R614--New Document Shredding Contract Expedited Response Requested POP: July ...

Page 1 of 13 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation 36C25926Q0527 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through FY26.07B 04/28/2026, FAC 2026-01 03/13/2026. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 561990 All Other Support Services, with a small business size standard of $16.5 million. This solicitation is 100% set-aside for SMALL BUSINESSES (SBs). CONTRACT TYPE: Firm-Fixed Price. Department of Veterans Affairs On-Site Document Destruction Services Oklahoma City VA Health Care System Statement of Work DESCRIPTION OF SERVICES REQUIRED: The Oklahoma City VA Health Care System is requesting a contractor to furnish on-site, commercial, secured collection and destruction of confidential documents (to include on-site Interim Destruction and off site Final Destruction), paper and patient privacy information for sites within the Oklahoma VA Health Care System area of responsibility. NOTE: There is no requirement for the contractor to be NAID (National Association for Information Destruction) certified. All document destruction procedures will be followed per VA Directive 6371, Destruction of Temporary Paper Records. SPECIFICATIONS: Contractor will be required to accomplish the following: The contractor shall provide all personnel, supervision, equipment, and other services deemed necessary to perform all work as defined in this Statement of Work (SOW) The contractor shall clean up any residual material before leaving the site. All interim shredding shall take place in/on the Government owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material. The contractor shall maintain liability insurance for the duration of the contract. Insurance shall be adequate to cover all situations that could develop under this contract. The contractor shall follow all Veterans Administration, Local, State, and federal laws and/or regulations, to include VA Directive 6371, Destruction of Temporary Paper Records regarding the transportation and destruction of classified medical documentation. Any (to include new) laws, regulations and or directives that are undated shall be followed as per the date of the update. The contractor shall ensure that access to Personally identifiable Information (PII) is limited to authorized personnel and shall be kept in strict confidentiality. The Contractor is further informed that in accordance with provisions of the Privacy Act and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), criminal penalties may result for knowingly and willfully disclosing information of this type. On a quarterly basis, regardless of whether the shredding takes place on or off site, provide a sample of the shred outputs to ensure the terms of the contract and constitute the level of destruction required in VA Directive 6371. HOURS OF OPERATION: Business hours are between 8am-4:30pm, Monday through Friday, excluding Federal Holidays. The eleven holidays observed by the Federal Government are: New Year s Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day July 4th Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Christmas Day Any other day specifically declared by the President of the United Sates to be a national holiday. Holidays that fall on Saturday are usually observed on the preceding Friday and holidays that fall on Sunday are usually observed on the following Monday. CONTRACTOR PERSONNEL, BADGES, AND PARKING: The selection, assignment, reassignment, transfer, supervision, management, and control of all employees in performance of the SOW/contract shall be the responsibility of the contractor. However, the contractor shall comply with the general intent and specific policies set forth in the Statement of Work concerning conduct of employees as reference herein. When the Government directs, the contractor shall remove from performance of the contract any person who is identified as a potential threat to sensitive and/or patient information, the health, safety, security, general well-being, or operation mission of the activity and its population. The contractor shall be required to comply with all security policies/requirements of the Oklahoma City VA Medical Center. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the secur