R614--Document Shredding - TVAMC

Vendor Questions/Concerns for:

Document Shredding / 36C24721Q1151 / Tuscaloosa, AL VA Medical Center

No information will be provided about the past or current contract.

1. Because the verbiage of Subcontractors being prohibited in this solicitation can a NAID subcontractor be utilized instead of the Contractor? This portion of the Statement of work has been amended. Subcontracting is not prohibited. Â

2. Will the contractor require NAID Certification? See Statement of work, page 13 - NAID Certification: The Contractor shall provide prior to the award, a copy of the Contractor's NAID certification. NAID certification is required due to the nature of materials that will be destroyed. The certification signifies the company will adhere to security and ethics standards in the destruction of the information.

3. Can the requirement for Alabama registration be removed due to it being restrictive to applicants? Clarification: the contract shall be a legally registered business. The company also shall be able to perform work in the state of Alabama. Â

4. Would it be technically acceptable to submit a high volume shredder as an alternate option to the shred services? No, but Destruction of documents MUST occur on site due to potential information risk.

5. Is it possible to get an amendment posted to sam.gov listing a breakdown of the sizes of the bins at the various locations so that bidders can provide accurate pricing?

6. Would you consider extending the offer date to go over answers from submitted questions? No, the bid closes on August 23, 2021. This gives vendors at least a full business day and the weekend to revise bids if necessary.

7. Is there a loading dock or area the truck needs to park to perform the shredding services? Yes

8. What is the historic volume, prior to COVID, of paper and media monthly and annually? This information is in the Statement of Work

9. Will June 19th be added to the holiday list of days observed and closed? Yes

10. Contractor shall be a legally registered business and able to perform the work in the State of Alabama. This statement is restrictive to other offerors that have the capability of performing on this contract. Can this be removed to all other interested parties to submit a proposal? See response to question # 3.

11. Will a schedule showing service every 2 weeks be acceptable? This will allow 26 services a year for the months that have 5 weeks. Services must be weekly.

12. Certification of calibration. Can you clarify this? Weight is based off of tips of the containers, is this acceptable for the weight? The truck scale must show proof of being properly calibrated if this is the way of measured pick-ups. These services are rendered by containers and will not utilize weight.

13. Consoles of that size only hold up to 70 lbs. of paper in them. Can this be acceptable? See SOW, page 11, Section B current consoles are 36x18x24.

14. Can this be removed, directive 6371 is the guidance on this and it eliminates NAID requirement? This will not be removed.

15. Can the service be provided in number of containers? Weight is given at end of month for who month? There are currently 230 containers. Services are rendered by number of containers and not weight.

16. Can a line item be added to the price schedule for purges with a NTE? No.

17. P. 10, 8.a.iv. For the Selma frequency can it be bi-weekly (every other week) rather than 2x/month? Bi-weekly is easier to schedule and results in more consistent service. Using the same reasoning, can the once per month service for the other clinics be every 4 weeks rather than monthly? Yes to both

18. P. 10, 8.b.i. Is one additional container for storage media required at all five locations? If so, the CLIN count for UA, Hamilton, and Fayette clinics needs to be adjusted. We only need 1 at the main campus in Tuscaloosa to be located in the OIT department

19. P. 11, 8.b.v. Please clarify the purges  purges are as need by department and are processed for payment by the service requesting using their purchase card

Is this just one purge per year?

Will a purge also be needed at each of the clinics, and how often?

Will purges be handled via contract modification, p-card payment, or should the pricing for these be incorporated into each CLIN?

20. P. 11, 8.c.iv. Please clarify what is meant by adjusted . Does this mean shifting containers to different locations or does it mean providing additional containers if needed? If the latter, will additions be handled via contract modification? Adjusted means if they need to be moved to other locations or removed because we have too many

21. P. 11, 8. e.i. Weight of documents is typically estimated while onsite, with a final weight tally provided on the monthly invoice will this process suffice for this requirement? yes

22. P. 12, 8.l.ii. This mentions classified medical documentation . A medical facility typically generates sensitive but unclassified material such as PHI and PII. Handling classified material normally takes a special security clearance and special shredding equipment that increase the price of onsite shredding. Please confirm that there will not be any classified material presented for destruction. The majority of information will be PHI and PII

23. Will past performance be considered during evaluation? Per the evaluation factors listed on page 40 of the solicitation the award will be made to technically acceptable vendor that offers most advantageous cost/price to the government. Past Performance is not a factor in technical acceptance.

24. Accessibility: For the Medical Center, how far apart are the buildings where service is needed? The majority of the buildings are conjoined.

25. Accessibility: Please confirm if there is a loading dock at the Medical Center. There is a specified area for parking

26. Accessibility: For all locations, will any bins be located above/below the ground floor? If so, are freight elevators available to move bins to/from ground level? There are elevators throughout the facility

27. Accessibility: Is there sufficient and appropriate parking for our truck at each location/building for the time it will take to retrieve and shred the material yes

DOCUMENT SHREDDING This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 and/or 8.4, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will also be attached. The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate. Interested persons may identify their interest and capability to respond to the requirement or submit proposals. All proposals must be received prior to 1:00pm EST on August 17, 2021. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. NAICS code is 561990, All other support services; size standard is $12 million. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-72 effective January 30, 2014. Please see attached RFQ document 36C24721Q1151 for requirements. Potential vendors are to complete the attached RFQ document and submit an itemized quote as well as submit sufficient supporting documentation which details product specifications. This supporting documentation will be used to determine whether or not the quoted items meet the requirements of the solicitation. Information about current or previous vendors providing this/these or similar services such as; Contract Information, Vendor Name, Contract Number, Pricing, etc. WILL NOT be provided to potential bidders. RFQ Response Requirements and Information 1) This is a brand name or equal procurement, (excludes services). 2) Vendors must complete the VA issued RFQ in order to be considered for award. A vendor provided quote, proposal or attachment is not acceptable as a bid offer. 3) Only one award will be made to one vendor that can provide all items/services at the MOST ADVANTAGEOUS COST TO THE GOVERNMENT THAT IS DEEMED TECHNICALLY ACCEPTABLE. 4) Please provide pictures and specifications if you are not offering EXACTLY what the government is requesting, (excludes services). 5) All RFQ responses must include all associated fees such as; Shipping, Delivery, Administration and delivery if required. See Statement of Work and other attachments for more detail if included. 6) All questions must be addressed by email no later than 36 hours prior to the closing date. Quotes are due no later than 1:00pm EST, August 17, 2021. Telephone calls will not be accepted. All quotes are to be sent electronically to Benford.Brundage@va.gov

DOCUMENT SHREDDING

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 and/or 8.4, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will also be attached.

The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate. Interested persons may identify their interest and capability to respond to the requirement or submit proposals. All proposals must be received prior to 1:00pm EST on August 17, 2021. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. NAICS code is 561990, All other support services; size standard is $12 million.

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-72 effective January 30, 2014.

Please see attached RFQ document 36C24721Q1151 for requirements.

Potential vendors are to complete the attached RFQ document and submit an itemized quote as well as submit sufficient supporting documentation which details product specifications. This supporting documentation will be used to determine whether or not the quoted items meet the requirements of the solicitation.

Information about current or previous vendors providing this/these or similar services such as; Contract Information, Vendor Name, Contract Number, Pricing, etc. WILL NOT be provided to potential bidders.

RFQ Response Requirements and Information

1) This is a brand name or equal procurement, (excludes services).

2) Vendors must complete the VA issued RFQ in order to be considered for award. A vendor provided quote, proposal or attachment is not acceptable as a bid offer.

3) Only one award will be made to one vendor that can provide all items/services at the MOST ADVANTAGEOUS COST TO THE GOVERNMENT THAT IS DEEMED TECHNICALLY ACCEPTABLE.

4) Please provide pictures and specifications if you are not offering EXACTLY what the government is requesting, (excludes services).

5) All RFQ responses must include all associated fees such as; Shipping, Delivery, Administration and delivery if required. See Statement of Work and other attachments for more detail if included.

6) All questions must be addressed by email no later than 36 hours prior to the closing date.

Quotes are due no later than 1:00pm EST, August 17, 2021. Telephone calls will not be accepted. All quotes are to be sent electronically to Benford.Brundage@va.gov

DOCUMENT SHREDDING

This is a pre-solicitation notice for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice for Document Shredding for the Tuscaloosa VA Medical Center located in Tuscaloosa, AL 35404. VENDORS SHOULD NOT SUBMIT FORMAL PROPOSALS UNTIL THE RFQ IS POSTED TO THIS WEBSITE. This synopsis is not to be construed as a commitment by the Government nor will the Government pay for the information resulting from this posting.

The procurement is 100% Service-Disabled Veteran Owned Small Business Set-Aside. The NAICS code for this requirement will be 561990 with a size standard of $12 million. Any resultant contract will be effective at the Government's discretion. Equipment/Supplies will be at such times and in such quantities as required, FOB destination.

The Government intends to award a firm fixed price contract in accordance with all terms, conditions and provisions. The Request for Proposal will be based on Most Advantageous Cost to the Government from Technically Acceptable offers, and to those offerors who provide all information required to be submitted.

It is anticipated that the Request for Proposal will be posted to this site on or around August 9, 2021. Offerors should continue to monitor FBO for the RFQ and any subsequent amendments. THIS IS NOT A REQUEST FOR PROPOSAL AT THIS TIME. NO PHONE CALLS WILL BE ACCEPTED

AFTER THE SOLICITATION IS POSTED PLEASE ADHERE TO THE FOLLOWING:

Vendors must complete RFQ in order to be considered for award, a quote WILL NOT suffice.

All questions must be addressed by email no later than 36 hours prior to the closing of the buy.

Quotes will be due no later than the date at time specified on the RFQ/RFQ. Telephone calls will not be accepted. All quotes are to be sent electronically to Benford.Brundage@va.gov.