Questions and Answers.pdf

Questions & Answers

1. Is there an anticipated start of performance?

After receipt of award

2. P. 5, SOW, 2. Can the approximate three months for completion of services be extended to four months if unforeseen complications arise?

Yes

3. P. 5, SOW, 3. Will exam records to be destroyed be presented to the vendor to perform the separation of film from paper jackets/report, or is it a requirement for the vendor to review each patient's records and determine what is to be separated and destroyed or shipped to Hines, IL? Each record must be reviewed to determine what is to be separated and destroyed

4. P. 5, SOW, 3. If the requirement is for the vendor to review patient records to determine what files are considered outdated, will the VA provide training on reading the records, and will the vendor access the patient records via VA computers or will hard copy records be used to make the determination? Va will provide the proper training. Most of the records have already been screened and are ready to be shredded.

5. P. 5, SOW, 3. The last sentence states that film will be placed in secure shred bins for shredding. Please confirm that the film will not be shred onsite and will instead be placed in Gaylords for shipment to Hines, IL. Correct no film will go in shred bins.

6. P. 5. SOW, 4. Will the VA move the pallets of Gaylords from the preparation work area to the storage/shipping location, or does the VA have a pallet jack the vendor can use to move the Gaylords? The vendor might be able to use one to deliver the Gaylord to the shipping department. They do not allow you to keep it for moving of Gaylord's throughout the day.

7. P. 5, SOW, 4. How far from the preparation work area is the storage/shipping location? They are in the same building but on different floors. Vendor will have to use freight elevator

8. P. 5, SOW, 6a. Of the 80,000-100,000 lbs. of paper, what percentage is expected to be color paper? About 1/3

9. P. 7, SOW, 11. Should invoicing each month be submitted as a percentage of the total award or using some other calculation such as percentage of work completed? Previous services were invoiced at the beginning for a starter for supplies and then halfway point and final.

10. P. 8, 20, a. If film is not being shred onsite, please confirm that the COD will apply only to the paper destroyed and a Certificate of Completion for the film will be satisfactory, along with confirmation of delivery to Hines, IL. This is correct the COD will be for the white and colored paper. The color paper must be shredded on site as it has PII on it

11. P. 9, 21. What is the anticipated use for the consoles mentioned in this section and where would they be located? No consoles are required. The vendor will need bins to securely place the paper in until they are shredded.

12. What will happen once the outdated film files are delivered to Hines? E.g., will the files need to be shredded there as part of this contract? Not covered under this solicitation

13. P. 30, Volume 2 – Price. This section notes the contract will be an all-inclusive Firm Fixed Unit Price. Please confirm that the full amount can be invoiced even if the work is accomplished under the anticipated 3-month span of performance. Yes

14. Is i-SIGMA NAID AAA Certified, plant-based shredding of papers acceptable, or is on-site shredding required? On Site is required due to HIPPA requirements.

15. What is the approximate number of linear feet of x-ray film files to be purged? Refer to pictures provided

16. When was your last x-ray film purge? There has not been one at Kerrville

17. What days and hours will we be allowed access to the file room and dock/loading area? M-F 0900-1530 .

18. Can we perform a site visit? If so, how soon could we perform the visit? There is no site visit for the solicitation phase. Site visit would be after receipt of award.

19. Will we have access to VISTA, and will we be required to input any data into VISTA?

Access to Vista will not be needed. All files have been checked and are ready for shredding.

20. Where will we be inputting the retention date of each film? All films are ready to shred.

21. Will we be shipping the film that has not passed the retention date? All films are ready to shred all of them have been pre screened by MSA and PSAs.

22. Would the agency be interested in receiving a quote for the contractor destroy/recycle the film as well? If so, will we still need to ship the film to Hines, IL?

No, Film needs to be shipped to Hines, IL. VA Logistics and VA Records officer will have to coordinate shipping with logistics through government approved transportation services. Will require a Form 134a VA Transportation and Relocation Services Request form.

23. Please provide photographs of the entire x-ray film archive. See photos below