Attachment 3 - RFQ Questions and Answers.pdf

HQ042325QE056

DFAS Cleveland and Bratenahl Shredding Services

Questions and Answers Questions Answers SOW

I am reviewing this solicitation and wanted to inquire if there was an incumbent for it?

Gateway (CAGE 51FJ0) is the current contractor.

Would the agency consider pricing submissions limited to IT-related storage media under NAICS code 541519, or alternatively under NAICS code 561990, which directly aligns with our core capabilities.

Not at this time.

We’re reaching out regarding the above solicitation, as our dispatch team has expressed interest in coordinating a potential site visit for the DFAS-Cleveland location. Could you kindly advise on the process or availability for scheduling this visit?

A site visit is scheduled for: 5/30/25 at 2:00PM EST.

There are a couple of details in the listing that would prevent me from bidding on this. One is the requirement for NAID certification. The federal government hasn't required that for some time as all shred trucks in operation exceed NAID requirements. The other is for the closed loop operation. While many companies pick up and then shred off-site, we're a mobile service and always shred on-site.

This guarantees you can maintain chain of custody through document destruction.

Nothing will be removed and then destroyed at another location. We also use a 3rd party recycler. If this is something that you can work with or can be amended, we would like to bid on this job.

This requires the NAID certification. SOW 3.4.6

When does the current contract end? 7/31/2025 Are any Bridge Contracts in place that extend the current contract?

No

What are the last contract award number and total award amount?

Contract Award Number: HQ042320P0017; Total Award Amount: $70,500

Is there a loading dock or area the truck needs to park to perform the services at all locations?

Does the area have a ramp or an elevator/lift to get the containers to the truck?

"Bins will be placed on the dock by the Government for Contractor pick up."

There is a lift at the Dock for bins to be raised and lowered.

SOW 3.7 Table

Questions and Answers Will the agency consider extending the offer due date for a question period and review of answers?

Yes, the offer due date is extended to 6/6/25 at 4:30PM EST.

Will badging be required? If so, are you using USAccess, e-Quip, or another system for badging?

Yes.

“Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM). “

SOW 6.0

Installation Entry and Common Access Card

(CAC)

Requirements

Provide the evaluation criteria and the FAR on which this award will be based.

Lowest Price Technically Acceptable/Simplified Acquisition Procedures FAR Part 13

Can the frequency be changed to every four weeks as opposed to monthly?

There is nothing in the SOW that notes "monthly". The frequency is noted as being “Estimated 20-45 bins/totes for weekly pick up of paper and related products; up to twice a week as needed” for AJC and “Estimated 2 - 18 bins/totes for pick up every week for Bratenahl.”

SOW 3.6 Table

What is the frequency of Services? DFAS Cleveland - "Estimated 20-45 bins/totes for weekly pick up of paper and related products; up to twice a week as needed.

Diskettes/microfiche destruction process will be as needed."

DFAS Bratenahl - "Estimated 2 - 18 bins/totes for pick up every week."

SOW 3.6 Table

Will any foreseen mobile purging events, such as Earth Day or any possible unscheduled services, be required? if so, please create a line item for additional services

No mobile purging events planned or expected.

Will there be any unforeseen requests for non-paper media destruction? If so, what is the frequency, how many containers, and what size containers?

All computer related destruction has been removed from the

SOW.

Please provide the types of non-paper media.

“Materials to be shredded and destroyed: Materials to be shredded or destroyed may include photo impressions, computer tape, printouts, notes, envelopes, work papers, staples, clips, or any other material containing names, addresses, SSN, credit information, and any confidential information which has served its purpose.”

SOW 3.1

Questions and Answers What are the requirements for destruction? "Shredding will produce residue partial sized not exceeding 5/16 inch in width or smaller strips of all paper grades (un-separated) for shredding."

"A signed certificate for shredding/destruction must be issued upon completion of each job. The certificate will be submitted to the COR and indicate the date of shredding/destruction, identify the material destroyed, method of destruction, number of pounds/bins shredded and disposed and be signed by the individuals (contractor and Government) designated to destroy and witness the shredding. Destruction officials will be required to know, through their personal knowledge, that such material was shredded/destroyed. The certificate of destruction must include the contract number, invoice number, price per pound/bin or price for collection, total price, company name, date of destruction, and signature of a company manager. The certificate of destruction is to accompany the invoice."

SOW 3.3 &

SOW 5.2

Will you need us to place all 100 bins in both the facilities or only 45 at DFAS- Cleveland and 18 at DFAS-Bratenahl?

"Vendor to provide a total of 100, 65-gallon (250# capacity) containers. The disbursement of these containers will be 80 for DFAS-CL, 20 for DFAS-Bratenahl. The containers shall initially be delivered as follows: 80 delivered to DFAS-CL and 20 delivered to DFAS-Bratenahl."

SOW 3.6,

2nd Bullet Point