R614--MIA & WPB Shredding Services
ID: 36C24824Q1373Type: Combined Synopsis/Solicitation
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF248-NETWORK CONTRACT OFFICE 8 (36C248)TAMPA, FL, 33637, USA

NAICS

All Other Support Services (561990)

PSC

SUPPORT- ADMINISTRATIVE: PAPER SHREDDING (R614)

Set Aside

Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14) (SDVOSBC)

Original Source

https://sam.gov/opp/67b49a18ba0744258ae66a12421d891e/view
Timeline
    Description

    The Department of Veterans Affairs (VA) seeks a service-disabled veteran-owned small business (SDVOSB) to provide secure document shredding and destruction services for two medical centers in Florida: the Miami VA Healthcare System and the West Palm Beach VA Medical Center, along with associated outpatient clinics.

    The VA aims to ensure the confidentially and securely shred sensitive documents, including HIPAA-related materials and pill bottles, adhering to privacy laws, VA guidelines, and environmental protocols.

    Scope of Work

    The successful contractor will be responsible for periodic on-site shredding, focusing on paper documents. Non-paper items such as hard drives and CDs will be handled separately. The contractor must supply and maintain locked collection bins and consoles at each location, with regular replenishment and replacement as needed.

    They will provide certified on-site shredding services, adhering to NAID certifications and VA directives, ensuring the responsible disposal of confidential information. The scope includes developing a Sensitive Document Destruction Management Plan and maintaining performance records.

    Additionally, the contractor should be prepared to respond to special requests for document destruction within a timely manner and supply a Certificate of Destruction upon completion of the work.

    Eligibility Criteria

    Interested businesses must fall under the SDVOSB set-aside requirement and be registered in relevant VA databases. The VA encourages small businesses to apply.

    Funding and Contract Details

    The contract is expected to be a firm fixed-price agreement, with an estimated value of $75,000 to $100,000. It includes a base year and four optional years.

    Submission Process

    Deadlines for vendor questions and quote submissions are July 24th and July 29th, 2024, respectively. Quotes should include a comprehensive technical performance plan and any necessary certifications and insurance documents. The VA encourages applicants to propose their own pricing structures.

    Evaluation Criteria

    The VA will evaluate applications based on technical merit, considering past performance in sensitive document destruction, compliance with VA requirements, and cost efficiency. The award will be based on the best value to the government.

    Contact Information

    For any questions or clarifications, interested parties can contact the primary VA representative, Kari Jeanlouis-Haliburton, via email at kari.jeanlouis-haliburton@va.gov or by phone at 561-422-1278.

    Point(s) of Contact
    Kari Jeanlouis-HaliburtonContract Specialist
    (561) 422-1278
    kari.jeanlouis-haliburton@va.gov
    Files
    Title
    Posted
    36C24824Q1373.docx
    The Department of Veterans Affairs seeks sensitive document and pill bottle destruction services for two medical centers in Florida: the Miami VA Medical Center and the West Palm Beach VA Medical Center. The solicitation is specifically for Service Disabled Veteran Owned Small Businesses (SDVOSB), with a set requirement that companies must be registered and verified in relevant government databases. The scope of work involves providing a comprehensive technical performance plan detailing how the contractor will meet the medical centers' needs, along with the necessary certifications and insurance. The focus is on secure data handling, with specific attention to NAID certification and privacy/security safeguards. Key dates include the vendor questions deadline of July 24, 2024, and the quotes submission deadline of July 29, 2024. The intended contract type is a firm fixed-price arrangement with a base period of one year and four optional years. Evaluating criteria include technical merit, past performance, and price, with the award based on the best value to the government.
    36C24824Q1373 0001.docx
    The Department of Veterans Affairs seeks a contractor for document shredding services at multiple locations in Florida. The primary objective is to procure secure and compliant paper shredding, with a focus on ensuring VA policies and directives are adhered to. The shredding services must be performed on-site, and the contractor will be responsible for providing and managing locked containers at each location. Non-paper items, such as hard drives and CDs, will be handled separately and shredded off-site. The solicitation specifies firm quantities and sizes for some locations but notes flexibility for others, to be determined after award. Key dates include a response deadline of August 1, 2024, with an expected transition period post-award. The contract is firm-fixed-price, with a base year and four option years, and the VA prefers a collaborative approach for scheduling services. Evaluation criteria include technical capabilities, past performance, and price, with certifications and training records required for contractor employees. The VA aims to ensure the safe and efficient destruction of sensitive documents, adhering to environmental and security protocols.
    PWS Sensitive Document Destruction MIA.docx
    The Miami VA Healthcare System seeks a certified vendor for routine sensitive document and pill bottle destruction/shredding services across its main facility and multiple outpatient clinics in southern Florida. The primary objective is to ensure the secure and responsible disposal of confidential information, adhering to privacy laws and VA guidelines. The contractor must provide certified on-site shredding, adhering to strict performance standards. They should also supply and manage locked containers for the collection of sensitive materials at these locations. The scope includes providing approximately 450 lockable bins and all necessary supplies initially, with regular replenishment as needed. The contractor is responsible for visual inspection and replacement of damaged locks on these containers. They must also develop a Sensitive Document Destruction Management Plan and maintain a logbook of all performance records. Additionally, the contractor will respond to special requests for sensitive document destruction within a specified timeframe. Key performance requirements include strict adherence to HIPAA guidelines and NAID certifications. The contractor must wear identification badges and comply with safety and security protocols on site. The VA reserves the right to inspect equipment and vehicles used in the process. Critical dates include a 30-day window for initial bin provision after contract award and specified shredding schedules for each location, with services required to begin immediately. Contractor personnel names must be submitted seven days prior to the commencement of services. The evaluation of proposals will consider past performance and compliance with VA requirements, with particular emphasis on experience in sensitive document destruction and adherence to HIPAA. Cost will also be a determining factor.
    STATEMENT OF WORK WORD 2024.docx
    The Department of Veterans Affairs in West Palm Beach seeks a contractor for periodic on-site shredding and disposal of sensitive HIPAA-related materials from its medical center and community-based outpatient clinics in Port St. Lucie and Delray Beach, Florida. The contractor must provide labor, equipment, and disposal services, ensuring HIPAA compliance and security. They are required to shred papers onsite into cross-cut pieces and provide a Certificate of Destruction upon completion. The scope includes supplying and maintaining locked collection bins and consoles, with weekly shredding services during working hours. The VA reserves the right to adjust the quantities and schedule, emphasizing the need for confidentiality and compliance with federal records management procedures. The contractor must adhere to NAID standards, complete a Business Associate Agreement, and maintain liability insurance. Key sites include the West Palm Beach VAHCS and clinics in Port St. Lucie and Delray Beach.
    Lifecycle
    Title
    Type
    R614--MIA & WPB Shredding Shredding Services
    Currently viewing
    Combined Synopsis/Solicitation
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