SOURCES SOUGHT NOTICE W9124J-25-Q-DOCD
On-Site Document Destruction Contract
THIS IS A Sources Sought Notice (SSN) ONLY. The U.S. Government intend to award for On-site Document Destruction services for the U.S. Army Medical Center of Excellence (MEDCOE) Borden Institute, on a small business set-aside basis, provided 2 or more qualified small businesses respond to this source sought synopsis with information sufficient to support a set-aside. Be advised that the U.S. Government will not be able to set aside this requirement if 2 or more small businesses do not respond with information to support the set-aside. We encourage all small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), to identify their capabilities in meeting the requirement at a fair market price.
This notice is issued solely for information and planning purposes it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this source sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Government wide Point of Entry. It is the responsibility of potential offerors to monitor the Government wide Point of Entry for additional information pertaining to this requirement. The anticipated NAICS code(s) is NAICS Code-561990, All Other Support Services. Under NAICS code 561990, this industry comprises establishments primarily engaged in providing day-to-day business and other organizational support services. The size standard is $16.5 million.
A need is anticipated for the On-site Document Destruction services for MEDCOE. Attached are the draft Performance Work Statement (PWS), Performance Requirements Summary (PRS).
This requirement under consideration is being looked at for a period of performance for one (1) Base Year of 12 months and four (4) 12-month option years.
This is a new requirement (previously fulfilled through contract (W9124J-22-P-0037).
In response to this SSN, please provide:
1. Identification of any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition and identify alternatives or solution solutions. Also contact the MICC Advocate for Competition, Scott Kukes, at scott.d.kukes.civ@army.mil or 210-466-3015, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC-FSH POC information from the SSN. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion.
2. If, after reviewing the draft PWS, you feel that your firm can provide the support needed, please provide the name of the firm, point of contact, phone number, email address, UEI number, CAGE code, identify business size (large business or a small business), and if applicable, a statement regarding small business status (including small business type(s)/certifications(s) such as 8(a)/WOSB/EDWOSB/VOSM/SDVOSB) and the corresponding NAICS code.
3. Identify whether your firm is interested in competing for this requirement as a prime contractor or not. Identify subcontracting, joint ventures or teaming arrangement that will be pursued, if any.
4. Please provide information in sufficient detail regarding any relevant previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination.
5. Information to help determine if the requirement (item or service) is commercially available, including pricing information, basis for the pricing information (e.g., market pricing, catalog pricing), delivery schedules, customary terms and conditions, warranties, etc.
6. Identify how the Army can best structure these contract requirements to facilitate competition, including competition among small business concerns.
7. Recommendations to improve the Army's approach/specifications/draft PWS to acquiring the identified items/services.
8. Upon receipt of responses, the Government will request from our Customer an assessment regarding each firm's potential to fulfil our requirements as depicted in the draft PWS.
9. Questions for this SSN shall be submitted on or before 12:00PM CST on 10 February 2025. Government Response will be provided within 3 business days after receipt of all questions.
10. Responses to this SSN shall be submitted on or before 12:00 PM CST on 14 February 2025 via email to Tanisha Bush, Contract Specialist at tanisha.a.bush.civ@army.mil and Jared Kiser, Contract Officer at jared.l.kiser.civ@army.mil. The Government will not return any information submitted in response to this notice.
All questions MUST be in writing. In all responses, please reference W9124J-25-Q-DOCD. Verbal questions will not be accepted. This notice is for information and planning purposes only and is not to be construed as a commitment by the Government nor will the Government pay for information solicited. Respondents will not be notified of the results of the evaluation. No telephonic responses will be accepted. No solicitation currently exists; therefore, do not request a copy of the solicitation. If a solicitation is released it will be synopsized in www.sam.gov. It is the potential offerors responsibility to monitor this site for the release of any solicitation or synopsis.
Background
The U.S. Army Medical Center of Excellence (MEDCOE) Borden Institute is seeking to award a contract for On-site Document Destruction services. This requirement is being considered for a small business set-aside, contingent upon receiving responses from two or more qualified small businesses. The goal is to ensure compliance with regulatory standards for the protection and destruction of controlled unclassified information (CUI), sensitive unclassified information, personally identifiable information (PII), and personal health information (PHI). This is a new requirement, previously fulfilled through contract W9124J-22-P-0037.
Work Details
The contractor shall provide mission-critical on-site document destruction services at designated MEDCoE facilities, including various buildings at JBSA Fort Sam Houston and Camp Bullis. Specific tasks include:
1. Providing containers suitable for collecting documents deemed as CUI, PII, PHI, and other operational information;
2. Delivering lockable containers in specified quantities to predetermined locations within designated buildings;
3. Ensuring secure removal of materials from containers and transporting them to an exterior location for destruction;
4. Performing document destruction that reduces materials to a minimum of 5/8” cross cut;
5. Providing a Certificate of Destruction upon completion of each service;
6. Conducting on-site document destruction every eight weeks with the capability for additional 'out of cycle' purges up to four times per year;
7. Performing periodic visual checks on all document destruction containers and replacing compromised containers as necessary.
Period of Performance
One base year of 12 months with four optional years, each consisting of 12 months.
Place of Performance
JBSA Fort Sam Houston, TX and Camp Bullis, TX.
