Medical Records Shredding
Closed Solicitation Posted
- Solicitation number
- HT940725Q0003
- Agency
- Defense Health Agency Department of Defense
- Responses due
- Set-aside
- Total Small Business
Opportunity facts
- NAICS code
- 561990 All Other Support Services
- Place of performance
- Scott Air Force Base, Illinois 62225, United States
- Points of contact
-
- Tina Mitchell tina.d.mitchell3.civ@health.mil (726) 203-0047
- Christopher Comish christopher.j.comish.civ@health.mil (210) 952-8620
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Health Agency Contracting Activity-Central Division is soliciting quotes for medical records shredding services for the 375th Medical Group at Scott Air Force Base, Illinois through Request for Quotes (RFQ) HT940725Q0003. The contractor will provide bi-weekly on-site shredding and destruction of Personally Identifiable Information (PII) and Protected Health Information (PHI) documents, including paper records, patient information cards, CDs, radiographic films, medicine bottles, and patient labels, all in compliance with HIPAA regulations. The contractor must provide and maintain 41 lockable collection containers (10 stationary and 31 mobile, each approximately 64 gallons) across various medical facility locations and perform shredding services during base business hours (Monday-Friday, 0800-1500). The government will evaluate quotes using a technical/price trade-off basis, with technical acceptability being significantly more important than price, and will award to the most advantageous offer. The original solicitation was posted on May 21, 2025, with quotes initially due on May 29, 2025, though recent amendments suggest the deadline has been extended to June 17, 2025.
This opportunity is designated as a 100% Small Business Set-Aside under NAICS code 561990 with a size standard of $16.5 million, requiring vendors to be certified small businesses registered in the System for Award Management (SAM). The previous contract (FA4407-20-P-0037) had a total award amount of $31,867.50 and ended on May 15, 2025. The new contract will have a five-year performance period from June 5, 2025, to June 4, 2030, structured as a Firm Fixed Price contract with a base year and four one-year option periods. The contractor will handle between 6-20 full containers per trip, with a minimum of 170 and maximum of 300 containers annually, including potential special pick-ups during facility clean-out periods. Services will be performed at Scott Air Force Base, Illinois, specifically at multiple buildings including 1530 and 1948, with a maximum of three drivers authorized for base entry.
Notice text
5 versions
Update #5 · Latest ·
**Solicitation revised to update Pricing Sheet, PWS and RFQ letter. Please refer to the Questions and Answers submitted previously. Offers due June 17, 2025.***
This is a combined synopsis/solicitation for commercial, nonpersonal services prepared in accordance with (IAW) FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement consititues the only solicitation; quotes are being requested and a written solicitation will not be issued.
This Solicitation is issued as a Request for Quotes (RFQ), HT940725Q0003A. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
The provision at FAR 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services, including Addendum, applies to this acquisition. The provision at FAR 52.212-2, Evaluation of Commercial Products and Commercial Services, including Addendum, applies to this acquisition.
Set Aside: Total Small Business Set-Aside (FAR 19.5)
Product Service Code: R614 Support - Administrative: Paper Shredding
NAICS Code: 561990 - All Other Support Services
Place of Performance: Scott Air Force Base, IL 62225 USA
The Defense Health Agency Contracting Activity- Central Division has issued this Solicitation as a Request for Quotes to compete and award a single Firm Fixed Price contract using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures, for the 375th Medical Group at Scott Air Force Base, Illinois for Medical Records Shredding from 23 June 2025 - 22 June 2030. This will be a 100% Small Business Set-Aside solicited under North American Industry Classification System (NAICS) code 561990 with a size standard of $16.5 million. To be eligible to compete for Small Business set-aside awards, vendors must be certified in accordance with current Small Business Administration (SBA) regulations. To be eligible for award, vendors must be registered as a small business under NAICS 561990 in the System for Award Management (SAM). https://sam.gov
Please read the RFQ letter for quote submission instructions.
The following documents are attached to this solicitation notice:
1. Attachment 1- Performance Work Statement (PWS)- REVISED
2. Attachment 2- Pricing (Vendor fills this out)- REVISED
3. Attachment 3- Provisions and Clauses
4. Attachment 4- Questions Submission Form
5. Attachment 5- Service Contract Act (SCA) Wage Determination
6. Attachment 6- RFQ Letter- REVISED
7. Previous Questions and Answers submitted
***
Amendment 1 - There were no new Questions by the deadline, therefore an amendment with new Questions and Answers was not posted. Please refer to the Previous Questions and Answers submitted.
Update #4 ·
**Solicitation revised to update Pricing Sheet, PWS and RFQ letter. Please refer to the Questions and Answers submitted previously. Offers due June 17, 2025.***
This is a combined synopsis/solicitation for commercial, nonpersonal services prepared in accordance with (IAW) FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement consititues the only solicitation; quotes are being requested and a written solicitation will not be issued.
This Solicitation is issued as a Request for Quotes (RFQ), HT940725Q0003A. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
The provision at FAR 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services, including Addendum, applies to this acquisition. The provision at FAR 52.212-2, Evaluation of Commercial Products and Commercial Services, including Addendum, applies to this acquisition.
Set Aside: Total Small Business Set-Aside (FAR 19.5)
Product Service Code: R614 Support - Administrative: Paper Shredding
NAICS Code: 561990 - All Other Support Services
Place of Performance: Scott Air Force Base, IL 62225 USA
The Defense Health Agency Contracting Activity- Central Division has issued this Solicitation as a Request for Quotes to compete and award a single Firm Fixed Price contract using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures, for the 375th Medical Group at Scott Air Force Base, Illinois for Medical Records Shredding from 23 June 2025 - 22 June 2030. This will be a 100% Small Business Set-Aside solicited under North American Industry Classification System (NAICS) code 561990 with a size standard of $16.5 million. To be eligible to compete for Small Business set-aside awards, vendors must be certified in accordance with current Small Business Administration (SBA) regulations. To be eligible for award, vendors must be registered as a small business under NAICS 561990 in the System for Award Management (SAM). https://sam.gov
Please read the RFQ letter for quote submission instructions.
The following documents are attached to this solicitation notice:
1. Attachment 1- Performance Work Statement (PWS)- REVISED
2. Attachment 2- Pricing (Vendor fills this out)- REVISED
3. Attachment 3- Provisions and Clauses
4. Attachment 4- Questions Submission Form
5. Attachment 5- Service Contract Act (SCA) Wage Determination
6. Attachment 6- RFQ Letter- REVISED
7. Previous Questions and Answers submitted
***
Amendment 1 - Questions and Answers Attachment Planned to be Posted on June 16, 2025 at 5 PM ET.
Update #3 ·
**Quote deadline extended to June 3, 2025***
This is a combined synopsis/solicitation for commercial, nonpersonal services prepared in accordance with (IAW) FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement consititues the only solicitation; quotes are being requested and a written solicitation will not be issued.
This Solicitation is issued as a Request for Quotes (RFQ), HT940725Q0003. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
The provision at FAR 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services, including Addendum, applies to this acquisition. The provision at FAR 52.212-2, Evaluation of Commercial Products and Commercial Services, including Addendum, applies to this acquisition.
Set Aside: Total Small Business Set-Aside (FAR 19.5)
Product Service Code: R614 Support - Administrative: Paper Shredding
NAICS Code: 561990 - All Other Support Services
Place of Performance: Scott Air Force Base, IL 62225 USA
The Defense Health Agency Contracting Activity- Central Division has issued this Solicitation as a Request for Quotes to compete and award a single Firm Fixed Price contract using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures, for the 375th Medical Group at Scott Air Force Base, Illinois for Medical Records Shredding from 5 June 2025 - 4 June 2030. This will be a 100% Small Business Set-Aside solicited under North American Industry Classification System (NAICS) code 561990 with a size standard of $16.5 million. To be eligible to compete for Small Business set-aside awards, vendors must be certified in accordance with current Small Business Administration (SBA) regulations. To be eligible for award, vendors must be registered as a small business under NAICS 561990 in the System for Award Management (SAM). https://sam.gov
Please read the RFQ letter for quote submission instructions.
The following documents are attached to this solicitation notice:
1. Attachment 1- Performance Work Statement (PWS)
2. Attachment 2- Pricing (Vendor fills this out)
3. Attachment 3- Provisions and Clauses
4. Attachment 4- Questions Submission Form
5. Attachment 5- Service Contract Act (SCA) Wage Determination
6. Attachment 6- RFQ Letter
***
Amendment 1 - Questions and Answers Attachment Posted on May 27, 2025.
Update #2 ·
This is a combined synopsis/solicitation for commercial, nonpersonal services prepared in accordance with (IAW) FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement consititues the only solicitation; quotes are being requested and a written solicitation will not be issued.
This Solicitation is issued as a Request for Quotes (RFQ), HT940725Q0003. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
The provision at FAR 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services, including Addendum, applies to this acquisition. The provision at FAR 52.212-2, Evaluation of Commercial Products and Commercial Services, including Addendum, applies to this acquisition.
Set Aside: Total Small Business Set-Aside (FAR 19.5)
Product Service Code: R614 Support - Administrative: Paper Shredding
NAICS Code: 561990 - All Other Support Services
Place of Performance: Scott Air Force Base, IL 62225 USA
The Defense Health Agency Contracting Activity- Central Division has issued this Solicitation as a Request for Quotes to compete and award a single Firm Fixed Price contract using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures, for the 375th Medical Group at Scott Air Force Base, Illinois for Medical Records Shredding from 5 June 2025 - 4 June 2030. This will be a 100% Small Business Set-Aside solicited under North American Industry Classification System (NAICS) code 561990 with a size standard of $16.5 million. To be eligible to compete for Small Business set-aside awards, vendors must be certified in accordance with current Small Business Administration (SBA) regulations. To be eligible for award, vendors must be registered as a small business under NAICS 561990 in the System for Award Management (SAM). https://sam.gov
Please read the RFQ letter for quote submission instructions.
The following documents are attached to this solicitation notice:
1. Attachment 1- Performance Work Statement (PWS)
2. Attachment 2- Pricing (Vendor fills this out)
3. Attachment 3- Provisions and Clauses
4. Attachment 4- Questions Submission Form
5. Attachment 5- Service Contract Act (SCA) Wage Determination
6. Attachment 6- RFQ Letter
***
Amendment 1 - Questions and Answers Attachment Posted on May 27, 2025.
Update #1 ·
This is a combined synopsis/solicitation for commercial, nonpersonal services prepared in accordance with (IAW) FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement consititues the only solicitation; quotes are being requested and a written solicitation will not be issued.
This Solicitation is issued as a Request for Quotes (RFQ), HT940725Q0003. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
The provision at FAR 52.212-1, Instructions to Offerors- Commercial Products and Commercial Services, including Addendum, applies to this acquisition. The provision at FAR 52.212-2, Evaluation of Commercial Products and Commercial Services, including Addendum, applies to this acquisition.
Set Aside: Total Small Business Set-Aside (FAR 19.5)
Product Service Code: R614 Support - Administrative: Paper Shredding
NAICS Code: 561990 - All Other Support Services
Place of Performance: Scott Air Force Base, IL 62225 USA
The Defense Health Agency Contracting Activity- Central Division has issued this Solicitation as a Request for Quotes to compete and award a single Firm Fixed Price contract using FAR Part 12 Acquisition of Commercial Items and FAR Part 13 Simplified Acquisition Procedures, for the 375th Medical Group at Scott Air Force Base, Illinois for Medical Records Shredding from 5 June 2025 - 4 June 2030. This will be a 100% Small Business Set-Aside solicited under North American Industry Classification System (NAICS) code 561990 with a size standard of $16.5 million. To be eligible to compete for Small Business set-aside awards, vendors must be certified in accordance with current Small Business Administration (SBA) regulations. To be eligible for award, vendors must be registered as a small business under NAICS 561990 in the System for Award Management (SAM). https://sam.gov
Please read the RFQ letter for quote submission instructions.
The following documents are attached to this solicitation notice:
1. Attachment 1- Performance Work Statement (PWS)
2. Attachment 2- Pricing (Vendor fills this out)
3. Attachment 3- Provisions and Clauses
4. Attachment 4- Questions Submission Form
5. Attachment 5- Service Contract Act (SCA) Wage Determination
6. Attachment 6- RFQ Letter
Attachments
| File | Type | Posted |
|---|---|---|
| HT940725Q0003A Attachment 5 SCA WD 2015-5075 (Rev. 28).pdf | ||
| HT940725Q0003A Attachment 2 Pricing.pdf.xlsx | XLSX spreadsheet | |
| RFQ Letter HT9407-25-Q-0003A.pdf | ||
| HT940725Q0003A Attachment 3 Provisions and Clauses.pdf | ||
| Previous Attachment 4 Questions and Answers Submitted.xlsx | XLSX spreadsheet | |
| HT940725Q0003A Attachment 4 Question Submission Form.xlsx | XLSX spreadsheet | |
| HT940725Q0003A Attachment 1 Performance Work Statement.pdf | ||
| HT940725Q0003 Amendment 1 Attachment 4 Questions and Answers Submitted.xlsx | XLSX spreadsheet | |
| HT940725Q0003 Attachment 1 Performance Work Statement.pdf | ||
| HT940725Q0003 Attachment 2 Pricing.pdf.xlsx | XLSX spreadsheet | |
| HT940725Q0003 Attachment 4 Question Submission Form.xlsx | XLSX spreadsheet | |
| RFQ Letter HT9407-25-Q-0003 - Signed.pdf | ||
| HT940725Q0003 Attachment 5 SCA WD 2015-5075 (Rev. 28).pdf | ||
| HT940725Q0003 Attachment 3 Provisions and Clauses.pdf |
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