SOLICITATION NOTICE
R -- Document/Media Destruction Multiple Sites, Ohio, Indiana, Michigan
- Notice Date
- 12/23/2022 12:49:34 PM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- 250-NETWORK CONTRACT OFFICE 10 (36C250) DAYTON OH 45428 USA
- ZIP Code
- 45428
- Solicitation Number
- 36C25023Q0035
- Response Due
- 1/5/2023 10:30:00 AM
- Archive Date
- 03/06/2023
- Point of Contact
- Josh Kovar, Contract Specialist
- E-Mail Address
-
Joshua.Kovar@VA.gov
(Joshua.Kovar@VA.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- The purpose of this solicitation amendment is to provide answers to questions, provide an updated PWS, and to provide a new response time to the solicitation. Questions and Answers P. 2, Answer 1, 2.a. This states the elimination of the requirement that a contractor witnessing interim destruction provide a certification of destructions to the VA . Does this mean that no COD for onsite interim destruction is needed, only a COD provided monthly for instance with the invoice? Can the COD be consolidated for all locations within each healthcare system? You are correct, no COD is required for interim destruction, only for final destruction. The vendor shall provide a COD for each VA facility: Dayton, Cincinnati, Chillicothe, Columbus, Cleveland, Indianapolis, and Battle Creek. All the CBOCS that are listed under the main facility can be consolidated into one monthly COD and submitted to the main facility. P. 3. Non-paper media pickups In the Excel Price Schedule, it appears that only the VAMC s will need media pickup, please confirm. Only the VA Medical centers require (non-paper) media shredding. The Excel Price Schedule line items for media say NSP where or how should pricing for the quarterly media pickups be entered? The pricing for Media Destruction shall be entered in CLIN 0003AA, 0006AA, 0009AA, 0012AA, 0015AA, 0018AA, 1022AA, and all of the subsequent option years (1000, 2000, 3000 Etc.) The CLIN 0003,0006,0009 etc is the label for media shredding the SLIN (0003AA etc.) is the location of where the bin is at, size of bin etc. P. 4, C. Will the VA provide the labels for the vendor to install? No, each container shall be labelled with Bin number, company name and phone number. It will be up to the vendor to provide adequate labelling to the containers. The contractor shall also permit VA staff to affix instructional signage on the bins, this signage will provide details for who to call if a user requires a purge etc. P. 4, F. Collections. VA Directive 6371 does not mention that interim-shredded material must be shred within 24 hours of collection. It does state that the shredded material must be stored in a secure manner until it undergoes final destruction. Since the baler may take longer than 24 hours to move the shredded material to a pulp mill for final destruction, could the requirement to shred within 24 hours of collection please be changed to the secure manner verbiage found on page 12, #17 of Directive 6371? Adjusted the PWS all material and shred in a secure manner per directive 6371 Page 12, #17. P. 5, G. Since contractors have established routes that include other clients, to respond to a purge request or other unscheduled service requests within 48 hours can force us to cancel previously scheduled service for other clients. Could this please be revised to say that the two parties will work collaboratively to arrange the unscheduled service as soon as possible? Adjusted the PWS Please see updated PWS. P. 5, G. For the request to move or provide equipment within one business day could this please be revised to say at the next collection date (per K ), or that the two parties will work collaboratively to arrange the desired move/equipment as soon as possible? Adjusted the PWS Please see updated PWS. P. 5, H. If severe weather interferes with shredding, all client services for the days of severe weather must be re-aligned. Could this please be revised to say 72 hours, or that the two parties will work collaboratively to arrange a make-up collection as soon as possible? Adjusted the PWS Please see updated PWS. P. 6, N. VA Directive 6371 does not mention a particle size for either interim or final destruction. 1x5mm is generally reserved for classified material. For CUI, the 1x5mm particle size is achieved at a pulp mill through the de-inking and pulping process. This meets the two-step process described in CUI Notice 2019-03, attached. Since shredding companies do generally not own a pulp mill, can this paragraph please be revised to follow the wording in VA Directive 6371, with the NARA CUI Notice two-step process noted as guidance for achieving 1x5mm during the final destruction accomplished by the paper mill? Please see updated PWS P. 7, O., 2nd bullet. Please explain what recycling credits are and how they are calculated. Removed Please see updated PWS P. 7, O. last paragraph. This states weekly collection invoices will be delivered to the facility COR within five business days of collection. Is the VA requiring that the contractor invoice for services every week? If not, please define what weekly collection invoices are. Removed See updated PWS P. 9, Q. d. Mobile shred trucks cannot be opened onsite due to NAID and privacy regulations, but the VA may view the shredding via CCTV. Will this satisfy the requirement listed here? Yes, CCTV will satisfy the requirement P. 26, Price Schedule. The Cleveland HCS calls for only 95-gallon bins. Since this size container is generally not allowed to be permanently located in patient areas, will they be centrally located at each facility for the driver to collect and service, or presented at the dock for service? The CLIN/SLIN for Cleveland states: 95 Gallon Containers - Picked up Weekly Collected by Medical Center Staff and deposited into holding area for pickup and destruction. Will each facility provide an initial list of container placement since a new contractor will not be familiar building and room numbers? Yes, The facilities will all provide a list of containers and room numbers. Is this a firm-fixed price contract? Yes, this is a Firm Fixed Price Contract Accessibility For each of the Medical Centers, how far apart are the buildings where service is needed in other words will our shred truck need to move multiple times to service the various locations on the various campuses? You will need to move your truck between buildings. We provided site visits for each of the main hospital locations for prospective vendors to verify this data. At the Medical Centers, please confirm if there is a loading dock, and is there a ramp to the ground? Yes there are docks at each of the medical centers. Is there sufficient and appropriate parking for our truck at each location for the time it will take to perform the work? Yes Please confirm that removing/returning containers does not involve negotiating any steps at any location where shred containers are located above/below the egress floor. All medical centers have elevators and/or freight elevators to move containers to the ground level or dock level. Please see updated PWS, Attached below. The deadline for responses is hereby changed to 13:30 EST (1:30 PM) on 01/05/2023. All responses shall be sent via email to Joshua.Kovar@VA.gov and shall be received no later than 13:30 EST (1:30 PM). Any responses received after this time shall be considered late. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f)
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/7851e81593f041b38e0c3d4e161bc40c/view)
- Place of Performance
- Address: Multiple locations Please see PWS for details.
- Record
- SN06551498-F 20221225/221224211838 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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