Clarifying Questions Answered.pdf

WBAMC Shredding & Hard Drive Destruction Services

Questions for W911SG-24-Q-0054

1. Who is the Current Incumbent? None.

2. When does the current contract end?

NA

3. Are any Bridge Contracts in place that extend the current contract

NA

4. For the paper shredding (CLIN001) service schedule of 2 times a month, can that be modified to bi-weekly for a total of 26 services per year with a monthly billing. Also, can the schedule days be flexible instead of just Tuesdays and Thursdays due to truck routing schedules?

a. YES

b. The Tuesday and Thursday is referenced in (PWS 1.1.) for the Hard Drive which would be on the 3rd week of the month, it was based on feedback we received from IMD at the time we were putting the packet together. We can change that section of (PWS 1.1.) to read service day will be established by the COR.

5. (PWS 9.12) This states that the contractor shall destroy 1-300 hard drives a month, but the price sheet states the NTE 600 devices. Please confirm what the estimated required quantity is going to be monthly or if there is a minimum requirement?

a. Mr. Reyes the PWS has 300 each HD/Media destruction x1 per month. I have one ICGE version dated 14 July 2023 with x1 300 HD/ Media per month and the 2nd ICGE version dated 14 July

2023 but has x2 300 HD/ Media per month. Both versions have the same dollar amounts.

6. Will the agency provide a serialized list on the date of destruction, or will the contractor be responsible for sterilizing the hard drives before destruction?

a. IMD degausses any HD/ Media scheduled for destruction.

b. IMD has a list with serial number HD/ Media slated for destruction.

c. Contractor is required to record HD/ Media serial numbers manually or electronically on site.

d. Once contractor completes the HD/ Media destruction, a Certificate of Destruction with the recorded serial numbers most be forwarded to the COR and or IMD within 72 hours.

7. (PWS 5.3) What are the “Contractor Inspections Requirements” and how often are they performed.?

a.. The Contractor is responsible for performing or having performed all inspections and tests necessary to substantiate that the supplies or services furnished under this contract conform to contract requirements, including any applicable technical requirements for specified manufacturers’ parts. This clause takes precedence over any Government inspection and testing required in the contract’s specifications, except for specialized inspections or tests specified to be performed solely by the Government.

8. (PWS 1.1) This states that the COR will establish service days, while 1.4 on the same page provides very specific service days. Will the day of the week be determined collaboratively with the awardee or is the schedule outlined in 1.4 firm?

a. Mr. Reyes when I drafted the PWS I thought we would need 2 days to service the satellite clinics.

b. So as not to conflict with (PWS 1.1.) we can remove that section from (PWS 1.4.) Sentence 3, The service day for the WBAMC Campus will be the first Tuesday of week one and week three of every calendar month; and sentence 4, The service day for WBAMC satellite clinic (Exhibit A) will be the first Wednesday and Thursday of week one and week three of every month, from 7:30 am to 4 pm on the designated days.

9. (PWS 1.4) Can the outlying locations all be serviced in one day?

a. Yes. Please see question 8. Answer a.

b. Day to be established by the COR.

10. (PWS 1.4) Shredding truck routes are set up on increments of weekly schedules, so servicing every 2 weeks (26 annual services) instead of twice monthly (24 annual services) is standard and keeps the service interval consistent for the client. Bi-weekly service is already mentioned in the

Performance Requirements Summary on page 12. Could services be changed to bi-weekly rather than 2 times per month?

a. Yes.

11. (PWS 1.4) Are Hard Drives only presented at the Medical Center or will other locations have hard drive destruction needs?

a. All HD/ Media is at WBAMC proper, building 18511H, IMD.

12. (PWS 1.4) Since a large quantity of Hard Drives cannot be mixed with shredded paper, and because serial numbers must be recorded, can prior arrangement for off-site destruction be requested for the year, or is it limited to certain circumstances?

a. If HD/ Media cannot be destroyed on site. With agreement from IMD HD/ Media requiring destruction can be electronically scanned or serial numbers manually recorded prior to removal from IMD, HD/ Media can be destroyed off site.

13. (PWS 1.4) Will the facility/facilities already have a list of serial numbers that just need to be confirmed, or will the list need to be created from scratch by the contractor?

a. IMD has a list with serial numbers HD/ Media slated for destruction.

b. Contractor is required to record HD/ Media serial numbers on site by electronically scanned or manually recording the HD/ Media serial numbers prior to removal from IMD.

c. Once contractor completes the HD/ Media destruction, a Certificate of Destruction with the recorded serial numbers most be forwarded to the COR and or IMD within 72 hours.

14. (PWS 1.4) Will the hard drives already be removed from their devices, or must the contractor remove them?

a. IMD removes HD/ Media from the devices.

15. (PWS 5.2.2 & 5.2.1) Could you please describe how the solid waste diversion report would differ from the monthly weight report?

a. Monthly weight report will be the preferred, with no difference.

16. (Page 15, Exhibit 2) o There are notes on some lines that state shredding is being handled in-house or by other vendors, are these not going to be part of the contracted shred services? A. No o There are also notes about buildings being under renovation or construction

– will these be added to the contract once occupied? There are two buildings not added at the time to the contract, these can be added in a mod or handled internally to have the small amount of shred brought to the hospital on shred day as it is currently happening.

o Will an accurate size, count, and location of bins be provided to the awardee for the Medical Center and all outlying locations? This information will be necessary prior to shipping bins in order to deliver the correct number. Yes.

17. Accessibility:

o For the Medical Center, how far apart are the six buildings where service is needed – in other words will our shred truck need to move multiple times to service the various locations on campus?

a. Buildings are in proximity of one another, for the conveniency of the contractor the truck can be moved to the buildings . All buildings are accessible to the truck.

o Rolling collection bins cannot negotiate steps. For any facilities, if bins will be located above/below the ground floor, are elevators readily available to use? Yes.

o Is there sufficient and appropriate parking for our truck at each location for the time it will take to perform the work? Yes.

18. Incumbent:

o Is there a current contract for the work being solicited?

a. No.

o If so, please provide that awarded contract number or task order number (not the incumbent GSA contractor number). N/A o Please provide the name of the incumbent contractor and when the contract is ending.

o Please provide the annual contract amount. N/A o Is the level of effort being performed under the current contract fundamentally the same as what will be required to fulfill the new contract? If not, please explain how the work will be different under this solicitation.

a. No. The last prim-contractor SafeGuard and the local sub-contractor (VRC) were not providing the service required in the contract. There is no contract in place.