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SOURCES SOUGHT NOTICE DOCUMENT SHREDDING AND DESTRUCTION SERVICES FOR VA SAN FRANCISCO HEALTH CARE SYSTEM The purpose of this sources sought is to obtain information in support of Market Research. In... SOURCES SOUGHT NOTICE DOCUMENT SHREDDING AND DESTRUCTION SERVICES FOR VA SAN FRANCISCO HEALTH CARE SYSTEM 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 UEI 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 PERORMANCE WORK STATEMENT SEE BELOW Document Shredding and Destruction for the San Francisco VA Health Care System 1.1 The contractor shall provide all labor, personnel, 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, hard bound journals, magazines and white and mixed paper) at the San Francisco Veterans Affairs Health Care System, it's divisions and Outpatient Clinics. 1.2 SFVAHCS personnel in all locations are in the practice of putting all classified, sensitive, or administrative documents, as well as other paper, small cardboard boxes etc., in locked containers located throughout all the SFVAHCS facilities. 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 together and transport to a storage locker on the campus. The FTE will work Monday thru Friday 8 a.m. 3:30 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. The FTE will retrieve documentation per the COR and Privacy Officer instructions. 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 450 Golden Gate Ave, 3rd Floor Ste. 5400, San Francisco, CA 94102 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 Santa Rosa New Location 2285 Challenger Way Santa Rosa, CA 95407 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 Once Per week Santa Rosa CBOC -New Location 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 450 Golden Gate Ave, 3rd Floor Ste. 5400 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 January 1 Martin Luther King Jr Day Third Monday in January Presidents Day Third Monday in February Memorial Day Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 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 COR within one week of the service by the contractor. 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 if the contractor fails to empty a container because they missed it, they have 24 hours (weekdays) from the time of notified to empty the container. 3.5 Quality 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 11 Bins Santa Rosa CBOC-New Location 11 Bins Eureka CBOC 4 Bins Clear Lake CBOC 6 Bins San Bruno CBOC 7 Bins Ukiah CBOC 7 Bins 450 Golden Gate Ave, 3rd Floor Ste. 5400 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. 3.5.1 The contractor shall provide the locked containers. A minimum of 30 and a maximum of 45 is the estimated quantity that is needed for the locked containers. 3.6 Shredding Specifications 3.6.1 The Contractor shall be National Association for Information Destruction Certified (NAID). 3.6.2 The Contractor shall provide shredding document destruction services for all secure waste that are collected in locked containers; (administrative papers, classified papers, sensitive documents). 3.6.3 Shredding of all documents must meet or exceed the following criteria based on SFVAHCS requirements and the requirements set forth VHA Directive 6371: VHA Publications (va.gov) 3.6.4 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. 3.7 Incident Notification 3.7.1 The contractor shall notify SFVAHCS's COR within 24 hours of Contractor's 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 Protected Health Information (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. 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