14-Addendum 2.pdf

Financial Services

Office of Procurement Services 8115 Gatehouse Road, Suite 4400 Falls Church, VA 22042

July 15, 2025

ADDENDUM NO. 2

TO: ALL PROSPECTIVE OFFERORS

REFERENCE: RFP# 2000004128

FOR: Refuse and Recycling Services

CLOSING DATE/TIME: July 31, 2025 at 5:00PM ET

RFP MODIFICATIONS:

Attachment A (Service Schedule) is replaced with the attached Revised Attachment A, which now includes City names and Zip codes.

RFP CLARIFICATIONS:

The following are responses to questions received via e-mail, Bonfire, and at the Pre-proposal Conference held on June 16, 2025.

Q1. Please confirm that there is no bid or performance bond required for this contract. A payment bond for the total container costs, as specified by the contractor who wins the contract, is required.

A1. Yes, there is no bid or performance bond required for this contract. However, upon contract award, a bond/surety will be required to cover the cost of the containers and compactors purchased by the successful offeror. Please refer to Section 8.4. of Special Provisions for more details.

Q2. When organic waste is implemented, the county will provide biodegradable liners for all the collection containers.

A2. Yes, the Customer will provide biodegradable bags to all staff that is collecting the material within facilities. Refer to section 1.1.b of Special Provisions.

Q3. Can the county provide data on the agency-owned front-load containers, roll-off containers, and compactors?

a. Age of each container

b. Last inspection/inventory date and condition of that inspection date

c. For compactors, repair and maintenance history

A3. Customer does not have detailed information on the exact age or condition of each container, all are currently deployed at Customer’s sites and actively in use for collection.

Q4. Will the county require the awarded contractor to decal all the containers within a specific time?

A4. Yes, as referenced in Section 20 of the Special Provisions, decals and other signage are to be in compliance by the end of the Conversion Period which is 12 months from the beginning of the second quarter of the contract.

Q5. Please provide tonnage data for 2024 and Q1 of 2025 to include:

a. Refuse tonnage for all schools

b. Refuse tonnage for County buildings

c. Mixed Recyclable tonnage for all schools

d. Mixed Recyclable tonnage for all county buildings

e. Single-sorted materials

A5.

a. The refuse tonnage for FCPS is as follows: 21,849,731 for 2024 and 7,308,658 for Q1 2025 thru April.

Addendum No. 2

RFP# 2000004128

b. County: Not available, Offeror advised to utilize industry averages based on cubic yards to be serviced.

c. Mixed recyclables tonnage for FCPS is as follows: 5,270,020 for 2024 and 1,973,416 for Q1 2025 through April.

d. County: Not available, Offeror advised to utilize industry averages based on cubic yards to be serviced.

e. No data is available for this stream. Load weights are not anticipated to be significant as the expected streams will include light materials such as Styrofoam, plastics, packaging. Each single sort stream could equate to 2-3 thirty cubic yard loads per month.

Q6. Where can I find the scope/contract details of the current contractor, Republic Services? We want to review the new additional requirements that have been added to this RFP.

A6. The scope and contract details for the current contractor, Republic Services, can be found at the link provided below:https://www.fairfaxcounty.gov/cregister/ContractDetails.aspx?contractNumber=4400007970

Q7. According to the schedule outlined by the County (6.0), no phase-in period will be provided to the contractor. The contract is scheduled to be awarded on August 30th and the start date is September 1. Can you please confirm?

A7. The RFP Schedule will be revised. A phase-in period will be provided to the selected contractor to ensure a smooth transition and implementation.

Q8. Can the county share which transfer stations are currently approved by the county for use with recyclable materials?

A8. The Customer does not publish or maintain an approved list of facilities for recyclable material processing. The facilities used by the contractor are chosen by the contractor but must be properly permitted for the jurisdiction in which it resides. The facilities used must be able to demonstrate that the recyclable materials it receives are separated and marketed to be used for production of another material. Examples: 1. MRF (Materials Recycling Facility), that accepts mixed recyclables, sorts out paper, cardboard, metals, plastics, separately then markets each of the sorted materials to end processors who use the sorted materials to make fiber products, metal products, plastic products, etc. 2. MRF or Transfer Station that accepts specific plastic-based materials and markets these materials to an end-user for production of materials using these sorted materials.

Q9. Where will the contractor dispose of bulk materials?

A9. Bulk Materials are to be taken to the County facility at either West Ox Road facility at 4618 West Ox Road, Fairfax, VA 22030 or I-95 facility at 9850 Furnace Road, Lorton, VA 22079. Bulk materials do not include construction or demolition debris which are to be taken to a facility of the contractor’s choice.

Q10. Can you share the photo of the compactor that has 2 compartments?

A10. Please see below: trash on the left, recycling on the right.

https://www.fairfaxcounty.gov/cregister/ContractDetails.aspx?contractNumber=4400007970

Q11. Please explain the requirements under Section 30.6?

A11. Section 30.6 requires offerors to include copies of agreements (if any) that the Customer would be expected to sign as part of the contract. In addition, offerors must submit (if any), their Service Level Agreements (SLAs), which outlines the terms of system service and support, as well as any maintenance and support agreements.

Q12. Attachment B – Pricing Schedule

a. Should the respondent provide pricing for item numbers with “0” quantity?

b. Section 1, Item 6, Footnote 5: What is the weight of the materials to be disposed of in each load. If the contractor is responsible for the disposal of this material, a weight needs to be required to provide pricing.

c. Section 1, Item 9: Will this price be applied to the two split compactors? Will the contractor charge for two hauls each time the compactor is serviced, one time for the waste partition, the second haul for the recyclables partition?

d. Section 3, Item No.4: Is the delivery fee for all types and sizes of containers?

e. Section 9, Footnote 4: Please clarify the specific publication to be utilized for the market price indicator for recyclable materials.

A12.

a. Yes, offerors shall provide pricing for the items numbers with “0” quantity.

b. The weight of the load will vary. The contractor’s price provided in the Pricing Schedule is to cover/include both the price to transport the material and the disposal.

c. Yes, this price will be applied to the two split compactors. No, there will be one price to perform both hauls.

d. Yes.

e. A specific publication is not mandated; however, the market price indicator used must be logical, independently published, and verifiable. It shall reflect pricing relevant to our region.

Offerors may propose a market source of their choice, subject to County approval.

Q13. 1.7 Purchase of Customer Containers

a. Will the contractor be required to remit payment immediately upon award for the value of the containers?

b. Please describe the types of “other measurable options” being requested of the proposer. Is there a defined payment term and ownership transfer process?

A13.

a. The contractor will not be required to remit payment immediately upon contract award. The proposal should include a clear and measurable plan for purchasing all Customer-owned containers, including front-end load (FEL) containers, roll-off (ROF) compactors, and open-top containers.

b. As outlined in Section 1.7 of the Special Provisions, offerors may propose various purchase arrangements. There is no defined payment term and/or ownership transfer process.

Offerors are encouraged to use their expertise to propose flexible, practical, and clearly defined purchase options that can be evaluated by the County. All proposals should detail payment terms, ownership transfer processes, and any conditions tied to pricing.

Q14. 10.1 Collection-Disposal-Processing: Are front load and rear load collections required to be performed by a dedicated route where the truck starts the collections under this contract empty and must proceed directly to a disposition facility immediately after completion of the contracted collections? Will the contractor be permitted to combine collections from other commercial customers with collections from Fairfax County?

A14. Front load and rear load collections are not required to be performed by a dedicated route. The contractor may combine collections from other commercial customers. However, for each Customer container serviced, the contractor must calculate and record the weight at the point of service to ensure accurate reporting.

Q15. 41.3 Selection Advisor Committee

a. Who is on the advisory committee?

b. Is communication with any member of the Selection Advisor Committee prohibited?

A15.

a. The members on the Selection Advisory Committee are not disclosed.

b. Communication with any member of the Selection Advisory Committee regarding this RFP is strictly prohibited. Please refer to Section 35, of the Special Provisions for further details.

Q16. Tonnage information – Can the County provide the annual tonnage reports for both roll off and front load by location?

A16. Please refer to question #5.

Q17. Containers – Does the County know the estimated age and condition of the containers and whether any of them are in need of repair/replacement?

A17. Customer does not have detailed information on the exact age or condition of each container.

All are currently deployed at Customer sites and actively in use for collection. If a container is in service and no repair has been requested by the Customer, it is assumed to be in acceptable working condition.

Q18. Roll-Off Containers (ROF) – Can the County clarify the ROF cans that would be retained by the county for the regulated waste are not on the price sheet for purchase?

Q18. There is only one ROF container that will be retained by the Customer. It is modified compactor container located at the Police Annex facility in Judicial Square, utilized for the secured storage and transport of expired court evidence.

Q19. Section 1.6 – Data Collection – can the 33.3. Fuel Surcharge – if utilizing a different fuel source for our fleet, would be able to adjust this to suit the alternative fuel source?

A19. The fuel surcharge clause is based on the consumption of diesel fuel. If the contractor uses a different fuel source (e.g., CNG, electricity, etc.), they should clearly outline the proposed surcharge structure in their proposal. Any alternative fuel surcharge arrangements will be reviewed and negotiated during the Negotiation phase and must be approved by the Customer prior to contract award.

Q20Section 1.6, Page 2-Data Collection and Reporting – can the County provide a sample of reports mentioned?

A20. The Customer does not have a restrictive format for the reporting of the required data.

Examples of reporting could include Microsoft Excel based formats that segregate data by the time period, locations, type material, weight, frequency of collections, etc. The contractor and County will agree on a format for reporting the required data.

Q21. Section 2.3.3. Page 3-Single-sorted material – Are these items required to service or can this be adjusted? Our concern is primarily Styrofoam. I understand that it should be clean Polystyrene, but we are not sure there is a current outlet for this material.

A21. The materials listed in section 2.3.2 are not required to be collected other than items a, b, c, f.

The Customer will consider all proposals that do offer collection of all or some of the listed materials. Offerors should consider that the Customer is looking to increase diversion and reuse of material currently disposed as refuse.

Q22. Section 6, Page 5-Schedule – would County consider later Start Date, if award is 08/30/25 and start date is 09/01/2025, maybe difficult for any contractor other than the incumbent to start. A possible date to consider would be 1/1/26.

A22. Please refer to question #7.

Q23. Section 8.4, Page 6-Performance Bond – request County considers changing amount to “100% of the Annual Contract Value, Renewed Annually”. This is the preferred language by Surety companies. Expense of 5-year bond would inflate pricing and may lead to less bidders.

A23. There is no performance bond required for this contract. Please refer to question #1 and section 8.4. of the Special Provisions for more details.

Q24. Section 15, Page 10-Restricted Access Facilities – Are there any gate codes or key fobs for access?

A24. There are no gate codes or key fobs required for access to any of the facility.

Q25. Section 15 – Restricted Access Facilities – What, if any, background approvals are required for these locations?

A25. Please refer to Section 59 of Special Provisions – Background Criminal Investigation Identification Badges.

Q26. Section 26.4, Page 14-Weight Data – Does the history of operating the scale program need to be internal? We would need to purchase and install scales on our vehicles. Would it be acceptable to utilize another one of our company’s experience with utilizing Front-Load Scales?

A26. It is not required that historical scale operation be internal. The history/operation of one of the offeror’s subsidiaries, or information provided by a scale vendor with proven and accurate history is acceptable.

Q27. Section 33, Page 20-Pricing – Would the County be willing to adjust CPI based on Water, Sewer and Trash Collection Services Index? https://www.bls.gov/news.release/cpi.t02.htm. This category is a more accurate reflection of cost increases specific to the Waste Industry.

A27. No. The Customer will retain the cited index. The Customer considers that its provision for a fuel surcharge accommodates the impact of fuel costs for the waste industry that may vary more than for overall costs in the economy.

Q28. Section 42, Page 24-Insurance – is a Certificate of Insurance required with our submittal?

A28. A Certificate of Insurance is not required at the time of submittal. It will be required when the contract is awarded.

Q29. Given the specialized nature of organics collection, would the committee consider proposals that are exclusively for handing the organics component of this contract? Additionally, in alignment with the optional "Behavioral Change Improvement for Recycling & Diversion" requirement, having a company who specializes in organics would allow for dedicated information sessions, training for staff, students, administrations and more by specialists in the field of organics recycling.

A29. The Customer will not award the organics collection as a stand-alone contract separate from the other required services. However, organics specialized companies may subcontract with other qualified firms.

Q30. Organics collection is a relatively new sector and grown substantially in the last two years, while the 5-year experience requirement makes sense for the refuse & recycling, this requirement prohibits the only two Fairfax County based dedicated organics hauling companies from submitting proposals. Assuming the committee allows for organics specific proposals, to promote additional competition and achieve a better level of specialized service, would the committee allow companies two years and older to submit proposals for the organics component?

A30. Companies specializing in organics hauling may subcontract with other qualified firms to participate in the RFP process. The primary company submitting the proposal must meet the minimum qualification requirement of having at least five years of experience.

Q31. One common challenge with organics bins is maintaining their cleanliness. For the organics requirement, to help address this common complaint, would the committee like those bins rinsed/cleaned every time they are serviced, once per month, or once per quarter?

A31. As part of its proposal, Offerors may propose a container cleaning/rinsing service for consideration by the Customer.

Q32. Can you advise how many containers have been swapped over the life of the contract?

A32. This data is not available.

Q33. Please advise if current contractor, Republic Services is using Frontload Scales now?

A33. Yes.

https://urldefense.com/v3/__https:/www.bls.gov/news.release/cpi.t02.htm__;!!Pwvz7ORF!NCnyzcNdNS_FM1BpSvajCkHWqdSmrZ0TvOpaUhhdQ9sjcpgPVwlLXcH5ZqxaYhrdKJRNpY6Ti_CbJSmV-2TrvQ$

Q34. Time Stops – are there any Time Stop Requirements in the Bid?

A34. This information is not available. There are a small number of locations (estimated to be less than 5%) that require a gate to be opened by a security guard, e.g., 2 detention centers at Judicial Square, several warehouses that must open dock doors for access, police stations that must open security gates.

Q35. Purple Glass Containers – are these containers part of this contract?

A35. No.

Q36. Can collected materials be mixed with our commercial type waste or must it be run separately?

A36. Collected Mixed Recyclables can be mixed with a similar recycling stream such as ‘Single Stream’ that the contractor’s trucks collect from their commercial customers. It may not be mixed with Refuse. In the event the contractor does service both Customer and commercial customers, it must still provide the required weight data for Customer locations.

Q37. Per page 11, does FFX County receive rebates from the current hauler for “ROF” recycling material?

If so, what materials receive rebates?

A37. For County locations, credits are deducted from processing cost for each pound collected.

These credits are based on the revenue that is received, based on a market index, for the materials listed in the Pricing Schedule (Attachment B), Section 9, items, 1,2,3, 4, 5 and 6.

Q38. Will you please provide the current rates for all services listed in “Attachment B – Pricing Schedule?”

A38. Please use the link provided in question #6 for current pricing rates.

Q39. Will you please provide a copy of a recent invoice?

A39. Please see attached a copy of a recent invoice.

Q40. Will you please provide a copy of the bid tabulation from the 2017 RFP?

A40. A bid tabulation is not available as the previous solicitation was an RFP. Please refer to question #6 for current vendor details.

Q41. Which locations have containers that are owned by “the customer?” Do all the locations plan to keep their container and the awarded contractor is to service the container?

A41. Please Refer to Attachment A - Service Schedule locations, all listed compactors are owned by FCPS, and all listed roll-off containers are owned by the county. For Maintenance of Contractor provided containers, please refer to Section 19 of Special Provisions.

Q42. Are there any locations that will require the contractor to provide a commercial/FEL container?

Are all roll-off containers and compactors owned by Fairfax County?

A42. No Commercial/FEL containers are required for the locations listed in the Service Schedule. In the event the Customer adds a new location requiring containers, the contractor would then be required to provide the needed container(s)/compactor(s). All listed compactors are owned by the Customer. All listed roll-off containers are owned by the County.

Q43.Per page 1, Para. 1.3 - Is the contractor required to repair, at no cost to the customer, customer-owned containers?

A43. Please refer to Section 19 of Special Provisions: Containers & Containers Maintenance.

Q44. Per page 2, Para. 1.7 – Will you please clarify what you’re requesting of bidders? Are you looking for us to purchase containers owned by Fairfax County?

A44. Offerors are required to submit a proposal that outlines how they plan to purchase all Customer-owned front-end load (FEL) containers, roll-off (ROF) compactors, and open-top containers currently in the Service Schedule. The offeror may propose an outright purchase option, where the offeror immediately takes ownership of all containers upon contract award, with pricing in the Pricing Schedule reflecting this transfer; or Other measurable options, based on offeror’s professional expertise and industry standards, provided that the terms are measurable, clearly explained, and include details on payment schedule, ownership transfer, and any conditions tied to pricing.

Q45. Per page 2, Para. 1.8 – Does the current vendor utilized scales and provide accurate weights for all FEL services? If so, will you provide a copy of one of their recent reports?

A45. Yes, please use the link provided for FCPS Recycling/Waste Dashboard for the requested information Recycling Data Dashboard | FCPS Get2Green

Q46. Will Fairfax County consider removing the scale requirement for FEL services? This requirement leads to increased service times, which forces bidders to include the additional time in their proforma statements

– leading to higher overall costs for Fairfax County. Additionally, scales are generally inaccurate and don’t provide actual weights.

A46. Offerors may propose an alternate option to the scale requirement for Front-End Loader (FEL) services; however, the alternate option must be provided in addition to meeting the scale requirement. Customer will evaluate any proposed alternatives during the proposal review process to determine their feasibility and potential benefit to the County.

Q47. If the contractor proposes an alternate option, will Fairfax agree to remove the scale requirement?

A47. Any proposed alternate option will be reviewed during the proposal evaluation process.

Customer will determine at that time whether the alternative is feasible for both FCPS and County.

Q48. Per page 3, 2.3.2. – Does Fairfax expect the contractor to recycle the materials listed under “Single-sorted material?” Are all the materials currently being recycled? Or are these both trash and recycling, just in ROF containers?

A48. Section 2.3.2. of Special Provisions, the Customer currently separates items a, b, c and f, at some locations. The contractor must be able to find a processor for these materials and reflect the credit/revenue/cost (in the event of a cost per pound, note the price as a negative) for each in the Pricing Schedule (Attachment B), Section 9. Should the contractor propose a methodology/process that enables the Customer to increase the volume of a, b, c, or f, the Customer will consider this in its evaluation of the proposal. The Customer does not currently separate items d, e, g, and h. The Customer’s expectations are that the contractor will propose a plan that: 1. Enables increased recycling/diversion of items a, b, c, or f via increased sorting at high generation sites where this material is currently being disposed as refuse; 2. Enables diversion of items d, e., g, and h at locations that generate high volumes of one or more of these materials in the refuse stream that can be diverted for reuse.

Q49. Is Fairfax County currently participating in a composting program? Or is this a new requirement?

Does the incumbent subcontract a hauler to perform organics collections, if this is currently in place?

Will the awarded contractor be allowed to choose the delivery facility for the recyclable materials generated by Fairfax County?

A49. FCPS currently conducts limited composting efforts through small-scale pilot programs at several schools and administrative locations; the County’s Facilities Management Department (FMD) and Solid Waste and Management Program (SWMP) did implement pilot programs at its main government center complex and at its I-66/West Ox Road facility for approximately 2 years. None of the activities are under the current contract. The organics collections for these pilots are handled by subcontracted haulers, independent of the existing primary waste services contract.

Composting is not a new requirement but being expanded to meet Customer environmental goals.

The Contractor will be allowed to select the delivery facility.

Q50. Where does the current contractor deliver recyclable materials?

A50. The current contractor takes all its collected recyclable materials to a Republic Subsidiary’s processing facility in the Manassas area. It is a state permitted facility.

Q51. Who is the incumbent? Do they currently service all the work listed in the RFP?

A51. The current contractor is Republic Services of Virginia which provides many of the services included in the current RFP. The current RFP has services not included in the current contract with Republic.

Q52. Per page 8, M.2 – Will you provide a few pictures and/or information regarding the two compactors with “two discharge compartments?”

A52. Please refer to question #10.

https://get2green.fcps.edu/recycle_db.html

Q53. Per page 8, K – What is the difference (in materials) between “CDD” and “bulky debris?”

Is there a difference in how disposal is to be billed depending on if it’s a permanent roll-off container or a temporary roll-off container?

A53. No. There is no difference in disposal between ‘permanent’ vs ‘temporary’. The difference is based on whether it is ‘bulky’ refuse vs. “CDD”. Bulky refuse must go to the county facilities as it is considered municipal solid waste (MSW) whereas CDD does not go to the county facilities, but the processing facility chosen by the contractor. There is no difference in billing depending on a permanent roll-off container or temporary roll-off container.

Q54. To confirm - all compactor disposal costs will be billed directly to the customer?

A54. Yes, refuse will be billed directly to the Customer. Recyclable material compactor loads will be priced in accordance with the Pricing Schedule (Attachment B), Section 9.

Q55. To confirm - disposal costs associated with temporary roll-of containers will be billed directly to the customer?

A55. No, not for CDD loads. Disposal costs are not billed directly to the Customer. See Pricing Schedule (Attachment B), Section 1, item 6. For Bulk loads, disposal costs will be billed by the contractor directly to the Customer. Bulk loads are to be directed to the County facilities.

Q56. Per page 10, 15 - Do drivers need a Real ID to gain access to “restricted access facilities?”

A56. Real ID is not required to gain access to restricted access facilities.

Q57. Are dedicated routes required for this contract?

A57. Dedicated routes are not required for this contract.

Q58. Will you please provide the city names and zip codes for all of the locations listed on “Attachment A” without that information listed?

A58. Please see revised Attachment A.

Q59. Will you please clarify for bidders if you Fairfax plans to separate the organic collection services from this RFP?

A59. Please refer to question #29.

Q60. How many locations plan to participate in the organics program? During the pre-bid meeting, it was mentioned that there would be about 100 schools and 50 County facilities. Will you please confirm so we’re able to provide accurate pricing based on the volume of work that will result from the contract award?

A60. When fully implemented, participating schools/centers will total 150-200 locations. County participating locations (police, fire, health facility locations) will add another 75-100 sites. This brings the total number of locations to 225-300 locations at full implementation. All locations will be phased in over an agreed upon period.

Q61. Are you able to share information related to the age of the compactors that Fairfax County owns?

Also, if possible, will you share the age of the RO containers and FEL containers?

A61. Please refer to question #17.

Q62. Will you allow for bidders to have their team inspect the existing compactor units? We need to reach some conclusion on the value of the existing inventory so we can provide an accurate price.

A62. Yes, Offerors are allowed to inspect the existing compactor units. Offerors are to contact Humaira Hassan, FCPS Contract Specialist and provide the dates, times and locations it wishes to inspect. The Contract Specialist will then coordinate with the appropriate agency personnel for the site visits.

Q63. Does the current hauler provide next-day service for all roll-off and compactor work?

A63. Yes, if not on a schedule.

Q64. Will the County consider changing this to a 48-hour window for service upon request of the customer?

A64. There will be no changes to the specified response time standards.

Q65. Considering the size and complexity of this solicitation, can the due date be extended for an additional 30 days. This will allow each party to survey the containers and locations. This solicitation has a large number of locations and containers that need to be taken into consideration.

A65. The proposal submission due date has been extended to July 31, 2025 at 5 p.m.

Q66. I would like to know what the average pounds per yard is on the MSW and recycling front load work.

This information should be available from the current reporting. Additionally, can the average tons per load be provided for each roll off location.

A66. This information is not available.

Q67. Under the “Freedom of Information Act”, could you please provide the current rates for the respective services for each location. Please include each front end stop, service level and monthly rate.

Additionally, please provide each roll off compactor location with their respective haul rate and disposal charge.

A67. Please refer to question #6 and use the provided link to the current contract details.

Q68. Sections 1.7-8- 4.19 - Please clarify purchase process for county containers.

A68. Please refer to question #44.

Q69. Are 100% of the containers associated with this contract (FCPS, FCG, FCPA, DVS, FDOT) currently owned by the County? Are any of the containers in use owned by the County’s current contractor?

A69. All FEL containers, ROF Compactors and open-tops listed in the Service Schedule are owned by Customer. All ROL containers are owned by the contractor.

Q70. Organics-what are the additional cart collections per week in the price sheet?

A70. The additional cart collections listed on the Pricing Schedule (Attachment B) refer to instances where a specific site may require more frequent organics collection than the regularly scheduled service.

Q71. Section 19.3/19.5 – Are all customer owned containers/compactors required to be painted within the 12-month conversion period?

A71. Yes, all Customer-owned containers and compactors are required to be painted within the 12-month conversion period as specified in Sections 19.3 and 19.5.

Q72. Bonding-does this contract call for a Performance Bond? If so, can you advise on the amount?

A72. Please refer to question #23.

Q73. While the RFP states "... Customer will provide BPI-certified, fully biodegradable liners and be responsible for placing all organic material into the provided containers..." does this cover the outdoor collection bins as well? Some clients provide liners for their interior bins but as an additional measure, to help mitigate any potential smells, would like the exterior (35 & 65g) bins to have a liner installed in them by the contractor at each service.

A73. FCPS currently utilizes 35- and 65-gallon containers both indoors and outdoors. During lunch periods, the containers are brought inside the school to be filled, then rolled out to a loading dock area for pickup. After each use, if a container is not full, the existing liner is tied off and removed, and a new liner is placed inside the container for the next use. This procedure applies to both indoor and outdoor containers. The future implementation program assumes the contractor will not be required to provide the liners for contractor-provided containers.

Q74. Are the small bins (5 gallon) expected to be emptied by the contractor or just furnished for a weekly rental fee of sorts?

A74. The contractor is not expected to empty the small bins, only to furnish them, if needed.

Q75. Section 1.1a- Disposal for Roll-Off Compactors & Open-Top Containers- can you advise where this charge would be recorded or does the County pay for that disposal?

A75. All ROF refuse and bulk loads will be taken to county facilities. The contractor will be billed by the county’s SWMP (Solid Waste Management Program) for the loads. The contractor will then bill this cost (as a separate charge on the bill) to the customer agency.

Q76. Container Color Requirements (Reference: Section 19.5) Would the county be open to our multi-colored lid system as an alternative to painting entire containers different colors? Our system uses black lids for refuse, light blue for recyclables, and green for organics, which provides clear visual identification while potentially reducing maintenance costs and implementation time during the conversion period outlined in Section 19.3.

A76. The Customer will maintain the current requirement for container colors. The lid alternative will not meet the requirement.

Q77. Organic Material Weight Data Based on any trials or pilot programs you’ve conducted, what are the average weights per collection for organic materials? This information would help us optimize our routing and equipment specifications for the organic collection service described in Section 1.1.b.

A77. No such data is available.

Q78. Recycling Contamination Management (Reference: Section 19.2) Our contamination detection approach includes two methods: visual inspection by drivers upon arrival (allowing containers to be serviced as refuse if contamination exceeds 20%), and real-time contamination detection during the dumping process that can be reported back to the county. Would this approach satisfy the contamination management requirements outlined in your scope?

A78. Please submit your approach as part of your proposal. The evaluation team will consider all methodologies submitted.

Q79. Current Container Inventory Assessment (Reference: Section 19.1 and 1.7) Could you provide either the ages of existing containers or the percentage that currently meet the requirements specified in Section 19? This would help us develop a more accurate conversion timeline and pricing for bringing all containers into compliance during the 12-month conversion period.

A79. Please refer to question #17.

Q80. Organics Processing Destination Will the county be designating specific facilities for organics disposal and processing, or should we include facility selection and agreements in our proposal scope?

A80. The contractor will choose the processing facility. That facility must be properly permitted for the processing activity (by its host jurisdiction) and be able to demonstrate that the inbound material is processed for eventual reuse as another material.

Q81. Scope of Services 1.4: Signage for Containers, Compactors and Open-Tops:

a. Will the County require signage that reads "Mixed-Recyclables" for the recycling containers or will "single stream" signage suffice?

b. Would you be able to share how long it took Republic to affix signage for all the current containers during the transition?

A81.

a. The customer requires the signage to state “Mixed-Recyclables”.

b. Republic does not own any of the current containers/compactors listed in the service schedule. It did not carry out any signage conversion as part of the existing contract.

Q82. Scope of Services 1.7: Purchase of Customer Containers, Compactors, Open-tops:

a. Will the County be able to furnish information on the age and condition of each container, compactor and open top?

b. Does the County currently own all of the equipment listed on the RFP?

c. Will the service provider have an option to provide our own containers, compactors and open top containers as part of the service? A rental fee would apply on new compactor units, but rental would be waived for FEL and ROL containers.

A82.

a. Please refer to question #17.

b. The Customer currently owns all of the equipment listed on the RFP.

c. The contractor may utilize containers it currently owns to fulfill the contract terms or use the containers its purchases as part of the contract, or a combination of both. All containers must meet the criteria set for signage as stipulated.

Q83. Scope of Services 1.13: Sub-contracting Plan: We do not currently offer Composting services and would need to sub-contract this portion of the services. Are we able to bid on only the trash, recycling, roll off and bulk removal services?

A83. Yes, you may submit a proposal as long as all required services are covered, either directly or through subcontracting. Ensure pricing is reflected in the Pricing Schedule (Attachment B) and explicitly state your intent to subcontract these services in your proposal.

Q84. Special Provisions:

a. H. Ownership of Collected Materials: Will you be able to add a special provision for any recyclables materials collected from inside a compactor? The driver would not be able to inspect the load until it's already dumped at the Material Recovery Facility.

b. 15. Restricted access facilities: Will a clearance be required for the drivers to enter these facilities?

How much wait time is typically involved?

c. 18. Recycling: There will be no processing or disposal charge for mixed recyclables collected as part of the FEL service. We do not receive rebates for mixed recyclable materials and therefore our collection rates include service as well as disposal of the materials. Are rebates required as part of the contract? We can provide the rate per ton for the disposal of mixed recyclables on the ROL side of service. The only commodity that we receive a rebate on is cardboard material and the rebate depends on the market each month. The rebates are off set by surcharges such as environmental and fuel surcharges added to our invoices.

d. 19. Containers & container maintenance: 19.11: is the contractor authorized to charge for compactor maintenance?

A84.

a. For any compactor load that is downgraded by the MRF utilized by the contractor, photo documentation will be required and documentation from the MRF stating the parameters for downgrading the load, to include the percentage of the load contaminated, type of contamination, etc. This information is critical for the Customer to engage Customer staff on what is not to be disposed into the recycling container/compactors.

b. No clearance is required for the drivers to enter the restricted access facilities.

c. Rebates and disposal charges for mixed-recycling material collected via FEL service are not assumed in this RFP. Rebates/credits on mixed-recyclable material and single-sorted material collected via ROF service may or may not be offered per the Pricing Schedule (Attachment B). It is assumed the offeror will submit a price for the processing costs for ROF load, on a per-ton basis. Absence of a rebate/credit for these loads will not disqualify a offeror from consideration.

d. No. See Section 1.3 of Scope of Services, Special Provisions.

Q85. Definitions: Mentions the destination for the recyclables materials will be determined by the Customer as markets are available. Can you confirm if the County will be making this selection? Or Contractor can make a selection?

A85. The Customer does not require that it selects the destination for recyclable materials. The contractor chooses the facility, provided that the selected facility can verify that the materials will be used again as a raw material for a product which may or may not be similar to the original product. For example, if Styrofoam is transported to a facility in Pennsylvania for reuse, that is acceptable. The key requirement is that the County receives documentation confirming that the materials are being repurposed and not disposed of.

Q86. Map: Can you provide a map showing the areas of service for the County?

A86. No such map is available.

Q87. Bid Deadline: Can you confirm if the bid will need to be submitted in sealed envelope in person or just via Bonfire?

A87. Proposals must be submitted electronically via Bonfire - FCPS’ online Procurement portal.

Please refer to section 37. Submission of Proposal of Special Provisions for more details.

Q88. Current Invoices: Would you be able to share the last 3-months of invoices as it's currently broken down?

A88. Please see attached last 3-month invoices.

Q89. Current Agreement: Would you be able to share the current agreement with all the agreed?

A89. Please refer to question #6 for the provided link of the current agreement.

Q90. Will you please add a line item on the price schedule to allow for bidders to list the disposal cost per ton for compactor and roll-off container hauls?

A90. This is not necessary. Disposal cost will be billed to the contractor by the county disposal facilities at the published rate for refuse which may change on an annual basis. The contractor will then bill the appropriate county agency this same cost on the monthly invoices.

Q91. What are the specific performance requirements expected over the five-year contract term?

A91. Please refer to section 45 – Contract Performance Monitoring of the Special Provisions for more details.

Q92. What type of equipment, if any, will the company provide to the City as part of the service agreement?

A92. Please refer to the Section 1. Scope of Services of the Special Provisions.

Q93. How will invoicing be structured in relation to performance metrics or service benchmarks?

A93. Please refer to section 46 – Payments of Special Provisions. Please refer to attach invoices for sample of monthly pick-ups payments.

Q94. Does Fairfax County dispose of their recyclable materials in plastic bags? Or are they placed in recycling containers unbagged?

A94. Currently, FCPS sites do include bagged recyclable material in FEL recycling containers while county custodial personnel are instructed not to place bagged recyclable material in either FEL containers or a recycle compactor. Offerors should assume that any compactor with recyclable material will not have bags, while FEL containers may have bags.

All other terms and conditions remain unchanged.

Delphine Lambert Contracts Manager

THIS ADDENDUM IS ACKNOWLEDGED AND IS CONSIDERED A PART OF THE SUBJECT REQUEST

FOR PROPOSAL:

Name of Firm

(Signature) (Date)

RETURN A SIGNED COPY AS REQUESTED IN THE SOLICITATION.

Note: SIGNATURE ON THIS ADDENDUM DOES NOT SUBSTITUTE FOR YOUR SIGNATURE ON THE

ORIGINAL PROPOSAL DOCUMENT. THE ORIGINAL PROPOSAL DOCUMENT MUST BE SIGNED.

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