R614--Guam- Shredding Services Base plus four one-year options

Questions & Answers

RFQ 36C26125Q0100- Document Destruction

1. Just to be sure, is this solicitation for 2 separate locations? If so, according to the SOW the FHB location, I am assuming, is the Guam Vet Center, correct? Yes, there are two locations as indicated in the statement of work, the addresses are below.

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VA Medical Center                                          Guam Vet Center

Guam CBOCÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â 400 Route 8

498 Chalan Palasyo                                        Suite 301

Agana Heights Guam 96910Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Maite, Guam 96910

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2. Is the location in the middle of an island? Location of the Community Based Outpatient Clinic is central.

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3. Approximately how many bins are to be picked up at the end of the month? There are Three Bins being picked up one at Home Bases Primary Care (HBPC) and Two at the Community Based Outpatient Clinic (CBOC).

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4. Will we be swapping the bins out or emptying the facility bins into our own bins to take back to shredding facility? Contractor replaces them with empty bins.

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5. Since this will be a once-a-month job, per the SOW, will Form 1449 read as follows...

Qty   Unit   Unit Price  Amount

12Â Â Â Â 12Â Â Â Â Â $10(i.e.)Â Â Â $120(i.e.)

See Section B.3 Price/Cost Schedule is correct as written, changes to this schedule would render your submission as non-conformance and eliminated.

6. Could you please provide details on the estimated volume of shredding required monthly? Average of 170 Lbs.

7. How many containers will need to be serviced as part of this contract? Three

8. Could you confirm whether there are existing containers or if new containers will need to be supplied as part of the contract? Containers are to be supplied by contractor as a part of the contract.

9.Are there any additional specifications or details not outlined in the Performance Work Statement that vendors should be aware of when preparing a proposal? No, nothing that comes to mind.

10. Are you able to provide an approximate of how pounds of paper are expected to be destroyed for the two locations monthly? Average of 170 Lbs.

11. In the PWS it briefly mentions on-site shredding of VA documents; is that a rare occasion or something that often occurs? I have not experienced this happening.

12. For the service day & time, for clarity purposes, is FHB the Guam Vet Center located at 400 Route 8 in Maite, Guam? Yes, that is the location as stated in the PWS. And are any of the locations requiring the bins to be removed from higher floor levels? FHB Maite is on the 3rd floor with elevator access.

13. Is there an incumbent or existing contract in place for this effort and what is the contract # if so

No information can be provided on the incumbent without a Freedom of Information Act (FOIA) request.

14. How many bins are we required to furnish for the collection efforts on this project? Three

15. How many lockable containers do you prefer at each location? 3 Bins (2 at the CBOC and 1 at HBPC Maite)

16. I noticed that there are 2 locations for shredding services. The VA medical Center Guam Community Based Outpatient Clinics and Guam Vet Center. Are there multiple clinics within the Guam Community Based Outpatient Clinics and if so, how many? As stated above a total of 3 Bins are required.

17. I noticed under the description it states that The contractor shall be a full-service shredding contractor who can demonstrate expertise and qualifications in confidential document destruction management." Are we allowed to go through a sub-contractor who is a full-service shredding company?

Yes, subcontracting is allowed.

18. I also noticed under paragraph coordination; shredding services start at the FHB location. Can you please clarify what FHB stands for? First Hawaiian Bank (FHB).

19. Is this a new contract or was there a previous incumbent and can you provide the contract number? The current five-year contract is set to expire soon, this will be a new contract. No information can be provided on the incumbent without a Freedom of Information Act (FOIA) request.

20. Document Volume: Estimated weight or volume of documents to be shredded per service? 170 lbs. per month. Type of material? paper only, folders, binders, mixed media.

21. Collection Bins: Number and size of lockable bins required? 3 Bins (2 at the CBOC and 1 at HBPC Maite) sizes 20in W x 16in D x 36in H. Placement preferences for bins within the facility? The Facility manager will provide further guidance on specific placement within the facility.

22. Services Requirements: Confirmation that on-site shredding is required, or secure transport for off-site destruction is acceptable under certain conditions? On-site shredding is not required, secure transport for off-site destruction is acceptable. Expected duration of the shredding process during each service visit? The duration depends on the experience and efficiency of the respective vendor, to properly perform the required services outline in the performance work statement.

23. Scheduling: Confirmation of the monthly service schedule (e.g., last Monday) and any flexibility for handling overflow or additional requests? Monthly, if bins are full, we will contact the vendor for early pick up.

24. Documentation and Compliance: Any specific requirements for chain-of-custody documentation beyond the Certificate of Destruction? Certificate of destruction and monthly invoices. Submission process or formatting for documents via Tungsten? Instructions for submission through tungsten can be found on the website, www.tungsten.com , this is a third-party site used by the Government for electronic invoicing.

25. Site Access: Any specific access requirements for personnel (e.g. ID badges, escorts, or security protocols)? No, specific access required, vendors will be escorted.