Storage for Protected Health Information & slides.
Contracting Office Address
262-NETWORK CONTRACT OFFICE 22L (36C262) LONG BEACH CA 90815 USA
Sources Sought Synopsis THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201 (e). This is NOT a solicitation announcement. This is a source sought. The purpose of this sources sought is to request information and gain knowledge of potential qualified sources and their size classification relative to NAICS 493110 (size standard of $27.5 Million). Response to this source sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought, a solicitation announcement may be published. Response to this source sought synopsis are not considered adequate response for a solicitation announcement. GENERAL REQUIREMENT: The Department of Veterans Affairs (VA), Regional Procurement Office West has a requirement to establish a procurement for VA Long Beach Healthcare System, Pathology & Laboratory Medicine Service (PALMS). PALMS requirement is estimate 600 cubic foot rental storage space for Protected Health Information (PHI) and slides. The contractor will provide rental storage space for both PHI and slides. The contractor will also provide labor, equipment and material to transport, retrieve and destroy PHI according to the destruction date on the box. The contractor must be NARA certified and HIPAA certified. ADDRESS: VA Long Beach Healthcare System (VALBHS) Pathology & Laboratory Medicine Service (PALMS) 5901 E. 7th Street Long Beach, CA 90822 BLDG: 1, Room 200. PERIOD OF PERFORMANCE: Base year plus four (4) year option. Total five (5) years. A. STATEMENT OF WORK: The Contractor must list all charge items on the quote. The Contractor must complete Self-Assessment Questionnaire for Contract Service Providers - Contractor Security Control Assessment (CSCA) form for the initiation phase of acquisitions. The Contractor required to sign a Business Associate Agreement prior to receiving access to Veterans sensitive information. The Contractor shall provide services for pathology storage container relocated at a facility that is climate controlled, ranging in between 50- and 70-degree Fahrenheit. The Contractor shall pickup Protected Health Information documents from the VALB PALMS and transport to its facility for storage. The Contractor must have accidental insurance protection while transporting the VALB PALMS Protected Health Information documents and slides. The Contractor must notify in writing to VALB PALMS if Protected Health Information documents and slides were misplaced, lost, damaged, stolen or destroyed while in their custody within 48 hours. For any loss, damage, destruction or unauthorized access to the Protected Health Information documents and slides, the Contractor must liable to the actual cost item not to exceed $50.00 per item. The Contractor shall provide boxes and labels. The Contractor shall provide service to retrieve and refile (archiving). The Protected Health Information documents and slides shall be enclosed in boxes with labels which mark date, year, and general description subject or content of the box for destruction purposes. The Contractor shall provide service of destruction of Protected Health Information documents and slides according to date and year on the label on the box. The Protected Health Information documents and slides are not destroyed without prior written approval by the Contracting Officer s Representative (COR) or Laboratory Supervisor. Proof of destruction of Protected Health Information documents and slides shall be reported to the COR, Lab Supervisor, upon completion. The Contractor shall provide receipt to the COR or Laboratory Supervisor of Protected Health Information documents and slides that are being pickup before leaving the VALB premise. The storage building must stand up against earthquakes and designed to protect against fire threats with fire sprinklers. The Contractor must provide environmental controls such as intrusion detection, fire detection, alarm system and suppression systems. The Contractor must provide accidental insurance protection to their employees while transport VALB PALMS Protected Health Information documents. RESPONSE TIMES: The contractor must be able to respond within response times indicated: Monday to Friday from 8 A.M. to 5 P.M. Pickup and delivery retrieval will be requested via email or phone call as date and time of the request. Orders placed by 3 P.M. will be delivered next business day. Orders placed for pickup before 4 P.M. on a business day will be picked up next Business day, or within reasonable time, coordinated with the PALMS program service. The Contractors shall maintain and operate technical support 24 hours/day, 7 days a week. The telephone response time for the Contractor, after the initial call, shall be within 4 hours. CONTRACTOR QUALIFICATIONS: The Contractor must ensure the contract for commercial storage facility meet all requirements in accordance with the National Archives and Records Administrations (NARA) guidelines on storage. Contractor must show proof of NARA certification. The Contractor must have HIPAA Certification. CONTRACTOR SECURITY & PRIVACY: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. All VA policies shall be followed, and the contractor shall not copy, expose, and share information of Protected Health Information documents and slides. The Contractor must prevent the potential of unauthorized personnel, use, disclosure, modification, or destruction of Protected Health Information documents and slides. The Contractor must physically control and secure storage of Protected Health Information documents and slides based on the highest FIPS 199 security category. The Contractor acknowledges that any individual s Protected Health Information that comes within Contractor s custody, exposure, possession or knowledge or is created, maintained, retained, transmitted, derived, developed, compiled, prepared or used by Contractor in the course of or in connection with the performance of services are confidential and shall remain the exclusive property of VALB PALMS as required by law. The Contractor is required to comply with HIPAA regulations and guidance as required by law. The Contractor is required to conduct yearly risk assessments that could result from unauthorized access, use, disclosure, modification, or destruction of Protected Health Information documents and slides. The Contractor MUST follow rules and regulations for storage of Veterans sensitive information in controlled areas which physically access for those individuals perform the services specified in the contract. The Contractor MUST report a security/privacy incident that involves Veterans sensitive information to the COTR and the appropriate law enforcement entity, if applicable. Veterans sensitive information is not permitted to make copy, destroy without prior written approval by the COTR or VALB PALMS Supervisor. The Contractor must have contingency plan for Disaster recovery plan, policies and procedures for backup, storage and recovery. The contractor must secure information before transport and ensure no damage occurs during transport. Performance verification is required at the conclusion of every visit or action such as relocation, storage, or destruction. The Contractor shall administer its destruction of Protected Health Information documents per industry standards and adheres to VA Policy. Preventing damages to boxes, no more than 4 boxes are stacked. REPORTING: For services to be performed during normal working hours, the Contractor shall check in with the VA Police upon arrival at VA Medical Center, 5901 E. 7th Street, Long Beach, CA 90822, Building 5. The VA Police will provide the Contractor a visitor badge. This badge must be wearing all time while in the VA premise. In addition to signing in, Contractor personnel shall identify himself to the COTR or Lab Supervisor or Lab Manager before proceeding to the job site. This check-in is mandatory. After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the Supervisor or COTR. At a minimum, this report must contain a detailed description of any service performed and any recommendations necessary to meet regulations. COMPETENCY OF PERSONNEL: The Contractor must screen all employees using comprehensive background checks, this includes training employees to properly handle Protected Health Information. The Contractor shall ensure that all employees, subcontractor, consultant, agent, or other third party that create, receive, maintain or transmit Protected Health on behalf of Contractor are background checked and drug tested prior to hire. Each respondent must have an established business, with at least 1 year of experience. Contractor must maintain a current list of employee/sub-contractors that are accessing VA s information for this contract. CONFORMANCE STANDARDS: All work shall be performed, and equipment shall function in conformance with all VA safety standards, Regulations of the National Archives and Records Administration (NARA), manufacturer s/industry standards, the latest published edition of NFPA-99, OSHA, and other applicable national standards. Reference to NARA regulations: https://www.archives.gov/about/regulations/regulations.html Reference the VHA Records Management Office Records Control Schedule: https://www.va.gov/vhapublications/RCS10/rcs10-1.pdf FEDERAL HOLIDAYS: Work to be accomplished during normal work hours, excluding Federal Holidays or any other holiday declared by the President of the United States as a national holiday. Whenever a scheduled pick-up falls on a federal holiday, the Contractor shall consult with the COTR to determine if a deviation from the work schedule is necessary. Listed below are the legal Government holidays: New Year s Day 1 January Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the proceeding Friday is observed as the legal holiday by U.S. Government agencies. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor s personnel/FSE shall always wear visible identification while on campus at the VA Long Beach Medical Center. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is not permitted inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. CONTRACTOR WORKERS COMPENSATION AND INSURANCE: The Contractor is required to provide copies of proof of Worker s Compensation that complies with Federal and State Worker s Compensation and Occupational disease statues, and provide proof of General Liability Insurance, within 15 calendar days after notification of contract award. CHANGES: Any changes must be approved by the government Contracting Officer and authorized entity of the Contractor and mutually agree to any changes to the SOW, scope or deliverables. In response to this announcement, please complete the information below: Company Name: Address: Contact Name: Phone No: Email: DUNS: Business size information Select all that applies: Small Business Emerging Small Business Small Disadvantaged Business Certified under Section 8(a) of the Small Business Act HubZone Woman Owned Certified Service-Disabled Veteran Owned Small in Vetbiz.gov Certified Veteran Owned Small Business in Vetbiz.gov Large Business Other:____________ FSS/ GSA Contract Holder Yes No FSS/ GSA Contract Number Effective Date / Expiration Date Is your company considered small under the NAICS code 493110? Yes No Is your company NARA certified? If yes, please provide proof of certificate. Yes No Is your company HIPPA certified? If yes, please provide proof of certificate. Yes No Responses to this notice shall be submitted via email to Anthony.DelaCruz@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, January 13, 2019 at 9:00 am (Pacific Time). If a solicitation is issued it shall be announced later, and all interested parties must respond to that solicitation announcement. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
Original Point of Contact
POC Anthony Dela CruzTO null
Place of Performance
Bookmark This Notice
VA Long Beach Healthcare System;5901 East 7th Street;Long Beach, CA 90822, USA
Link: SAM.gov Permalink