36C24821Q0019 0001.docx

Contract Opportunity Amendment to a Previous Combined Solicitation

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DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

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(POC Information Automatically Filled from User Profile Unless Entered)

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See Attachment

AGENCY'S URL

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AGENCY CONTACT'S EMAIL

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation R614 FY21: On-Site Document Shredding 33744 36C24821Q0019 10-20-2020 3:00 pm

EASTERN TIME, NEW YORK, USA

N 561990 Department of Veterans Affairs Network Contracting Office 8 (

NCO 8)

Room 315, Bldg. 2 10,000 Bay Pines Blvd Bay Pines FL 33744 Annette Whitfield-Johnson 727-399-3333 Annette.Whitfield@va.gov Departmentof Veterans Affairs Bay Pines VA Health Care System 10000 Bay Pines Blvd Bay Pines FL 33744

USA

http://www.va.gov Dept. of Veterans Affairs Annette.Whitfield@va.gov Annette Whitfield-Johnson FY21: On-Site Shredding Service Vendor Questions/Answers Solicitation 36C24821Q0019

1. Was there a possibility that you and your reviewing team would consider purchasing shredders for these facilities instead?

Answer: The solicitation is for on-site shredding service, not to purchase shredders.

2. Would it be possible to get a sight survey before quotes are due?

Answer: Due to the ongoing issues presented by the COVID Virus, a site visit is not being conducted. Please review the PWS and feel free to ask any questions pertaining to the bins that would help you in completing your quote.

3. Who is the incumbent for the current contract?

Answer: Please submit a FOIA request.

4. What are the dimensions of the current Slim Jims on the current contract?

Answer: The Slim Jims being used on the current contract are approximately 16 gallons. As part of the new contract, the potential contractor will have to provide all the containers.

5. How are the Slim Jims on the current contract complaint with VA Directive 6371? Do these containers have locking mechanisms built in?

Answer: The slim Jims utilized on the current contract has locking mechanisms and compliant with VA Directive 6371 because, they deter access by unauthorized individuals such as “dumpster divers” and overcurious employees.

6. As a small business, I would like to see if I can bid on this proposal?

Answer: The current solicitation is a 100% Small Disabled Veteran Owned Small Business (SDVOSB) set-aside.

7. Is VA Directive 6371 the guiding document for destruction parameters?

Answer: VA Directive 6371 is the current destruction policy.

8. Even if award is made immediately, a November 1 start does not allow time to order, ship and deploy containers. When does actual service need to commence?

Answer: The current contract would be extended 1 month to allow deployment of new containers that contractor must provide for the new contract.

9. Infection Control. It isn’t clear if we must present confirmation of our drivers getting flu shots. If so, what paperwork is required?

Answer: Please refer to Attachment D, VHA Directive 1192.01 in the solicitation for guidance.

10. Do you want the rolling containers to have a slot in the lid through which to insert documents to be destructed?

Answer: Any containers provided with wheels must be in a secured area of the locations to prevent their content from being read by individuals with no official business need or right to access the data contained in them.

11. Please describe a model of container for each required size that is “self-closing and self-locking.” All standard rolling bins and the traditional stationary 32-gallon console require a person to shut and open them using a key for the console and a padlock/hasp/key system for the rolling binds. We are not aware of any containers that close themselves or lock themselves (though the console will often lock if the door is slammed).

Answer: All potential containers provided must be lockable. BPVAHCS will not be providing locks. Please refer to Attachment A, Revised Price Cost Schedule for the estimated # of bins required.

12. How is the license in B different from NAID AA Certification? Please describe what license you are requesting.

Answer: A NAID certification is not required. However, non-NAID certified contractor(s) must be able to satisfy the standards outlined in Attachment C, VA Directive 6371 of the solicitation.

13. Is it a requirement to be a member of “ARMA International Equipment”? If so, please provide information how to reach this organization. Is it a requirement to belong to any other professional organizations besides NAID? If so, please elaborate.

Answer: Being a member of ARMA International or other professional organizations besides NAID is not required.

14. The size given of ¼” square is not a requirement in either NAID nor in VA Directive 6371. Please clarify if VA Directive 6371 is the guiding document for shredding parameters.

Answer: Paper should be shredded to a degree that definitely ensures they are not readable or reconstructed to any degree.

15. Will medial destruction be handled via modification?

Answer: An additional CLIN was added to the revised Price Cost Schedule to handle media. No modification will be issued. The price would be requested through the CO or COR. At the end of that month, that CLIN shall be included in the invoice. (See Attachment A, Revised Price Cost Schedule)

16. The count of this table does not match the price schedule. Should we use the price schedule quantities for the offer?

Answer: Please refer to Attachment A, Revised Price Cost Schedule for the estimated quantities needed.

17. Under NAID Certification regulations a shredding truck may not be opened during a pickup, nor in route to the destruction site. The shredding may be observed via video camera and a sample can be mailed to the VA. Will that be acceptable.?

Answer: The initial shredding must be conducted in front of a VA employee and the contractor must complete the Certificate of Destruction. In order to obtain a sample of the initial shred size, the contractor may be asked to shred blank paper and the contractor can obtain for proof of shredding blank paper size sample to ensure compliance.

18. Payments. If this is a firm-fixed price contract, and traditionally VA shredding contracts of this size pay for all containers to be serviced on a specific frequency, and such service includes inspecting each container on site, why will there need to be discussion on whether or not a container needs servicing? Will a VA employee be present at each stop when the driver arrives, and accompany him to each container and inspect it with the driver without slowing down the process? Who makes the final decision on servicing a container – is there an existing guideline to follow to determine the need? Please elaborate on this condition, and also clarify if the agency is saying that rental fees can be incorporated into the pricing. If the latter, where should those be listed?

Answer: Servicing means the bins should be replaced if damaged such as not having the ability to be locked. Once the contract is awarded, there will be a walk-through of where the bins at each location are to be places. All pricing should be incorporated in Attachment A, Revised Price Cost Schedule.

19. On page 5, 14B this paragraph seems to be taken from a hazardous waste solicitation; can it be removed?

Answer: Disregard the following paragraph B labeled Section 14 Documentation as it does not apply.

B. Contractor shall provide the ability to track all shredded waste from identified areas at each site. Contractor is responsible for providing all documentation for waste stream analysis, proof of insurance, copies of applicable permits, licenses as required by local, state, federal and EPA guidelines for hazardous waste regulations.

20. What sort of task orders are anticipated for this contract? These sections are typically seen in a Blanket Purchase Agreement rather than a firm fixed price contract. Can you please elaborate on what these sections are about – specifically is this a Blanket Purchase Agreement?

Answer: The anticipated contract will be firm fixed, not a blanket purchase order agreement.

21. Since this is an SDVOSB set-aside, why is a total small business set-aside notice included?

Answer: Because the procurement has been total set-aside for SDVOSBs which happened to be a small business as well.

22. Is an SF 1449 available for this solicitation or does the PWS act as the 1449?

Answer: There is no SF 1449 for this solicitation as this is a combined synopsis solicitation and the SF 1449 is not required.

23. Can the information requested on page 39, (1-9) and the amendments be filled out here or do they need to be submitted in a different format?

Answer: The contractor is only required to provide the information. However, all potential contractors shall complete the Price Cost Schedule showing the break down of pricing.

24. Since employees are covered by the company’s NAID AAA Certification, what particular certifications and training certificates need to be submitted with the offer?

Answer: Any additional certificates pertaining to shredding one may have to show they can provide the service.

25. For the main campus, how far apart are the building where service is needed?

Answer: All bins are accessible, and the main campus has parking and a dock area. The main campus is comprised of several buildings. (See Attachment B, BPVAHCS Campus Map).

26. For all locations, will any bins be located above/below the ground floor? If so, are freight elevators available to move bins to/from ground level? If there is a loading dock, is there a ramp to the ground?

Answer: Yes, some bins are located above the ground level and freight elevators are available. Some of the loading docks have an adjustable lift and there are also separate ramps the leads to separate ramps.

27. Is there sufficient parking for our truck at each location/building for the time it will take to retrieve containers, shred the contents and return the containers?

Answer: Yes, there is sufficient parking to conduct the service at each location.

28. Is there a current contract for the work being solicited?

Answer: There is a contract in place for the service.

29. If so, please provide that awarded contract number or task order number (NOT the incumbent GSA contractor number).

Answer: Please submit a FOIA request.

30. Please provide the name of the incumbent contractor and when is the contract ending.

Answer: Please submit a FOIA request.

31. Please provide the annual contract amount.

Answer: Please submit a FOIA request.

32. Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill # 36C24821Q0019? If not, please explain how the work will be different under this solicitation.

Answer: Please refer to the solicitation as to what is required for the service.

33. How long does it take for the incumbent to perform the weekly service at the main locations?

Answer: The time it takes may vary based on factors such as weather and # of employees. The required service is to be provided 8am and 3pm, Monday through Friday.

See attached document: S02 - Attachment A - Revised Price Cost Schedule.

See attached document: S02 - Attachment B - BPVAHCS Campus Map.