ON-SITE SECURE DOCUMENT SHREDDING SERVICES FOR GALLUP SERVICE UNIT

Title: On-site Secure Document Shredding Services for Gallup Service Unit
Notice Type: Sources Sought Synopsis
Response Date: 03/22/2026, 4:00 PM Easten Time
NAICS Code: 561990 - All Other Support Services
Classification Code: R614- Support- Administrative: Paper Shredding
Contracting Office: U.S. Department of Health and Human Services (HHS), ASFR/OMAS 
Point of Contact: Ratonya Harris, Ratonya.harris@hhs.gov  

1.0 DESCRIPTION

his is a Sources Sought notice issued for market research purposes only. This is not a solicitation for proposals and does not commit the Government to award a contract now or in the future. The purpose of this notice is to obtain information on the availability and capability of qualified businesses to provide on-site, secure document shredding services for the Indian Health Service (IHS) at the Gallup Service Unit (GSU).

The requirement includes providing all personnel, equipment, and materials for the on-site collection and destruction of sensitive documents at three locations in and near Gallup, NM. A full Statement of Work (SOW) is available upon request. The anticipated period of performance is a base year and four one-year option periods, starting on or about April 1, 2026.

2.0 REQUESTED INFORMATION

Interested parties are requested to submit a capability statement (not to exceed 7 pages) that addresses the following:

• Company Information: Company name, address, Unique Entity Identifier (UEI), CAGE code, and point of contact.
• Business Status: Your company’s business size (e.g., Small Business) and any socioeconomic categories (e.g., WOSB, SDVOSB, HUBZone).
• Capability Narrative: A detailed description of your company’s ability to meet the key requirements. At a minimum, your narrative must address the following specific points:
  1. Service Methodology: Describe your experience providing on-site, cross-cut shredding services at multiple locations for a single client.
  2. Compliance with Health Information Regulations: Describe your company's experience and protocols for handling sensitive documents subject to the Health Insurance Portability and Accountability Act (HIPAA) and the Privacy Act of 1974.
  3. Security & Chain of Custody: Detail your process for ensuring the security of materials, including the use of contractor-provided locked containers (specify sizes your company provides, e.g., 65/95 gallon), and your procedures for maintaining chain of custody from collection to destruction.
  4. Personnel Security: What are your company’s standard procedures for employee background checks and identification? Confirm that your employees who will be on-site wear company uniforms and possess proper identification.
  5. Proof of Destruction: Describe your process for providing a "Certificate of Destruction" to the client after each service is completed.
  6. Equipment & Verification: Confirm that your shredding trucks are equipped with a viewing screen to allow for client observation and verification of the destruction process.
• Past Performance: A list of at least two recent, relevant contracts (within the last 3 years) for services of similar scope and complexity.

3.0 SUBMISSION INSTRUCTIONS

Please submit your capability statement to the Point of Contact specified above via email by no later than 4:00 PM Eastern Time on 03/22/2026. The subject line of the email should read: "Response to Sources Sought: On-site Secure Document Shredding Services for GSU".

4.0 DISCLAIMER

This Sources Sought synopsis is for informational and planning purposes only and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Government will not provide reimbursement for any costs incurred in responding to this notice.