Amendment 002 toRFQ 88310324Q000111.pdf

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1 7

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment 002 9/17/2024

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

National Archives & Records Administration

Same as Block #6

8601 Adelphi Road - Room 3340 College Park, MD 20740

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State, and Zip Code) (x) 9A. AMENDMENT OF SOLICITATION NO.

X 88310324Q00111

9B. DATED (SEE ITEM 11)

8/27/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [X] is extended, [] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning ____ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Solicitation 88310324Q00111 for Secure Disposal of Nontextual and Textual Material Services is hereby amended as follows:

1. See attached, RFQ Questions and Answers.

2. The quotation due date has been changed from 3:00 PM ET on September 18, 2024 to 5:00 PM ET on September 19, 2024.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

BY Original Signed by

(Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA FAR (48 CFR) 53.243

9/17/2024

NARA – 88310324Q00111, Secure Disposal of Nontextual and Textual Material Services– Amendment 002

QUESTIONS AND ANSWERS

1. QUESTION: Is prevailing wage in this contract?

ANSWER: No, this contract is a fixed price/no profit contract.

RFQ CHANGE: NONE

2. QUESTION: Is there a response time? – If YES, is it flexible?

ANSWER: Yes, the quotations due date has been changed from 5:00 PM ET on September 18, 2024 to 5:00 PM ET on September 19. 2024. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely.

3. QUESTION: Is this a wrapped cost?

ANSWER: Yes, it is the contracted price (including labor) - see definition: "In government contracting, the wrap rate is a comprehensive calculation that combines direct labor costs with indirect costs to determine the total labor cost for a project or contract. It's essentially the fully loaded labor rate that contractors use when bidding on or billing for government contracts."

4. QUESTION: Who is the current incubator/vendor?

ANSWER: Please submit a FOIA request for this information.

5. QUESTION: Please provide a copy of the current contract.

6. QUESTION: Please provide copy of last 3 service invoice & manifests

7. QUESTION: Is the destruction to be witnessed by agency personnel?

ANSWER: Yes, by a NARA employee. All classified shipments will be witnessed. For non-textual unclassified shipments it may or may not be NARA witnessed. Reference PWS Paragraph 3.1.3.

8. QUESTION: What is the current method of disposal? Are you open to other options? i.e. Incineration or Shredding

ANSWER: We currently utilize incineration for these types of records and are not open to other options. We require incineration in this contract.

9. QUESTION: Per Attachment 3, the FRC WNRC Suitland location is the only “classified” security classification. Please elaborate if this is the only location that needs waste to be escorted by a FRC government official

ANSWER: The Washington National Records Center (WNRC) is the only NARA facility that contains “classified” holdings. As such, loads from this facility will be escorted by an FRC NARA employee.

10. QUESTION: In order to provide the most competitive pricing for NARA, can you please provide the current line-item pricing?

ANSWER: This is currently based on market value and or "resulting products" sales. All vendors are expected to establish and quote a fair market value for the service.

11. QUESTION: Can a list of all current processing facilities be provided? Additionally, can the locations be linked to FRC locations, the type of material (Xray, nontextual, etc,) and the level of security (Classified, non-classified, etc.)?

ANSWER: The processing facilities are those of the incumbent. All FRC sites listed in the PWS could have x-ray and non-textual disposal. All sites will have non-classified non-textual material to dispose of. The only site that will have classified material is WNRC.

12. QUESTION: Volumes of material in the option years are significantly lower than the original contract year;

are these known decreases in material or is the volume for those option years not yet known?

ANSWER: Volumes are based on expected eligibility for disposal, the agency concurrence and legal approval to destroy will vary by year. We use an anticipated 60% concurrence rate (will be eligible and approved).

13. QUESTION: Can the volumes of material be broken down for the last RFP period on an annual basis by type?

ANSWER: No, we have a legal records schedule retention that we are adhering to, and it would incur potential risk to the government by keeping these materials around longer than legally required.

14. QUESTION: Can you clarify if the following statement is saying that new contractors will utilize the same facilities used by a previous contractor or will need to build there own? Additionally, if alternative facilities are identified to meeting the criteria but are not owned by the bidding contractor, can they be utilized? “The Contractor will utilize existing Secure Destruction facilities or set up new Secure Destruction facilities where these capabilities do not currently exist.”

ANSWER: Contractors are responsible for providing the services and equipment to complete the requirements outlined in the PWS, whether it is owned by the contractor or subcontracted by the contractor. If a subcontractor is used, the subcontractor must also meet the requirements outlined in the PWS.

RFQ CHANGE: NONE

15. QUESTION: Is the Contractor allowed to subcontract transportation of materials or is an entirely internal fleet required?

ANSWER: Yes, but the transportation requirements outlined in the PWS also apply to subcontracted transportation services.

16. QUESTION: As it relates to the training requirements mentioned in 6.3. Are all employees at a destruction facility eligible and required to complete the orientation and training or just those who are directly involved in handling or overseeing the materials? Similarly, does this apply to everyone the contractor employs as well as all drivers of material (subcontracted and internal)?

ANSWER: See PWS definition of "access employee" and the training requirements in PWS paragraph, 6.3.1- 6.3.4/ This applies to anyone handling NARA material.

17. QUESTION: What are the frequencies of these shipments?

ANSWER: It is based on demand and backlogs, the "normal" cycle is several shipments each quarter of the year. NARA has up to 90 days to destroy material after it is legally eligible.

18. QUESTION: Can you provide shipment data for the last RFP period on an annual basis that includes location of the FCR and destruction location, type of material, and level of security?

19. QUESTION: The pricing structure only accounts for charging per cubic feet of material; to competitively account for transportation costs can you elaborate on how much material is expected per shipment and if there are any minimum or maximum thresholds with how much material can be shipped at a time?

ANSWER: We usually ship roughly 1200-1920 cubic feet per truck if sufficient volume is available.

Sometimes the volume of records shipped depends on the capacity of the transportation (i.e. 42,000 lbs for a standard trailer).

20. QUESTION: What are the catalysts for arranging a shipment/destruction event? Are they on a routine cadence or less announced?

ANSWER: Yes, these are routine disposals based on legal eligibility (the disposition date). It is also dependent on NARA labor that is available to pull and palletize the records and the contractors ability to handle the volume eligible at any time (hence usually multiple trucks/shipments) per disposal quarter.

21. QUESTION: Per page 19 NARA mention the volumes of the Non-textual, classified for All FRCs. There are a total of 17 FRCs, which are spread out all over the country. Please help us understand the volumes generated by each FRC, especially since the volume will be decreasing significantly over the 5 year contract.

ANSWER: This was provided in Attachment 3, Estimate Volume of Disposal

22. QUESTION: PWS Paragraph 4.9: Requirement: COD provided 1 week after pickup. Can this be extended?

ANSWER: These are needed for internal controls auditing purposes every quarter and for billing reconciliation monthly. At most, they should be returned within 30 days.

RFQ CHANGE: NONE

23. QUESTION: PWS Paragraph 4.10 Contractor Secure Destruction Facility. Please provide a current list of facilities that meet this requirement. What are the requirements to establish a new Secure Destruction Facility??

ANSWER: NARA does not maintain a list. there are certifying agencies that may maintain member lists (i.e.

NAID).

24. QUESTION: PWS Paragraph Payment will be provided within 15 days after destruction per troy ounce of silver recovered from x ray films. The processing and recovery can take up to 30 days after receipt in the recovery process. Is the destruction date set by the vendor?

ANSWER:

25. QUESTION: Can you confirm if this is a small business (SDVOSB, HUBZONE, 8a) set-aside?

ANSWER: This is not a small business (SDVOSB, HUBZONE, 8a) set-aside.

26. QUESTION: PWS Paragraph 1.4.3 UNCLASSIFIED CONTRACTOR DOCUMENT – WITNESS NON-

TEXTUAL MATERIAL – PLEASE CONFIRM THAT THIS PARAGRAPH APPLIES TO XRAY’S AND

HARD DRIVES

ANSWER: Yes, this applies to x-rays and hard drives. Classified records can be of any format or media.

RFQ CHANGE: NONE

27. QUESTION: PWS Paragraph 3.1.1 PLEASE CONFIRM THE UNITS IN ATTACHMENT 3 AS

EITHER VOLUME IN CUBIC FT OR WEIGHT IN LBS.

ANSWER: The volume projected for the contract is in cubic foot.

28. QUESTION: PWS Paragraph 4.9 hard drive serial number. Are the serial numbers provided by the NARA in the shipment documentation or is the contractor required to document each device serial number as it arrives?

ANSWER:

29. QUESTION: PWS Paragraph 4.10.2 Does this section apply to only contractor witnessed material that is held in a secure area for subsequent processing?

ANSWER: NARA does not allow classified or non-textual materials to be held on site, only unclassified textual records may be held short term in a secured area.

30. QUESTION: X-Rays have not been scheduled for several years. Does NARA have an alternate disposal strategy.? We are looking for alternate disposal strategies and to do this, an updated material characterization will be helpful.

ANSWER: The contractors must have a way to dispose of x-rays according to the requirements in the PWS, even if it has not been needed recently. The Contractor may subcontract this requirement. Most facilities accustomed to this type of disposal have a "special" pit for incineration and recovery. If they don't, they can subcontract, but NARA would need to segregate the material and ship to the subcontractor. The subcontractor also must meet the subcontractor requirements outlined in the PWS.

31. QUESTION: Is there a maximum transportation distance set by NARA security rules?

ANSWER: Single run or monitored lot/vehicle transportation by truck is required - described in the PWS (no rail or air transportation and no unprotected layovers).

RFQ CHANGE: NONE

32. QUESTION: Section 2.2 may be read as Contractor provides transportation for federal records. Section

2.4 is bolded and states transportation by cleared FRC officials. The current award has NARA transporting the secured materials to our facilities for witness destruction. Our interpretation is that NARA will provide the transportation for the textual and non-textual government witness material. Our proposal will reflect this. If there is routine Contractor-Witness material that the contractor must provide transportation, we can make arrangements but will need more information regarding volumes and pickup location if known or should we consider this on a special project basis for these instances if required.

ANSWER: NARA will provide transportation for textual and non-textual material; this also applies to government witnessed material and classified material.