R614--Shredding service Providence VAMC Providence RI

The Department of Veterans Affairs (VA) is seeking a contractor to provide on-site document destruction and shredding services for the Providence VA Medical Center and its associated Community Based Outpatient Clinics (CBOCs). This federal solicitation (36C24126Q0044) outlines the requirement for secure destruction of sensitive, confidential, and medical records, adhering to VA Directive 6371, HIPAA, and Privacy Act regulations. The contractor will supply lockable 32-gallon containers, perform weekly shredding services, and manage special pickups for various media. The contract includes a base year and four option years, with a total estimated value of $16.5 million. Key requirements include NAID certification, insurance, background checks for personnel, and monthly Certificates of Destruction that include weight recycled. This initiative underscores the VA's commitment to data security and regulatory compliance in records management.

This government file, Amendment 0002 to Solicitation 36C24126Q0044, outlines the requirements for document destruction and shredding services for the Department of Veterans Affairs (VA) Providence Healthcare System and its Community Based Outpatient Clinics (CBOCs). The contract is a firm fixed price purchase order for non-personnel services, covering a base year (March 1, 2026 – February 28, 2027) with four optional one-year extensions. The contractor must provide all necessary labor, materials, containers (32-gallon and 92-gallon lockable containers), transportation, supervision, and disposal, ensuring compliance with VA Directive 6371, HIPAA, and Privacy Act regulations. Services include bi-weekly pickups for the main campus and specified off-site locations, and monthly pickups for CBOCs. Key requirements include providing a Certificate of Destruction, recycling destroyed materials, undergoing background investigations for personnel, and maintaining liability insurance. The solicitation emphasizes the secure handling of sensitive and medical records, outlining specific procedures for interim and final destruction, and detailing invoicing and payment terms. This amendment also provides answers to questions and issues VA Directive 6371.

This amendment to Solicitation 36C24126Q0044, issued by the Department of Veterans Affairs, addresses questions regarding shredding services for the Veterans Health Administration Providence Healthcare System. The amendment clarifies that both bi-weekly and monthly shredding services are required, specifying locations and container quantities for each frequency. It confirms that "bi-weekly pickups" mean twice a month. The document details specific locations for bi-weekly services, including the Main Campus and Off-Site Locations, and for monthly services, including various Community Based Outpatient Clinics (CBOCs). The amendment also explicitly states that there are no changes to the submission due date. This modification aims to provide clarity to offerors regarding the scope and requirements of the shredding services outlined in the original solicitation.

VA Directive 6371 outlines the Department of Veterans Affairs' revised policy for the destruction of temporary paper records, especially those containing personally identifiable information (PII), protected health information (PHI), and other VA sensitive information. The directive emphasizes increased security and protection of this data, revising definitions for interim and final destruction and establishing minimum standards for information destruction contractors, replacing the previous NAID certification requirement. It details responsibilities for communication, monitoring, resource allocation, and policy implementation across VA organizations. The directive provides clear procedures for secure, economical, and effective disposal, stressing that sensitive information must be rendered unreadable or unreconstructable. It also includes comprehensive minimum standards for physical, operational, and documentation controls for destruction contractors.

This government solicitation, 36C24126Q0044, issued by the Department of Veterans Affairs, outlines requirements for on-site document destruction and shredding services for the Providence VA Medical Center and its associated Community-Based Outpatient Clinics (CBOCs). The contract is a non-personnel, firm fixed-price purchase order with a base year and four one-year options, extending services until January 31, 2031. The contractor must provide all necessary labor, materials, containers (32-gallon lockable, with an estimated 90 for the main campus and 22 for off-site locations), transportation, supervision, and disposal for weekly shredding services. Key requirements include maintaining liability insurance, adherence to VA Directive 6371 guidelines for document destruction, providing monthly Certificates of Destruction, and ensuring compliance with HIPAA and the Privacy Act for sensitive information. Contractor personnel will undergo background investigations, and all vehicles must be insured and registered. The solicitation details invoicing procedures, contract clauses, and specific locations for service.

The Department of Veterans Affairs (VA) is conducting market research through a Sources Sought Notice for document shredding services in Providence, RI, and associated CBOCs. This is not a solicitation for quotes, but rather a preliminary inquiry to identify qualified vendors, including various small business entities, capable of providing document destruction services for sensitive, confidential, and medical records. The VA intends to award a firm-fixed-price purchase order with a base year and four option years. Interested parties must submit company information, technical capability documentation, and proof of veteran-owned business registration if applicable. The NAICS code for this service is 561990 (All Other Support Services) with a size standard of $16.5 million.

The Department of Veterans Affairs, Veterans Health Administration, issued a presolicitation notice for shredding services at the Providence VAMC in Providence, RI, and its associated CBOCs. This is a Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside solicitation, with NAICS code 561990 and a small business size standard of $16.5M. The solicitation number is 36C24126Q0044, with a response date of November 21, 2025, at 13:00 Eastern Time. Interested offerors must register on beta.sam.gov and be registered in SAM and Vetcert databases prior to award. The contracting office is located in Brockton, MA, and the point of contact is Jeffrey S. Fleming at Jeffrey.Fleming@va.gov.