R614--New Document Shredding Contract Expedited Response Requested POP: July 1, 2026 - June 30, 2031
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the Oklahoma City VA Health Care System, is seeking proposals for a Firm-Fixed Price contract for on-site document shredding services. This Total Small Business Set-Aside opportunity requires secure collection and destruction of confidential documents, paper, and patient privacy information across multiple VA facilities in Oklahoma and one in Texas. The contract has a Period of Performance from July 1, 2026, to June 30, 2031.
Scope of Work
The contractor will provide all personnel, supervision, and equipment for on-site "Interim Destruction" and off-site "Final Destruction" of sensitive documents. Services must comply with VA Directive 6371 and protect Personally Identifiable Information (PII) and Protected Health Information (PHI) under the Privacy Act and HIPAA. Key tasks include:
- Providing and maintaining secure, lockable collection consoles (approx. 36"H x 20"W x 20"D).
- Performing scheduled shredding/pick-ups, with VA escorts.
- Submitting quarterly shred output samples and a Certificate of Destruction for each service.
- Recycling shredded paper and providing a chain of custody and annual environmental certificate.
- Developing a contingency plan for equipment failure.
- Ensuring contractor personnel undergo background checks (NACI) and comply with VA security policies.
Contract Details
- Contract Type: Firm-Fixed Price
- Period of Performance: July 1, 2026 - June 30, 2031
- Options: Option to Extend Services (up to 6 months) and Option to Extend Term (total duration not to exceed 5 years).
- Set-Aside: 100% Total Small Business Set-Aside
- NAICS Code: 561990 (All Other Support Services), Size Standard: $16.5 million
- Place of Performance: Various VA Medical Centers and Community Based Outpatient Clinics (CBOCs) in Oklahoma (e.g., Oklahoma City, Ardmore, Lawton/Ft Sill, Stillwater, Tinker AFB) and Wichita Falls, TX. Some locations are on military bases, requiring compliance with DOD regulations.
- Subcontracting: Services contracts require the prime contractor to perform at least 50% of the work (VAAR 852.219-75).
Submission & Evaluation
- Solicitation Type: Request for Quote (RFQ)
- Response Deadline: June 12, 2026, 11:59 PM Mountain Time
- Submission Method: Electronically to Shanta.Harrison@va.gov. Fax submissions are not accepted.
- Evaluation: Best value determination using a Comparative Analysis based on four factors:
- Technical Ability: Demonstrated understanding of SOW, proposed methods, personnel, and training certifications.
- Past Performance: Up to three relevant references.
- Price: Realism and reasonableness.
- Subcontracting Compliance: VAAR 852.219-75 certification and subcontractor details.
- Questions Deadline: June 9, 2026, 11:59 PM MT, submitted in writing to the Contracting Officer.
Additional Notes
Offerors must include the RFQ number, pricing, company point of contact, UEI, and business size status in their quote. A Business Associate Agreement (BAA) will be required. Department of Labor Wage Determination 2015-5315 Revision 29 applies.