R614--Document Shredding & Destruction Services - Ann Arbor

Performance Work Statement (PWS)

This PWS outlines the requirements for Document and Media Destruction (Shredding) services for Veterans Integrated Service Network (VISN) 10 facilities. The contract is for non-personnel services, meaning the government will not supervise contractor personnel.

• Provide personnel, equipment, and services for collection and shredding of paper and non-paper media materials.

• Services are required at multiple VA facilities across Michigan and Ohio, with a detailed list provided in Appendix B.

• Contractor must be certified by the National Association for Information Destruction (NAID) or meet standards outlined in VA Directive 6371.

• Paper materials include standard office paper types. Non-paper media includes items like CDs, VHS tapes, PIV badges, etc. (specific exclusions listed).

• Collection will be from contractor-supplied, secure, lockable containers (consoles) of specified capacities.

• Destruction of materials must meet standards in VA Directive 6371 and NARA CUI Notice 2019-03 (particles 1x5 millimeters or pulverized/disintegrated).

• All shredding of materials must occur in a mobile shredding vehicle prior to removal from premises.

• Collections must adhere to scheduled frequencies (detailed in Appendix A).

• Missed collections must be rectified within 24 hours.

• Destruction must comply with VA Directive 6371.

• Monthly reports detailing actual tonnage shredded and Certificates of Destruction are required.

• Certificates must document chain of custody and destruction details.

• A final destruction sample must be provided quarterly to the Privacy Officer.

• Contractor must maintain a Quality Control Program and be responsive to the Government's Quality Assurance Plan.

• Performance is monitored via observation, customer complaints, and checklists.

• Services are required at various VISN 10 facilities (listed in the document and Appendix B).

• Collection schedules are detailed in Appendix A and may be subject to change.

• Contractor personnel must be uniformed and display photo ID badges.

• Collections generally occur during normal business hours (M-F 0800-1630), unless prior written approval is obtained.

• Contractor must provide proof of bonding, insurance, and NAID certification (if applicable).

• Personnel must meet background investigation and training requirements.

• Contractor must have a plan for 96 hours of sustainability in case of emergencies.

• Strict adherence to information security, privacy, and records management regulations (VA Directives, NARA, etc.) is required.

• Reporting of security incidents or breaches is required within one hour.

• Liability insurance of $1 million is required.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 36C25026Q0383 for Document Shredding & Destruction services.

• Incumbent Contract: The government stated that bidders can check SAM or FPDS for information on whether this is a new contract or if there was a previous incumbent.
• Response Format: Vendors must respond to the solicitation in its entirety, not select specific pages.
• Purge Requirements: The requirement for quoting purges in 300 "Banker Box" increments has been removed. The COR will coordinate additional pickups if needed, and these are not expected to occur more than once per year per location. Updated PWS and Price Cost Schedule documents are referenced.
• Toledo CBOC Bin Quantity: The listed quantity of 555 bins was a mistype; the correct estimated amount is 55 bins. An updated Price Cost Schedule is available.
• Container Provision: The awardee will be expected to provide the required containers, and must be ready by the effective date of 5/1/2026.
• Bid Submission Deadline: A courtesy extension was granted due to Good Friday, moving the new submission deadline to April 6, 2026, at 12:00 PM Eastern Time.
• SDVOSB Set-Aside: Market research did not establish sufficient evidence to meet the "VA Rule of Two" for an SDVOSB set-aside. All socio-economic categories are encouraged to submit proposals.
• Excluded Media: Hard drives, tape media, optical disks, mobile devices, PIV cards, SSDs, digital cameras, and tablets are not included in this requirement as OIT has a separate contract for these items.
• Site Visit Information: Details regarding building configurations, elevator access, parking locations for shred trucks, and bin locations were provided and discussed during the site visit.
• Existing Drop Boxes: Existing drop boxes are the property of the incumbent contractor; the government does not facilitate their transfer. The awardee is responsible for meeting all solicitation requirements, and no post-award adjustments will be made for equipment availability.
• Sustainability Plan: The contractor must have a plan demonstrating the ability to operate for up to 96 hours during emergencies.

Several requirements, including purge pickups and non-paper media pickups, have been removed or modified. The bid submission deadline has been extended. Updated PWS and Price Cost Schedule documents have been provided.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet detailing the locations and quantities of shred bins required across various VA facilities and CBOCs. It serves as a reference for the scope of services related to shredding and document destruction.

• VA Contract Shred Locations: Lists specific addresses for VA facilities and Community Based Outpatient Clinics (CBOCs), along with the types and quantities of shred bins (20"W x 20"D x 36"H, 95 Gallon, Media Shred) required at each location.
• Frequency of Service: Indicates the required service frequency (e.g., Weekly, Biweekly) for each location.
• Specific Room/Area Assignments: Provides detailed room numbers or specific areas within buildings where bins are to be placed.
• Toledo CBOC Details: Further breaks down bin requirements for the Toledo CBOC, including specific security and patient advocate bin quantities and sizes.
• Ann Arbor VA Shred Bin Locations by Room #: Provides a granular breakdown of bin placements within the Ann Arbor VA by department, building, and room number.
• CBOCs Sheet: Lists shred bin requirements for various CBOCs by department, location, and room.
• AAVA Site Sheet: A comprehensive list of shred bin locations within the Ann Arbor VA, organized by floor and department, including quantities.

This document is crucial for bidders to understand the physical scope of the shredding service. It details the number, types, and precise locations of shred bins needed, which directly impacts resource allocation, logistics planning, and pricing for potential offerors. Bidders must review these details to accurately estimate service requirements and costs.

Form / Attachment / Pricing Sheet

This document is a site plan for a facility, indicating building locations, entrances, parking areas, and roads. It includes a building key that lists and numbers various buildings and their functions, as well as a key for parking areas and an indicator for elevators. This plan is likely provided to help bidders understand the physical layout of the site relevant to the opportunity.

• Labeled buildings with corresponding numbers (e.g., 1E, 29, 30, 37).
• Designated entrances (Ambulance, Patients & Visitors, Delivery).
• Parking areas with capacity indications.
• Roadways and pedestrian paths (Bonisteel Blvd, Fuller Court, Beal Ave, Glazier Way, Fuller Road).
• A legend for building functions and parking.
• An indicator for elevators.
• A scale bar and north arrow.

This site plan is crucial for bidders to visualize the physical environment of the opportunity. It helps in understanding site access, potential staging areas, locations of key facilities, and the overall layout, which may be relevant for planning, logistics, or site-specific requirements outlined in other solicitation documents.

Form / Attachment / Pricing Sheet

This document, 'UPDATED Price Cost Schedule.xlsx', is an updated pricing schedule attachment for a SAM.gov opportunity. It is intended for bidders to use when preparing their cost proposals.

• Service: Document Destruction Services.
• Locations: Includes Ann Arbor VA, Toledo CBOC, Canton CBOC, HSRD/NCRC, Packard Road, Howell CBOC, Domino Farms, Adrian CBOC, Flint CBOC, Jackson CBOC, and Findlay VA Clinic.
• Service Details: Specifies bin sizes (e.g., 20"Wx20"Dx36"H, 95 Gallon Bins) and pickup frequencies (Weekly, Bi-Weekly).
• Contract Periods: Spans from May 1, 2026, to April 30, 2031, with multiple option periods.
• Quantities: Estimated quantities for bins and pickup frequencies are provided (e.g., Qty 205 Bins - Picked up Weekly).
• Pricing Fields: Includes Unit Price and Extended Price fields, which bidders must populate with their firm-fixed pricing. Current entries are $0.
• Inclusions: All quoted rates must be firm-fixed-price, fully burdened, and all-inclusive. No separate fees for pick-up, delivery, transportation, container rental, environmental fees, fuel, or disposal are permitted.
• Reference Data: Includes columns for 'Discount Type', 'YN', 'Options', 'Receipt Type', 'Line Item is', 'FOB', 'State Code', and 'State Description', along with Units of Measure (UOM) and NAICS codes.

This updated pricing schedule is critical for bidders to accurately calculate and submit their proposed costs in accordance with the solicitation's requirements. Bidders must use this schedule to input their firm-fixed pricing for each line item and option period. Failure to use the correct and updated schedule may impact proposal evaluation and could result in a non-compliant proposal.

Amendment / Modification

This amendment addresses questions received, provides information from the site visit, updates the price cost schedule for specific bin quantities at the Toledo location, removes requirements for media destruction and purges, and extends the response deadline.

• Price Cost Schedule: Quantities for 20"x20"x36" bins at the Toledo location have been updated.

• Requirements: The requirement for media destruction has been removed. The requirement for purges has been clarified/removed.

• Response Deadline: Extended to April 6, 2026, 12:00 PM Eastern Time.

• The proposal response deadline has been extended to April 6, 2026, 12:00 PM Eastern Time.

• Bidders should refer to the attached "UPDATED Price Cost Schedule" and "UPDATED PWS" for revised details.

• Questions with Answers – 36C25026Q0383 – Document Shredding & Destruction

• UPDATED Price Cost Schedule

• UPDATED PWS - Doc Shredding - AA FINAL

• SHRED BINS

• Site Plan Color with elevators

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing the Price Cost Schedule for the Document/Media Destruction Services opportunity. It serves as a template for bidders to fill in their detailed pricing information for various services across multiple locations.

• Services: Includes document destruction via bins (various sizes, pickup frequencies) and purge services (quoted in "Banker Box" increments with monthly pickup).
• Locations: Services are specified for numerous VA facilities and clinics in Ohio and Michigan, including Ann Arbor VA, Toledo CBOC, Canton CBOC, HSRD/NCRC, Packard Road, Howell CBOC, Domino Farms, Adrian CBOC, Flint CBOC, Jackson CBOC, and Findlay VA Clinic.
• Contract Periods: The schedule covers multiple option periods, generally commencing May 1st annually from 2026 through 2030, with each period lasting one year.
• Pricing Structure: All rates must be firm-fixed-price, fully burdened, and all-inclusive. Bidders must incorporate all costs (pick-up, delivery, transportation, container rental, environmental fees, fuel, disposal) into their quoted rates, as no separate fees will be accepted.
• Reference Data: The spreadsheet includes reference sheets for Units of Measure (UOM), state codes, and NAICS codes, which may be necessary for accurate completion.

This pricing schedule is critical for bidders to understand the detailed requirements and expected costs for providing document destruction services. Bidders must use this template to formulate their pricing proposals, ensuring all costs are accounted for and that their pricing adheres to the firm-fixed-price, all-inclusive nature of the contract. Accurate completion is mandatory for proposal submission and will be a key component of the government's evaluation of the financial aspects of the offer.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing the Price Cost Schedule for the opportunity. It serves as a structured template for bidders to detail their proposed costs and pricing structure, which is a critical component for proposal submission and evaluation.

• Service Locations: Pricing is detailed for multiple VA facilities and clinics across Ohio and Michigan (e.g., Ann Arbor VA, Toledo CBOC, Canton CBOC, HSRD/NCRC).
• Service Types: Includes pricing for document destruction bins (various sizes), media shred bins, and purge services (quoted in 300 "Banker Box" increments).
• Service Frequencies: Specifies pickup schedules such as weekly, bi-weekly, and monthly.
• Contract Options: Pricing is broken down by contract options (Option 1 through Option 5), indicating potential future contract periods.
• Pricing Structure: All rates must be firm-fixed-price, fully burdened, and all-inclusive. No separate fees, surcharges, or pass-through charges will be accepted.
• Reference Data: Includes sheets for Units of Measure (UOM), North American Industry Classification System (NAICS) codes, Product and Service Codes (PSC), and other reference data (Discount Type, Options, Receipt Type, Line Item Type, FOB).

This pricing schedule is critical for bidders to understand the cost structure required by the government and to prepare their competitive bids accurately. Bidders must ensure their pricing reflects all specified requirements, consolidating all costs into the quoted rates. Accurate completion of this schedule is essential for proposal compliance and evaluation. Bidders should consult the UOM, NAICS, and PSC sheets for standardized terminology and codes when completing this schedule.

Form / Attachment / Pricing Sheet

This document is a "Memorandum for Record" used to certify compliance with Department of Labor Wage Determination requirements. Bidders must complete and submit this form to affirm that their proposed hourly rates for employees performing services under the resultant contract will meet or exceed the current Department of Labor Wage Determination (WD) as specified in the Performance Requirements Summary (PRS) section of the Performance Work Statement (PWS).

• Certification of compliance with wage determination requirements.
• Confirmation that proposed hourly rates will be equal to or greater than current Department of Labor Wage Determination.
• Identification of the specific county where the VA medical center is located.
• Fields for the company name, address, DUNS number, and CAGE code.
• Signature block for the individual with authority to contractually bind the company, including their printed name, signature, and date.

This form is critical for bidders to demonstrate their understanding and commitment to meeting labor wage requirements. Failure to complete and submit this form accurately may impact the evaluation of the bid or lead to disqualification. It ensures that all personnel working on the contract will be paid at or above the legally mandated wage rates.

Solicitation / RFP / RFQ

This solicitation (36C25026Q0383) is a combined synopsis/solicitation for Document Shredding & Destruction Services for the Department of Veterans Affairs, Network Contracting Office (NCO) 10. The services are required for the Lieutenant Colonel Charles S. Kettles VA Medical Center in Ann Arbor, MI, and various other VA facilities and clinics in Michigan and Ohio. The acquisition is for commercial services and is not set aside for small businesses.

• Provision of document shredding and destruction services, including collection, shredding of paper and non-paper media (CDs, VHS tapes, PIV badges, etc.).

• Services include providing secure, lockable, tamper-resistant collection containers (consoles) of various sizes (up to 32 gallons for standard, up to 95 gallons for wheeled).

• Regular collections as scheduled (weekly, bi-weekly, or every four weeks depending on location) and unscheduled collections/purges upon request within 24 hours.

• All services must comply with VA Directive 6371 and NARA CUI Notice 2019-03 standards for destruction.

• Contractor must be NAID certified or meet VA Directive 6371 standards.

• Contractor staff must be uniformed, display photo ID, and check in with facility points of contact.

• All destruction must occur in a mobile shredding vehicle prior to removal from premises, or at an approved secure facility if mobile vehicle cannot meet standards.

• Monthly reports detailing actual tonnage shredded and Certificates of Destruction for each location are required.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ) Firm Fixed Price (FFP).

• Period of Performance: Base period from 05/01/2026 to 04/30/2027, with multiple option periods extending through 04/30/2031.

• Offers are due by April 3, 2026, 4:30 PM Eastern Time.

• Quotes must be submitted via email to Morgan.Stein@va.gov.

• Questions are due by April 1, 2026, 12:00 PM EST via email to Morgan.Stein@va.gov.

• A site visit is scheduled for March 30, 2026, at 10:30 AM EST at the Ann Arbor VAMC.

• Evaluation will be based on Comparative Evaluation procedures, considering Price, Technical, Past Performance, and SDVOSB/VOSB Status.

• This acquisition is not set aside for small business concerns.

• Offerors must be NAID certified or meet VA Directive 6371 standards.

• Preference will be given to Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs).

• The solicitation includes numerous FAR and VAAR clauses related to security, privacy, records management, and contractor responsibilities.

• A Business Associate Agreement (BAA) is required and must be completed prior to performance.

• The full text of referenced clauses and provisions is available electronically at www.acquisition.gov and the VA OAL Library.

Other / Unclassified

This document is a Service Contract Act Wage Determination (WD 2015-4833 REV 30) for Washtenaw County, Michigan, with a last revision date of December 3, 2025. It lists various occupational codes and their corresponding minimum hourly wage rates and required fringe benefits.

This document is crucial for potential bidders on Service Contract Act-covered contracts in Washtenaw County, Michigan. It establishes the minimum wages and benefits that must be paid to employees performing work under such contracts. Bidders must consult this wage determination to accurately calculate labor costs and ensure compliance with federal regulations when preparing their proposals. The document also outlines Executive Orders related to paid sick leave and minimum wage requirements for federal contractors.

Form / Attachment / Pricing Sheet

This document, an Excel spreadsheet titled "SHRED BINS LOCATIONS 3-4-2026.xlsx", provides a detailed breakdown of shred bin locations, types, and quantities across various facilities associated with the Ann Arbor VA and its associated clinics (CBOCs).

• VA Facilities: Lists specific VA medical centers, CBOCs, and off-site locations.
• Bin Types & Quantities: Details the number of 20"W x 20"D x 36"H bins, 95-gallon bins, and media shred bins required at each location.
• Service Frequency: Indicates the required service frequency (e.g., Weekly, Biweekly).
• Room-Specific Locations: Provides detailed room numbers or identifiers within buildings for bin placement.
• Specific Tabs: Includes dedicated tabs for "TOLEDO CBOC" and "AA BINS LOCATIONS BY ROOM #" for more granular detail.

This document is crucial for bidders involved in providing shredding services. It outlines the specific physical locations, the types and quantities of shred bins needed at each site, and the required service frequency. Bidders must use this information to accurately assess the scope of work, logistical requirements, and resource allocation necessary to fulfill the contract. Understanding these details is essential for developing a comprehensive and competitive proposal.