RFIs for Doc Destruction.docx

RFI Questions for Solicitation 36C25625Q0315 Document Destruction Services for SLVHCS

1. Is there a specific start date for performance?

a. Performance will begin on March 1, 2025.

2. Are there any specific security clearance requirements for personnel handling the shredding?

a. The contractor will be required to have or sign an BAA and must have an NAID certification.

3. What level of document destruction is required (e.g., cross-cut shredding, strip shredding, compliance with HIPAA, VA security policies)?

a. Document destruction must be performed in compliance with all applicable HIPAA standards, VA Directive 6371, and the Health Information Technology for Economic and Clinical Health Act (HITECH).

4. Does the VA require a Certificate of Destruction after each service?

a. Yes; Please see PWS Section 2.2.8

5. Is the shredding service required on-site, off-site, or both?

a. All document destruction must be performed on-site.

6. How often is the service required (e.g., weekly, biweekly, monthly)?

a. Weekly; except for Michoud warehouse which will be performed quarterly.

7. Will there be multiple pickup locations within the facility?

a. Yes. Please refer to attached list of locations.

8. Who is the incumbent?

a. RW Lonestar

9. What is the current contract number and when does the current contract end?

a. Contract # 36C25620F0255 – ends February 28, 2025.

10. Are any bridge contracts in place?

a. No.

11. Is there a loading dock or specific parking area for service vehicles?

a. Yes – loading dock access is permitted – loading dock located at 2401 Tulane Ave

12. Will badging be required?

a. Yes

13. Will escorts be provided if badges are not ready in time?

a. Yes, escorts will be available as needed.

14. What is the evaluation criteria?

a. LPTA

15. Any unscheduled services required?

a. No.

16. Street addresses for service locations

a. SLVHCS Main Campus; 2400 Canal Street, New Orleans, LA 70119

b. NCO-16 Contracting Office: 1515 Poydras Ste. 1100, New Orleans, LA 70112

c. Hammond CBOC; 1131 S. Morrison Blvd, Hammond, LA 70403

d. Slidell CBOC; 60491 Doss Drive, Ste. B Slidell, LA 70460

e. Michoud Warehouse; 4301 Poche Ct. West, New Orleans, LA 70129

f. Baton Rouge CBOCs (North and South);

i. 7968 Essen Park Avenue, Baton Rouge, LA 70809

ii. 7850 Anselmo Lane, Baton Rouge, LA 70810

g. St. John CBOC – 4004 West Airline Hwy, Reserve, LA 70084

h. VA Warehouse – 400 Edwards Ave., Harahan, LA 70123

17. BAA signature page. If the bidder has and attaches a national BAA with the VA, is it necessary to fill and sign this page?

a. No, attaching the national BAA is sufficient.

18. Could you please clarify how you want the proposal to be indexed and cross indexed by providing some examples?

a. Your proposal should be divided into two parts. The first is a statement of technical capability.

19. Could you please describe more fully or provide an example of the projected schedule requirement, or will a technical capability narrative be sufficient to satisfy this requirement?

a. Technical capability narrative is sufficient.

20. P. 69, 2.2.2. Will all frequency changes and container count/size changes be handled via contract modification?

a. Yes

21. What is the historical frequency of such changes?

a. There have only been minor updates to locations. The VA does not anticipate any major changes.

22. Could you please confirm that the requirement is for weekly service as stated on page 71, 4.?

a. Yes, weekly pickups are required. We will not require more than one pickup per location per week.

23. Could you please confirm that the count in this chart equals 174 executive consoles at the VAMC, 2 executive consoles at Mental Health 3426 Canal, and 2 executive consoles at Mental Health 3434 Canal?

a. Please refer to updated location list. The Mental Health facilities are no longer active.

24. It doesn’t appear that there are any rolling bins listed in Appendix A, please confirm none are required or detail quantity and location for rolling bins.

a. No rolling bins.

25. Are there are only 3 locations requiring service – the VAMC plus the 2 Mental Health Clinics at 3426 and 3434 Canal?

a. Please see answer to question 16 above for a list of all locations.

26. Are the number of locations, quantity of containers, and frequency of service in the solicitation PWS the same as are being serviced under the current contract?

a. Yes with the exception of the two mental health locations that have been removed.

27. Is there sufficient and appropriate parking for our truck at each location for the time it will take to perform the work?

a. Yes.

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

a. There are no steps.

29. Is this a recompete? If so, can you provide the previous contract award number?

a. Please see response to question 9 above.

30. On pages 73- 77 there is a list of Shred Bin Locations. Do all of these bins require shredding services?

a. Bin count is 182 – all bins require shredding services on a weekly basis except for Michoud warehouse location.

31. Does the SOW include the CBOC’s consoles or is the provided list just the main facility?

a. Please see answer to question 16 above.

32. What are the addresses of the CBOC’s?

a. Please see answer to question 16 above.

33. After completing weekly service, will the contractor be allowed to work with the COR to make a more appropriate schedule if needed, like going every two weeks instead of every week?

a. We will not foreclose the possibility of reducing pickups for anticipate the need for weekly pickups at all locations except Michoud Warehouse. Please reference 2.2.11

34. . Will we be responsible for destruction and removal of the shredded documents?

a. Yes, in accordance with the Performance Work Statement

35. Will there be a day of orientation and will that be at the same location on all of your campuses?

a. VA Personnel will be available to assist as needed.

36. There are locations on your "Shred Bin Location List" that are in bold. Is that significant of anything?

a. Please refer to updated list of locations.

37. You are requesting 182- thirty-two gallon shred bins to be placed at the locations on the list?

a. Yes.

38. Who will dispose of the current bins?

a. Current contractor will remove their bins being currently used.

39. Will you please clarify if you need 182 shred bins?

a. Yes.

40. How many facilities will require our service?

a. Please see answer to question 16 above.

41. Will pick-up be at a specific or different location at each facility?

a. The layout of each CBOC is unique.

42. Will each facility require the same schedule?

a. Yes with the exception of the Michoud Warehouse, which will only require quarterly pickups.

43. How many bins will be required at each location, and what sizes will be needed (32-gallon, 64-gallon, or a combination)?

a. Please refer to attached location list.