HT940725Q0003 Amendment 1 Attachment 4 Questions and Answers Submitted.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- Medical Records Shredding
- Solicitation number
- HT940725Q0003
- Issued by
-
Defense Health Agency
About this file
This document is a Questions and Answers (Q&A) attachment for Solicitation HT940725Q0003, a medical records shredding contract for the 375th Medical Group at Scott Air Force Base. The solicitation is a total small business set-aside for commercial, nonpersonal services, with a five-year performance period from 5 June 2025 to 4 June 2030. Key details from the Q&A include service specifics such as container types, service frequencies, and base access limitations: the contract will service multiple buildings (1530 and 1948), with bi-weekly shredding of paper documents, limited non-paper media bins, and a maximum of 3 drivers authorized for base entry. The current contract (FA4407-20-P-0037) ended on 15 May and had a total award amount of $31,867.50, with the new solicitation seeking competitive quotes from small businesses registered under NAICS code 561990.
The Q&A document reveals additional nuanced service requirements, including loading dock specifications, container management protocols, and specific shredding guidelines. Notably, the government will not provide training platforms, purchase bins, or extend the offer deadline. The HIPAA officer will manage stationary container contents, emptying them bi-weekly, and the contractor must ensure separate destruction trucks for paper and non-paper media to prevent cross-contamination. The contracting agency (Defense Health Agency) is seeking an expedited contract award, preferring a start date earlier than the initially suggested 7/5/25, with a preference for immediate service commencement.
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Text version
Sheet1
| COMPANY NAME: | |||||
| Question/Comment # | Document in Question | Page/Paragraph in Question | |||
| (be as specific as possible) | Question/Comment | ||||
| (one per line) | Answer | ||||
| 1 | Who is the current incumbent? | N/A | |||
| 2 | When does the current contract end? | Ended 15 May 25 | |||
| 3 | Are any bridge contracts in place that extend the current contract? | No | |||
| 4 | What are the last contract award number and total award amount? | FA4407-20-P-0037 - FY24 - $6,373.50 Total Award $31,867.50 | |||
| 5 | Pricing.xlsx | Are you expecting to be charged for only the containers we service or for everything, no matter what is actually shred? | Containers Only | ||
| 6 | Performance Work Statement | Location List | Will the escort bring out bins for bldg. 1530 AND 1948? | Bins will be by the loading dock. Requirement to stop at both buildings. | |
| 7 | Performance Work Statement | Place of Performance | Does the dock have a ramp or an elevator/lift to get the containers to the ground next to truck at bldg. 1530 and 1948? | Loading dock has elevator lift. | |
| 8 | Performance Work Statement | ADDENDUM 1: 375th SECURITY FORCES REQUIREMENT | What site or contract-specific training do you require, and will you provide the training platform? Also, how many drivers can be badged and authorized to enter base and service at one time? | We normally only grant up to 3 drivers entry to base. | |
| 10 | Performance Work Statement | Location List | For each location: bldg 1530 - 26 biweekly(31 64-gallons) |
- how many bins for paper
- how many bins for plastic bottles
- how many bins for non-metallic radiology films and cardboard bldg 1948- 26 biweekly(10 64-gallons)
- how many bins for paper
- how many bins for plastic bottles
| - how many bins for non-metallic radiology films and cardboard | BLDG 1530: No plastic bottles. 6-10 bins bi-weekly for paper. Radilogy films are twice a year. BLDG 1948: Only have one bin for paper. No bins for plastic. No radiology films. | ||||
| 11 | Performance Work Statement | Initial Performance Period | Will the period performance be updated to account for contract awarding period and bin purchasing for the contractor? (Recommended start date. 7/5/25) | Need contract to start ASAP. 7/5/25 is too long to wait. | |
| 12 | Pricing.xlsx | Would the agency be interested in purchasing their own bins? | No | ||
| 13 | Will the agency consider extending the offer due date for a question period and review of answers? | No | |||
| 14 | Performance Work Statement | Place of Performance | Due cross contamination, the paper and non-paper media MUST be in divided and destroyed in seperate trucks. Could we destroy the non-paper media off-site or service non-paper media bins every 8 weeks by itself? | We rarely have non-paper media | |
| 15 | Performance Work Statement | Place of Performance | Can we charge a monthly bin rental fee due to the maximum amount of bins per trip being less than half than the total amount of bins. | ?? | |
| 16 | Pricing.xlsx | Please create a seperate CLIN line for the non-paper media bins, as destroying non-paper media utilizes a different truck than for shredding paper. | We rarely have non-paper media | ||
| 17 | Performance Work Statement | Could we request a site visit so we can determine the distances between each Stationary Locked Shred Container storage location, and give a walk-through? This will help us provide an accurate quote.also is there any way the submission deadline can be extended a little bit duo to the site visit walk-through? | If a site visit is still required, we will need to schedule it next week. We are hoping to get this awarded sooner than that. | ||
| 18 | Performance Work Statement | How will we know which Stationary Locked Shred Containers require staff to retrieve them for destruction? Will you check and call us when they are full and need shredding? Or will we need to physically inspect each one ourselves every time bi-weekly see if they are full or not ? | HIPAA Officer empties the stationary containers every 2 weeks and puts the contents into one of the non-stationary bins. |
HT940724Q0002 Question Submission Form
File details come from the government source that posted it. Updated .