Hard Drive and Tape Destruction Services for DFAS Indianapolis, IN

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "IS Media RFQ Questions" solicitation, clarifying requirements and procedures for media destruction services.

• NAICS Code: NAICS code 561990 governs this procurement for small business size standard determination, superseding the 541519 initially listed.
• Site Visits: No site visits will be scheduled prior to quote submission or award. However, a site visit may be coordinated with the COR after award.
• Staging Area & Power: The government will provide access to the dock for staging pallets of Hard Drives/Tapes. No government-provided power or dedicated workspace will be available for the contractor's destruction equipment.
• Media Types: The destruction will involve a mixed population of media types, including Hard Disk Drives (HDDs) and Solid-State Drives (SSDs). The government will not segregate types, and the exact quantity of each is unknown within the total of approximately 7891 Hard Drives. Tapes are primarily LTO, but older types may also be present.
• Destruction Witnessing: All destruction must occur on-site in the presence of the COR or designated government personnel.
• SOW Availability: The Statement of Work (SOW) has been added to the SAM.gov posting as of 4/17/26.
• Pricing: Base CLIN 0001 pricing should be based on a bulk, containerized tape-destruction approach, not individual contractor-counted tapes. Pricing must be consistent with the provided Pricing/CLIN Structure document.
• SSD Destruction: SSDs shall be physically destroyed by shredding to a particle size where the majority of particles are 2 mm or smaller, with no fragment exceeding 10 mm in any dimension.
• CMMC Requirements: Offerors must provide their CMMC Unique Identifier (UID) with their quote. Subcontractors only need a CMMC Level 1 self-assessment and UID if they will process, store, or transmit FCI.

These clarifications address ambiguities regarding NAICS codes, site access, facility support, media specifics, pricing structure, destruction standards, and cybersecurity compliance (CMMC), directly impacting how offerors should prepare their quotes and understand the requirements.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the DFAS Indianapolis IS Media SAM.gov RFQ.

• NAICS Code: The governing NAICS code for small business size determination is 561990, as applied via Solicitation Amendment.

• Site Visit: No site visit will be scheduled prior to quote submission or award. However, a site visit may be coordinated with the COR after award.

• Staging Area & Power: The government will provide a dock for staging pallets of Hard Drives/Tapes. No power or dedicated workspace will be provided by the government; contractors must be self-sufficient.

• Media Types: The destruction will involve a mixed population of Hard Disk Drives (HDDs) and Solid-State Drives (SSDs), with approximately 7,891 hard drives and 1,353 tapes. The exact quantity of each type is unknown, and the government will not segregate them prior to destruction. The majority of tapes are LTO, with some older types also included.

• Witnessed Destruction: Destruction must occur on-site in the presence of the COR or designated government personnel.

• SOW Availability: The Statement of Work (SOW) has been added to the SAM.gov posting.

• The NAICS code has been clarified and amended.

• The SOW has been posted to SAM.gov.

• Offerors should price based on the SOW, RFQ, and Pricing Schedule, considering a bulk, containerized tape-destruction approach rather than individual counts.

Statement of Work (SOW)

To provide on-site destruction services for approximately 1353 magnetic tapes and 7891 hard drives for the Defense Finance and Accounting Service (DFAS) in Indianapolis, IN. The primary goal is to ensure the confidential destruction of sensitive media to prevent identity theft and unauthorized disclosure of information, in compliance with federal laws and standards.

• Provide all personnel, equipment, materials, supervision, and transportation for secure, on-site destruction of hard drives (HDDs and SSDs) and magnetic tapes at DFAS Indianapolis.

• Destruction must render materials unusable and data unrecoverable, adhering to NIST SP 800-88 Rev. 1.

• Hard drives (mixed media) require physical destruction; SSDs must be shredded to a majority particle size of 2 mm or smaller, with no fragment exceeding 10 mm. HDDs require platter damage after degaussing.

• Tape destruction methods include shredding (majority particle size 2 mm or smaller, no fragment exceeding 10 mm) or degaussing followed by shredding if required.

• One (1) 12-month base period.

• One (1) additional option period.

• Initial destruction required within 30 days of contract award.

• Additional services provided on an as-needed basis during the base period.

• Destruction must be performed in a safe, secure, and controlled manner.

• All destruction occurs on-site in the presence of a Contracting Officer's Representative (COR) or designated Government personnel.

• A Certificate of Destruction must be provided upon completion, detailing quantity, method, date, location, price, and signed by the Contractor and COR.

• Compliance with The Privacy Act of 1974, Gramm-Leach-Bliley Act of 1999, NIST SP 800-88 Rev. 2, and other applicable regulations.

• Contractor personnel must be trained and certified.

• Vehicles used for transport and shredding must be enclosed, watertight, and secured.

• Security requirements for unescorted contractors include U.S. Citizenship, registration with Selective Service (if applicable), and submission of specific forms (DFAS Form 9035, OF306) and fingerprints.

• Compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1 for the protection of Federal Contract Information (FCI).

• Invoicing must be submitted electronically via Wide Area Workflow (WAWF).

Amendment / Modification

This amendment corrects the North American Industry Classification System (NAICS) code previously listed in the solicitation. The NAICS code has been changed from 541519 to 561990.

• North American Industry Classification System (NAICS) code.

This amendment does not appear to impact proposal deadlines or submission requirements, but bidders should ensure their proposals align with the corrected NAICS code.

Solicitation / RFP / RFQ

This solicitation is for the Defense Finance and Accounting Service (DFAS) in Indianapolis, IN, to procure services for the on-site degaussing and shredding of magnetic tapes and hard drives. The estimated quantities are 1,353 tapes and 7,891 hard drives.

• Destruction of magnetic tapes and mixed media (HDDs and SSDs).

• Destruction methods for tapes: shredding into particles where the majority are 2 mm or smaller and no fragment exceeds 10 mm, or degaussing followed by shredding to meet specified standards.

• Destruction methods for hard drives: physical destruction to ensure data recovery is infeasible. Degaussing is required, followed by physical damage to platters.

• SSDs shall be shredded to a particle size of 2 mm or smaller, with no fragment exceeding 10 mm.

• Compliance with NIST SP 800-88 Rev. 1 standards.

• Contractor must be capable of destroying mixed media, processing materials together or separately.

• Safeguarding of Covered Contractor Information Systems as per DFARS clause 252.204-7012.

• Compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1 (Self) requirements.

• Contract Type: Firm Fixed Price.

• Period of Performance:

  • Base Period: June 1, 2026 - May 31, 2027
  • Option Year 1: June 1, 2027 - May 31, 2028

• Estimated Value: USD 16,000,000.00 (Size Standard for NAICS 541519).

• Solicitation Number: HQ042326QE043

• Solicitation Issue Date: April 15, 2026

• Offer Due Date: April 30, 2026, 12:00 PM

• Submission Method: Electronic via Wide Area WorkFlow (WAWF).

• Evaluation Criteria: Not explicitly detailed in the provided pages, but standard evaluation factors for solicitations apply.

• This acquisition is set aside for Small Business.

• NAICS Code: 541519 (Other Computer Related Services)

• Size Standard: USD 16,000,000.00

• The solicitation includes various FAR and DFARS clauses, including those related to cybersecurity, payment instructions (WAWF), and representations and certifications.

• Attachments include Statement of Work (SOW), Solicitation Instructions, Pricing CLIN Structure, and Wage Determination.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services for secure, on-site destruction of Government-owned media, including hard drives and magnetic tapes. The Defense Finance and Accounting Service (DFAS) intends to award a firm-fixed price purchase order. This requirement is solicited as full and open competition as a total small business set-aside.

• Secure, on-site destruction of Government-owned media (hard drives and magnetic tapes).

• Destruction of mixed media hard drives (HDD and SSD) on a per-unit basis.

• Destruction of magnetic tapes on a per-unit basis.

• Compliance with Cybersecurity Maturity Model Certification (CMMC) Level 1 requirements.

• Contract Type: Firm-fixed price purchase order.

• Period of Performance: One (1) 12-month base period and one (1) additional option period.

• Base Period: Initial destruction within 30 days of award, followed by as-needed services.

• Estimated Value: Not explicitly stated, but NAICS code 561990 with a small business size standard of $16.5M.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Submission: Offerors must submit an official quote including a description of services and price. No exceptions to the RFQ are permitted.

• Pricing: Firm-fixed price. Base year pricing for mixed media hard drives (estimated 7,891 units) and tape destruction (estimated 1,353 units). Option year pricing is Not-To-Exceed (NTE) with supporting unit pricing.

• Key Deadlines:

  • Questions Due: April 22, 2026, 4:00 PM EST.
  • Quotations Due: April 30, 2026, 12:00 PM EST.

• Quotes valid for a minimum of 60 days.

• Total small business set-aside.

• Associated NAICS Code: 561990.

• Small Business Size Standard: $16.5M.

• Offerors must have an active SAM.gov registration.

• The Government will not segregate or identify hard drives by type prior to destruction.

• The Government does not guarantee any minimum quantity for services.

• Contractors must complete a CMMC Level 1 self-assessment in the Supplier Performance Risk System (SPRS) prior to award and provide the CMMC Unique Identifier (UID).

• Protests can be filed with the contracting officer, GAO, or the Agency Level per Executive Order No. 12979.

Form / Attachment / Pricing Sheet

This document outlines the CLIN (Contract Line Item Number) structure for destruction services, providing a template for offerors to propose firm-fixed unit prices. It details pricing requirements for both base period and option year services.

• Base Period CLINs:
  • CLIN 0001: Data Tape Destruction Services (per each)
  • CLIN 0002: Hard Drive Destruction Services (HDD & SSD) (per each)
• Option Year 1 CLINs (As-Needed, NTE):
  • CLIN 1001: Data Tape Destruction Services (NTE $4,000)
  • CLIN 1002: Hard Drive Destruction Services (HDD & SSD) (NTE $50,000)
• Pricing Instructions:
  • Offerors must propose firm-fixed unit prices for each CLIN.
  • Prices must include all associated costs (labor, transportation, equipment, security, documentation).
  • Government will evaluate total price based on estimated quantities for the base period.
  • Payment will be based on actual quantities destroyed.
  • For Option Year CLINs, offerors must provide supporting unit pricing, though CLINs are structured as Each (NTE). Payments will not exceed the NTE ceiling.

This document is critical for bidders to understand the pricing structure and requirements for destruction services. Offerors must complete the unit and total price fields for the base period and provide supporting unit pricing for the option years. Failure to adhere to the pricing instructions may impact proposal evaluation.

Wage Determination

This document is a Service Contract Act Wage Determination (WD #2015-4787), Revision 31, last revised on December 3, 2025. It establishes the minimum wage rates and fringe benefits required for various occupations in Indiana, specifically within the counties of Boone, Hamilton, Hancock, Hendricks, Johnson, Madison, Marion, Morgan, and Shelby.

• Applicability: This wage determination applies to contracts covered by the Service Contract Act.
• Occupational Classifications: The document lists numerous occupations with corresponding wage and fringe benefit rates. Bidders must ensure their proposed labor categories align with these classifications or follow the conformance process.
• Minimum Wage Rates: Specific minimum hourly wage rates are provided for each listed occupation.
• Fringe Benefits: Required fringe benefits are detailed, including Health & Welfare rates and provisions for vacation and holidays.
• Executive Orders: The document references Executive Order 13706 (Establishing Paid Sick Leave) and Executive Order 13658 (Establishing a Minimum Wage for Federal Contractors), outlining their applicability and requirements.
• Conformance Process: Guidance is provided on how to classify and determine wage rates for occupations not explicitly listed in the determination, including the use of Form SF-1444.
• History: The document includes a revision history, indicating previous versions and their effective dates, with the most recent revision being #31.

This wage determination is critical for any bidder responding to a solicitation that requires services within the specified geographic area and occupational categories. It dictates the minimum labor costs that must be factored into proposals to ensure compliance with federal regulations.

Solicitation / RFP / RFQ

This solicitation is for the destruction of tapes and hard drives for the Defense Finance and Accounting Service (DFAS) in Indianapolis, IN. The service includes on-site degaussing and shredding of approximately 1,353 magnetic tapes and 7,891 hard drives (including HDDs and SSDs).

• Destruction of magnetic tapes and hard drives in accordance with NIST SP 800-88 Rev. 1.

• Tapes to be destroyed by shredding (majority of particles 2 mm or smaller, no fragment exceeding 10 mm) or degaussing followed by shredding.

• Hard drives (HDDs and SSDs) to be destroyed. HDDs require platters to be physically damaged after degaussing. SSDs require shredding to a particle size of 2 mm or smaller, with no fragment exceeding 10 mm.

• The contractor must be capable of destroying mixed media types together or separately.

• Destruction services are to be performed on-site.

• Base Period: June 1, 2026 - May 31, 2027

• Option Year 1: June 1, 2027 - May 31, 2028

• Contract Type: Firm Fixed Price

• NAICS Code: 541519

• Size Standard: USD 16,000,000.00

• Estimated Value: Not explicitly stated, but NAICS size standard is provided.

• Offer Due Date: April 30, 2026, 12:00 PM

• Solicitation Issue Date: April 15, 2026

• Method of Solicitation: Request for Quote (RFQ)

• Proposal Submission: Via Wide Area WorkFlow (WAWF) system.

• Evaluation Criteria: Not detailed in the provided pages, but standard evaluation factors would apply.

• This acquisition is set aside for Small Business.

• The solicitation includes FAR clauses 52.212-1, 52.212-4, and 52.212-5.

• DFARS clauses are incorporated by reference and full text, including those related to cybersecurity (NIST SP 800-171, CMMC).

• The document lists specific DODAACs for payment, issue, administration, inspection, and shipping.

• A list of attachments is provided, including Statement of Work, Solicitation Instructions, Pricing CLIN Structure, and Wage Determination.