Questions and Answers.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- Shredding and Destruction Services IDIQ
- Solicitation number
- 030ADV24R0051
- Issued by
-
Library of Congress
About this file
This document is a set of Questions and Answers regarding a federal contract opportunity for Shredding and Destruction Services at the Library of Congress.
The key details are:
- This is an unrestricted, full and open solicitation (Solicitation #: 030ADV24R0051) for shredding and destruction services for paper records, electronic media, and specialty items such as plastic, fabric, plaster, and metals.
- The required services include on-site shredding for paper and off-site shredding/destruction for non-paper materials. Services will be ordered on an as-needed basis, with 5-40 orders anticipated annually.
- The Library requires secure chain of custody documentation, including Certificates of Destruction with specific details. A contamination fee may be allowed if commingled materials are received.
- The proposal due date has been extended to July 11, 2024. Multiple existing contracts are currently in place for these services.
- Certain requirements, such as the dumpster provision and the security audit, have been removed from the solicitation based on the questions and answers.
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Other files
| File | Type | Posted |
|---|---|---|
| 030ADV24R0051 0002.pdf | ||
| 030ADV24R0051 0001.docx | DOCX document | |
| Attachment J-1 - Price Sheet.xlsx | XLSX spreadsheet | |
| Attachment J-2 - Past Performance Questionnaire.docx | DOCX document | |
| Attachment J-4 - USCO Task Order 2 SOW Rev.docx | DOCX document | |
| Attachment J-5 - Culpeper WD 2015-4283 Rev 29.pdf | ||
| Attachment J-3 - USCO Task Order 1 SOW Rev.docx | DOCX document | |
| Attachment J-8 - Sample Photos of Media for Destruction and Disposal.docx | DOCX document | |
| 030ADV24R0051.pdf | ||
| Attachment J-7 - Fort Meade WD 2015-4265 Rev 26.pdf | ||
| Attachment J-6 - Landover Manassas and Washington DC WD 2015-4281 Rev 29.pdf |
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Questions
| Questions and Answers for Solicitation#: 030ADV24R0051 - Shredding Services | ||||
| Page # | Section Number | Reference Text | Questions or Other Observations | Library of Congress Response |
| General | Are you expecting that we will have a FULL time Program Manager (160hours a month) for this project? | It it is up to the vendor to plan the appropriate coverage needed for this role. As long as their key personnel is available for the hours listed in the solicitation, the number of orders and frequency of the orders should dictate the coverage needed per month for the project. | ||
| General | Will LOC please extend the due date by two (2) weeks from the current due date (to July 23, 2024) to ensure all Offerors can incorporate answers to questions in their proposal response? | The due date will be extended to July 11, 2024. | ||
| General | What is the current (or previous) contract in place for these services? | |||
| There are multiple contracts in place at the Library of Congress: LCISS20D0002, LCCIO19A0060, LCLGR23D0005, LCCIO22F0003, and LCCIO22F0009. | ||||
| General | How many task orders does the Library anticipate being issued on an annual basis? | 5-40 orders. Please note a single pickup date constitutes an order. | ||
| General | Does the Library expect that a bidder must respond to all requirements listed in section C.3? | It is suggested that the vendor respond to the requirement areas that represent their general expertise area. Reponses for all requirements are preferable but not required. | ||
| L.1 Page 53, Proposal Submission Instructions | Regarding the font requirement, will the Library accept a font size greater than 10 point for headers used to distinguish different sections in the document? | Yes, 11 or 12 point is preferable. | ||
| C.3 Requirements Items 1: Secure shredding and destruction services for paper records are required as an off-service in accordance with Federal regulations Library's policy for "records destruction: and LCR 5-810. | What is the Library's policy for records destruction? Can this be provided? | The vendor requirement for NAID certification addresses the vendor's responsibiity regarding records handling for destruction. The librarys policy is considered government furnished information and could be furnished upon contract award. | ||
| C.3 Requirements Item 3: Bins will be marked by Division Name outside of the bin. | What is the Library looking to achieve by marking each bin by division? |
Can the use of temporary signage (i.e PDF/Flyers) be used in general bin locations to identify division?
| Can Library provide those documents? | Each division will have its own order as they are billed separately; they must be marked accordingly as they may have different scheduled pickup days. | ||||
| C.3 Requirements Item #3: Secure shredding and destruction services on-site and off-site for sensitive non-record paper materials including paper, books and magazines, sheet music, manuscripts, maps, photos, posters and architectural drawings. | For materials that cannot be destroyed on-site such as hardcover books, drawings on cardboard rolls, metal prongs, will the Library allow these items to be destroyed via off-site destruction? | Paper will be destroyed onsite. Non-record other materials will be boxed and palletized for off-site shredding. | |||
| C.3 Requirements Item 4: Mixed electronic media non records | Can the Library place mixed electronics in boxes? | Yes,mixed media can be put in boxes. | |||
| C.3 Requirements Item 4: Mixed electronic media non records | Will the Library separate hard drives from all other media? | Yes, Hard drives will be separated and marked as such. | |||
| Update requirement | C.3 Requirements Item 4a: Mixed electronic media non records Replace section 4a (Mixed media will be boxed and palletized. Hard drives will be separated and marked. Id cards may be placed in bins. This requirement may be ordered by various divisions in the library. | Is the Library requesting 15-20 lockable 95 gallon bins for media? If so, is the Library open to other container types because 95 gallon containers are not designed for the weight of media and pose a risk of spillage and potential injury? | 95 gallon lockable bins are to be used primarily for paper shredding and may be used to collect id cards. Mixed electronic media will be boxed and palletized. The respective orders will specify the packing receptacle type. See the pricing sheet for receptacle types for this contract. | ||
| C.3 Requirements; Item 4b: Library (property) 5X3X4 rolling bin pickup. | Please describe what the rolling bin is. In addition, will the bin be unloaded at the vendor's truck, or will it be placed on the truck for transport? In addition, does the bin need to be returned after pickup, or does the library have multiple carts that can be rotated at each service? | This is a 5X3X4 library furnished rolling bin; library staff will unload at vendor's truck. Library staff and vendor will load the truck. This is library furnished property which to be unloaded and returned to the library after each use. | |||
| C.3 Requirements item 5: Outgoing material will be palletized for destruction using pallets, individual boxes or loose media shrink-wrapped onto pallets (standard size: 48” x 40”) at an average weight of 12,000 pounds, which includes 50 (1 cu) boxes, 25 boxes for (2cu boxes) per pallet for a full pallet. | Can the Library clarify that the weight depicted per pallet is 12,000 lbs? | An average weight per pallet is 12,000 lbs; however pallets weight can fluctuate between 9,000 to 13,000 lbs. | |||
| C.3 Requirements Item #6: Secure shredding and destruction on-site and off-site of specialty items that may include plastic, paper, fabric, plaster, metals and metal construction or combination of all. | As only paper can be shredded on-site, please confirm that all other materials are acceptable for offsite destruction processing. | All other (non-paper) materials are acceptable for offsite destruction as long as they are boxed. | |||
| Remove requirement | C.3 Requirements Item #6: Vendor shall provide 30 yard open top dumpsters. (Remove requirement) | What is the service frequency need for dumpsters? | |||
| What type of material is being loaded into the dumpsters? | Dumpsters will not be required for this contract. | ||||
| Remove requirement | C.3 Requirements Item #6: Vendor shall provide 30 yard open top dumpsters. (Remove requirement) | In lieu of the dumpster, would the Library accept either a Locked closed compactor or open cardboard gaylords? | Dumpsters will not be required for this contract; compactors or gaylords will not be used for this contract. | ||
| Remove requirement | C.3 Requirements Item #6: Vendor shall provide 30 yard open top dumpsters. (Remove requirement) | Does the Library have space for multiple dumpsters that can be used for each different type of material? | Dumpsters will not be required for this contract. | ||
| Remove requirement | C.3 Requirements Item #6: Vendor shall provide 30 yard open top dumpsters. (Remove requirement) | Can the Library confirm that the material in the dumpster would be landfill material and therefore not need to be sorted? | Dumpsters will not be required for this contract. | ||
| C.3 Requirements #6: Secure shredding and destruction on-site and off-site of specialty items that may include plastic, paper, fabric, plaster, metals and metal construction or combination of all. | Can the Library advise if the dumpster will be used for construction waste? | Dumpsters will not be required for this contract; dumpsters will not be used for consruction waste. | |||
| C.3 Requirements #7: Secure shredding and destruction certificates are required as proof of chain of custody of materials destroyed. | Will the Library accept a Certificate of Disposal in lieu of a Certificate of Destruction for materials that are collected via the dumpster? Certificate of Disposal is used for dumped materials versus boxed, palletized materials. | Dumpsters will not be required for this contract. Certificates of disposal are not accepted. | |||
| C.3 Requirements #7: Secure shredding and destruction certificates. Each Certificate of Destruction must contain as a minimum the following: |
Pickup location Pickup/Service date Number of boxes destroyed.
Total pounds General description of material destroyed.
| Name of Contractor witnessing the off-site destruction | For any criteria not typically listed on a Certificate of Destruction, will the Library accept online reports to get that information? | No. Vendor should provide all required information in this section either on the certificate itself or attach it to the certificate in order for the requirement to be considred met. | |
| C.3 Requirements #7: Secure shredding and destruction certificates. Each Certificate of Destruction must contain as a minimum the following: |
Pickup location Pickup/Service date Number of boxes destroyed.
Total pounds General description of material destroyed.
| Name of Contractor witnessing the off-site destruction | Please clarify "name of contractor witnessing the off-site destruction" - is this the company name or an individual employee? | Vendor company and employee name performing the destruction should be listed on the certificate. | ||
| remove requirement | C.3 Requirements #8, Page 11, Certification includes the Contractor passing an audit by security professionals possessing Certified Protection Professional (CPP) accreditation through the American Society for Industrial Security International. | Can the Library advise who would perform this audit? |
What are the parameters of the audit?
What will be audited (e.g., facilities)?
Are vendor's personnel being audited?
| Will the Library cover the cost of the audit? | We will remove this requirement as this certification is not needed. | ||||
| remove requirement | C.3 Requirement #8: Certification includes the Contractor passing an audit by security professionals possessing Certified Protection Professional (CPP) accreditation through the American Society for Industrial Security International. | Will the Library accept a security audit that is similar and aligned with ASIS standards? | We will remove this requirement as this certification is not needed. | ||
| remove dumpsters | Attachment J.1 - Price Sheet | The pricing sheet is separated by material (e.g., paper, mixed electronic media, moving images, etc.). Standard practice in shred is to have a separation of materials, and any commingled material typically includes a contamination fee. In the event that contents in the collection devices (e.g., bins, consoles, etc.) are commingled, the vendor would need to charge a contamination fee. Please confirm that bidders can modify the price sheet to include a line item for a contamination fee. | Materials will be identified and marked by CLIN. Add a separate line item for misc fees; including contamination fee. | ||
| C.3.1 Pick-up Location and Instructions: Within 24 hours of the pickup, the Contractor shall contact the COR and the United States Capitol Police (USPC) Capitol Hill security checkpoint to confirm arrival time. | Can communication be in the form of email notifications to designated email addresses provided by the Library? | Yes. | |||
| Regarding H.5 LC52.204-27 HANDLING OF FEDERAL RECORDS (JUL 2021), item #10 | Regarding the Library of Congress-provided records training, can the Library advise how this training is delivered and the number of hours of such training? | The vendor requirement for NAID certification addresses the vendor's responsibiity regarding records handling for destruction. | |||
| Is this unrestricted? | Yes, this is full and open. | ||||
| It mentions a lot of media and that has to be sorted and we cannot co mingle paper with media. Is that an issue? | Please see rows 13 and 28 above. | ||||
| No frequency was mentioned and I was wondering If their would be a set schedule like every 2 or 4 weeks? | Services will be performed as ordered/needed; there is no schedule for regular pickups. |
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