SOLICITATION NOTICE
R -- EMS DOCUMENT SHREDDING AND PKI REMOVAL
- Notice Date
- 9/19/2023 12:02:22 PM
- Notice Type
- Solicitation
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- 250-NETWORK CONTRACT OFFICE 10 (36C250) DAYTON OH 45428 USA
- ZIP Code
- 45428
- Solicitation Number
- 36C25024Q0006
- Response Due
- 9/22/2023 10:00:00 AM
- Archive Date
- 10/22/2023
- Point of Contact
- Tracy L Granger, TCF Contract Specailist
- E-Mail Address
-
Tracy.Granger@va.gov
(Tracy.Granger@va.gov)
- Awardee
- null
- Description
- 36C25024Q0006 0001 This amendment deletes line-items 0009, 1009, 2009, 3009, and 4009 in their entirety. Contractors shall not provide pricing for these line-items. QUESTIONS AND ANSWERS Question: P. 13, first sentence and p. 36, first paragraph. Will increases or decreases of locations, container quantities, and/or service frequency, be handled via contract modification since such changes will affect the scope of work? Answer: All changes will be done via contract modification. Question: P.13 Maximum Contract Value. Please clarify that our total bid for the base year plus four option years cannot exceed $710,000. If this is true, please explain the reason for this restriction, which could be difficult to adhere to give the Limitations on Subcontracting that are in the solicitation/award. Answer: This is correct, this is our maximum contract value considering our estimated quantities. Question: P. 35, 2. Pricing will be affected by how frequently containers are serviced, and how many /what type containers are at each facility. Will you please provide the quantity of each type of container that will be located at the hospital and at each one of the outlying locations? Answer: A separate Excel spreadsheet has been attached to answer this question. Questions: P. 35,2. Would you please describe where in the system the 20 95-gallon containers will be located, and elaborate on how those will be used? Also, where should these bins be priced in the Price Schedule? Answer: The 20 95-gallon will be used at the main facility and will be stored in an EMS closet. 5. Question: P. 36, 2. Please explain the requirement to have 10% additional containers ready for installation on request. Will a modification be issued to add these to the contract so that they can be serviced? Answer: New areas are often added and are required to have containers. Generally, the COR has not been required to do a modification for this. 6. Question: P. 36, 3. Monthly service. Can monthly service be changed to servicing every four weeks? This gives a more regular interval between services and fits with the industry standard of scheduling routes using week intervals. Answer: No, contractors should account for this in their pricing 7. Question: P. 36, 4. If the Agency requests additional 95g bins will that be handled via contract modification? Answer: Yes 8. Question: P. 37, D. 1. a. Contractor shall pick up all bins from areas provided by COR. This indicates the possibility that all containers may not be serviced each visit. Please expand on this situation will all containers be serviced each visit, or is it an indefinite quantity that will be serviced, to be determined by the COR? If the latter, please confirm that the vendor s monthly fee based on firm-fixed pricing is not affected by variances in quantities of containers serviced. Answer: All bins may not need to be emptied on each visit as, they may not be full. The vendor s monthly fee will not be affected. The wording in this paragraph and b. below states number of bins taken and/or shredded prior to departing. This would indicate that off-site shredding is acceptable, please confirm if off-site shredding is an option. Answer: Shredding shall be done on-site 9. Question: P. 37, D. 1. b. If the container is less than half full do not empty. Please confirm that since this is a firm-fixed price contract that checking the bins for paper but only emptying those more than half full does not change the monthly invoice amount. Also please confirm that the vendor is not required to make a special service trip for over-full bins if they were not emptied the previous service due to being less than half full. Answer: The monthly invoice will not change. In some instances, a special trip will be required. 10. Question: Will any non-paper material be presented for destruction, for example CDs/DVDs, hard drives, pill bottles, etc. or will those items be handled via special pickup paid for by GPC? Answer: No, there will not be any non-paper materials for destruction. 11. Question: Accessibility For the Medical Center, are there outlying buildings on campus where service is needed or just the hospital itself in other words will our shred truck need to move multiple times to service the various buildings? Answer: No, the truck will not need to be moved several times. The vendor now parks near the dock and walks back and forth with bins to be emptied. Our collection containers cannot negotiate steps, are freight elevators available to move between floors at the Medical Center campus and at any of the outlying facilities where shred containers are located above/below the egress floor? Answer: Yes, there are service elevators that can used. 12: Question: Incumbent Is there a current contract for the work being solicited? Answer: Yes, one (1) year bridge (10/01/2022 09/30/2023) If so, please provide that awarded contract/task order number. Answer: 36C25023C0013 Please provide the annual contract amount. Answer: $121,708.32 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. Answer: Yes 13. Question: Are there particular sizes based on the location? Answer: See answer to question number 3 14. Question: Will it be cabinet or roll carts 65-96 gallon? Answer: Both are used at the facility 15. Question: Who is the current incumbent? Answer: The Rapid Group, LLC. 16. Question: When does the current contract end? Answer: 09/30/2023 17. Question: Are any bridge contracts in place that extend the current contract? Answer: Yes, see answer to question number 12 18. Question: What are the last contract award number and total award amount? Answer: GS-25F0006S/36C25018F0619 (01/01/2018 09/30/2022), total award amount $446,493.93 19. Question: Is there a loading dock or area the truck needs to park to perform the services at all locations? Answer: Yes 20. Question: Will the agency consider extending the offer due date for a questions period and review of answers? Answer: No, not at this time 21. Question: Will badging be required? If so, are you using USAcess, e-Quip, or other system for badging? Answer: Yes, the facility currently uses ORtrax for badging 22. Question: If needed, badging can take from 14 to 30+ days to process. Will you allow our employees to work during the processing period or will you provide an escort? Answer: A temporary badge can be issued 23. Question: What site or contract specific training do you require, and will you provide the training platform? Answer: See B.4 IT Contract Security, Section 9 Training (pg. 9) in the solicitation 24. Question: Can you please provide the evaluation criteria and the FAR that this will be based on? Answer: See Section E.9 52.212-2 Evaluation Commercial Products and Commercial Services, page 74 of the solicitation 25. Question: Will this include non-paper media? If so, what type of non-paper media? Will this be part of the contract, or will this be outside of the scope and paid via P-Card? Answer: See answer to question number 10 26. Question: Can you please provide the bin count and type per site? Answer: See answer to question number 3 27. Question: Will an End of Month Final COD that includes weight and ton of the entire month, attached with the invoice be sufficient for Section D. Tasks: 4 instead of adding it to the invoice? Answer: Yes 28. Question: Due to routing scheduling, can the monthly frequency be modified to every 4-weeks, to ensure consistent service due to months with 5-weeks? Answer: See answer to question number 6. 29. Question: Is there a designated area for the (20) 95-gallon collection containers or will these be staged throughout the facility? Answer: There will be a designated area 30. Question: Will the agency allow for a site visit so we can gather better understanding of the scope of work and facility layout? Answer: No, the requirement is clearly defined 31. Question: Will there be the need for any additional servicing or purge request of paper/non paper material? Answer: Yes, maybe once or twice a year.
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