R614--Black Hills VABHCS Document Destruction Services Sources Sought

The Black Hills VA Healthcare System requires document destruction services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before June 7th, 2026. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. Question # Questions Vendor Responses 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks. *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* DRAFT STATEMENT OF WORK DOCUMENT DESTRUCTION AND DISPOSAL BLACK HILLS VA HEALTH CARE SYSTEM GENERAL: The Contractor shall provide all labor, personnel, equipment, supplies, secured vehicles, materials, supervision, and other related services necessary to provide commercial document destruction and disposal services for these 3 campuses: Fort Meade VA Campus, VA Black Hills Health Care System s main hospital, located at 113 Comanche Road, Fort Meade, SD 57741. Hot Springs VA Campus, VA Black Hills Health Care System s main hospital, located at 500 N. 5th st., Hot Springs, SD 57747 Rapid City CBOC, located at 2165 Promise Road, Rapid City, SD 57701 This service shall be performed once per week at a specified time, as agreed to by the Contractor and Contracting Officer Representative (COR). The agreed time must fall between 7:00am 3:30pm, Monday through Wednesday. Federal Holidays. Service days that fall on a Federal Holiday or any other day specifically declared by the President of the United States as a Federal Holiday will need to be rescheduled to the day before or after the Federal Holiday. The ten guaranteed Federal Holidays observed by the VA are: New Year s Day Martin Luther King s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day The Contractor will provide bins to be positioned onsite at each location, for the documents to be stored in until destruction. The bins should be approximately 96-gallon wheeled containers that have an attached lid and are lockable. Console keys shall only be provided to authorized VA employees at the discretion and approval of the VA COR. The COR shall maintain a listing of authorized VA employees. These containers will consist of VA records and other material that may contain sensitive information. These records may include, but not limited to paper, carbon paper, binders, folders, DVD s, CD s, VHS tapes, prescription bottles with labels, and other non-paper materials. The Contractor will shred paper material in accordance with VA Directive 6371 of Temporary Paper records. Guidelines require shredders to have cross-cutting capabilities which produce particles that are 1x5 millimeters in size, or disintegrator devices with a 3/32-inch security screen. If on-site mobile shredding equipment does not shred documents to meet the 1x5 millimeters in size, the Contractor or it s sub-contractor must complete the destruction process by pulverization, bleaching, pulping, or other means, approved in advance by the COR that will fully destroy the data to final destruction. Final destruction is defined as being non-readable and non-reconstructable to any degree. The Contractor will shred all floppy disks, Reel and Cassette Format Magnetic Tapes according to appropriate guidelines. CD s and DVD s must be incinerated or shredded to a particle size with nominal edge dimension of 5mm and a surface area of 25mm(squared). Prescription bottles with labels will be shredded to meet the requirement of Final Destruction as defined in VA Directive 6371. The Contractor will service up to 8 bins total for all 3 locations, weekly and provide extra bins for overflow of sensitive documents. The quantities of bins may increase or decrease by 15% at no additional charge to the VA. Estimated and/or historical weights provided by the Government are based on the best available information at the time of issuance of this solicitation. The Government does not guarantee these estimated weights to be factual. The weights are subject to change per the needs of the Government. For the fiscal year 2024, 72,000 pounds of documents were destroyed. The Contractor will provide, at the minimum, Interim Destruction onsite and Final Destruction offsite. If the Contractor is able to provide Final Destruction onsite, this is also acceptable. In any case, a Certification of Destruction will be provided to the COR. Please see definitions below for reference. The contractor shall complete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) at the time of contract award. Onsite Contracting staff will read and sign TMS 20939 (VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information). The COR will maintain this training documentation on file. The contractor shall maintain liability insurance for the duration of the contract. The contractor s employees performing these services must wear a company uniform while on Government property. All Contractor personnel who will perform services at the VA Facility must acquire VA identification through the VA s Personal Identification Verification (PIV) system. The Contractor personnel must wear visible VA Contractor Identification at all times while on VA premises. The documentation to obtain a PIV badge will be provided by VA to the contractor after award. Contractor personnel will be required to be fingerprinted to receive a PIV badge. Any cost associated with PIV cards (i.e. judication) is the responsibility of the Contractor. DEFINITIONS: Certificate of Destruction: Written documentation that attests to the completion of the destruction process after Final Destruction of the records. Certification of Destruction can be in the form of a letter, memo, or any formal document attesting to Final Destruction. This certificate is not considered valid if completed and submitted prior to the Final Destruction. If the Final Destruction is completed by a subcontractor, then the Certificate of Destruction can be completed by either the subcontractor or the main contractor (with assurance that the subcontractor completed the Final Destruction). Final Destruction: The process, through which temporary paper records are pulped, macerated, shredded, or otherwise destroyed to a degree that definitively ensures that they are not readable or reconstructable to any degree. If this Final Destruction is performed away from a VA facility, it must be performed by an information destruction contractor (or its subcontractor or third party) who has demonstrated that: Its destruction process constitutes final destruction as defined by VA Directive 6371; and It has implemented reasonable physical safeguards to protect VA temporary paper, and other VA records containing personal information during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper and other records containing personal information. Interim Destruction: Any physical destruction process that substantially reduces the risk that VA sensitive information (Personally Identifiable Information (PII), Protected Health Information (PHI), etc.) will be disclosed during transport and short-term storage (less than 30 days) of temporary paper and other personal records but does not meet the requirement of Final Destruction as defined in VA Directive 6371. Interim destruction is a reasonable physical safeguard that affords an additional layer of security for temporary paper records and other records containing personal information…