R614--Providence FY26 Document Destruction
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 Veterans Benefits Administration (VBA) Providence Regional Office, is seeking proposals for Document Destruction Services for FY26. This solicitation aims to secure compliant and secure destruction of temporary paper records. The acquisition is Unrestricted, but offers evaluation credit for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB). Quotes are due by May 19, 2026.
Scope of Work
The contractor will provide scheduled and unscheduled on-site confidential shredding services, including supplying up to two 95-gallon secure, wheeled, locking containers per service. Final destruction of shredded materials must reduce them to white ash or equivalent. Services must strictly adhere to VA Directive 6371 and other relevant VA policies concerning records destruction, Personally Identifiable Information (PII), and Protected Health Information (PHI) protection. Key requirements include providing an "Interim Certificate of Destruction" on-site and a "Certificate of Final Destruction" within 30 days if final destruction is off-site. Contractor employees must complete VA Privacy and Information Security Awareness training and adhere to Rules of Behavior, with background investigations and PIV cards required for access to VA facilities or systems. A physical chain of custody must be maintained, and shredding equipment must be capable of cross-cut or double-cut shredding with a 3/32-inch security screen.
Contract Details
- Opportunity Type: Solicitation (originally posted as a Presolicitation)
- Department/Office: Department of Veterans Affairs, Veterans Benefits Administration (36C10D)
- Place of Performance: VA Veterans Benefits Administration, Providence Regional Office
- Product Service Code: R614 - Paper Shredding Services
- NAICS Code: 561990 - All Other Support Services
- Period of Performance: Base year (12 months) from award date, plus four (4) one-year option periods.
- Estimated Value: $16.5 Million (total potential value across all years).
- Set-Aside: Unrestricted, with evaluation credit for SDVOSB/VOSB status and subcontracting.
Submission & Evaluation
- Questions Due: May 12, 2026, 4:00 PM EST.
- Quotes Due: May 19, 2026, 8:00 PM UTC.
- Submission Method: Via email to Scott.Cole3@va.gov, with emails not exceeding 5 MB.
- Quote Organization: Quotes must be organized into four volumes: Technical, Price, Past Performance, and Solicitation Documents.
- Evaluation Factors: Price, Past Performance, and Technical. Past Performance and Technical are equally important to Price. Award will be made to the responsible Offeror whose quote is most advantageous to the Government (best value).
Key Attachments & Requirements
- VA Handbook 6500.6 Appendix C: Details extensive security and privacy requirements for handling VA information and systems, including data rights, encryption, access control, training, incident reporting, and system design standards.
- Wage Determination 2015-4083: Specifies prevailing wage rates and fringe benefits for various occupations in Providence County, RI, and parts of MA, under the Service Contract Act. Bidders must ensure compliance.
- Past Performance Questionnaire: A template is provided, indicating that bidders may need to submit similar questionnaires for their past performance references.