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SOURCES SOUGHT NOTICE DOCUMENT SHREDDING SERVICES VA NORTHERN CALIFORNIA FACILITIES The purpose of this sources sought is to obtain information in support of Market Research. Interested vendors are a... SOURCES SOUGHT NOTICE DOCUMENT SHREDDING SERVICES VA NORTHERN CALIFORNIA FACILITIES The purpose of this sources sought is to obtain information in support of Market Research. Interested vendors are asked to review the attached specifications and provide the following information in their response: Company Name, Point of contact, Email address  An Informal Quote Authorized Distributor Letter Capabilities Statement Business Size DUNS Number Vendor POC information Any existing IDIQ contracts in which these items can be ordered from (e.g. GSA, NASA SEWP, DLA eCAT, VA SAC, or VA NAC) NOTICE: This notice is not an official request for quotes. Information obtained from this notice may be used to the assist the Agency in determining the strategy for obtaining these items/services. Please note an official request for quote may or may not be released in connection of this notice. All responses shall be submitted to Rachael.Becker@va.gov prior to the closing date of this notice.   SAMPLE STATEMENT OF WORK SEE BELOW 1.1 The contractor shall provide all labor, personnel, and equipment including confidential containers (consoles/bins), supplies, secured vehicles, materials, supervision, and other related services necessary to provide on-site commercial document destruction services for confidential waste (administrative papers, classified papers, sensitive documents, hardbound journals, magazines, and white and mixed paper) and non-paper media (e.g. CDs, VHS, cassette tapes, PIV badge, and wristbands) at the San Francisco Veterans Affairs Health Care System, it's divisions and Outpatient Clinics. This includes providing one (FTE) embedded (Mon Fri) at the Medical Center to regularly service the 300 document bins there. 1.3 The contractor shall provide one (1) full-time employee (FTE) to empty all shred bins in various areas throughout the Medical Center, 4150 Clement Street, San Francisco, CA 94121. The FTE will empty bins into a large locked toter and transport to a storage locker on the campus. The FTE will work Monday thru Friday 8 a.m. 4:30 p.m. FTE will also replace broken or tampered shred bins provided by the contractor. FTE will assist customers with retrieving documents from locked bins that were placed in the bin accidentally. Contractor will send a replacement FTE during vacations and sick days off from work. 2. Place of Performance Eureka CBOC 714 F Street Eureka, CA 95501 Ukiah CBOC 630 Kings CT Ukiah, CA 95482 San Bruno CBOC 1001 Sneath Lane Suite 300 San Bruno, Ca 94066 Clear Lake CBOC 15145 Lakeshore Drive San Francisco CBOC Clearlake, CA 95422 Santa Rosa CBOC 3841 Brick way Blvd Santa Rosa, CA 95403 Mission Bay Research Facility 1700 Owens Street San Francisco, CA 94121 Office of Community Care 901 Market St San Francisco, Ca 94103 San Francisco VA Health Care System 4150 Clement Street San Francisco, Ca 94121 Downtown CBOC 671 Harrison Street San Francisco, CA 94107 San Francisco CBOC 401 3rd Street San Francisco, CA 94107 Security Waste Pick up Schedule Locations and Quantities of Containers 3.1 Pick-up of security waste shall be accomplished in accordance with the pick-up schedule listed in paragraph 3.2 and 3.3 3.2 Location and Time (Monday through Friday during Normal duty hours 8:00AM-3:30PM) Location Frequency San Francisco CBOC Once per week San Bruno CBOC Once Per week Santa Rosa CBOC 1 Once Per week Santa Rosa CBOC 2 Once Per week Clear Lake CBOC Twice Per month Eureka CBOC Once Per month Ukiah CBOC Once Per week SF Research Facility Once Per Week San Francisco VA Health Care System Once Per Week 901 Market St. Ste. 390 Once per week Downtown Market Once per week 3.3 When regular delivery / pick up days occur on one of the Federal holidays listed below, the regular delivery / pick up shall automatically shift to the following business days (Monday through Friday). The ten national holidays observed by the Federal Government are: New Year's Day Martin Luther King Jr Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day 1 January Third Monday in January Third Monday in February Last Monday in May 4 July First Monday in September Second Monday in October 11 November Fourth Thursday in November 25 December 3.3.1 Any other day specifically declared by the President of the United States to be a national holiday. If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. If a holiday falls on Saturday, the preceding Friday is observed as a legal holiday by U.S. Agencies. 3.4 In the event of schedule changes and prior to any changes made to the schedule, the Contracting Officer Representative (COR) will notify the Contracting Officer (CO) in writing of the revised pick-up schedule. A revised pick-up schedule will be provided to the contractor in writing along with the contract modification from the CO. 3.4.1 In the event of additional services are needed the COR will be notified of the request. Once the COR authorizes the request for additional service, the contractor will be notified of the request and will complete it. The contractor is only authorized to complete additional service requests with the authorization of the COR. At the conclusion of the scheduled service, all Certificates of Destruction (COD) shall be given to the site POC, and copies provided to the CUR within one week of the service by the contractor. The contractor shall provide Certificates of Destruction for all weekly scheduled shredding at all sites. 3.4.2 The contractor shall only be invoicing and receiving payment for containers/consoles/bins that are 100% emptied. In the event that the contractor fails to empty a container because they missed it, they have 24 hours (weekdays) from the time of notification to empty the container. 3.5 Quantity of Containers Per location Facility Locations Estimated # of 32 gal. Containers San Francisco VAHCS 300 Bins San Francisco CBOC 10 Bins Mission Bay Research Facility 7 Bins Santa Rosa CBOC 1 11 Bins Santa Rosa CBOC 2 11 Bins Eureka CBOC 4 Bins Clear Lake CBOC 6 Bins San Bruno CBOC 7 Bins Ukiah CBOC 7 Bins 901 Market St. Ste.390 4 Bins Downtown CBOC 10 Bins *Since these numbers are only estimated, the contractor is required to provide additional containers as needed. If smaller containers are used in lieu of 32 gal containers the number of containers may increase due to the smaller size. Type of Contract: The government will award a Firm Fixed Price contract. 4. Specific Tasks 4.1 Destruction of paper/printed material under this contract will meet the requirements and policy found in VA Directive 6371, Destruction of Temporary Paper Records. 4.2 The contractor must be certified by the National Association for Information Destruction (NAID). If the contractor is not certified by NAID, the minimum standards are available in VA Directive 6371. 4.3 The Contractor shall provide shredding document destruction services for all secure waste that are collected in locked containers; (administrative papers, classified papers, sensitive documents). Also, non-paper media (e.g. CDs, VHS, cassette tapes, PIV badges, wristbands). The contractor shall only be invoicing and receiving payment for containers/consoles/bins that are 100% emptied. In the event, that the contractor fails to empty a container because they missed it, they have 24 hours (weekdays) from the time of notification to empty the container. At the end of each service, the contractor shall provide the facility with a copy of Certificates of Destruction (COD) to the point of contact (POC) prior to transporting material off-site. 4.4 Shredding of all documents must meet or exceed the following criteria based on SFVAHCS requirements and the requirements set forth by NAID (National Association of Information Destruction): A. Interim destruction (as defined in VA Directive 6371) of the material will be done at SFVAHCS or satellite facility by the contractor. Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or re-constructible to any degree, but does ensure that they are not read or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction. Interim destruction is required to reduce risk that PII, PHI, or other VA sensitive information will be disclosed. 1) Certificates of Destruction: The information destruction contractor must, prior to departing each SFVAHCS location, provide the designated VA representative with documentation acknowledging the receipt of the temporary records. The interim COD should include: - the date of service - how many bins were serviced (1 bin=32 gal) - the name of the campus serviced B. Final destruction (as defined in VA Directive 6371) will be accomplished by the contractor. The process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or reconstructable to any degree. If this final destruction is performed away from a VA facility it must be performed by an information destruction contractor (or its subcontractor of third party) who has demonstrated that: 1) Its destruction process constitutes final destruction as defined in the Directive; 2) It has implemented reasonable physical safeguards to protect VA temporary paper records during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (e.g., more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper records. 3) Certificates of Destruction: Written documentation shall be provided by the contractor to attest to the completion of the destruction process after the final destruction of VA records has taken place. The final COD should come from the shredding plant where the final destruction has taken place. The Final COD can be in the format of a memo, letter, or any format attesting to the document s complete destruction. The final COD should include: - what records were destroyed - the date when they were destroyed - what destruction method was used 4.5 Definitively destroying the records means the material cannot be reassembled and used in an inappropriate manner in violation of law and regulation. Sensitive records are records that are national security classified or exempted from disclosure by statute, including the Privacy Act, or regulation. Information protection, destruction precautions, the documents (paper data), SFVAHCS information containing social security number and other information covered by the privacy act shall be destroyed 4.6 The COR and/or designee s will perform random inspections of the destruction of confidential materials, have the right to inspect the contractor and /or subcontractor equipment, facilities and operations for work performed under this purchase order. 4.7 The contractor will provide a monthly report and invoice detailing total tonnage of materials shredded as well as a Certificate of Destruction to the local COR. The Certificate of Destruction will document chain of custody of all material up to the final destruction of the material. 4.7 Incident Notification The contractor shall notify the COR within 24 hours after discovery of any incident which may potentially be a data breach, including a HIPAA Electronic Transactions and Code Sets, Privacy, Security or Standard Identifier Incident, or Use or Disclosure of PHI, whether secured (PHI which has been destroyed or in the alternative has been rendered unreadable, unusable or undecipherable) or unsecured (PHI) not secured through the use of a technology which renders it unusable, unreadable, or indecipherable through methodology specified by HHS in guidance issued under § 13402(h)(2) of the HITECH Act), not provided for by this Agreement and promptly provide a report to SFVAHCS within ten (10) business days of the notification. 4.8 Safety The contractor shall have in place a documented and comprehensive Health and Safety program to ensure all shredding activities are provided in a safe and secure manor. As a commitment to safety the contractor must be working towards achieving the Occupational Safety and Health Administration s (OSHA) Voluntary Protection Program (VPP) Certification. 4.9 Contractor Vehicles: A. All contractor vehicles utilized in the performance of this contract shall maintain insurance (up to the minimum coverage required by the respective state) and shall maintain current state vehicle registration. B. All contractor employees shall possess a valid California state driver s license and have a clean driving record. The contractor or his/her employee s while performing under this contract shall use no personal vehicles to transport containers to and from the government and contractor site. C. The contractor shall ensure that all contractor vehicles utilized for this performance contract are kept in proper working condition. The contractor vehicles shall be locked and properly secured at all times while at the government site or in route to and from contractor site. Vehicles used in the performance of the contract shall not be left unattended and unlocked at any time while transporting SFVAHCS security waste. D. The contractor s staff will park in appropriate parking areas, designated by the COR. SFVAHCS will not validate or make reimbursement for parking violations of the contractor s staff under any circumstances. E. All contractor vehicles must have visual screen or port on the truck to be able to view the shredding process. F. All contractor vehicles must be empty before the shredding process starts to avoid co-mingling with other shredded material that is not the property of SFVAHCS. 4.10 Contractor Facilities A. All security waste shall be shredded onsite at the SFVAHCS premises. In the event that onsite shredding is not available due to unforeseen mechanical issues, the confidential material must be transported via locked secured vehicle to an appropriate SFVAHCS approved Contractor Facility for shredding destruction and recycling. B. Prior to beginning performance of the contract, the contractor facility designated to be the destruction site will be inspected by COR and the SFVAHCS s Privacy Officer and approved in writing by the SFVAHCS at the contractor facility, and until the completion of destruction, the security waste material must be maintained in a secured holding area at all times to prevent any disclosure or unauthorized access. 4.11 Security Waste Collection Containers/Consoles A. The contractor shall set up locked security consoles at all SFVAHCS locations. The consoles will provide protection with a security slot that is capable of accepting multiple pages at one time and unable to retrieve without unlocking the console. The security consoles front door must be large enough to remove the nylon bag when it s filled with processed materials. Only authorized individuals within SFVAHCS can unlock the consoles to access the deposited materials. It must be constructed in a manner as not to present a fire or safety hazard. Placement of the consoles must be approved by the COR and Privacy Officer. B. The size of the Security containers shall be provided: 1) A 32-gallon (or comparable size) container that is suitable for clinical and office areas. 2) A 96-gallon (or comparable size) container with wheels (96 gal must have four wheels) for mobility. 3) If replacement of container(s) is necessary, the replacement will be by the contractor at no additional cost to the government. C. The contractor shall deliver the required number of lockable containers (Joint Commission compliant) with keys to the SFVAHCS site specified in the contract within 5 calendar days after contract award and approval of SFVAHCS security suitability. D. The contractor shall also provide additional containers of each size that will be used by the COR to replace full containers or to place at a new location as needed either permanently or for special projects. These containers are listed in para 3 The numbers in para 3 are only estimates. The contractor is required to provide additional containers as needed. E. The containers shall be kept locked at all times. The contractor shall provide three sets of keys for each lockable security waste container. One set of keys shall remain in the possession of the contractor or his employees at all times while at the Contractor s site. Two sets of keys shall be provided to the SFVAHCS COR. F. All contractor staff will be uniformed as appropriate and will always display photo ID badges. Contractor staff will check in with designated Facility point of contact upon arrival at the facility. G. The contractor shall submit one point of contact for all locations to the CUR within 5 days of contract award. 4.12 Handling of Records Information or records accessed and/or created by the Contractor in the course of performing services under this contract are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable federal law, regulations, and/or VA/VHA policy. The Contractor shall not copy information contained in VA information systems, either by printing to paper or by copying to another digital format, without the explicit instruction and written approval from of the officials listed in paragraph a., above, except as is necessary to make single copies in the ordinary course of providing patient care. The Contractor shall not commingle the data from VA information systems with information from other sources. Contractor shall report any unauthorized disclosure of VA information to the COR. NOTICE: This notice is not an official request for quotes. Information obtained from this notice may be used to the assist the Agency in determining the strategy for obtaining these items/services. Please note an official request for quote may or may not be released in connection of this notice. All responses shall be submitted to Rachael.Becker@va.gov prior to the closing date of this notice.  Â