On-site Secure Document Shredding Services for Gallup Service Unit (Buy Indian Act Market Research)

1.0 PURPOSE AND BACKGROUND

This is a Sources Sought notice for market research purposes only, issued in accordance with the Buy Indian Act (25 U.S.C. 47) and the Department of Health and Human Services Acquisition Regulation (HHSAR) Subpart 326.6. This is not a solicitation for proposals. The Indian Health Service (IHS) is seeking to identify qualified Indian Small Business Economic Enterprises (ISBEEs) and Indian Economic Enterprises (IEEs) capable of providing on-site, secure document shredding services for the Gallup Indian Medical Center, Gallup Service Unit (GSU). The results of this market research will be used to determine the feasibility of setting aside this procurement for Indian-owned businesses.

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, New Mexico. A Statement of Work (SOW) is available upon request. The anticipated period of performance is a base year starting April 1, 2026 with four option years.

2.0 REQUESTED INFORMATION

Interested ISBEEs and IEEs 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.


• Buy Indian Act Status: A statement confirming your company’s status as an ISBEE or IEE.


• 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 similar services.

3.0 SUBMISSION INSTRUCTIONS

Please submit your capability statement to the Point of Contact listed below via email by no later than 4:00 PM Eastern Time on 3/22/2026. The subject line of the email should read: "Response to Sources Sought (Buy Indian Act): On-site Secure Document Shredding Services".