R--Document Shredding Services Boston VAMC and CBOCs

Department of Veterans Affairs Veterans Health Administration Sources Sought Notice Boston VAMC- DOCUMENT SHREDDING SERVICES This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered services, capabilities and potential small business sources. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking a vendor to provide the following services in accordance with the draft

Statement of Work. Please see the draft Statement of Work below for the requested services and descriptions. This Sources Sought is to facilitate the Contracting Officer s review of the market base for acquisition planning, size determination, and procurement strategy. RESPONSE COMMITMENT I. Response: Capability Statement A. All responses should be directed to tammy.davis6@va.gov and shall include the following: 1. Does your firm intend to self perform or subcontract the shredding services 2. If your firm will self perform, provide the location of your office/truck in the local area B. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. C. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). II. Timeline : A. This request will close on stated date within the Government Point of Entry (GPE). Notes: 1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The Department of Veteran Affairs Contracting Office POC: tammy.davis6@va.gov DRAFT STATEMENT OF WORK CONFIDENTIAL DOCUMENT DESTRUCTION SCOPE OF WORK The US Department of Veterans Affairs, VA Boston Healthcare System (VABHS) intends to use the services of a contractor to shred VABHS records and other materials throughout the year. Note: records may contain carbon, binders, folders and other non-paper materials. The contractor shall provide all labor and equipment and shall be responsible for disposing of shredded materials. Shredding may be witnessed by a VABHS employee authorized to witness destruction of sensitive materials. Contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal and state regulations with regards to destruction of classified medical documentation. While on VABHS premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. VABHS will provide a contractor photo ID badge. All contractor vehicles and collection containers will be clearly identified with the company's name. Collection containers should not include contractor contact information. The contractor will provide the services identified in this contract between the hours of 8:00 AM and 4:30 PM, Monday through Friday. The contractor will provide a schedule for paper shredding for three (3) main campuses, five (5) Community Based Outpatient Clinics (CBOC's), and two (2) Vet s centers. Once the schedule has been established, all shredding will occur on the same day of the week. All locations do not have to be serviced on the same day of the week. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday, and will inform the medical center of the revised shredding day. The contractor will provide and maintain approximately 300 locked collection bins for the VA Boston Healthcare System and its Community Based Outpatient Clinics (CBOC s) and Vet s centers. Containers shall have a slotted lid or front panel allowing for the discarding of documents. The size and design of the slot shall be designed to prevent unauthorized access to the contents of the container. Size of containers shall be approximately 36" height, 20" wide and 19.5" deep. The containers must be compatible with the facility's interior design scheme. For high volume areas, the contractor may use larger containers in accordance with NFPA regulations and with the approval of the COTR. The containers shall be located throughout each campus and in specific areas at the CBOC s and Vet s centers and will be provided by the contractor at no cost to the VABHS. All containers shall utilize a keyed lock to limit access. All containers in the VABHS shall use the same key (keyed alike). The contractor will provide four (4) master keys for each campus and two (2) master keys for each CBOC and Vet Center. The contractor will provide five (5) additional wheeled locking collection containers (approximately 90 gallon capacity) at each campus and one (1) additional wheeled locking collection container (approximately 90 gallon capacity) at each CBOC for VABHS personnel to use when emptying containers between contractor pick-ups and for storage of materials. The contractor will also provide ten (10) additional bags (same as in the collection bins) for each campus and two (2) additional bags (same as in the collection bins) for each CBOC. Service locations will be: Brockton Campus (940 Belmont Street, Brockton, MA) Jamaica Plain Campus (150 South Huntington Ave, Jamaica Plain, MA) West Roxbury Campus (1400 VFW Parkway, West Roxbury, MA) Causeway CBOC (251 Causeway Street, Boston, MA) Framingham CBOC (61 Lincoln Street, Suite 112, Framingham, MA) Lowell CBOC (130 Marshall Road, Lowell, MA) Quincy CBOC (114 Whitwell Street, 2nd Floor, Quincy, MA) Plymouth CBOC (116 Long Pond Road, Suite 4, Plymouth, MA) Brockton Vet's Center (104L Pearl Street, Brockton, MA) The contractor will be responsible for ensuring that contractor employees coming to the work site will receive the information required above. The contractor will be responsible for ensuring that contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The contractor will recycle all shredded materials. This may be through traditional recycling methods or used for fuel in electrical co-generation. Several times throughout the year, VABHS may have need for bulk records disposal and could encompass anywhere from 100-300 boxes of paper. The contractor will be contacted for these additional services and will be required to be on site within 72 hours of being contacted to shred and dispose of these records. For each year of this contract, VABHS may request up to ten (10) additional locked collection bins per main campus and up to two (2) additional locked collection bins per CBOC at no additional cost to VABHS. The charge for additional containers beyond ten/two will be billed under a separate line item on current obligation. EQUIPMENT The contractor shall provide mobile equipment to do all shredding on-site. Equipment shall be capable of strip cutting the material at the maximum in Â1⁄4 pieces. Contractors can propose equipment that will crosscut the materials and provide smaller cuts. During operation of the vehicle, it will not be parked near any air supply vents that provide air to buildings on VABHS property. Contractor will provide locking containers to collect and transport shredding materials for destruction to mobile unit. DELIVERABLE Contractor will shred materials weekly at the main campuses (Brockton, Jamaica Plain and West Roxbury); every two weeks at the CBOC's; and monthly at the Vet's Centers. Additionally, the contractor will deliver to the COTR, through electronic means, a monthly report identifying the following from the prior month: (1) the amount of funds paid to the contractor by VA Boston Healthcare System, (2) weight of waste removed from containers throughout VA Boston Healthcare System, and (3) percentage of the waste collected that was diverted to recycling. This report is due by the 7th of the following month and shall be broken down by site and shall include all sites in VABHS. ADDITIONAL REQUIREMENTS Certificate of Destruction A Certificate of Destruction" shall be provided after each job. The contractor shall complete the certificate after each service is completed and return it to the VAbhs representative. Records Management Procedure - Shall be applicable to all record/ microfiche destruction. The procedure reads "The authorized destruction of records that are classified or otherwise restricted from disclosure by statute, such as PA or Title 38 USC, must be witnessed by a Federal employee or a contractor employee. If a contract is used to dispose of restricted VA records, the facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contract of sale should state that the contractor employee is authorized to witness destruction of the record. Any contract or sale of VA records must prohibit their resale for use as records or documents." The VABHS shall notify the contractor when these procedures are applicable. Confidentiality of Material Destruction Contractor personnel shall comply with confidentiality in the destruction of all VABHS records. Any contractor personnel found to be reading any VABHS materials shall be promptly removed from the government premises. The person(s) involved shall not be allowed to return to the VABHS for any further service requests. The procedures in VA Directive 6371 Destruction of Temporary Paper Records must be followed, specifically, the "shredder device must have a crosscutting capability which produces particles that are 1x5 millimeters in size." The VABHS will provide a room at each location to be used by the contractor as a collection/ storage area for the paper/ shredding materials. National Holidays The ten holidays observed by the Federal Government are: New Year s Day Martin Luther King's Birthday Washington s Birthday (President's Day) Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day And any other holiday specifically declared by the President of the United States to be a national holiday. HIPPA The contractor will have to complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPPA) after award. Restrictions The VABHS is a government facility. Loading dock hours are limited so contact any of the authorized personnel below for availability. VA personnel authorized to place calls for services are listed below: Estimated shredding services for the VABHS will require: Brockton Campus 109 containers Jamaica Plain Campus 78 containers West Roxbury Campus 90 containers Causeway Street CBOC 5 containers Framingham CBOC 3 containers Lowell CBOC 5 containers Quincy CBOC 3 containers Plymouth CBOC 3 containers Brockton Vet's Center 2 containers TOTAL: 298 CONTAINERS BROCKTON CAMPUS 940 BELMONT STREET BROCKTON, MA BUILDING FLOOR DESCRIPTION QTY 1 B Engineering Safety 1 1 B Engineering Safety 1 1 1 Outside 150B 1 1 1 126 - Personnel 2 1 1 171R Directors Office 1 1 1 102 P&R1 1 1 107/108 1 1 1 108 In front 1 1 1 135 Payroll 1 1 2 213 ENGINEERING 1 2 B Hallway 2 2 B A014 1 2 B A004 Inside A4 Library 1 2 B C008 2 2 B C010C Care Cost Recovery 1 2 B C010C Care Cost Recovery 1 2 1 Women's Health 1 2 1 A102 - Medical Transcription 1 2 1 A111 - Alcohol Outpatient 1 2 1 2.1.B Nurse's Station 1 2 1 2.1.C Nurse's Station 1 2 2 2-2-C Nurses Station 1 2 2 2-2-B Nurses Station 1 2 2 A201 - Brain Imaging 1 2 3 A313/314 (2) 1 2 3 A302 1 2 3 2-3-B Nurses Station 1 2 3 2-3-C Nurses Station 1 2 4 2.4.C Nurse's Station 1 3 B LOADING DOCK 2 3 B C014 - Medical Records 2 3 B A-012C 1 3 1 A101D 1 3 1 A101C/A139 1 3 1 A103 1 3 1 A130A-THROUGH BLOOD LAB DOORS AND RIGHT. 1 3 1 Blood Lab Area 1 3 1 B121 1 3 1 Outpatient Pharmacy (2) 3 3 1 C102 - Specialty 1 3 1 C119 - Exam 1 3 1 C137 1 3 2 A213 1 3 2 B224 Dentistry (2) 2 3 2 C217A - Physical Therepy Clinic 1 3 2 C201 1 3 2 C209 1 3 3 Primary Care Check-In 1 3 3 A340 1 3 3 A342 Pharmacy 1 3 3 1 3 3 C-305 Clinical Control 1 3 3 C-Side Clinic 1 3 3 B333 1 3 3 B-Side Clinic 1 3 4 B414 Nureses Station 1 3 4 Chief of Police 1 3 4 C403 Nureses Station 1 3 4 B-426 1 3 4 B-428a 1 3 4 A417 1 3 4 A401 & 402 1 3 5 A503 1 3 5 B512 1 3 5 C503 1 3 5 C510 1 3 6 2 4 B A020 1 4 B KT Dept 1 4 B c031 1 4 B B013 1 4 1 Inside office w/ blue door 1 4 1 4-1-B Nurses Station 1 4 1 4-1-C Nurses Station 1 4 2 A Section - A202 1 4 2 4-2-B 1 4 2 4-2-C Nurses Station 1 5 1 C Side - Hall near C114 1 5 1 C Side - C125 1 5 1 A120 1 5 1 B Side-small waiting rm 1 5 2 C205 Hallway 1 5 2 B Side outside rm. 224 (in corner) 2 7 B B003 1 7 B A007 1 7 1 B109 1 8 1 B132 1 8 1 C169 1 20 1 102K Reproduction 1 20 2 202H 1 20 2 202B 1 20 2 211 1 22 1 Rm 113B 1 22 2 2nd Fl near rm 207 1 23 1 Recreation 1 24 1 Chapel/Office area 1 61 1 2 62 1 Rise Program-unit located in corridor. 1 Â Â Totals - BROCKTON 109 JAMAICA PLAIN CAMPUS 150 SOUTH HUNTINGTON AVENUE JAMAICA PLAIN, MA BUILDING FLOOR DESCRIPTION QTY 1 B Elevator Lobby 2 1 B CB-8 - Copier Room 1 1 B DB-112 - Correspondence 1 1 B RT-22 - Radiation Therapy 1 1 1 Elevator Lobby 2 1 1 Next to Rm B147B Womens Clinic Hallway 1 1 1 Di Hallway by Rm D1-130 1 1 1 E1-104 1 1 1 C1 Police Office 1 1 1 C1 Womens Clinic 1 1 1 Pharmacy 5 1 2 Elevator Lobby 2 1 2 2D-151 - Outside door 2 1 3 Elevator Lobby 2 1 3 C3-14 1 1 4 Elevator Lobby 2 1 5 Elevator Lobby 2 1 6 Elevator Lobby 2 1 6 C Wing Corridor by Rm #32 1 1 6 B Wing Corridor 1 1 6 D&E Wing Corridor 1 1 7 Elevator Lobby 2 1 8 Elevator Lobby 4 1 9 Elevator Lobby 2 1 9 9C-35 Fee Basis 2 1 9 9D - Corridor 1 1 10 Elevator Lobby 3 1 10 10C-35 3 1 10 Pharmacy 3 1 11 Elevator Lobby 2 1 12 Elevator Lobby 2 1 13 Elevator Lobby 2 1 14 Elevator Lobby 2 1A 1 Next to Bathroom R1-125 1 1A 1 Next to Lab Rm R1-103 1 ACA B Elevator Lobby by rm FB-8 1 ACA F2 F1-66 1 ACA F2 Urgent Care 1 ACA F3 Primary Care 1 ACA F3 F2-62 outside door 1 ACA F4 Inside reception area - Rm 12 1 4 1 Inside Front Door 1 9 1 By Room 134 1 9 2 Elevator Lobby 2 9 3 Elevator Lobby 2 9 3 By room 332 1 9 4 by room 422 / Elevator Lobby 2 Â Â Totals JAMAICA PLAIN 78 WEST ROXBURY CAMPUS 1400 VFW PARKWAY WEST ROXBURY, MA BUILDING FLOOR DESCRIPTION QTY 1 G Biomedical Engineering, Outside GB115 1 1 G CAT Scan, Outside GB103 1 1 G Credit Union, Outside GB111 1 1 G Elevator Lobby (by EMS) 2 1 G Mental Health, Outside GD103 1 1 G MRI, GB152 1 1 G Prosthetics Area, GD101 1 1 1 1 North, Outside 1D123 1 1 1 1 South, Across from Medical Service Wing 1 1 1 Cardiology Reception, 1D107 1 1 1 Elevator Lobby 2 1 1 Medical Service, Outside 1B119 1 1 1 Radiology Reading/ Viewing Room, 1B143 1 1 1 Radiology Reception, 1B116 1 1 1 Surgical Service, Room 1C119 1 1 2 2 North Nurse Station 1 1 2 2 South Nurse Station, Across from station 1 1 2 Elevator Lobby 2 1 2 Nutrition & Food Service, Outside 2C101 1 1 3 3 North Nurse Station 1 1 3 Elevator Lobby 1 1 3 PACU Nurse Station 1 1 3 PCU Nurse Station 1 1 4 EKG Lab, Outside 4C102C 1 1 4 Elevator Lobby 2 1 4 MICU Nurse Station 1 1 5 CCU Nurse Station 1 1 5 Echocardio Lab, 5B112 1 1 5 Elevator Lobby 1 1 5 Cath/EP Lab, Outside 5D108 1 2 B Elevator Lobby 2 2 G AG Nurse Station 1 2 G Elevator Lobby 2 2 1 A1 Nurse Station 1 2 1 Elevator Lobby 2 2 2 A2 Nurse Station 1 2 2 Elevator Lobby 2 2 2 SCI Offices, Outside A212 1 2 3 Elevator Lobby 1 2 3 Inside Anesthesia Office A317 - Jump Suit Required 1 2 3 OR Back Corridor by Offices 1 2 3 Interns Office, Outside A332 2 2 3 SICU Nurse Station 1 3 G ER - Secured Area 1 3 G ER Reception (unsecured) 1 3 G Police Service, GB138 1 3 G Eye Clinic Wing, Outside Resident's Room GD106 1 3 G HIMS, Veterans Benefits, and HIMS Check-in office 1 3 G Back Entrance to HIMS, Outside GB110 1 3 G Main Reception, Inside 1 3 G My Healthy Vet Station 1 3 G Coumadin Clinic, Room GA104 1 3 G Pharmacy - Inpatient 2 3 G Pharmacy - Outpatient 1 3 G Pharmacy IV Sterile Room 1 3 G Primary Care Day Clinics, GB134 1 3 G Primary Care Day Clinics, Outside GA127 1 3 G Surgical Clinics, Inside 1 3 G Travel Office Corridor, Across from GC121 2 3 1 Elevator Lobby 2 3 1 Lab Offices 2 3 1 Main Laboratory, Inside 3 3 1 Main Laboratory, Inside - Chemistry 1 3 1 Lab Corridor by 1A112 1 3 2 Director's Suite, Between 2D125 & 2D126 1 3 2 Elevator Lobby 1 3 2 Outside Bignami Conference Room, Outside 2B100 1 3 2 Nuclear Medicine, Outside 2C121 1 3 2 Nursing Wing Corridor, Outside 2B122 1 3 2 Research - Outside Suite in Corridor C2-24A 1 5 G Main Office 1 7 1 Main Warehouse 1 88 G Breakroom - Room 3 1 88 G Credentialing - Outside Room 41 1 - G Fisher House (Manager's Office) 1 Â Â Totals - WEST ROXBURY 90 CAUSEWAY CBOC 251 CAUSEWAY STREET BOSTON, MA BUILDING FLOOR DESCRIPTION QTY Causeway 1 Causeway Outpatient Clinic 1 Causeway 2 Causeway Outpatient Clinic 1 Causeway 3 Causeway Outpatient Clinic 1 Causeway - Causeway Outpatient Clinic 2 Â Â Totals - Causeway CBOC* 5 * Must be done after 2:30 PM FRAMINGHAM CBOC 61 LINCOLN STREET FRAMINGHAM, MA BUILDING FLOOR DESCRIPTION QTY Framing - Framingham Outpatient Clinic 3 Â Â Totals - Framingham CBOC 3 LOWELL CBOC 130 MARSHALL ROAD LOWELL, MA BUILDING FLOOR DESCRIPTION QTY Lowell - Lowell Outpatient Clinic 5 Â Â Totals - Lowell CBOC* 5 * Must be done after 2:30 PM QUINCY CBOC 114 WHITWELL STREET, 2ND FLOOR BUILDING FLOOR DESCRIPTION QTY Quincy - Quincy Outpatient Clinic 3 Â Â Totals - Quincy CBOC 3 PLYMOUTH CBOC 116 LONG POND ROAD PLYMOUTH, MA BUILDING FLOOR DESCRIPTION QTY Plymouth - Plymouth Outpatient Clinic 3 Â Â Totals - Plymouth CBOC 3 BROCKTON VET S CENTER 1041 L PEARL STREET BROCKTON, MA BUILDING FLOOR DESCRIPTION QTY Brock Vet - Brockton Vet Center 2 Â Â Totals - Brockton Vet Center 2