Questions with Answers.docx

Questions with Answers – 36C25026Q0383 – Document Shredding & Destruction

1. We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number and what the total contract value was?

RESPONSE: This is not a technical question; you can check SAM or FPDS.

2. Do we have to respond with the full 171 pages or there are pages you recommend we select & reply?

RESPONSE: Please review the solicitation in its entirety and respond accordingly.

3. Purges – 300 Banker Box Increments The solicitation states purges will be quoted in 300 "Banker Box" increments. Can you please clarify:

RESPONSE: This requirement is no longer part of the solicitation. If a facility experiences a purge that exceeds the capacity of the bins listed for that location, the COR will coordinate an additional pickup with the awarded contractor at the time of need. It should be noted that such occurrences are not expected to happen more than once per year per location, if at all. Please see attached “UPDATED PWS” and “UPDATED Price Cost Schedule”.

· Are materials accumulated and stored until reaching 300 boxes before a purge is requested?

RESPONSE: N/A see above response.

· Are purge pickups consolidated across multiple facilities or handled individually per location?

RESPONSE: N/A see above response.

· What is the estimated frequency of purges (e.g., once a year, quarterly, monthly)?

RESPONSE: N/A see above response.

4. Toledo CBOC Bin Quantity The price schedule (CLIN 1002AA) lists 555 – 20"x20"x36" bins for the Toledo CBOC. However, the bin location document (SHRED BINS LOCATIONS 3-4-2026.xlsx) shows 39 bins of that size at this location. Can you please confirm the correct quantity?

RESPONSE: The 555 is a mistype. The estimated amount should be 55 20"x20"x36" boxes. Please see attached “UPDATED Price Cost Schedule”

5. Containers Will the awarded contractor be expected to provide new containers, or will existing containers be transferred? If new containers are required, is there a transition period for deployment?

RESPONSE: Please ensure to read the solicitation in its entirety. The awardee will be expected to provide the required containers for this requirement. It will be expected that the awardee will be ready for an effective date of 5/1/2026.

6. Is this an administrative error?

Page 3:

RESPONSE: No, this is not an administrative error.

7. Since those of us who will be closed on Good Friday will only have one day between submitting questions and having to send our bid, would you consider extending into next week? Even if you posted answers Wednesday afternoon, that’s not much time to digest the Q&A and compose a bid.

RESPONSE: Good Friday is not a federally recognized holiday. However, in consideration of your request, the Government will provide a courtesy extension. The new submission deadline is 12:00 PM Eastern Time on April 6, 2026.

8. I want to see if this solicitation was unduly restricting a SDVOSB to compete for the award.

RESPONSE: No, this solicitation is not unduly restricting an SD/VOSB to compete for the award. Market research did not establish sufficient evidence to meet both elements of the “VA Rule of Two” determination. This decision reflects statutory and regulatory requirements. SD/VOSBs, as well as any other socio-economic category, are fully encouraged to submit proposals under the current solicitation.

9. We received a call from a vendor asking us to submit pricing for the document shredding RFQ for the Ann Arbor VA. Before submitting information to a third party, I just wanted to check with you to see if you contracted a vendor to obtain bids for your shredding RFQ?

RESPONSE: The VA has not (and does not) contracted with any other entity to collect pricing or quotes on our behalf for any requirement.

10. In the Price + Cost + Schedule Spreadsheet, there is a section requesting pricing for One-Time Box Purges. Could you provide some insight into how frequently these purges occurred over the past year? For example, were they conducted on a monthly basis as the sheet may suggest?

RESPONSE: This requirement is no longer part of the solicitation. If a facility experiences a purge that exceeds the capacity of the bins listed for that location, the COR will coordinate an additional pickup with the awarded contractor at the time of need. It should be noted that such occurrences are not expected to happen more than once per year per location, if at all. Please see attached “UPDATED PWS”.

11. Additionally, would these purge pickups need to be shredded on-site, or is off-site shredding acceptable?

RESPONSE: N/A see above response.

12. SOW states, you reserve the right to increase work, if that happens, what is the procedure to invoice for the additional work?

RESPONSE: I If services outside the scope of the existing CLINs and PWS are required, they will be evaluated, and if applicable, a contract modification will be issued to add those services prior to any work being performed.

13. Fisher House pick-ups parking location RESPONSE: The truck can pull into the parking lot to pull that bin

14. Do we shred hard drives?

RESPONSE: No, OIT has its own National media Construction contract; please note The following are not included in this requirement:

· Hard Drives

· Tape Media

· Floppy Disk

· DLT (Digital Linear Tape)

· LTO (Linear Tape Open)

· Optical Disk (CD, DVD, etc.)

· VHS

· Data and Audio Cassette

· Data Tape Reels

· Microfiche (Prepare in bundles of 100).

· Printer Ribbon

· X-Rays

· Removable USB Memory (Thumb Drive)

· Removable Flash Memory (Compact Flash, SD Memory Card, SIM Cards).

· Mobile Devices: Cell Phones (Apple iPhone, Blackberry, Samsung, Android, etc.)

· PIV Cards (Personal Identify Verification)

· SSD Storage (Solid State Drive)

· Digital Cameras

· Tablets: (Ex: Samsung Galaxy, Apple iPad, Amazon Fire)

15. Site Map and list of shred bins with floor/room numbers provided at site visit RESPONSE: Please see attached

16. The 9th, 8th 3rd, 1st floors, T9 and Research were visited during the site visit RESPONSE: Took the attendees to several floors and bin locations to illustrate how the room numbers correlated to the floor, wing and room. Example A907. Wing A, Floor 9 and room 907. We did this on several floors. And which elevators service these locations. We also took them through the gym to access T9 and research when it re-opens. We showed them how to get to Building 31, 37, 3 and the house where research is located currently, both by the drive by where the Shred vehicle is parked and the exit by Starbucks.

17. How the building is configured between both sides Independence vs. Liberty was shown / discussed at the site visit RESPONSE: The AAVA is divided into two (2) main connecting buildings, Liberty (Sections A and B) and Independence (Sections C-F). Independence uses floors 1,3,5,7 and the sub-basement and Liberty has nine (9) Floors and the original basement and the entrance through the emergency department.

18. The Emergency entrance and where the truck parks on pickup days and how to access the outbuildings 31,37, 3 and the house on the property were shown / discussed at the site visit RESPONSE: Showed how to get to Buildings 31, 37, 3 and the house where research is located currently, both are by the drive by where the Shred vehicle is parked and the exit by Starbucks. Showed the location where the Shred truck parks by the exit area of the Emergency department or around the corner by the parking lot.

19. What is going to happen with the existing drop boxes, would the existing contractor take them as they leave or would there be an opportunity to buy them?

RESPONSE: The current drop boxes are the property of the incumbent contractor. The Government does not participate in, endorse, or facilitate the sale, transfer, or exchange of contractor‑owned equipment between vendors. Any such arrangements would be strictly between private entities, and the Government bears no responsibility for those interactions. Please also note that the awardee will be fully responsible for meeting all requirements of the solicitation, contract, and Performance Work Statement. No post‑award adjustments will be made to accommodate equipment availability.

20. Was the Rule of Two applied to this solicitation? If not please explain why it wasn’t.

RESPONSE: Market research did not establish sufficient evidence to meet both elements of the “VA Rule of Two” determination. This decision reflects statutory and regulatory requirements. SD/VOSBs, as well as any other socio-economic category, are fully encouraged to submit proposals under the current solicitation.

21. Will an extension for the bid close be considered since Good Friday is a holiday for many companies, and bidders will need time to digest the answers to questions to compose an appropriate bid.

RESPONSE: Good Friday is not a federally recognized holiday. However, in consideration of your request, the Government will provide a courtesy extension. The new submission deadline is 12:00 PM Eastern Time on April 6, 2026.

22. P. 80, first paragraph. This states that pickup of non-paper media will be quarterly at 3 areas within the Ann Arbor VAMC, but the corresponding CLINs (1001AC, etc.) call for weekly pickup. Which is correct?

RESPONSE: This requirement is no longer part of the solicitation. If a facility experiences a purge that exceeds the capacity of the bins listed for that location, the COR will coordinate an additional pickup with the awarded contractor at the time of need. It should be noted that such occurrences are not expected to happen more than once per year per location, if at all. Please see attached “UPDATED PWS” and “UPDATED Price Cost Schedule”.

23. P. 81, last sentence. Will all changes in frequencies or size/quantities of containers be made via quotes resulting in contract modifications?

RESPONSE: If services outside the scope of the existing CLINs and PWS are required, they will be evaluated, and if applicable, a contract modification will be issued to add those services prior to any work being performed.

24. P. 82, G. Does the “respond to the request within 24 hours” mean email/call the COR or conduct the unscheduled service?

RESPONSE: Email or call the COR.

25. P. 81, G. Same question as above for delivery of additional containers, moving containers, etc.

RESPONSE: If services outside the scope of the existing CLINs and PWS are required, they will be evaluated, and if applicable, a contract modification will be issued to add those services prior to any work being performed.

26. P. 82, K. Will scope of work changes be handled via quotes that result in a modification to the contract?

RESPONSE: If services outside the scope of the existing CLINs and PWS are required, they will be evaluated, and if applicable, a contract modification will be issued to add those services prior to any work being performed.

27. P. 87, Q, d. To prevent loss of CUI material, the box section of mobile shredding trucks may not be unlocked while on a route, but the shredding operation can be viewed via CCTV. Will that be sufficient?

RESPONSE: Yes, that will be sufficient.

28. P. 91, S. Please clarify what 96 hours of sustainability means.

RESPONSE: This requirement means that the contractor must have a plan showing how they will continue to operate for up to 96 hours (four days) in the event of an emergency. “Sustainability” in this context refers to the contractor’s ability to keep providing essential shredding services—even during disruptions such as power outages, severe weather, supply issues, staffing shortages, or other emergencies. Please see attached “UPDATED PWS”.

29. P. 147, first sub-bullet. Is this a request that a service calendar is provided for each location in the solicitation? If not, please explain further what is needed to satisfy this requirement.

RESPONSE: Page 147 contains only the list of attachments included in the original solicitation. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

30. P. 147, second sub-bullet. Is this a request to submit with the bid an experience summary for management, office staff, and driver personnel for both the prime and subcontractor(s)?

RESPONSE: Page 147 contains only the list of attachments included in the original solicitation. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

31. P. 147, sixth sub-bullet. Is a summary of the number and make of mobile shredding trucks, plus the main facility address sufficient to satisfy this requirement?

RESPONSE: Page 147 contains only the list of attachments included in the original solicitation. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

32. P. 147, eighth sub-bullet. Please define what the VA would like to see for the route plan – a map, a narrative, or some other type of plan?

RESPONSE: Page 147 contains only the list of attachments included in the original solicitation. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

33. P. 147. fifth main bullet. Please describe what the tests are that the prime may be asked to perform prior to contract award, and the subcontractor would perform in place of the prime contractor.

RESPONSE: Page 147 contains only the list of attachments included in the original solicitation. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

34. P. 148, first sentence. If a bidder’s representations and certifications are completed in SAM, is anything else required to be submitted? Also, in a search, 52.209-7 isn’t included in the solicitation so it cannot be completed.

RESPONSE: Page 148 contains provision 52.212-1. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

35. P. 149, Technical, eighth bullet. Please clarify what the requested Continuity Plan should address.

RESPONSE: Page 149 contains provision 52.212-1. Please ensure to read the solicitation in its entirety. Quoters should ensure that there is enough information in addition to the required information to adequately describe how the quoter expects to meet or exceed the requirements identified.

36. P. 150, SDVOSB/VOSB Status. What is the amount of the full credit for SDVOSB entities?

RESPONSE: Page 150 contains provision 52.212-1. Please ensure to read the solicitation in its entirety.

37. Is there sufficient parking for the shred truck at each facility?

RESPONSE: Yes. Please note that a site visit—while not mandatory—was made available specifically to address questions and details such as this.

38. Does the Medical Center have a loading dock with a ramp to move collection bins easily to ground level?

RESPONSE: Loading docks are not used (or necessary)-too busy; there is a place to park near emergency. Please note that a site visit—while not mandatory—was made available specifically to address questions and details such as this.

39. Please confirm that removing/returning containers does not involve negotiating any steps at any of the facilities in the contract.

RESPONSE: No steps required. Please note that a site visit—while not mandatory—was made available specifically to address questions and details such as this.

40. Is there a current contract for the work being solicited? If so, what is the contract’s current annual value?

RESPONSE: This is not a technical question; you can check SAM or FPDS.

41. If so, please provide that awarded contract number or task order number (not the incumbent GSA contractor number) and when the contract is ending.

RESPONSE: This is not a technical question; you can check SAM or FPDS.

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