R616--Record Storage Services
ID: 36C25625Q0548Type: Sources Sought
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF256-NETWORK CONTRACT OFFICE 16 (36C256)RIDGELAND, MS, 39157, USA

NAICS

Other Warehousing and Storage (493190)

PSC

SUPPORT – ADMINISTRATIVE: PHYSICAL RECORDS MANAGEMENT SERVICES (R616)

Original Source

https://sam.gov/opp/daa7f6c4232c48c7b5375de736176e2c/view
Timeline
    Description

    The Department of Veterans Affairs is seeking qualified contractors to provide Record Storage Services for the Michael E. DeBakey VA Medical Center in Houston, Texas. The procurement involves the transportation, management, and secure storage of approximately 16,780 cubic feet of unclassified temporary records, ensuring compliance with National Archives and Records Administration (NARA) standards and federal regulations such as HIPAA. This initiative is crucial for enhancing records management within the VA system, facilitating the transition to electronic formats, and maintaining confidentiality in handling patient information. Interested vendors must respond to the Sources Sought Notice by March 3, 2025, providing their contact details, business classifications, capabilities, and any relevant price estimates to the primary contact, Robert (Dustan) Arabie, at robert.arabie@va.gov or by phone at 337-244-7254.

    Point(s) of Contact
    Robert (Dustan) ArabieContract Specialist
    (337) 244-7254
    robert.arabie@va.gov
    Files
    Title
    Posted
    36C25625Q0548.docx
    The document is a Sources Sought Notice from the Department of Veterans Affairs, specifically targeting Record Storage Services for the Michael E. DeBakey VA Medical Center in Houston, Texas. It outlines a request for information (RFI) to identify potential contractors adept in providing services including storage, transportation, and management of approximately 16,780 cubic feet of unclassified temporary records. The notice serves as preliminary market research to refine procurement strategy, indicating interest in both small business participation and vendor capabilities. Key points include a reminder that this is not a formal solicitation and the submission deadline is 03-03-2025. Vendors are asked to respond with contact details, their business classifications, capabilities relative to the Statement of Work, and any relevant price estimates. Additionally, compliance with authorized distribution protocols is emphasized, ensuring vendors are recognized as approved sources. The overall goal is to gather insights into market pricing and competition ahead of a possible procurement decision, highlighting the VA's commitment to sourcing quality service providers through due diligence. Responses will remain confidential and are strictly for market research purposes.
    Record Storage SOW_DRAFT.docx
    The document outlines the requirements for a Record Storage Service contract with the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas. The contractor is responsible for the transportation, management, and secure storage of records, estimated at approximately 16,780 cubic feet, ensuring compliance with National Archives and Records Administration (NARA) standards. Key services include the initial transfer of records, tracking and retrieval processes, and the digitization of records to support MEDVAMC's transition to electronic formats. The contractor must guarantee confidentiality in handling patients' information per Federal regulations like HIPAA. They are also required to maintain a web-based inventory tracking system available 24/7 for MEDVAMC personnel, conduct regular quality assurance evaluations, and provide various reports on records management activities. Insurance, liability, and employee training requirements are detailed, alongside provisions for continuity of service should a change in contractor occur. Overall, this document serves as a formal request for proposals (RFP), specifying the operational and compliance standards necessary for contractors bidding on this government contract, aimed at enhancing records management within the VA system.
    Lifecycle
    Title
    Type
    R616--Record Storage Services
    Currently viewing
    Sources Sought
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