36C24622Q1163 0007.docx

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) 36C24622Q1163 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 To all Offerors/Bidders

36C24622Q1163 10-11-2022

X x x

November 7, 2022 at 4:30 p.m.

See CONTINUATION Page x The purpose of this amendment is to clarify the authoritative document to use for pricing purposes.

1. The authoritative document to use for pricing purposes is the table provided in Question #1 of the Technical Q&A.

2. Technical Q&A attached and please find the table on Page 2.

Natasha Jacobson Contracting Officer CVVHCS Document Shredding Central Virginia VA Health Care System FY23 Document Shredding

Technical Questions and Answers

Fredericksburg, VA

Fredericksburg, VA

Emporia, VA

Richmond, VA

· Currently, there are a total of two bins/consoles, sizes 36 inches and 24 inches

· In addition, there are 65-gallon and 95-gallon portable bins

· Location of bins and consoles provided in attached Locations List

*Please note, vendor shall supply all bins/consoles*

a. The total quantity listed in the above table for the VAMC Richmond is different from the total quantity listed in the new VAMC Richmond Bin Locations list. Is the Locations List the authoritative document for pricing purposes?

· The authoritative document for pricing purposes is the above table in Question 1.

· The PDF is being used as a guideline as to the locations of the consoles. The agency wants consoles placed in the areas listed in the Locations list. Also, the agency would like the opportunity to reassess console locations based on need (i.e., busier areas versus areas with less traffic

2. Are all items in the table consoles or are some 96-gallon bins? Would it be possible to separate the two amounts?

· *Update-Breakdown of console and bin locations are attached via a PDF* The 96-gallon portable bins are in the main hospital only and are kept in reserve for overflow usage, so consoles aren’t clogged. Example: A person retiring and cleaning out their office would use a portable bin to shred their old documents

· One person offices do not get a console, as consoles are available for all staff in office suites or wards. Positions that warrant a console in their office will have the smaller, 26in console. *Note: Private consoles are an exception, not the rule.

3. What is an estimate of how many pounds of paper or other items there will be for the locations requiring service?

· Pounds estimate is between 13 tons to 18 tons, (26,000-36,000 pounds) per month, for the main campus and CBOCs combined.

4. Would it be possible to extend the solicitation by a week?

· Response date is hereby extended to Monday, November 7, 2022, by 4:30 p.m.

*The main campus is 111 acres with several buildings, over 1,000,000 square feet* New Technical Questions Begin Below

5. Are any Bridge Contracts in place that extend the current contract?

· The FAR 52.217-8 clause, Option to Extend Services, gives the opportunity to extend a service up to 6 months from the original end date.

6. Will the agency consider extending the offer due date for a questions period and review of answers?

· Yes, the offer due date is extended to Monday, November 7, 2022, by 4:30 p.m.

7. *Page 3* Besides the basic Privacy Act training, are there any specific training requirements?

· NO

· THE FACILITY NO LONGER USES COMPUTERS WITH FLOPPY DISKS, TAPES, OR CD ROMS. WE DO NOT NECESSARILY NEED A SEPARATE CONTAINER FOR THIS TYPE OF MEDIA, BUT FACILITY CAN REQUEST A SPECIAL PURGE DATE FOR DESTRUTION OF THIS TYPE OF MEDIA. THE MEDIA WILL BE COLLECTED AND PLACED IN BOXES AND THESE BOXES WILL BE BROUGHT TO THE SHRED TRUCK FOR DESTRUCTION AT TIME OF THE PURGE. THE AGENCY WILL PROVIDE CONTRACTOR WITH THE QUANTITY OF BOXES, POUNDAGE AND TYPE OF MEDIA, BEFORE PURGE DATE IS SET. PURGES WILL BE DONE AS-NEED, AND CONTRACTOR WILL CONTACTED IN ADVANCE REGARDING PURGE DATE, ETC.

· THE FACILITY NO LONGER USES X-RAY FILM; ALL X-RAYS ARE DIGITAL.

b. Can a separate line item be added for media?

· THE FACILITY WOULD LIKE TO HAVE A PURGE LIST NTE LINE ITEM, MEDIA CAN BE ADDED TO THIS LINE ITEM.

· SEE ABOVE. Yes, a separate line item can be added for as needed media purges

9. *Page 4 of PWS (Scope)* Can Off-Site Destruction be an option for non-Paper Media as a contingency plan?

· No. For privacy concerns, all documents to include media, must be destroyed on facility.

The VA is requesting that media be destroyed at the facility. These items take special handling to prevent heavy metal contamination. Will the VA provide the appropriate setting for such destruction to prevent environmental impact?

· The agency no longer has x-ray film; It is all digitized. Removing references to x-rays.

· YES, LESS THAN 30 DAYS.

· LOST KEYS OR IF SENIOR MANAGEMENT OF ENVIRONMENTAL MANAGEMENT SERVICE (EMS) REQUESTS A COPY FOR THEIR USE.

12. Can the NIST guideline be removed, and the VA Directive 6371 be the authority over this contract? These two guidelines contradict each other and create a conflict.

· NO, THE NIST IS REFERENCED IN VA DIRECTIVE 6371.

Please clarify that the NIST reference is for the Final Destruction.

· Yes, the NIST is referenced for the Final Destruction of all media. CVHCS may still have old tape media, and when it is deemed necessary to purge this media, we want to make certain we follow NIST guidelines. VA Directive 6371 does reference NIST as one of the governing documents for Media Sanitation.

13. Will the Period of Performance start date be extended?

· Yes, the Period of Performance start date is extended to Wednesday, February 1, 2023.

14. *Page 5, Scope and 3.1* This mentions non-paper media needing destruction.

a. Some non-paper media must be destroyed separately from paper and/or off-site (e.g. tapes). Will the non-paper media be collected in separate containers?

· Yes

b. What is the anticipated frequency?

· Expected frequency will be as needed

c. Is appropriate off-site destruction allowed for those items that require it?

· Destruction of all documents and media must be done on facility due to content sensitivity

15. *Page 6, 3* This mentions that loads must be “sealed”. Per regulations, the shred truck is securely locked when starting the route and cannot be unlocked until reaching its off-load destination.

a. Could the requirement to “seal” the truck please be removed?

· YES.

Can you elaborate on the purpose of the additional security and what the expectation is or the type of “Seal” you are requesting? Or, where the requirement stems from?

· Trucks are not to be opened, under any circumstances once they leave the facility. Trucks are only allowed to be opened once it reaches its final destination. If the trucks are securely locked from time of departure from originating facility until final destination is reached, then returned empty to the facility, additional sealing is not needed.

16. *Page 6, 7* Stationary consoles and rolling bins have different locking systems.

a. Is it acceptable that all consoles and rolling bins be keyed alike? YES

17. *Page 9, a* Can the day of the week be collaboratively agreed to post-award since the contractor must incorporate the VA work into already existing routes?

· YES

18. Will each facility provide an initial list of container placement since a new contractor will not be familiar with building and room numbers?

· Yes. List of console and bin locations are attached via a PDF

19. Amendment 0001, Purges*

a. Please define what LT means. Does it consist of one purge, or a specific number of purges in the course of a year? What is the quantity of items that will be presented in one purge? Such as a specified number of pounds, containers or boxes?

· LT refers to Lot – Removing LT unit of measure and replacing with JB (Job). Purges are done as needed. Additional media/materials for destruction can be separated collected and quantity of boxes of media can be provided to contractor at the time of the special purge. The contractor will be contacted in advance of the purge with all information needed.

b. There is no CLIN in the Price Schedule for purges. Is 0008 listed for informational purposes or, is the agency requesting we provide pricing for these? If so, where should that be entered and please give a more detailed description of what the purge parameters are

· Pricing for line item 0008 purges will be provided by the agency and will be done as needed or bi-annually When will the updated pricing sheet be provided to reflect 0008?

· Line item for Special Media Purges, flat rate, not to exceed $10k/year, with a frequency of “as needed” is hereby added to the schedule for Line items 0008, 1008, 2008, 3008, and 4008. Updated schedule provided.

20. Amendment 0001

a. Is it possible to expand just a little on how many 24” consoles there are and where they are located? Even something as simple as all are at the VAMC and they won’t exceed 15% of the total containers at that location.

· Please see PDF attachment for console locations and sizes

21. Please confirm that at the CBOCs, there are no steps to negotiate with our rolling collection bins.

· THERE ARE NO STEPS.

22. Could you please provide the contract number for the current contract and when the contract is ending?

· VA246-17-P-6149; January 31, 2023

23. Is the level of effort being performed under the current contract fundamentally the same as what will be required under the new contract?

· Yes