OFMR Trash QA 45-51.xlsx
XLSX spreadsheet 17 KB Posted
- Solicitation number
- 333302-22RF-0010003
- Issued by
-
Smithsonian Institution
About this file
This document outlines a solicitation for annual trash, debris removal, and recycling services for various Smithsonian Institution facilities. The services include trash removal, recycling of mixed paper products, mixed containers, scrap metal, and bulky debris from locations in Washington D.C., Maryland and Virginia. The contract will have a one year base period and four one-year options. Proposals are due by November 30, 2021 and must address technical approach, key personnel, and past experience. The incumbent contractor is Bates Trucking Company. Pricing will be evaluated using lowest price technically acceptable criteria.
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Text version
Sheet 1
| QUESTIONS | DEPARTMENT | ANSWER | |
| 1 | Could you please provide a list of what equipment the Smithsonian Institution owns and what the contractor has to provide. | OCON | See page 7 of RFP "Furnished Equipment" |
| 2 | What is the start date of the contract. | OCON | January |
| 3 | Would it be possible to change the term of the contract from 1 year with 4 one year extension options to a 3 year with 2 one year extension options. This would help offset the initial cost of the equipment that is required. | OCON | No, One year with four year options are SI standard terms |
| 4 | Will there be a pre-bid or possible site visit. | OCON | See Amendment #1 |
| 5 | Could you please make the annual increases based on CPI-Water/Sewer/Trash (W/S/T). CPI - W/S/T is more reflective of our industry. | OCON | Consumer Price Index (CPI-U), Table |
1, for all Urban Consumers, U.S. City average is SI Standard
| 6 | Can you please provide the name of the current contractor and subcontractor and pricing. | OCON | Bates Trucking Company Inc. F08CC10527 @ $4.4M |
| 7 | In regards to the above referenced solicitation, will a site visit be offered? | OCON | See Amendment #1 |
| 8 | How is the government procuring these services (Refuse and Recycling for Smithsonian Institution Facilities) currently? | OCON | Federally Funded Contract |
| 9 | Who is the current contractor and contract #? | OCON | Bates Trucking Company Inc. F08CC10527 |
| 10 | Are there any changes in the PWS compared to current level of services been procured? | OFMR/COTR | There are changes to both service provided and level of service; changes include, but not limited to, increased cleaning/maintenance on containers, addition of scrap metal hauling, additional reporting requirements and container type and frequency changes. |
| 11 | Will you host a site visit for this requirement? | OCON | See Amendment #1 |
| 12 | In your Technical Proposal Submission are there any page limits? | OCON | NO |
| 13 | What is the start date of this contract? | OCON | January |
| 14 | Is there a phase-in period? Can you provide a minimum of 30 days? | OFMR/COTR | A 30 day coordinated phase in period is prefered |
| 15 | Please confirm the set-aside for this requirement? | OCON | Full and Open |
| 16 | You have a requirement to submit a Subcontracting Plan with your proposal submission. If a Small Business is contemplating to submit a response, what is required to submit instead of the Subcontracting Plan as this offeror will meet the business goals for the Smithsonian Facilities? | OCON | Small Business are not required to submit a subcontrating plan |
| 17 | Can you share historical volume of trash and recycling for your facilities? Preferably prior to COVID as you may be closed to public. | OFMR/COTR | 2019 remained typical for planning: Landfill 1st Quarter-491 tons, 2nd Quarter-318 tons, 3rd Quarter-652, 4th Quarter-573 tons. Comingle recycling averages approximately 15 tons per quarter, but can fluxuate as collection is refined. Scrap metal averages 10 hauls per quarter. |
| 18 | Can you share your historical requests for repair services? Preferably prior to COVID | OFMR/COTR | Important changes were made to the repair services portion of this contract; new contract levels will not match historical. |
| 19 | In reviewing the Statement of Work, this is a low risk contract for a company who has experience performing similar services for the government agencies. In similar type of contracts I have not seen a requirement to provide Professional Liability Insurance Coverage. Can the agency remove just this required for this particular type of contract? | OCON | OMIT |
| 20 | Statement of Work Section C.5. states a requirement for Bid Bond but I don’t see in your Evaluation Criteria under Pricing Proposal. Can you please confirm if Bid Bond is required to be submitted with the Proposal? If so, what percentage. Additionally, is a Performance Bond is required of a contractor who is awarded this contract? And if so, what percentage of the performance bond is required? | OCON | Bid Bond is not required |
| 21 | SOW Section – Recycling in Remote Areas – please clarify this paragraph was is considered recycle at each of the remote locations. What comes out of each of the remote locations. | OCON | paper, cans, bottles and scrap metal |
| 22 | On your attachment labeled PM Quarterly Schedule please review the container located at Biology Institute. Is that a 30 YD Roll-Off? Currently it states it’s a 30 YD FL? | OCON | 30 -yard Comingle Recyler Front Load Container |
| 23 | what are your preferred days for services at each of the location? Is there is a day that works well with the facility please indicate? | OCON | Primarily during the hours of 5am to 5pm Monday through Friday |
| 24 | The Gerber Facility and Museum Support Services Division list 30-yard roll off containers with both bulky debris and recycle. Please confirm the type of material that will be disposed of in these containers? | OFMR/COTR | The recycle container contains commingled bottles, cans and mixed paper. The bulky debries container is for constuction waste (items like drywall, lumber, carpet, concrete) and bulky reclaimable waste (items like furniture, exhibit cases, cabinets) Both require LEED type processing and reports as listed in the contract. |
| 25 | Compactor PM column: Does this column apply to all services, whether or not a compactor is utilized. | OFMR/COTR | This column specifically applies to compactor PM's, but can be used for open top PM's if the contractor intends to perform PM's on these items based on manufactorers recommendations and the listed Contractor Performance Standards. |
| 26 | Should the contractor provide pricing for maintenance on government provided compactors. | OFMR/COTR | Per service maintenance pricing for SI equipment is expected with the proposal. |
| 27 | How often are preventative maintenance performed? Is a preventative maintenance plan required to be submitted with the proposal. | OFMR/COTR | Preventative maintance will be provided in accordance the the chosen equipment manufacturers recommendations; minimum quarterly PM is anticipated. A PM intent is required to be provided with the proposal per the sample provided. |
| 28 | Disposal column: Does the disposal column apply to services | OFMR/COTR | Question is unclear. The disposal column is the fee (per ton typical) for legal disposal of waste. It is anticipated there will be a per haul fee and a separate disposal cost. Scrap metal and recycle would result in a credit (rebate) to SI. |
| 29 | Is pricing only to be provided per pickup, or is a monthly tabulation required? | OFMR/COTR | Both, See SOW Section C.3.5. Service Reporting |
| 30 | At the National Portrait Gallery Compactor size is 2.5 cubic yards, solicitation indicates 4 cubic yards; Services are performed 2-3 times weekly, solicitation indicates 2-3 times monthly | OFMR/COTR | Bid per the solicitation ( See Amendment 4) |
| 31 | At the National Portrait Gallery additional items were identified which are not included in the solicitation. Please explain? | ||
| Baler service for cardboard | |||
| Pallett removal | |||
| Recyclables in Gaylord containers | |||
| Scrap metal | |||
| Construction and demolition waste | |||
| OFMR/COTR | The National Portrait Gallery and other National Capital Region facilities participate in the GSA recycle program with includes cardboard, mixed paper and comingled recyclables. Pallet removal is performed internally be SI. Scrap metal at locations should be bid as listed in the proposal, but is subject to change per the SOW. | ||
| 32 | What is the anticipated start date of services | OCON | January |
| 33 | Who is the incumbent contractor for these services | OCON | Bates Trucking Company Inc. |
| 34 | What are the charges for the services under the current contract | OFMR/COTR | There are changes to both service provided and level of service; changes include, but not limited to, increased cleaning/maintenance on containers, addition of scrap metal hauling, additional reporting requirements and container type and frequency changes. |
| 35 | Will additional confirmation of the equipment located at each site be confirmed, or will site visits be provided for all locations | OCON | yes, after awared with the successful bidder. |
| 36 | Will you extend the current due date for proposals so that answers can be submitted, analyzed and proposals revised based on those answers | OCON | Due date is November 30, 2021 @ 3PM |
| 37 | Renewal period pricing will be based on CIP for US City average. Given the location of the services, Washington-Arlington-Alexandria would be more appropriate | OCON | Consumer Price Index (CPI-U), Table |
1, for all Urban Consumers, U.S. City average is SI Standard
| 38 | The statement work refers to a “contractor report”, is there a full description of this required report and what it includes. | OFMR/COTR | The "contractor report" refers to a report of all contractor services provided by location and date for billing and verification purposes. This is in addition to other required information, but may be incorporated with the additional specifics found through out the SOW. |
| 39 | How does the contractor accomplish the requirement to leave a record of pickup at each facility? Is the driver required to sign in at each location. | OFMR/COTR | A specific accessable point will be identified at each location for the driver to leave a record of service. |
| 40 | The solicitation indicates that the location of scrap metal hauls shall be determined by the COTR. Are there additional locations for collecting scrap metals in addition to the Museum Support Services Division, National Museum of Natural History, the National Zoo and the SCBI? | OFMR/COTR | Yes, There are often additional areas that require a scrap metal container depending on the activities occurring in the facility and changes over time. |
| 41 | LEED does not approve recycling facilities. Does the government have a list of approved facilities? | OFMR/COTR | Any facility that is capable of processing LEED waste for the construction industry and provides the required report is acceptable. |
| 42 | Is the Government responsible for the costs of as-needed compactor repairs | OFMR/COTR | The government is responsible for costs associated with SI furnished equipment; contractor will be responsible for all costs associated with contractor furnished equipment |
| 43 | How often are emergency services required on holidays or weekends? | OFMR/COTR | Seldom, has not occured every year. |
| 44 | Please provide historical tonnages for each location. | OFMR/COTR | See attachments |
| 45 | .It appears that the B1. Pricing Schedule does not reflect the equipment and services needed at the locations? Garber Facility call for 1-30yd compactor the compactor on site is a 20yd self-contained compactor. The pricing calls for 1 3oyd open top roll off on call this site has 6 different open tops for different materials. | OFMR/COTR | Bid per the solicitation ( See Amendment 4) |
| 46 | Museum Support Center 4210 Silver Hill Rd calls for 1 open top roll off compactor the location has a 30 yd. self-contained compactor. It also call for 4 yd. open top container this location has a standard 4 yd. Front Load can. | OFMR/COTR | Bid per the solicitation ( See Amendment 4) |
| 47 | 4220 Silver Hill Rd calls for 1-30yd compactor this location has a 20yd self-contained The sizes of these containers matter for cost and being able to fit into this location. | OFMR/COTR | Bid per the solicitation ( See Amendment 4) |
| 48 | 800 G St location frequencies are off these locations are picked up 3 x weekly in the summer and 2 x Weekly in the winter not monthly. What about all the Cardboard bales the location was saying that this is part of the contract that the contractor must pick up? The have a cage that the location stores metal in that is supposed to be picked when full it is not listed in the PWS. | OFMR/COTR | September - February is Winter schedule where pick ups happen 2X per week March - August is Summer mode where pick ups happen 3X per week; The National Portrait Gallery and other National Capital Region facilities participate in the GSA recycle program with includes cardboard, mixed paper and comingled recyclables.; Scrap metal will be added to or call for a scrap metal dumpster as needed |
| 49 | 1500 Remount RD Front Royal, VA they have 5 8 yds. a 30yd self-contained compactor the 8 yds. are not listed | OFMR/COTR | The 5 8 yds will be corrected on the proposal; 3 for trash and 2 (slotted) for cardboard. The 30 yrd self-contained is managed by others outside SI on a separate contract. |
| 50 | Can we add addional fee's not incuded in the spreadsheet | OCON | Yes, must be detailed and have significance to a line item. |
| 51 | Do you have an estimated number of on call pulls for the entire year? Speficailly, Front Royal. | OFMR/COTR | 20 yard scrap metal - once monthly, 12 pulls a year |
30 yard construction - twice monthly, 24 pulls a year 30 yard comingle – every three weeks, 16 pulls a year
These are pre-COVID estimates that are expected to return once all staff are allowed back on site. Less frequent pulls are currently needed that varies with site activity.
File details come from the government source that posted it. Updated .