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.
