R614 -- New Tulsa Document Destruction Services ; EXPEDITED RESPONSE REQUESTED POP : 01 / 01 / 2026 - 09 / 30 / 2026 ( VA - 26 - 00002126 )

2026-11-03

DESCRIPTION The DEPARTMENT of Veterans Affairs Network Contracting Office ( NCO ) 19 , Oklahoma VA Health Care System is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest in , and the resources to support this requirement for TULSA DOCUMENT DESTRUCTION SERVICES for the Oklahoma VA Health Care System , located at the James Mountain Inhofe VA Medical Center , 440 S Houston Ave , Tulsa , OK 74127 . The result of this market research will contribute to determining the method of procurement . The applicable North American Industry Classification System ( NAICS ) code assigned to this procurement is 561210 Facilities Support Services . This is a request for information and sources only , which may or may not lead to a future solicitation ! This is not a solicitation . This request for capability information does not constitute a request for proposals ; submission of any information in response to this market survey is purely voluntary ; the government assumes no financial responsibility for any costs incurred . Contractor shall provide all resources necessary to perform TULSA DOCUMENT DESTRUCTION SERVICES . Requirements shall include but are not limited to the following : The contractor shall provide all personnel , supervision , equipment and other services deemed necessary to perform all work as defined in this Performance Work Statement ( PWS ). The Contractor does not have to be NAID ( National Association for Information Destruction ) certified , but all Document Destruction procedures will be followed ( per VA Directive 6371 ) as if contractor was NAID certified . The contractor shall clean up any residual material before leaving the site . Normal business hours are 8 : 00a . m . to 4 : 30p . m ., Monday through Friday , excluding holidays . The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours . All Interim shredding shall take place at / on the Government owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material . SPECIFIC TASKS BY CONTRACTOR All shredding services shall be provided on government owned or leased properties herein . Contract employees shall go to the locations of consoles , remove materials from the locked containers and transfer them to a secured location until destruction . The contractor shall destroy all paper products removed from the VA Medical Center and the CBOCs , through an acceptable process which renders the paper completely unreadable , in accordance with VA Directive 6371 . The contractor s equipment shall produce unreadable material that cannot be reconstructed to any degree . The shredder shall be of such capacity that limited quantities of incidentals such as paper clips , staples , rubber bands , pill bottles , patient plastic armbands and other types of paper can be shredded . The contractor shall provide secure lockable containers ( consoles ) with front facing / loading openings to collect and store materials to be shredded until such time that the shredding of the materials occurs . The consoles shall come in two sizes : Approximately ; 36 inches high , 20 inches wide , and 20 inches deep , and approximately ; 27 inches high , 20 inches wide , and 20 inches deep . The consoles shall be provided , maintained , increased , decreased and replaced at no charge to the VA . The VA reserves the right to increase or decrease the number of consoles by 10 % as needed by submitting a request in writing at least 30 days in advance . Console keys shall only be given to authorized VA employees . The COR will maintain a listing of authorized employees . Consoles shall be installed in specific locations by the contractor . Changes in location of any console shall be by agreement of both the Government ( CO ) and the contractor . Any console movement shall be accomplished by the contractor . During the course of the contract quantities and location of collection consoles may be required to facilitate new construction and / or departmental moves . The CO , COR , and contractor will work jointly to ensure a current list of console locations and numbers is maintained by the VA and the contractor . Any new consoles or console placement , existing location console moves , or console removals will be added , or deleted , to the existing contract by contract modification at no further cost to the Government . A Modification will be completed to fund / pay for servicing of any consoles added to the contract . The contractor shall perform shredding / pick - up on days scheduled and / or as agreeable to both the VA facilities and the contractor . The VA facilities will provide an escort for the contractor on days scheduled and / or as agreeable to both the VA facilities and the contractor . The contractor shall perform their best effort to ensure service for all consoles on every scheduled visit . Any changes to the schedule shall be approved in advance of the contractor visiting the facilities . A clear certificate of destruction shall be provided to the COR ( or Alternate COR ( ACOR ) when the COR is unavailable ) upon the completion of service at every location . Shredded paper shall to be recycled ( if applicable ) and the contractor shall provide a chain of custody letter showing each step of the recycle process and final disposition of destroyed materials , to include pounds and / or bags . The contractor shall provide an environmental certificate on an annual basis showing total estimated pounds of paper products disposed of . The contractor shall provide documentation of a contingency plan in the event of equipment failure or unexpected events to include the primary and alternate site for final destruction . This shall be provided with your quote and evaluated by the Contracting Officer . LOCATIONS James Mountain Inhofe VA Medical Center 440 S Houston Ave , Tulsa , OK 74127 Number of 27in high lockable consoles : 15 Number of 36in high lockable consoles : 82 Pick - up : Every Wednesday , or as mutually agreed ( excluding federal holidays ) TOTAL ESTIMATED CONSOLES : 97 PERIOD OF PERFORMANCE The estimated period of performance for this service is 1 9 - month Base Period , plus 4 1 - year Option Periods . The contractor will install consols within the first 8 days of contract performance . The contractor will begin weekly pickup and document destruction the first Wednesday after installation is complete , and continue to pick up every Wednesday until September 30 , 2026 . BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE , THIS REQUIREMENT MAY BE SET - ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION , and multiple awards MAY be made . Telephone inquiries will not be accepted or acknowledged , and no feedback or evaluations will be provided to companies regarding their submissions . SUBMISSION INSTRUCTIONS : If your organization can provide these services and is interested in this opportunity , please respond to Shanta Harrison , Contract Specialist , Department of Veterans Affairs , NCO 19 via e - mail at Shanta . Harrison @ va . gov with a statement describing your capabilities . The capability statement shall include a primary point of contact , complete mailing address , telephone number , email address , the company s business size status , UEI , and should address this specific requirement , with appropriate documentation supporting claims of organizational and staff capability . Please be as thorough as possible in your submission , and include information on any multiple award schedule contracts your company holds . Requests for copies of a solicitation will not be honored or acknowledged . Expedited responses are requested . The deadline for responses is Thursday , November 6 , 2025 at 5 : 00 PM mountain time .

Oklahoma

2026-04-08