Response to Questions for RFQ.pdf

Response to Questions for RFQ #36C77021Q0473_1 July 1, 2021

1. The amount of 95G totes is 12 per month, would you accept every 4 weeks?

The containers are approximately 90 lbs. Pickup will be once a month with a schedule determined by the COR and vendor – but shall be what is most appropriate for the station.

Routinely there are 10-11 containers that are picked up but would not exceed 12.

Please note: While pickups are needed once a month, there are 13 jobs in the price schedule, meaning one extra pickup is included each year in case the need arises for the station. The extra job may/or may not be used.

2. We do not price per LB any longer, strictly by amount of containers and the frequency, is that a problem?

It was requested to receive quotes for both flat rate and by weight. However, all proposals received will be evaluated by the in the same manner.

3. Would the pickup of containers be in one part of the building or do we need to walk around to collect?

The containers are brought to the door by CMOP staff and all work is performed right outside the building.

The COR does request a call is given to him or another designated POC at the station about 30 minutes in advance so all the containers can be gathered and ready as soon as vendor arrives, and they can begin work.

4. 1449. Block 10 states that the solicitation is set-aside 100% for SDVOSB entities, but VOSBs are mentioned in block 20 and other locations throughout the document. Since only SDVOSBs are allowed to bid on an SDVOSB set-aside, that means VOSBs cannot bid on this solicitation. Should this solicitation be changed to a VOSB set-aside, which allows both groups to bid?

No. Both can bid. SDVOSB and VOSB are the same thing both represented by the Vets First Program. Also, both SDVOSB/VOSB businesses are found on the VetBiz page in which my market research indicated there is a reasonable expectation that there is enough competition to set this aside for this group to submit quotes.

5. P. 5. Classified material is included in the list of items to be destroyed that is shown several times on this page. Normally a VA facility doesn’t generate classified information, but does generate sensitive PHI and PII material. Destruction of PHHI and PII is stated in the last sentence on page six as the deliverable for the contract.

o Will there be classified presented for destruction?

o If so, what special guidelines and security will be required to handle and destroy the classified material?

Regardless of the items/material that contains any form of sensitive information, all of it is expected to be handled in a secure manner following the rules and regulations as referred to in the SOW.

6. P. 8, Data Destruction. This states that the contractor must conform to NARA regulations and references 36 CFR. § 1226.24, which does not mention NARA. Pages 11-12 also refer to NARA as well as NIST 800-88.

o Can you please confirm that the guiding document for the required destruction is VA Directive 6371, which states destruction to the ?

o Or, if NARA regulations are to be followed, could you please provide a link to the specific regulations guiding the destruction?

VA Directive 6371 is addressed on page 3 Section 3.0, page 5 Section 2.2, and page 12 first bullet point. This directive addresses the VA Rules and Regulations for Destruction of Temporary Records.

NARA is addressed on page 8 Section 3.0 and page 11 Section 5.0. NARA is the standard for retention of records and assists Federal agencies in applying them when records are in custody. NARA regulations are published in the Federal Register (Code of Federal Regulations – CFR as sited above), 36 CFR 1226.24 refers to How Must Agencies Destroy Temporary Records.

7. Are the medication bottles listed all plastic (as opposed to glass containers). Will the caps be removed?

A specific answer to this has not been received back from the station, and I want to get these posted for everyone to proceed with their proposals. I am not aware of glass used for this destruction purpose; I do not have specifics on the status of the caps on/off bottles.

8. P. 9, 2nd paragraph, last sentence. Can you please clarify exactly what information the VA needs in order to “track the data from previous pick-ups”?

This line refers to the Certificate of Destruction (COD) that is mentioned several times throughout the SOW.

9. P. 14, Price Schedule. For the weight column, is the unit one pound? For instance, if the weight price for 0001 is 20 cents, the grand total for five years would be one dollar. Or do you want this column to reflect a specific number of pounds of material?

The unit in the Price Schedule refers to jobs. Each month is one (1) job. How a vendor determines how to quote on weight is not up to me.

A weight estimate per month is provided in the price schedule. There is a space provided for both flat rate and weight quote amounts. Should I have any questions regarding quotes received I will reach out to the vendor for clarification etc.

10. P. 23, C.3 and p. 24, C.5. Historically have the task orders for this work been 13 service visits annually and for 12 bins each service visit?

Historically, this has had 13 jobs (one extra being built in each year just in case), but station has been paying for coverage on additional containers that have not been used for pickups. Containers picked up moving forward are a narrowed down item.

11. Will the bins of material be presented to the service technician at the loading dock? Is there a ramp to the ground?

Answered in question #3

12. If we collect the bins, is there an elevator to move any located above/below the ground floor?

Not applicable, see question #3

13. Incumbent o Is there a current contract for the work being solicited?

o If so, please provide that awarded contract number (NOT the incumbent GSA contractor number).

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

o Please provide the annual contract amount.

o Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill 36C77021Q0473? If not, please explain how the work will be different under this solicitation.

Current contract is 36C77018D0026, for your research