Paper Shredder Services - RAF Lakenheath United Kingdom

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding solicitation HT001426QE012 for services at RAF Lakenheath, United Kingdom.

• Bin Servicing: While Section 1.3.1 states 48 bins, the government may not need to empty all bins bi-weekly, suggesting 40 bins might be a more appropriate number.
• Access: Vendors will need to walk into each building for services. Elevators are available, and buildings are a maximum of 3 floors. The truck will need to park near the logistics warehouse at the back of the hospital.
• Previous Contract: The last contract award number was FA5587-21-P-0020, with a total contract amount (base + option years) of GBP 18,408.00.
• Loading Dock: A loading dock or area where the truck needs to park for services is available at the back of the hospital near the logistics warehouse.
• Badging: Badges will be provided and must be worn at all times within the medical group.
• Training: No training will be provided by the government. Vendors should specify any required training and their training platform.
• Non-Paper Media Destruction: This service must be destroyed in a separate truck with a separate schedule due to contamination avoidance for paper recycling and higher costs. A separate line item is required for this service.

This Q&A document clarifies operational details, access requirements, and specific service needs, which may impact how bidders prepare their proposals and pricing, particularly regarding bin quantities and the inclusion of a separate line item for non-paper media destruction.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the HT001426QE012 UK LAKENHEATH requirement.

• Service Frequency: Services are to be performed every other week between 8:00 AM and 4:00 PM local time, as outlined in PWS Section 4.4.
• Past Performance Experience: Instructions for submitting past performance information are in Section L. Include project dates, work description, and comparability to the requirement. Additional customer contact details are optional.
• Pricing Presentation: The unit of measure for pricing is monthly, as detailed in Section B (Supplies or Services and Prices and Cost).
• Solicitation Form: Section B of Solicitation Form 1449 is to be completed for pricing, as outlined in Section L.
• Contract Type: This is not a brand new requirement. The previous contract number is FA558721P0020.

This Q&A document clarifies requirements related to service frequency, past performance submission, pricing structure, and the contract's history. Bidders should ensure their proposals align with these clarifications, particularly regarding pricing and past performance details.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide secure, on-site document shredding services for the 48th Medical Group (MDG) at Royal Air Force (RAF) Lakenheath.

• Provide forty-eight (48) 240-liter lockable paper collection bins.

• Collect and shred various paper materials, including those containing PII and PHI, such as paper, staples, paperclips, laminated paper, adhesive paper/stickers, cardstock, cardboard, plastic page protectors, x-ray film, CDs, DVDs, floppy disks, and plastic ID badges.

• Perform shredding services every other week on Wednesdays between 8:00 AM and 4:00 PM.

• Provide a set of keys for the collection bins to the Government Point of Contact (POC).

• Ensure all destruction is performed on-site using mobile, self-contained equipment that does not require electrical hookups.

• Comply with the European standard for shredding, BS EN 15713.

• Provide a Certificate of Destruction after each shredding service.

• Remove all destroyed documents from the premises.

• Shredding must be cross-cut, compliant with BS EN 15713.

• A Certificate of Destruction must be provided within three working days of each scheduled pick-up.

• Contractor employees must be security screened (BS7858).

• Contractor must be ISO9001 certified.

• Place of Performance: 48 MDG campus, including buildings 611, 916, 922, 923, 926, 930, 932, 935, 944, 944a, and 955.

• Period of Performance: Award on 25 April 2026, with Option Years extending to 24 April 2031.

• Contractor employees require unescorted access to the installation and must undergo Host Agency Check (HAC) vetting.

• Personnel must adhere to the Privacy Act and the Controlled Unclassified Information (CUI) Program.

• Contractor must provide identification badges for all personnel.

• Contractor is responsible for environmental, health, and safety compliance.

Solicitation / RFP / RFQ

This solicitation is for shredding services for the 48th Medical Support Squadron at RAF Lakenheath, United Kingdom. The services are required for the proper destruction of documents containing personal identifiable information (PII) and protected health information (PHI), in compliance with HIPAA.

• Shredding services for documents containing PII and PHI.

• Services must comply with HIPAA regulations.

• Contract Type: Firm Fixed Price.

• Period of Performance: Includes a base period and four option periods, each for 12 months.

  • Base Period: April 25, 2026 - April 24, 2027
  • Option Period 1: April 25, 2027 - April 24, 2028
  • Option Period 2: April 25, 2028 - April 24, 2029
  • Option Period 3: April 25, 2029 - April 24, 2030
  • Option Period 4: April 25, 2030 - April 24, 2031

• NAICS Code: 561990

• Product Service Code: R614

• Proposals must be submitted electronically via email by March 27th, 2026, 10:00 AM EST.

• Quotes must be in a format readable by Microsoft Office 2007 or later.

• Offerors must provide two to three references for similar services completed within the past three years.

• Evaluation will be based on two factors: Experience and Price.

• Past performance will be evaluated based on quality, timeliness, business relations, and other considerations.

• Price will be evaluated to determine if it is fair and reasonable.

• The total price for award will include the basic requirement and all option periods.

• This acquisition is unrestricted.

• All questions must be submitted in writing by March 16th, 2026, 10:00 AM EST.

• Offerors must hold prices firm for 60 calendar days from the quote date.

• The Performance Work Statement (PWS) is attached as document 01.

Solicitation / RFP / RFQ

This document provides instructions for offerors and outlines the evaluation criteria for a Firm Fixed Price contract for Paper Shredding Services in the UK, supporting the 48th MDG RAF Lakenheath (USAFE). The Defense Health Agency Contracting Activity (DHACA) Healthcare Contracting Division Northeast (HCD-NE) intends to award to the responsible offeror whose quote is most advantageous to the Government, considering price and other factors.

• The solicitation requires paper shredding services.

• Offerors must provide two to three references for similar services completed within the past three years, detailing project dates, work performed, and demonstrating comparability in scope and complexity.

• Pricing must be submitted as a Firm Fixed Price per CLIN on the SF1449 form.

• Contract Type: Firm Fixed Price.

• Offerors must hold their offered prices firm for 60 calendar days from the quote submission date.

• Questions Deadline: March 16th, 2026, at 10:00 AM EST. Submit in writing to Ms. Cinthia G. Funes (cinthia.g.funes.civ@health.mil) and Ms. Ealed M. Nuru (ealed.m.nuru.civ@health.mil).

• Proposal Submission Deadline: March 27th, 2026, at 10:00 AM EST. Submit electronically via email to the same addresses.

• Proposal Format: Must be readable by Microsoft Office 2007 programs or later.

• Evaluation Criteria:

  • Factor 1: Experience: Recent and relevant past performance, focusing on similar scope, type of work, and price. Quality, timeliness, and business relations will be considered.
  • Factor 2: Price: Total price will be evaluated for fairness and reasonableness. Price will not be adjectively rated.

• The Government reserves the right to award without discussions.

• Option periods will be evaluated by adding their total price to the basic requirement's total price.