Attachment IV-HT940626QE002 Instructions to Offerors_ Document Shredding Services.pdf

INSTRUCTIONS TO OFFERORS

Document Shredding Services in Support of Naval Hospital Beaufort, South Carolina and Robins Air Force Base, Georgia

GENERAL INFORMATION

The Defense Health Agency Contracting Activity, Healthcare Contracting Division-Southeast intends to procure a firm fixed price contract for Document Shredding Services in support of Naval Hospital Beaufort, South Carolina and Robins Air Force Base, Georgia. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Document Shredding Services as defined in the Performance Work Statement (PWS).

a) Period of Performance (PoP) Start Date: The estimated PoP start date is 08 February 2026.

b) Award without Discussions: The Government intends to award without discussions, offerors must submit their best prices in their initial offer and in compliance with the requirements, instructions, and evaluation criterion provided herein. This solicitation represents the Government’s requirements and shall be the governing document. The RFQ solicitation does not commit the Government to pay any costs incurred in the preparation and submission of a proposal or for any other costs incurred by any contractor submitting a proposal in response to this solicitation.

c) Contractors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements as stated in this solicitation. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of proposal details shall be the sole responsibility of the contractor. Failure to clearly address all submittal requirements and information requirements of the solicitation may result in rejection of the submission or an unfavorable proposal evaluation.

All responsible sources may submit a proposal, which shall be considered by the agency. At time of proposal submission please submit any historical data as well as published pricing.

d) Submission of Proposal: Proposal is required to be submitted electronically to the Contracting Officer (KO) and Contract Specialist on or before the date and time specified in Block 8 of Page l.

KO Point of Contact:

Name: Andrew Pounds Email: andrew.j.pounds2.civ@health.mil

Contract Specialist Point of Contact:

Name: Brittany Belsches Email: brittany.n.belsches.civ@health.mil

e) Questions or Clarifications: All questions are to be submitted via email to the Contract Specialist and Contracting Officer listed above with subject: Requirement HT940626QE002. The Government may not respond to questions received less than 3 days prior to the due date and time for receipt of proposals.

f) System for Award Management (SAM): In accordance with FAR 4.1102 Policy, Contractors shall be registered in the SAM database to be eligible for contract award. No award will be made to a Contractor not registered. Registration can be accomplished at Registration in this database shall remain active.

g) Annual Representations and Certifications: In accordance with FAR 4.1201 Policy, Offerors shall complete electronic annual representations and certifications within SAM as part of required registration. Registration in this database shall remain active and can be accessed at https://sam.gov/content/entity-registration.

h) Format and Content:

i. Elaborated formats, or color presentations are not desired or required.

ii. Oral presentations will not be considered for this task order competition.

iii. Proprietary information shall be clearly marked. Proprietary information submitted in response to this solicitation will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 U.S.C. 423), hereinafter referred to as “the Act”, as implemented in the FAR.

iv. The Government requires an electronic proposal submission via email per the task order instructions and specifications. The Government does not require any paper proposals and will not accept faxed proposal copies. All documents shall be submitted in Word format or the portable document format (PDF) format that is created to be searched and copied EXCEPT for pricing templates, which should remain in Excel format. DO NOT submit any documents in PDF format that are copied as “images.” The contractor’s documents/files will be provided in a non-compressed format. It is the sole responsibility of the Contractor to ensure that the electronic files submitted are virus free.

v. Contractors shall not lock, encrypt, copy as an image, password protect or otherwise place barriers to opening files for their proposal submissions. In the event where the Government cannot access the electronic version to complete evaluation, the Government will consider the offer invalid, and the proposal will be deemed ineligible for award.

vi. If the Government receives more than one proposal from a single contractor, the

Government may deem the proposals invalid, and the contractor may be deemed ineligible for award.

vii. For this document, an electronic page is identified as follows:

• Page: One face of an 8.5” x 11” sheet of paper containing information.

• Paragraph: Separated by at least one blank line.

• Page Numbering: Sequentially.

• Font: Times New Roman Font; 10-point minimum font size.

• Margins: Top, Bottom, Left, Right shall be 1”.

• Tables graphs and illustrations: Font size no less than 8 points.

• Page layout: Portrait orientation is preferred.

i) Competition Approach: 100% Small Business Set Aside.

j) Basis for Award: This is a Trade-off procurement. The Government may elect to award to other than the lowest price, based on the evaluation of the non-price factors and the best value to the Government. The Government will not use the formal source selection procedures described in FAR part 15. The Government will evaluate proposals utilizing the procedures of FAR 13.106-2 Evaluation of quotations or offers. This will be a firm fixed price contract.

ADDENDUM TO FAR 52.212-1, INSTRUCTIONS TO OFFERORS— COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES:

A. SUBMITTAL INSTRUCTIONS

1. Questions.

All inquiries shall be submitted via email to the contractual point of contact (POC). Inquiries shall state a specific reference section/paragraph/page. All questions will be responded to as an Amendment to the Solicitation. Incomplete inquiries may be rejected and/or returned for corrections.

Questions shall be submitted via e-mail as follows:

No later than 02 December 2025, by 12:00 P.M. Eastern Standard Time (EST) To: Brittany Belsches, Contract Specialist brittany.n.belsches.civ@health.mil and Andrew Pounds, Contracting Officer andrew.j.pounds2.civ@health.mil

2. SUBMIT ONE PROPOSAL VIA EMAIL. The proposal shall be clear and concise and shall include sufficient detail for effective evaluation. Each factor shall be labeled and submitted in a separate file Electronic Files Format: The proposal shall be submitted in a format readable by Microsoft (MS) Office 365 Word, MS Office 365 Excel, or Adobe Acrobat, as applicable. The Offeror shall save files in default format only (e.g., Word Document – Set “save as type” to “Word Document [*.docx]” and Excel spreadsheets – Set “save as type” to “Microsoft Excel Workbook [*.xlsx]”) and shall submit Portable Document Format (PDF) documents using Adobe Acrobat only. When creating PDF files, the Offeror shall create the file to enable textual search and copy functions. Offerors shall not lock, encrypt, copy as an image, password protect, or otherwise place barriers to opening files in their proposal submissions. In the event the Government cannot access the electronic proposal, the Government will consider the proposal noncompliant, and the proposal may be deemed ineligible for award.

Those Offerors that meet the requirement described in this announcement and wish to be considered must submit one (1) electronic email with reference to the Request for Quote (RFQ) number (HT940626QE002) in the subject line of email communications. Offerors proposals shall not be deemed received by the Government until the proposal is entered in the Contracting Officer’s e-mail inbox:

andrew.j.pounds2.civ@health.mil and Contract Specialist’s e-mail inbox:

brittany.n.belsches.civ@health.mil response no later than 12 December 2025, by 12:00 P.M. Eastern Standard Time (EST).

3. Each submittal shall contain the following information:

a. Cover page to include the following:

• Offeror’s name

• Address

• CAGE CODE

• Point of Contact (POC) for Contractual Authority

• RFQ number

b. FACTOR 1: CAPABILITY APPROACH

• 1 Unredacted electronic proposal

• Submit Subcontractor/Partnership Work Plans if planning to use Subcontractor/Partnership.

**Not required if no plans to use subcontractor/partnership** o Provide distribution of work/workplan if applicable.

▪ Offerors shall submit a work plan that outlines the offeror’s resources, equipment and staffing to be utilized in meeting the requirements in the Performance Work Statement (PWS). The work plan will be evaluated as to whether the offeror demonstrates in its work plan that it has the resources, equipment and staffing necessary to meet all requirements outlined in the PWS.

Provide a distribution of work between the Prime Contractor and the Subcontractor/Partnership of work to be completed by both the Prime and Subcontractor if applicable.

o Include CAGE Code for Subcontractor

c. FACTOR 2: PAST PERFORMANCE

a. Submit a maximum of three (3) Past Performance Questionnaires. The Past Performance Questionnaires may be a combination of the listed bullets below. (See Attachment III- Past

Performance Questionnaire) o Combination of the Prime Contractor and Subcontractor/Partnership maximum total of three (3) o Prime Contractor only maximum of three (3) o Subcontractor/Partnership maximum of three (3) if applicable.

d. FACTOR 3: PRICE

a. Submit pricing sheet, shall be submitted using Attachment II- Pricing Sheet.

4. Proposal Expenses and Pre-Contract Costs

a. The RFQ solicitation does not commit the Government to pay any costs incurred in the preparation and submission of a proposal or for any other costs incurred by any offeror submitting a proposal in response to this solicitation. Offerors are cautioned against submitting conditional RFQ.

b. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of proposal details shall be the sole responsibility of the offeror.

c. Failure to clearly address all submittal requirements, evaluation criteria and information requirements of the RFQ above may result in rejection of the submission.

(End of Addendum to 52.212-1)

ADDENDUM 52.212-2 EVALUATION--COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICE

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The basis of award will be the Best Value. Offerors must receive a rating of Technically Acceptable in all factors/subfactors for their overall proposal to be determined Technically Acceptable.

By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, and technical requirements. The Government intends to make award without discussions, unless the Contracting Officer determines that discussions are necessary. Offerors should provide their most favorable prices in their initial offers.

The following factors shall be used to evaluate offers:

Factor 1: Technical Proposal Factor 2: Past Performance Factor 3: Price

Offerors’ technical proposal will receive an overall rating based on the following:

i. Technically Acceptable: Contractor meets all requirements or technical specifications or has submitted all documentation requested in any technical evaluation criteria and all documentation meets the standard set forth in the solicitation.

ii. Technically Unacceptable: Contractor fails to meet all requirements or technical specifications or has failed to comply in submitting requested documentation in any technical evaluation criteria or the submitted documentation fails to meet the standard set forth in the solicitation.

Factor 1: Technical Proposal - Evaluation of this factor is a subjective evaluation of the Contractor's demonstrated resources, capability, and methods to meet all requirements. This factor will be evaluated on an Acceptable/Unacceptable basis. The Contractor’s submittals will be evaluated on the adequacy of the Offeror's plan to support all areas of the PWS with qualified personnel as well as the availability of those individuals. Failure to demonstrate a clear and unambiguous capability approach to meeting the requirements will result in an “Unacceptable” rating for this factor.

1. The technical approach (capabilities) is defined as the vendor's proposed solution(s) to successfully fulfill the contract requirements.

2. Submittal Requirements. The vendor shall submit technical approach and capability documentation which may include a narrative, charts, graphs, tables, drawings, product /service literature, and demonstrated authority to provide the necessary items and perform the required services identified in the performance work statement (PWS). The documentation shall clearly describe, in sufficient detail, the vendor's authority, proposed items, resources and methods to successfully fulfill the requirements including specifications, performance capability requirements, delivery schedules, warranties and all service requirements per the Request for Quotations. In addition, the vendor will be evaluated to the extent in which they demonstrate acceptable technical capability per the Technical Evaluation Criteria listed below.

3. BASIC OF EVALUATION

1. Is the contractor capable of completing the work as defined in the PWS?

2.

Is the contractor able to provide onsite services at Naval Hospital Beaufort, South Carolina/78th Medical Group, Robins Air Force Base, Georgia and the associated branch clinics?

3.

Is the contractor able to conduct business Wednesdays (on bi-weekly basis), 0730-1600 at the locations listed for Naval Hospital Beaufort and on Thursdays (third Thursday of every month), 0900-1500 at the locations listed for Robins Air Force Base, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings?

4.

Will the contractor provide identification badges that clearly displays his or her name and the name of their company? And will the vendor identify themselves as a vendor to all those with whom the vendor personnel interact with in any face-to-face dealings?

5.

Will the contractor’s mobile shred truck have a minimum capability of shredding 4,000 pounds of material per hour?

6.

Will the contractor perform all monthly, bi-weekly or weekly document destruction as specified in the Performance Work Statement under 2.0 Specific Tasks, 2.1 Services for all periods of performance?

7.

Will the contractor provide a Certificate of Destruction for each individual truckload prior to departing in accordance with Section 2.2 of the PWS?

8. Are all contractor employees performing tasks under this contract US citizens?

9. Does the vendor's certification process comply with the following: (1) Business Associate

Agreement - HIPAA Compliance (2) Destroying Controlled Unclassified Information (CUI)

Factor 2: Past Performance - The basis of evaluation is a subjective evaluation of how well the contractor performed on recent and relevant Contracts regarding the RFQ requirement. This factor will be evaluated on a Substantial Confidence, Satisfactory Confidence, Limited Confidence, No Confidence and Neutral Confidence basis. In Addition to the above, the Government may review Federal Awardee Performance and Integrity Information System (FAPIIS) using Contractor’s CAGE / Unique Identification number, Contractor Performance Assessment Reporting System (CPARS) ratings, and other existing past performance ratings on relevant Contracts. The Government may also review other relevant past performance information contained in local files and other sources, including Federal, State, and local Government agencies, Better Business Bureaus, published media and electronic databases. General trends in a Contractor’s past performance may also be considered.

PERFORMANCE CONFIDENCE ASSESSMENTS

RATING DESCRIPTION

SUBSTANTIAL

CONFIDENCE

Based on the contractor’s relevant performance record, the Government has a high expectation that the contractor will successfully perform the required effort.

SATISFACTORY

CONFIDENCE

Based on the contractor’s relevant performance record, the Government has a reasonable expectation that the contractor will successfully perform the required effort.

PERFORMANCE CONFIDENCE ASSESSMENTS

RATING DESCRIPTION

LIMITED CONFIDENCE

Based on the contractor’s relevant performance record, the Government has a low expectation that the contractor will successfully perform the required effort.

NO CONFIDENCE

Based on the contractor’s relevant performance record, the Government has no expectation that the contractor will be able to successfully perform the required effort.

NEUTRAL CONFIDENCE

No relevant performance record is available or the contractor’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned. The contractor may not be evaluated favorably or unfavorably on the factor of past performance.

Factor 3: Price - Evaluation Methodology. The following will be considered to evaluate proposed prices:

i. All proposals that remain otherwise eligible for award, will be evaluated for mathematical accuracy. The proposed price will be evaluated for reasonableness in relation to the solicitation requirements. Prices must be entirely compatible with the capability portion of the proposal. The Government may limit the price assessments to those Contractors’ proposals that represent the most likely candidates for award based on information derived from the capability reviews.

ii. Completeness: The Government will evaluate Volume III - pricing sheet for completeness. This includes all required pricing for the base period and all option periods. If any of the pricing is incomplete, the Contracting Officer may exclude the Contractor’s proposal from further evaluation. The Offers will be evaluated for completeness of the data fields as well as mathematical accuracy to ensure the contractor properly verified calculations.

iii. Reasonableness: The degree to which the proposed prices (base period and option periods) compared to the prices a reasonably prudent person would expect to incur for the same or similar services. The prices will be examined to identify unusually low-price estimates, inconsistent pricing patterns, and potential misunderstandings of the requirement. The Contracting Officer may also compare the proposed prices to historical prices to determine fairness and reasonableness.

iv. The Government may perform price realism if deemed necessary. The prices will be examined to identify unusually low-price estimates, inconsistent pricing patterns, and potential misunderstandings of the requirement.

b. Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

c. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Addendum to 52.212-2)