36C24426Q0011 0002 Records Storage Amendment.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 6

0002 10-16-2025

None

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

36C244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

To all Offerors/Bidders

36C24426Q0011

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 11-05-2025 12:00 EST

See CONTINUATION Page

X

The purpose of this amendment is to provide an updated Performance Work Statement, update CLINs, and provide answers to questions received during Q&A period.

See summary of changes page in continuation page. Updated CLINs are also within amendment.

Updated PWS file is attached to the RFQ publication on SAM.gov

Shea Matthews Contracting Officer

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

71,748.00 CF __________________ __________________

Record Storage at NARA compliant facility

(5979 cubic feet per month) Contract Period: Base POP Begin: 12-01-2025 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage PRODUCT/SERVICE CODE: R616 - Support – Administrative: Physical Records Management Services

5,979.00 CF __________________ __________________

Transportation of applicable files for disposition at Silver Recovery Distribution

Center Contract Period: Base POP Begin: 12-01-2025 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Destruction of applicable files

Contract Period: Base POP Begin: 12-01-2025 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Indexing, Inventory, and Digitization of Files

Contract Period: Base POP Begin: 12-01-2025 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Removal of files from current location and transportation to NARA compliant facility.

Contract Period: Base POP Begin: 12-01-2025 POP End: 11-30-2026 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

(5979 cubic feet per month) Contract Period: Option 1 POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Center Contract Period: Option 1 POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Destruction of applicable files

Contract Period: Option 1 POP Begin: 12-01-2026 POP End: 11-30-2027 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

(5979 cubic feet per month) Contract Period: Option 2 POP Begin: 12-01-2027 POP End: 11-30-2028 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

Center Contract Period: Option 2 POP Begin: 12-01-2027 POP End: 11-30-2028 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

2003 Destruction of applicable files

5,979.00 CF __________________ __________________

Contract Period: Option 2 POP Begin: 12-01-2027 POP End: 11-30-2028 PRINCIPAL NAICS CODE: 493190 - Other Warehousing and Storage

GRAND TOTAL __________________

SUMMARY OF CHANGES

Updates to PWS:

1. Storage of Records Section (Pages 3 and 4)

2. Preparing Record for Disposition Transfer: Paragraph 1 updated (Pages 4 and 5)

3. Inventory Indexing shall now be completed within 240 days of receipt of boxes (Pages

2,3, and 4)

4. 1 option year has been added, now base + 2 option years (Page 5)

Updated CLIN Structure. CLINs are to be found above in amendment. These CLINs should be completed for quote submission and do not count against the page limits mentioned in RFQ.

Answers to questions received for NARA record storage:

1. Will the VA advise whether or not the Past Performance requirement is included in the page count?

Yes this should be included with technical content submission.

2. Will the VA please extend the due date for Quotes? The due date will be extended to Wednesday November 5th to Noon (12pm)EST.

3. Can the VA provide the address for the Silver Recovery Distribution Center in Hine, IL?

Department of Veterans Affairs Service and Distribution Center, Operations Division Bldg 37, Door 14 1st Avenue 1 block north of 22nd Street Hines, IL 60141

4. Can the VA confirm the Period of Performance for the Base year?

See new CLIN structure above. Expected period of performance for base year is 12/01/2025 through 11/30/2026.

Can the VA please confirm the Period of Performance for Option 1 as the Price Description is the same for both Base and Option 1. See new CLIN structure above.

Expected period of performance for OY1 is 12/01/2026 through 11/30/2027.

5. Volume Clarification – 5,979 Cubic Feet The solicitation references a total of 5,979 cubic feet of records for storage and/or transfer.

a. Can the government confirm that this figure represents the total physical storage volume of boxed records (e.g., standard file or banker boxes)?

Yes (confirmed) 5979 is the quantity currently being stored by the incumbent contract.

b. Our assumption is that one cubic foot roughly equates to one standard record storage box (10”H × 12”W × 15”D). Please confirm if this is a reasonable assumption for cost and volume estimation.

Standard size (5”H x 15”W x18D)

For larger xray films (e.g., 14" × 17"), ensure the box accommodates the full size without bending.

6. Shipping Quantity to Silver Lake Facility The solicitation indicates that a portion—or possibly all—of the 5,979 cubic feet is to be shipped to Silver Lake.

a. Can the government clarify whether the entire 5,979 cubic feet is expected to be transferred to Silver Lake, or if that figure represents the total holdings, with only a subset destined for Silver Lake? The 5,979 cubic feet represents total holdings of records needing to be stored. All of the records will need to be indexed. Once indexed, by direction of contract POC, records will need to be destroyed or dispositioned to Silver Lake. It is unknown which records will need destroyed and which records will need disposition. That insight will be gained after indexing is complete.

b. If only a portion will be shipped, can an estimated quantity or percentage be provided for pricing purposes? Due to the reasons outlined above about the unknown nature of what records will need to be destroyed vs stored and dispositioned; and the nature of the contract being a Firm Fixed price type, the full quantity amount is needed for quotes. However, as mentioned in the PWS it should be expected that storage amounts will decrease as records are destroyed/dispositioned.

7. Is the expectation that the awarded vendor will calculate the destruction dates for all records based on the retention schedule or will the CMCVAMC Records dept utilize the index records to make that determination themselves? CMCVAMC contract POC and records manager will make the determination of destruction and disposition dates once inventory indexing is complete and able to be analyzed.

8. Is CMCVAMC looking to be reimbursed for the costs associated with leaving the incumbent vendor? If so, please provide those costs.

No

9. The RFP mentions separating x-rays from paper records. This implies that they are currently co-mingled. Is that assumption accurate? If so, does CMCVAMC have an estimate as to what the breakdown looks like to help calculate time and labor?

This cannot be determined. It is possible files are separate, it is possible files are currently co-mingled.

10. Is the expectation that all records will be destroyed within 24 months, hence the 1 year agreement with 1 year option? It is the expectation that all records will be indexed within 180 days of contract start and all records destroyed or dispositioned to Silver Lake within 24 months (1 base year plus 1 option year). One additional option year has been added to the requirement, but yes, it is the expectation that all records will be destroyed or dispositioned to Silver Lake when the POP ends.

11. Is there a word doc of the standard terms and conditions available for our legal team to review and redline? The RFQ is the standard terms and conditions.

12. Not all potential line items are captured in your rate sheet. In addition to the sheet provided, can we submit a full rate sheet to cover all potential items? Vendors may submit multiple offers. Responses according to the CLIN structure in the RFQ is suggested.

End of Document