Q_A RFQ 36C25721Q0659.pdf

Questions & Answers for Solicitation Number 36C25721Q0659

1. P. 4, A. Please confirm that the containers requested are non-rolling executive consoles that hold approximately 100 pounds. These are traditional for use in VA medical facilities. If this is not what you are looking for, please provide a more detailed description e.g. dimensions, rolling or stationery, etc.

The VA confirms the need is for non-rolling consoles, as pictured.

2. P. 4, B. This states to note the ‘quantity of paper and any other findings…” which is a bit of an unusual request. Are you asking that the level of paper in each console should be written down and submitted on the COD? This is not normally part of the iPad setup so will need to be handwritten, adding a significant amount of time for servicing the main campus and Lubbock. Would the weight report be sufficient information for what the VA needs?

The relative fullness or “other findings” per unit is helpful communication to understand if there is breakage, if the lock is working, etc., and if it is being used and is the right size. The total weight of paper removed is sufficient to meet the government’s weight requirement.

3. P. 4, C. “The contractor shall provide pickup at sufficient frequency to assure paper does not build up at each site beyond reasonable capacity.” The required schedule for each location is provided in C. Assuming the schedules are based on historical needs, and that the contractor cannot control how often or how much paper is deposited in the consoles by VA employees, is the timing presented firm unless a contract modification is issued?

Yes.

4. P. 6 K. Please describe what kind of documentation must be presented to confirm that the contractor can meet all elements as stated.

Please clarify question. Typically bidders provide what is required by the specifications, which may also include a statement that they can meet the specifications.

5. P. 9, Manifest Information. This references tare weight and total weight, the latter presumably requested in an effort to gain information about the weight of shredding done at the VA facilities. It would be very impractical to interrupt the day’s shredding appointments to go to a weigh station before and after servicing a VA location, so that time would need to be included in the pricing for this contract. Weighing at the start and end of each day yields no useful information regarding what is shred at VA facilities, since material will also be shred at non-VA facilities throughout the day. Can this please be removed? It is typical to request estimated weights based on container size, which can be provided per p. 5, F.

Weight manifests typically contain both weights, gained at the time of full and then empty. This documentation is utilized to confirm weight pulled from the recycling process rather than relying on an estimated volume.

6. P. 36. 10:00 a.m. Eastern is 9:00a Central rather than 11:00a Central, please confirm that quotes are due 11:00a Central per block 8 of the 1449.

1100 Central Standard Time

7. P. 37, 5). Film can generally not be destroyed on site as it will foul the mobile shredding truck equipment. Can this be removed and any film be handled separately via p-card purges?

If the bidder is unable to shred film, or requires a separate process with a separate cost, please so state so capabilities and costs can be fairly determined.

8. Will any media other than a very small number of CDs be presented for destruction? If so, will it be separated from the paper, and what are the types, quantities, and frequencies of services?

The items deposited within any specific area would not be known, and VA will not be opening cabinets and separating recycled items before the vendor is present. It is expected that very little of this media would be deposited.

Accessibility

1. For the main campus, how far apart are the buildings where service is needed?

The map of the campus is available online. There are cabinets in each building of the main campus and multiple cabinets in the new Lubbock clinic.

2. 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?

Yes and yes.

3. Please confirm if there is a loading dock, and is there a ramp to the ground?

Loading dock is present at Amarillo and Lubbock facilities. There is not a ramp to the ground for either dock.

4. 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?

Prior contractors have worked with COR for best location to perform this service.

Incumbent

1. Is there an incumbent contractor currently performing these services, if similar services have been performed in the past, or if this is a new requirement?

This is not a new, but an ongoing requirement.

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

The contractor currently providing this service is Mayhew Technology Solutions, LLC under Contract number 36C25721P0360.

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

Contracting, please provide if this is required.

The contractor currently providing this service is Mayhew Technology Solutions, LLC under Contract number 36C25721P0360. This contract expires on 06/15/2021.

4. Please provide the annual contract amount.

This was not an annual contract, but a 6-Month Bridge contract for a total value of $25,095.00.

5. Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill # 36C25721Q0659? If not, please explain how the work will be different under this solicitation.

The work required by the current vendor is fundamentally the same. The new Lubbock Clinic, occupied in late May 2021, is larger and has more containers, which are already included in this requirement.

6. How long does it take for the incumbent to perform the service at the main campus?

At the Amarillo campus, work typically requires about 4-5 hours.