storage facility for processing as new inventory. Location will be in the Pittsburgh Metro Area.
INVENTORY AND REPORTING
The Contractor will provide an inventory control and reporting system to identify the inventory levels of publications and records stored on-site. The inventory levels should be detailed by box and records category. The inventory system must allow for easily accessible records by box. The Contractor will update the inventory control and reporting system within 24 hours of boxes being removed from inventory to allow the government to identify the current inventory levels of publications and records remaining on-site.
The reporting system must allow for reports detailing inventory by box number, description of publication or record type, date box was added, removed or destroyed from inventory. The Contractor shall provide detailed reports on an as needed basis for review upon request by the POC, project manager, and approved personnel.
The reporting system must allow for reports that provide an inventory synopsis by description of publication or record type and box quantity. The reporting system shall allow for ad hoc searches for records, box number, and publication type.
The contractor shall provide other required reports on an as needed basis for review by the Point-of-Contact (POC), project manager, approved personnel.
Inventory reports can be provided by email, fax, or by customer internet account. Reports may also be provided by mail when the report size is substantial and not conducive to electronic transmission.
DESTRUCTION
The contractor shall destroy boxes or records/publications only after receiving the signature of the Point-of-Contact (POC), stated in this Statement of Work, approving the destruction of the cited records. The inventory reports must reflect that removal of destroyed records/publications within seven (7) business days after the Government has provided destruction authority.
The Contractor shall issue to the government a certificate of destruction for all terminated records of filings.
PERIOD OF PERFORMANCE
The period of performance will be for a base year as follows:
Base Year: TBA
POINT-OF-CONTACT
TBA
Phone: TBA
Email: TBA.