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Document Destruction
Department of Veterans Affairs (VA)
Veterans Health Administration (VHA)
Montana VA Health Care System (MTVAHCS)

BRIEF SCOPE OF WORK
(This is for information only)
PURPOSE:
The Montana VA Health Care System has a requirement for the document destruction of classified information, in a cost-effective, efficient manner, contributing to the VA Mission.

This is a non-personal services contract. The Contractor, its employees, agents and
subcontractors shall not be considered VA employees for any purpose of fulfilling the PWS and shall be considered employees of the Contractor. Contractor shall furnish all labor, materials, parts, equipment, tools, shipping, transportation, insurances, licenses, certifications and supervision necessary to provide services in accordance with this Performance Work Statement (PWS).
SCOPE OF WORK:
Contractor is required to timely destruction of classified and personal identifiable information and/or documents by a shredding contractor, which documents, or items contain protected health information or individually identifiable information on veterans, employees or vendors.

Destruction techniques may include but are not limited to shredding, pulverization, disintegration, purging, pulping an incineration in accordance with (IAW) federal, state and local laws and ordinances of the State of Montana. The Contractor shall provide for weekly, Monday through Thursday morning, service and unscheduled services that may arise from time to time as directed by the Department of Veterans Affairs, Rocky Mountain Acquisition Center, the Contracting Officer (CO) assigned to the contractor s contract, or any other designated CO. The Contractor shall perform all services at the locations and with the specific frequency shown on the Pickup Schedule

The Contractor shall collect and properly dispose of sensitive material/information in accordance with 36 CFR 1225 and VA Directive 6371 for the destruction of temporary paper records, dated April 8, 2014, and in accordance with the specifications, terms and conditions of this solicitation for a period of one (1) year to commence on or about September 1, 2018, through August 30, 2019, with four (4) one year extension option terms. All work is to be performed in accordance with (IAW) federal, state and local laws and ordinances of the State of Montana.

The requirements for this shredding contract, outlined below, are taken directly from VA Directive 6371 Destruction of Temporary Paper Records, dated October 29, 2010. To ensure proper compliance with this Directive, additional requirements or statements may be added or clarified, however, no tasks may be removed without prior approval of Privacy Officer.
Shredding services are required for the Fort Harrison VA Medical Center, located in at Fort Harrison, MT and office locations in Helena, MT and for each of Montana VA Health Care System community based outreach clinics (CBOCs), for each VA owned and contracted site in Montana: Anaconda, Billings (2 locations), Bozeman, Cut Bank, Glasgow, Glendive, Great Falls, Hamilton, Havre, Kalispell, Lewistown, Miles City (2 facilities-CBOC and Community Living Center), Missoula and Plentywood.

The objective of this contract is to ensure the legal, proper safe-keeping and physical destruction of personal, confidential and proprietary information consisting but not limited to paper and other medium, microfilm, microfiche, stored data, and other similar items containing personal, confidential, and proprietary information per HIPAA, NARA Code of Federal Regulations - 36 CFR 1225 and NIST SP 800-88 and to provide the Department of Veterans Affairs, Veterans and employee privacy by destroying confidential information documents in accordance with:

VA Directive 6371, Destruction of Temporary Paper Records / See Appendix A
Privacy Act of 1974, 5 USC 552a
Federal Records Act, 44 USC Chapter 31
NSA/CSS 02-01, Evaluated Products List for High Security Crosscut Paper Shredders
NSA/CSS 02-02-M, Evaluated Products List for High Security Disintegrators
VA Directive 6300, Records and Information Management
Contractor Rules of Behavior / See Appendix C
VA Directive 6500, Information Security Program
VA Handbook 6500.1, Electronic Media Sanitization / See Appendix B
36 CFR 1220.14 Subpart A, General Provisions, General Definitions
36 CFR 1226.24, Destruction of Temporary Records (formerly 1228.58)
44 USC 3302 § 1228.58 Destruction of Temporary Records
VA Directive and Handbook 0710, Personnel Suitability and Security Program

The Department of Veterans Affairs adheres to the Privacy Act of 1974 that was established to ensure that government agencies protect the privacy of individuals and businesses with regard to information held by them.
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IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

Please communicate via e-mail to frances.basham@va.gov by COB 01/17/2023 as to your company s interest and ability to perform service per this brief Scope of Work.
If interested, please provide the following:

Please state your company s business size as related to NAICS code XXXXXX
As per the Limitations of Subcontracting: (see FAR 19.505)
As Primary Contractor: what % of Total Contract Value will you retain?
If using a Subcontractor: what % of Total Contract Value will go to them?
Please provide SAMs Unique Entity Identifier number
If you have an FSS/GSA contract that includes this service
Provide FSS/GSA contract number if applicable
In order for you company s information to be counted in relation to this Market Research all above questions must be answered.

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