Questions and Answers for 5000229916 Shred Service at Brookhaven Service Campus located at 1040 Waverly Avenue 9 11 2026.pdf

Questions and Answers for Shred Services at 1040 Waverly Avenue Holtsville NY 11742 50002299160

1. Bin Emptying Specifics: The SOW states the contractor shall "Empty approximately 6 to 25 designated bins... at the time of service." Does this mean only 6–25 bins are serviced per week, or does it mean that within the weekly service, 6–25 specific high-volume bins are prioritized? Given there are ~165 bins total, how is the rotation schedule determined for the remaining bins? Full bins will be pre-staged on the loading dock. The amount of bins will vary depending on the number of full bins. This is based on historical usage.

The bins are rotated by the government.

2. Weekly Definition: Does "once each week" imply a single visit per week where all necessary bins are serviced, or could it involve multiple visits? What is the expected average number of bins to be emptied per weekly visit? Yes one single visit per week.

3. Overflow Protocol: What is the procedure if more than 25 bins require emptying in a given week due to unexpected volume? Is there an additional cost mechanism or is this considered within the base scope? Considered within the base scope.

4. Bin Ownership & Maintenance: The SOW requires the contractor to provide ~165 secure 95-gallon bins. Are these bins to be new, or can existing IRS bins be used if they meet security standards? Who is responsible for the initial delivery and placement of these 165 bins? The contractor is responsible for delivering the 165 bins, yes can existing IRS bins be used if they meet security standards, they do not have to be new.

5. Replacement Timeline: What is the expected response time for replacing damaged, broken, or non-functional bins? Is there a maximum allowable downtime for a bin before it must be replaced? Next scheduled visit.

6. Mobile Shredding Equipment: Are there any specific requirements for the mobile shredding units ( size constraints for parking/access at the Brookhaven campus)? No

7. "Real ID" Requirement: The SOW mentions personnel must comply with IRS security requirements including “Real ID.” Does this refer to the REAL ID Act-compliant identification for federal facility access, or is there a specific IRS-specific credentialing process? What is the lead time for obtaining necessary badges/clearances? Yes, this refers to the REAL ID Act-compliant identification for federal facility access. Contractors will not obtain a badge, but they will be put on a monthly access list for access on to premise pending valid ID.

8. Access & Coordination: Who is the designated Contracting Officer’s Representative (COR) and Point of Contact (POC) for scheduling? What is the required lead time for coordinating weekly service dates/times? That will be shared upon award. Every month contractor is to provide a monthly schedule.

9. Business Hours: What are the defined "normal business hours" for the Brookhaven Service Campus? Are services allowed outside these hours if coordinated? 7:00 to 4:00 Monday to Friday, No services outside business hours.

10. Parking & Access: Where should the mobile shredding trucks park? Are there any restrictions on truck size or weight for access to the 600,000 sq. ft. facility? No overhead limits, the vehicle pulls up to the loading dock door, the vehicle does not enter the building. The designated bin are at the loading dock door.

11. Certificate of Destruction: What format and frequency are required for Certificates of Destruction? Is a digital copy sufficient, or are hard copies required? Yes, Certificate of Destruction is emailed to the POC the same day.

12. Recycling Documentation: What specific environmental compliance documentation is required to prove shredded material was recycled according to applicable laws? Yes, all shredding shall be performed on-site using mobile shredding, ensure all material is unreadable and incapable of reconstruction equipment. Removal of unshredded IRS documents from the facility is strictly prohibited.

13. Incident Reporting: What is the exact protocol and timeline for reporting security incidents, spillage, loss, theft, or compromise? Is there a specific form or point of contact for immediate notification? The Contractor shall destroy contents on-site at the time of service. All incidents will be reported to the IRS CO and local POC.

14. Pricing Model: Is the contract priced as a fixed monthly/annual fee, or is it based on the number of bins emptied per visit? How are the "6 to 25 bins" variable volumes accounted for in pricing? This is a firm fixed price contract based on the number of bins per visit.

We estimate 6-25 per week. You will price based on your rates per bin. The yearly price should be NTE (not to exceed).

Base Year Rate(s) & Option Years Rate(s) for Shredding Services

Base Year: 10/01/2026 – 09/30/2027: $ _____________

Option Year #1: 10/01/2027 – 09/30/2028: $ _____________ Option Year #2: 10/01/2028 – 09/30/2029: $ _____________ Option Year #3: 10/01/2029 – 09/30/2030: $ _____________ Option Year #4: 10/01/2030 – 09/30/2031: $ _____________

15. Option Years: Are the Option Years (OY 1–4) guaranteed to be exercised, or are they contingent on performance and funding? What is the notification timeline for exercising options? Option Years are not guaranteed to be exercised. Notice of Intent is given 60 days before each option period is to start.

16. Performance Metrics: Are there specific Key Performance Indicators (KPIs) or Service Level Agreements (SLAs) tied to penalties or incentives (e.g., on-time service, bin replacement speed, incident-free records)? NONE

17. Shredded Material Handling: After on-site shredding, who is responsible for transporting the shredded material off-site? Is the contractor responsible for arranging recycling vendors, or does the IRS have a preferred vendor? The contractor is responsible for recycling and disposal. Ensure shredded material is transported and recycled in accordance with applicable environmental requirements.

18. Environmental Standards: Are there specific state (New York) or local environmental regulations beyond federal laws that the contractor must comply with regarding the transport and recycling of shredded paper? Ensure shredded material is transported and recycled in accordance with applicable environmental requirements.

19. Is this a new contract or is there an incumbent contractor currently performing this requirement? This is not a new requirement. The current incumbent performs on contract

2091JB-22-P-00050

20. If there is an incumbent, what was the total annualized value of the previous contract?

$98K

21. Have there been any significant changes to the scope of work compared to the previous contract? If so, specifically what was changed, added, or removed? No

22. Does the incumbent contractor currently own the existing 165 bins, or are they Government-furnished property? (Note: This directly impacts whether the "provide approximately 165 bins" requirement requires new capital expenditure or asset transfer.)

Current vendor owns the bins.

23. Is this project taxable, or will the Government provide a tax-exempt certificate and an authorization letter upon award? (Clarification needed to ensure material/equipment costs are calculated without state/local sales tax where applicable.) Taxes are applicable

24. Is the pricing model intended to be a fixed monthly rate regardless of bin volume, or a per-bin/per-visit unit price? (Critical for evaluating the cost impact of the proposed schedule change below.) You will price with your rates per bin for each year (base and 4 option years.

25. Rationale for Current Volume: What is the operational or security rationale for limiting service to only 6–25 bins per weekly visit given the facility has ~165 bins? Is this based on historical fill rates, security risk thresholds, or budget constraints? Historical fill rates.

26. Proposed Schedule Alternative: Would the Government consider an alternative schedule of servicing approximately 40 bins every two weeks instead of 6–25 bins weekly? (This proposal aims to reduce fuel consumption and vehicle wear while maintaining equivalent monthly destruction volume. Please advise if bi-weekly service is permissible under IRS security/policy guidelines.) Modifications to the schedule would be permissible during a holiday period or other extenuating circumstances that the CO agrees to..

27. Overflow Protocol: If the 6–25 bin limit is reached during a scheduled visit but additional bins require immediate emptying to prevent overflow, what is the protocol? Is ad-hoc overflow service included in the base price or billed separately? The protocol would be to empty the following week. No there is no ad hoc/ overflow.

28. Bin Selection Methodology: How does the Contractor determine which specific 6–25 bins are to be shredded on each visit? Is there a predetermined rotation schedule, a request-based system, or a visual inspection protocol performed by the Contractor or COR prior to each service date? IRS will have predetermined full bins pre staged on the loading dock.

29. Bin Distribution: Are all 165 bins located at different locations throughout the 600,000

sq. ft. facility, or are they clustered in centralized collection areas? (This affects route planning, labor hours, and feasibility of the proposed bi-weekly schedule.) Located throughout the facility.

30. Bin Replacement Timeline: The SOW states damaged/broken bins must be replaced "at no additional cost." What is the required response time (e.g., 24 hours, 48 hours, next scheduled visit) for replacing non-functional bins to maintain continuous secure collection capacity? Next scheduled visit.

31. Whether pricing should be submitted as an all-inclusive unit rate per 95-gallon bin tipped for the base year and each of the four option years. You will price with your rates per bin for each year (base and 4 option years).

32. The estimated quantity of bins the Government will use to evaluate total price for LPTA purposes. We estimate 6-25 bins per week.

33. Whether a separate weekly minimum, service-call, mobilization, container, or trip charge is permitted. None

34. The required quotation format/content and submission method for the current RFQ.

Please quote for a base yr, option yr 1, 2, 3, and 4.

35. Whether the Questions and Answers issued under Sources Sought notice 5000229916 are incorporated into, or otherwise applicable to, RFQ 50002299160. Yes they are.

36. Please also confirm that the quotation deadline is September 18, 2026 at 3:00 PM Eastern

Daylight Time. Yes that is correct.

tel:5000229916 tel:50002299160

37. Will IRS personnel identify and bring the 6–25 designated bins to the loading dock for each weekly service? Yes

38. If not, will the contractor be required to retrieve the designated bins from locations throughout the facility? N/A

39. Is the contractor expected to inspect all approximately 165 bins each week to determine which require service, or will the IRS identify the bins to be emptied? IRS will have predetermined full bins pre staged on the loading dock.

40. Are the approximately 165 existing bins Government-owned and available for continued use throughout the base and option periods, or must the awarded contractor furnish replacement bins? Federal government does not own the bins.

41. If the contractor must furnish the bins, would the IRS consider an alternative arrangement under which the Government rents or purchases the bins separately from the weekly shredding service? Because only 6–25 bins are expected to be serviced per visit, separating the bin cost from the weekly service price may reduce the Government’s long-term cost. No

42. If such an arrangement is acceptable, may offerors provide separate pricing options for bin rental, bin purchase, and weekly shredding service? N/A

43. Should pricing be submitted on a per-bin basis, and if so, what estimated quantity should offerors use for evaluation? You should provide your rates per bin, we estimate 6-25 bins per week.

44. Are there any specific quote documents or forms required beyond the pricing and technical response? NONE

45. Are contractor personnel performing the weekly shredding service required to complete

IRS Security Awareness Training? No

46. Does the Government require the contractor to provide all approximately 165 secure containers for the duration of the contract? Yes

47. Container Location and Access:

Where will the designated containers be located throughout the facility? Will the contractor's personnel be required to walk through the facility to identify and service the containers that are full, or will the facility's personnel stage the containers in a central or designated collection area? Out of Scope. IRS will pre-stage bins on loading dock that are full.

48. Facility Escort:

If our personnel are required to inspect or locate each container throughout the facility, will a facility representative be available to escort or accompany our personnel during the service? Out of scope

49. Payment Terms:

Please confirm the anticipated payment structure and applicable payment terms for this contract. Net 30 days for payment after invoicing, you will invoice monthly based on the bins shredded.