Questions for Overton Brooks PWS.docx

Questions for Overton Brooks PWS

· P.1, 2.0 & 3.1, and p. 3 Performance Threshold Table. It appears that VA Directive 6371 is the guiding document for shredding standards, which requires shredding to a state of non-readable and non-reconstructible. However, NIST 800-88 is also mentioned; it requires a particle size of 1x5mm, which a mobile shredding truck cannot achieve on site. This size is generally used for classified information that is not typically generated at a medical facility, where confidential information is the norm. A 1x5mm particle size renders material to dust, which must be landfilled contrary to VA policy. Please confirm that VA Directive 6371 is the guiding document for performance standards for this contract and remove references to NIST 800-88 in those section setting requirements for paper destruction.

VA Directive 6371 is the guiding document for destruction. Interim destruction is performed onsite and final destruction is avowed to and final destruction notice provided stating that the materials were destroyed in accordance to VA Directive 6371.

· P. 1, 3.2.1.

· Classified documents must be destructed using more aggressive techniques than the confidential information typically found at VA medical facilities, and so cannot be performed on site. Their handling also often requires a special security clearance. Can you please confirm if classified material will be presented for destruction, and if so, the plan for separating it from confidential material and the specific shredding and security requirements for its destruction?

· Hard bound journals will jam the mobile truck shredding equipment, could the hard-bound covers please be removed prior to presentation for destruction?

No classified information will be submitted for destruction. Hard bindings will be removed from material prior to going into receptacles.

· P. 1, 3.2.2.

· Will media be separated from the paper since some media types cannot be destroyed with a mobile shredding truck? Is it permissible to destroy that type of media off-site?

Any media, outside of intermittent CD/DVD, will be separated from receptacles for destruction.

· Will there be a separate pricing line item for the media (other than CDs/DVDs) that indicates quantities and frequency of pickups?

No separate pricing required in contract for other media. Contractor just has to be able to provide these services upon request.

· P.2, 4.1. Please define “standard” and “large” container sizes, and how many of each will be placed at each location.

There are three container sizes currently used. 35” console, 64 gallon roller and 24” deskside console.

· P.2, 4.3. Please confirm that a narrow slot for depositing documents in the container is acceptable.

Narrow slot is acceptable.

· P.2, 4.5. Will the unscheduled requests for service be handled by modification or via p-card?

Purchase Card payments.

· P. 12, 7. Will our technicians be escorted if training cannot be completed prior to the start of the contract?

Escort will be provided as necessary. Interim destruction will be witnessed by VA employee.

· Locations

· Are site maps available, and a list of container locations?

Initial list of containers and locations will be provided.

· For the larger locations, how far apart are the buildings where service is needed?

Main facility campus is broken down into eight separate buildings within a five acre space.

· 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?

Elevators are available.

· If there is a loading dock, is there a ramp to the ground?

Loading dock with ramp is at main facility. Wheelchair ramps available at all other locations.

· 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?

Parking will be on street level at buildings with flashers going with the exception of main facility loading dock.