Document Shredding Services at Naval Hospital Beaufort, SC and Robins Air Force Base, GA

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation HT940626QE002, clarifying aspects of the requirement for shredding services at Robins AFB and Naval Hospital Beaufort.

• Incumbent Contracts: The previous incumbent on both contracts is Coast2Coast Shredding LLC. The old contract for Robins AFB was FA850120C0010 ($36,350.00), and for Naval Hospital Beaufort was N6890821F0006 ($79,560.00).
• Service Scope (Robins AFB): Robins AFB has its own collection bins; the pricing will be for services only.
• Service Scope (Naval Hospital Beaufort): The MTF is renting the collection bins. The monthly cost should include service and bin rental.
• Period of Performance: The contract for Robins AFB (FA850120C0010) was from 01 September 2020 - 31 August 2024. The contract for Naval Hospital Beaufort (N6890821F0006) is from 08 February 2021 - 07 February 2026.
• Access (Naval Hospital Beaufort): Commercial shredding vendors are permitted unescorted access once vetted and processed for DBIDS/visitor credentials. Access to the Naval Hospital requires a 5512 document cleared by the security department (valid for 6 months).
• Access (Robins AFB): Commercial shredding vendors are permitted unescorted access once vetted and processed for DBIDS/visitor credentials. A 24-hour notification of arrival is requested for bin placement.

This Q&A document clarifies contract history, scope of services, and access requirements, which bidders should consider when preparing their proposals. No changes to due dates or submission rules were indicated.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a solicitation, clarifying the nature of the requirement and previous contract details.

• Requirement Type: The solicitation is a renewal of an existing contract, not a new requirement.
• Previous Contract Numbers: The old contracts associated with this renewal are FA850120C0010 (Robins Air Force Base) and N6890821F0006 (Naval Hospital Beaufort).
• Previous Incumbent: Coast2Coast Shredding LLC was the previous incumbent on both contracts.
• Contract Values: The value of contract FA850120C0010 was $36,350.00, and the value of task order N6890821F0006 was $79,560.00.

This Q&A confirms the opportunity is a renewal and provides specific details about prior contracts and incumbents, which may inform bidder proposals and understanding of the scope.

Form / Attachment / Pricing Sheet

This document lists the locations and types of waste paper containers at Naval Hospital Beaufort, Parris Island, and MCAS Medical facilities. It appears to be an informational attachment to an opportunity, likely related to waste management or janitorial services.

• Naval Hospital Beaufort: Details specific rooms and floors within the hospital where containers are located, along with the container type (e.g., 1-65, 1-EC, 1-95). Total containers: 41.
• Parris Island (Bldg. 670 & 674): Lists locations within buildings on Parris Island, including various departments and battalions, and their corresponding container types. Total containers: 20.
• MCAS Medical (Bldg. 598 & 707): Specifies locations within the Branch Medical Center and Branch Health Clinic, with associated container types. Total containers: 4.
• Overall Total: 65 containers across all listed locations.

This attachment provides critical logistical information for bidders interested in opportunities involving waste paper collection and disposal services at these facilities. It outlines the scope of service by detailing the number and types of containers and their distribution across multiple locations, which is essential for accurate bidding and service planning.

Other / Unclassified

This memorandum documents the approval of the Controlled Unclassified Information (CUI) multi-step destruction procedures for Sentry Data Management LLC and GA Pacific. The 78 ABW/IP conducted a review to verify the physical safeguarding measures for all stages of the destruction process, including collection, pick-up, transit, storage, and final shredding or destruction. The review found the procedures to be technically sufficient and compliant with CUI Notice 2019-03.

This document confirms that the CUI destruction processes of Sentry Data Management LLC and GA Pacific meet required standards. It explicitly states that this document does not authorize sole source procurement and that all units must follow established contracting procedures when engaging these companies for services. It also provides a point of contact for questions. An attachment references CUI Notice 2019-03.

Solicitation / RFP / RFQ

This solicitation seeks proposals for Document Shredding Services to support Naval Hospital Beaufort (South Carolina) and the 78th Medical Group at Robins Air Force Base (Georgia). The services are crucial for the secure and compliant disposal of sensitive documents, protecting Personally Identifiable Information (PII).

• Provision of secure, lockable, slotted, and labeled bins of various sizes (35, 64, and 95 gallons) at specified locations.

• Collection, on-site shredding (crosscut), removal, and recycling of shredded documents.

• Multi-step destruction process in accordance with the Performance Work Statement (PWS) and CUI guidelines.

• Contractor must provide quarterly reports on shredded volume and total weight of recycled paper.

• Contractor must provide a certificate of destruction after each service.

• Services include bin provision (for Naval Hospital Beaufort), collection, shredding, removal, recycling, reporting, and certification.

• The Period of Performance (PoP) begins on 08 February 2026.

• Base Period: 08 February 2026 - 07 February 2027.

• Five (5) optional periods are included, extending through 07 August 2031.

• Pricing Arrangement: Firm Fixed Price.

• NAICS Code: 561990, Size Standard: $16,500,000.00.

• Offer Due Date: 12 December 2025, 12:00 PM.

• Solicitation Number: HT940626QE002.

• Evaluation factors will include technical capability, past performance, and price, with technical capability and past performance being significantly more important than cost or price.

• Proposals must be submitted electronically via Wide Area WorkFlow (WAWF).

• This acquisition is set aside for Small Business.

• The PWS and other relevant attachments are incorporated by reference.

• Specific locations for service include Naval Hospital Beaufort (Beaufort, SC) and Robins Air Force Base (Georgia).

• Contractor personnel must possess appropriate identification when on Government facilities.

• Security requirements include background checks, drug screens, and NAID membership/certification.

Form / Attachment / Pricing Sheet

This document is a pricing sheet for Document Shredding Services. It outlines the structure for pricing the services across a base period and multiple option periods, detailing the quantities and types of bins required at various locations.

• Services: Document Shredding Services.
• Locations: Naval Hospital Beaufort, South Carolina; Marine Corps Recruit Depot; and Marine Corps Air Station.
• Period of Performance: Base Period (08 Feb 2026 - 07 Feb 2027) through Option Period 5 (08 Feb 2031 - 07 Aug 2031).
• Deliverables: Provision of secure, lockable, slotted, and labeled bins of various sizes (35, 64, and 95 gallons) at specified locations.
• Quantity: A maximum of 65 bins are specified for Naval Hospital Beaufort, with breakdowns for Marine Corps Recruit Depot and Marine Corps Air Station.
• Pricing Structure: Includes fields for Unit Price and Period Total Price for each Service Line Item (SLIN) and option period.
• Compliance: Services must be performed in accordance with the Performance Work Statement (PWS) and 78th Information Protection offices guidelines (CUI Notice 2019-03).

This pricing sheet is critical for bidders to understand the scope of services, the required quantities of bins, the locations for service delivery, and the contract duration. Bidders must use this document to formulate their pricing proposals for each period of performance, ensuring their quotes align with the specified requirements and compliance standards.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire. It is designed to collect feedback on a firm's performance on a previous contract or project. This information is typically used by government agencies to assess a bidder's past performance as part of the evaluation process for a new contract opportunity.

• Firm/Agency Providing Feedback: Name of the entity providing the feedback.
• Project Details: Name of the project, period of performance, contract award date, awarded value, contract type, contract completion date, and current contract dollar value.
• Assessing Official: Name, email, phone number, and association with the firm being rated.
• Assessment Categories: This section requires the assessor to rate the firm's performance in the following areas on a scale from Unsatisfactory to Exceptional, or N/A:
  • Quality of Product or Service
  • Schedule
  • Cost Control
  • Business Relations
  • Management of Key Personnel
  • Reliability
  • Customer Support
  • Overall Performance
  • Other Areas (with space for two specific areas)
• Additional Comments: A section for providing detailed comments to support ratings of 'Very Good' and 'Exceptional'.

Bidders may be required to provide this questionnaire to their past clients or contracting officers to complete. The completed questionnaire will be used by the government to evaluate the bidder's past performance, which is often a significant factor in contract award decisions. Understanding the categories assessed and the requirement for supporting comments can help bidders prepare to request and submit this information effectively.

Solicitation / RFP / RFQ

This solicitation is for Document Shredding Services to support Naval Hospital Beaufort, South Carolina, and Robins Air Force Base, Georgia. The Defense Health Agency Contracting Activity intends to procure a firm-fixed-price contract for these services. The contractor will be responsible for providing all personnel, equipment, supplies, and non-personal services necessary to perform document shredding as defined in the Performance Work Statement (PWS).

• Provision of document shredding services.

• Services to be performed at Naval Hospital Beaufort and Robins Air Force Base, including associated branch clinics.

• Specific service requirements are detailed in the Performance Work Statement (PWS).

• Contractor must provide identification badges for personnel.

• Mobile shred trucks must have a minimum capability of shredding 4,000 pounds of material per hour.

• Monthly, bi-weekly, or weekly document destruction as specified in the PWS.

• Provide a Certificate of Destruction for each truckload.

• All contractor employees must be US citizens.

• Certification process must comply with Business Associate Agreement - HIPAA Compliance and Destroying Controlled Unclassified Information (CUI).

• Contract Type: Firm-fixed-price.

• Period of Performance (PoP) Start Date: Estimated to be February 08, 2026.

• Proposals must be submitted electronically via email.

• The Government intends to award without discussions; offerors must submit their best prices and comply with all requirements in their initial offer.

• Questions or clarifications must be submitted via email by December 02, 2025, 12:00 PM EST.

• Proposals are due no later than December 12, 2025, 12:00 PM EST.

• Evaluation Factors: Technical Proposal, Past Performance, and Price.

• Basis for Award: Best Value Trade-off procurement. The Government may award to other than the lowest price based on evaluation of non-price factors.

• Competition Approach: 100% Small Business Set Aside.

• Contractors must be registered in the System for Award Management (SAM) to be eligible for award.

• Offerors must submit a work plan outlining resources, equipment, and staffing.

• Past performance information will be evaluated, including up to three (3) Past Performance Questionnaires.

• Pricing sheets must be submitted using Attachment II- Pricing Sheet.

• The solicitation does not commit the Government to pay any costs incurred in proposal preparation.

Other / Unclassified

This document, CUI Notice 2019-03, provides guidance on the destruction of Controlled Unclassified Information (CUI) in paper form. It rescinds CUI Notice 2017-02 and clarifies requirements for destroying paper CUI, referencing NIST SP 800-88, Revision 1.

This notice is relevant to bidders as it outlines the standards and methods for destroying CUI in paper format. It details both single-step destruction methods (e.g., specific cross-cut shredders or disintegrators) and permitted multi-step destruction processes that may involve recycling. Agencies must ensure that any destruction method used renders CUI unreadable, indecipherable, and irrecoverable. The notice also addresses physical security requirements for consolidated CUI awaiting destruction and emphasizes the need for proper tracking and verification throughout the destruction process. Bidders handling CUI in paper form should be aware of these requirements for compliance.