R---KC- Document Destruction (VA-18-00157380)

SOURCES SOUGHT ANNOUNCEMENT: This is a sources sought request for potential vendors to respond to this requirement to determine the market for destruction services for security waste (administrative papers, classified papers, sensitive documents and white and mixed recycled paper) Service for the Kansas City VAMC and CBOC locations at: VA Medical Center KCVA Revenue Group (KC) VISN 15 Office (KC) 4801 Linwood Blvd 901 Locust St. Rm. 261 1201 Walnut Street Kansas City, MO 64128 Kansas City, MO 64106 Kansas City, MO 64106 160 Containers (52) 3 Containers (13) 3 Containers (52) VA CBOC Belton (KC) VA CBOC Cameron, MO (KC) VA CBOC Nevada, MO (KC) 209 Cunningham Industrial PKWY 1111 Euclid Dr. 322 S. Prewitt Belton, MO 64012 Cameron, MO 64429 Nevada, MO 64772 2 Containers (13) 2 Containers (13) 2 Containers (13) VA CBOC Paola, KS (KC) VA CBOC Warrensburg, MO (KC) VA CBOC Excelsior Springs, MO (KC) 501 S. Hospital Drive 702 E. Young Street 197 McCleary Road Paola, KS 66071 Warrensburg, MO 64093 Excelsior Springs, MO 64024 4 Containers (13) 1 Container (13) 2 Containers (26) Honor Annex (KC) Radiation/Oncology Clinic (KC) KCVA Admin Group 4251 Northern Ave. 10500 Mastin St. 8930 Ward Parkway Kansas City, MO 64133 Overland Park, KS 66212 Kansas City, MO 64133 6 Containers (26) 2 Containers (13) 3 Containers (52) VA CBOC Shawnee, KS (KC) Transitional Residence (TR House) 6830 Anderson Street 5100 East 24th Street Shawnee, KS 66226 Kansas City, MO 64127 2 Containers (26) 1 Container (Monthly) The contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision, and other related services necessary to provide off-site commercial document destruction services for the security waste. Security waste will be collected in bins provided by the contractor. Destruction services will include removal by the contractor of all security waste from all bins on the floors listed above. Pick up of the security waste will take place after 7:00 a.m. and be completed by 5:30 p.m. Monday through Friday. Each bin will hold between 150 and 200 pounds of security waste. Bins will be top-loading and have a built-in lock to ensure deposited waste cannot be removed without a key. A key to each bin will be provided to VA HOSPITAL. The VA Hospital shall retain flexibility to increase or decrease the size or the number of containers without incurring any additional cost. The cost for each container will be based on established pricing. The contractor shall at no additional cost to the VA Hospital make available an increase or decrease in quantity between 2 to 10 containers. The duration of the timeframe is unknown at this time. The VA Hospital will make every effort to give sufficient advance notice when this request is known. Destruction of all security waste will be completed on an as needed basis. Material will not be allowed to accumulate and overflow the containers. All security waste removed by the contractor will be taken directly to the contractor's vehicle and secured. All security waste will be transported to the contractor's place of business and destroyed in a manner that ensures the information in the record is definitely destroyed. Definitely destroyed is defined as waste that cannot be reassembled and used in an inappropriate manner. Security waste must be destroyed by shredding. The security waste will be shredded to effect 5/8-inch-wide or smaller strips with the final strips rendered unreadable. 1. The Contractor shall be a NAID AAA Certified company for a minimum of 5 years. 2. The Contractor must recover and bale their own paper at their facility. No third parties will be allowed. Shredded bales must be sent from the shredding and baling facility directly to a paper mill. 3. The Contractor Facility must have a closed-circuit camera system that monitors all access points into the destruction area. Further the closed-circuit camera system must have sufficient to identify individuals and their activities. Contractor facility must maintain a rolling 90 day of tape to view at any time. 4. The Contractor Facility must be alarm monitored whenever building is unoccupied. 5. The Contractor must maintain the NAID Operational Security Maintenance Security Logs for 1 year. 6. The Contractor must maintain the NAID Certification Visitor Log for 1 year. 7. The Contractor s access employees must have employment history verification, a criminal record search of at least 7 years history and drug screening results. In addition, all service representatives, route drivers or helpers must have a FBI background and fingerprint check performed. 8. The Contractor must have a documented container tracking form and process in place. Please attach your form and describe your process for tracking usage and the locations of all containers. How will changes in quantities or frequency be handled and maintained on the tracking sheet. CERTIFICATION The Contractor will provide the VA HOSPITAL with a written certification of witnessed destruction. Contractor shall supply VA HOSPITAL with monthly certifications for the prior month's loads to witness and certify of the destruction of the materials contained in the load. The contractor will return the notice with the original certification of destruction signature to VA Hospital. CONTRACTOR UTILIZATION OF VA HOSPITAL FACILTIES The Contractor shall provide to the project officer a by-name list of personnel expected to enter the building to pick up shredding/recycling materials. While on VA Hospital premises, all Contractor personnel shall comply with the rules, regulations and procedures governing the conduct of personnel and the operation of this facility. Contractor personnel are required to have identification that shows their names with "passport" style photo, e.g., a Missouri driver's license. An access badge will be given to the contractor's employee upon entrance into the building. The Contractor s employee must safeguard the access badge and immediately report any lost, stolen or destroyed badges to the project officer. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward). The pictures and access code information (front of the card) must be visible at all times while in any VA HOSPITAL controlled facility. The contractor's employee must return the access badge when it is no longer needed because of retirement, separation, change of employee duties, functions, etc. The contractor shall return access badges to the project officer. PROTECTION OF CONFIDENTIAL INFORMATION The Contractor shall restrict access to all confidential information obtained from VA HOSPITAL in the performance of the contract to those employees and officials who need it to perform the contract. Employees and officials who need access to confidential information for performance of the contract will be determined in conference between Sosa s Contracting Officer and the responsible Contractor official. All such employees and officials with access to confidential information for performance of the contract must meet VA HOSPITAL suitability requirements, The Contractor shall process all confidential information obtained from VA HOSPITAL in the performance of the contract under the immediate supervision and control of authorized personnel in a manner that will protect the confidentiality of the records and in such a way that unauthorized persons cannot retrieve any such records. The Contractor shall inform all personnel with access to confidential information obtained from VA HOSPITAL in the performance of the contract of the confidential nature of the information and the safeguards required to protect the information from improper disclosure. All confidential information obtained from VA HOSPITAL in the perfom1Mce of the contract shall, at all times, be stored in an area that is physically safe from unauthorized access. INSPECTION Representatives of VA HOSPITAL shall have the right to inspect the contractor's facilities and operations provided for the performance of work under this agreement. CONTRACTOR'S REQUIREMENTS A schedule shall include, but not limited to, start date, event items and time/date periods, actions needing completion during normal hospital hours and after normal business hours. Material will not be allowed to accumulate and overflow the containers. A pick-up schedule will be established, based on usage and will include a set time and date. The pick-up schedule and container placement will be reviewed initially on a "week by week basis" for a ten-week period (by contractor and personnel together) and then on an as needed basis adjust for the minimum / maximum usage of the containers. QUALITY ASSURANCE The VA Hospital shall periodically evaluate the contractor's performance by appointing a representative (s) to monitor performance to ensure services are received and being perfoIn1ed in the Acceptable Quality Level assigned on each task. The appointed representative will evaluate the contractor's performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from VA HOSPITAL personnel. The VA Hospital shall inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspection'5 or because of repeated customer complaints. The VA Hospital, at its discretion may decrease the number of quality assurance inspections if performance dictates. The VA Hospital may receive and investigate all complaints from the customers located throughout the building, The appointed Representative shall make final determination of the validity of customer (s) complaint in cases of disagreement Results of the inspection evaluation of the contractor's performance will be used to determine if the contractor is meeting the VA HOSPITAL security requirements and performing satisfactorily under the contract. If repeated failures to meet the VA HOSPITAL security requirements and/or violations of VA HOSPITAL security regulations are discovered during the quality inspections, the VA Hospital will use these findings as grounds to either terminate the contract or not exercise the follow-on years. CRIMINAL SANCTIONS The Contractor and subcontractors are hereby notified of the criminal sanctions on misuse and disclosure of the witness destruction wastepaper. Specific references are: Notification is hereby given regarding the unauthorized disclosure of "Official Use Only" information. Disclosure of such "Official Use Only" information, by means, for a purpose or to an extent unauthorized herein, shall be subject to criminal sanctions imposed by 18 U. S. C Section 641. That section provides in pertinent part, that whoever knowingly converts to his use or the use of another, or without authority, sells, conveys or dispose of any record of the United States or whoever received the same with the intent to convert it to use or gain, knowing it to have been converted, shall be guilty of crime punishable by a fine of up to $10,000 or imprisonment of up to 10 years, or both. 2. Additionally, it is incumbent upon the Contractor to be aware of the penalties for improper disclosure imposed by the Privacy Act of 1974,5 U, S.C. 522a. Specifically 5 D.S.C. 552a. (I)(I), which is made applicable to contractor U.S.C. 522a. (m), provides that a contractor who by virtue of his employment or official position, has possession of, or access to, agency records which contain individually identifiable information the disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty lf a misdemeanor and fined not more than $5,000. CONTRACTOR NOTIFICATION AND RESPONSES Upon signature by the Contractor to this document, the Contractor certifies that all subcontractors have been notified of all criminal and civil sanctions and publicity clauses contained in this agreement. Notification of new subcontractors shall be made to the NRC within 30 days prior to the change in subcontractors. The contract will be awarded to the contractor who is able to perform the entire range of the job process in an effective accurate and secure manner. Inventory Below: This announcement is issued for informational planning purposes only and is not a request for proposal or announcement of a solicitation. Submitting information for this announcement is voluntary and VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Contractor shall provide socioeconomic status and classification (SDVOSB, SB, VOSB, etc.) The NAICS Code is 561990, All Other Support Services and the small business standard is $14 Million. Capabilities Statement and Documentation: Firms/Companies are invited to provide their capabilities, experience and knowledge in providing these Services. Sources are asked to provide information to demonstrate their answers to the following items: 1. Company name, address, website, business type, socio-economic status (e.g., SDVOSB, Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), general small business, large etc.), and person of contact (including telephone number & email address). 2. Indicate and explain your capability of providing this service including maintaining any required certifications and or additional licensing. 3. Provide a summary of the staffing plan, supervision, materials and equipment that will be used and any relevant licensing. 4. Please indicate your company's size under NAICS Code 561990. In addition to a Capability Statement which includes the above information, submissions can include brochures, diagrams, etc. as attachments. All interested vendors should provide a response to Janie Juszczak at [email protected] before 3:00 p.m. CST November 02, 2018.