36C24526Q0099 _ VISN Wide RMW BPA Q_A_v2.pdf

Item # Question Response

1 The quantities of sharps containers currently in use, broken out by the following container sizes:

a. 2-gallon

b. 4-gallon

c. 10-gallon

d. 17-gallon

Reference Table B.6.j in SOW. Note: Quantities are estimated and will be dependent on expansion/contraction of clinical services.

Quantities will be definitized at the task order level.

2 Identification of which facilities are currently using each of the above container sizes. Various sizes of sharps containers are utilized by all facilities. DC and Huntington, the Contractor provides the dolly's/carts for sharps containers, the containers themselves, and the wall mounted enclosures. The Contractor is also responsible for exchanging the sharps containers out when needed. Clarksburg, VAMHCS, Martinsburg, Beckley supplies will come from Logistics. These sites do not require exchange service-Beckley, Clarksburg, VAMHCS, Martinsburg.

3 We understand that the solicitation provides estimated quantities and that final container counts may be definitized at the task order level. This request is intended to better understand the existing service configuration and improve pricing accuracy, should this information be available for release.

No response requested.

4 Tiered Evaluation Process; If one or more SDVOSB quotations are determined technically acceptable, will evaluation and award consideration be conducted exclusively within Tier 1 (SDVOSB), without further consideration of Tier 2 or Tier 3 offerors?

To make an award at a given tier, we are seeking at least two responsible quotes with prices deemed fair and reasonable from certified vendors at that tier. If only one responsible quote is received and the price cannot be determined as fair and reasonable, we will proceed to the next tier to obtain the necessary competitive quotes.

5 Comparative Evaluation Under FAR 12.203; In the event multiple technically acceptable quotations are received within the same tier, does the

Government anticipate conducting a comparative assessment of relative strengths and weaknesses, or will award be based primarily on price among acceptable quotations?

Evaluations will be conducted as stated within section E.8 of the RFQ.

6 Task Order Structure; Does the Government anticipate issuing task orders primarily on a facility-by-facility basis, or may task orders be consolidated across multiple facilities or geographic groupings within VISN 5?

Given the independent funding management across various medical centers, it is likely that task orders will be issued individually for each medical center, including their associated Community-Based Outpatient Clinics (CBOCs).

7 Sharps Program Transitions

When a facility transitions between reusable and disposable sharps programs, will such changes be executed via bilateral modification at the task order level, consistent with the BPA scope?

To be determined at the facility Task Order level. However, should this need arise, a bilateral modification consistent with the BPA scope will be considered.

8 Did VISN 5 ever issue an RFI prior to issuing Request for Quotation: 36C24526Q0099? A virtual industry day notice was advertised on www.sam.gov under SAM Notice ID 36C24526Q0024 . The event was conducted on

10/15/2025.

9 The scope of work spanning the entirety of VISN 5 would seem to exceed the Kingdom rule threshold of $250K annually over the proposed five-year period of performance.

This question would require clarification as it appears unrelated to Kingdomware. Information regarding the Kingdomware decision can be found at the following website: https://supreme.justia.com/cases/federal/us/579/14-916/.

10 Is there any way that the RFQ can be resolicited as Unrestricted vice an SDVOSB set-aside? Not at this time.

11 Would the agency consider a short extension of the RFP deadline to ensure we can submit a complete and competitive quote, given that it was posted just before the Christmas holiday when many organizations had limited staffing?

Yes, within Amendment 0001 we will extend the current RFQ response deadline to 3FEB2026 at 10AM ET.

12 Baltimore hospital & others using reusable sharps containers, are these self-service or full-service? Will VA staff handle collection and consolidation or is that the contractor’s responsibility?

No reusable sharps containers at BAL, Loch Raven, Perry Point, Clarksburg, Beckley, or Martinsburg. At DC the VA staff performs collection and consolidation and the contractor picks up from central storage location and removes. The contractor is also responsible for removing the sharps containers from the Core Laboratory. At HUN, the contractor is required to go to all locations within the facility and exchange the full sharps containers with empty ones. The contractor is also required to take the full containers and dispose of them. Contractor also provides a key to EMS, Safety, and GEMS to remove full containers as a backup.

13 What is the step-by-step pickup process at each hospital? This information will be provided by each facility with their task order.

14 Cultures, stocks & Trace Chemo waste, states this waste must be incinerated – is autoclave treatment, followed by WTE Incineration processing acceptable? This is approved in Maryland per Maryland Department of Environment as an approved treatment method for these waste streams.

Trace chemo waste must be incinerated from WV locations. DC and MD sites to research and provide a response.

15 As long as we follow our permit approved processes, would autoclave processing following by incineration at a Waste-to-Energy facility be an acceptable treatment method for this bid? Please keep in mind that the State of Maryland has approved this method for all regulated medical waste.

This is dependent upon where the waste is being treated.

16 Are 200 gallon carts acceptable at all sites similar in operation and volume to Baltimore hospital?

a. If not, please explain how red bag waste is collected and packaged throughout each VAMC hospital site.

This will be unacceptable at facilities other than BAL

a. This will be explained by each facility at task order level.

17 What is line 103 RMW containment material equipment and alike? This is a CLIN with multiple Sub-CLINs under it that provide details on the the specific equipment. This CLIN is Not Separately Priced

(NSP) and will not require any unit pricing to be provided.

18 Regarding the DC Hospital location, how is the billing being managed for reusable sharps? Is there a fee Per Pickup or Per Month or Per Container?

Please describe how the DC Hospital location is being charged for their reusable sharps container program.

Billing is currently per container per month at DC. Keep in mind this Single Award BPA for VISN 5 Regulated Medical Waste and Sharps

Disposal represents a new waste management contracting strategy for the VISN. The current estimated requirements are outlined in the CLIN/SLIN quantities, with precise details to be finalized at the order level.

19 Badging process – how many contractor staff need to get badged and what is the process? The contractor will need to determine the number of contractor staff needed. Badging is required at HUN, Martinsburg, DC, and BAL facilities. The process is that awardee will provide a POC who will provide documentation for Tier 1 background check and fingerprinting at the VA facility. A federal ID will be required in order to obtain a PIV badge. The process can take up to 2 months from the time documentation is submitted. Renewal process is much easier and faster. In the interim, VA staff will need to escort

Contractor staff from location to location until badge is received.

20 Parking at each facility – Is there dedicated parking for sites under construction? Clarksburg-no dedicated parking BAL- Loading dock parking for waste pick up. Staff is responsible for their own parking. DC-One dedicated parking spot for contractor for waste pick up. Staff is responsible for their own parking. Beckley-no dedicated parking spot.

Contractor backs up to exterior door for waste pick up. Loch Raven-no dedicated parking spot. Contractor backs up to exterior door for waste pick up. Perry Point-no dedicated parking spot. Contractor backs up to exterior door for waste pick up. MAR-no dedicated parking spot. Contractor backs up to loading dock for waste pick up. HUN-no dedicated parking spot. Contractor backs up to loading dock for waste pick up.

21 Does each hospital have adequate storage for 200 Gallon medical waste carts for Red Bag waste? If not, which hospitals do not have storage. BAL-yes. All other sites do not have adequate storage for 200 gallon medical waste carts for red bag waste.

22 Please confirm what locations will need onsite labor for RMW-Sharps packaging. BAL, DC, HUN only

23 Scintillation Fluid - Are these cell/tissue samples in formalin? Is this a RCRA waste? No. Scinillation fluid consists of radioactive mix with biologics. Not all are RCRA waste hazardous.

24 Fort Belvoir and Fort Detrick are under the DHA contract currently, does the VA have a small clinic operating separately or are they taking this contract over?

DOD runs, but VHA has has small CBOC operating there. There is also a separate badging process the contractor will need to follow to access DOD run bases.

25 The SOW encourages proposal for reusable or disposable opposite of what the location is currently using. If providing an alternate proposal, will the

VA require labor at those facilities moving to Resuable containers?

At this time, HUN and DC will not be moving from reusable to disposable containers and Clarksburg, VAMHCS, Beckley, Martinsburg will continue to use disposable containers.

26 On Page 9 of 101 #3 **Contractor should provide per container cost breakdown when submitting proposal, are you asking us to provide something outside of the pricing spreadsheet provided with the bid?

No. Reference E.8.2.e.

27 Is the VA wanting us to provide liners for the interior collection containers throughout the hospitals or just for the final packaging for removal? Also, do we need to provide trace/chemo liners for throughout the hospital? **These I believe are on those pricing lines provided**

VAMHCS-The facility is requesting the contractor provide liners. DC-The contractor provides liners for RMW, chemo waste bins are disposable and are provided by the facility. Martinsburg- the contractor provides the bins and the liners. Beckley-provides liners, contractor supplies cardboard boxes for transport. Clarksburg- contractor provides RMW liners and reusable transport boxes. HUN-liners supplied by contractor.

28 Can the pickup schedules be changed if approved by the COR's? This can be worked out between the COR and Contracting office for each facility at the task order level.

29 SOW says to have reports back by the 5th working day of the following month. We need at least 15 days. Can they change this? No.

30 Page 30 of 101 in the bid mentions that vendors have only 2 calendar days following receipt of a valid order to initiate services unless otherwise specified in the order. Does this mean that upon contract award and receipt of the award documents and task order(s) the vendor will have only two calendar days to initiate services at all VISN 5 locations? That would not be realistic especially for a new vendor who would need to order supplies/equipment, identify, and hire onsite service technicians, allow time for delivery and installations of containers, etc. Please advise regarding the Governments expectation and time frame for vendors to ramp up services and installations for all VISN 5 locations.

We are hoping to get this awarded with atleast 30 days of tranisiton time for the new vendor to intitate services.

31 Will the Government be making one award for this opportunity to one vendor or potentially make multiple awards? Single Award within the limitations of subcontracting required by the respective clauses/provisions.

36C24526Q0099 QUESTIONS

32 When preparing bid submissions can vendors bid on select VISN 5 facilities or must all locations be included in the vendors bid in order to be compliant?

We are seeking a Single Awardee to cover all services while remaining within the limitations of subcontracting required by the respective clauses/provisions.

33 Please confirm that facilities not currently utilizing reusable sharps containers are not expected to convert during the BPA base period absent a bilateral modification and facility-specific quotation based on the true inventory at the time of the conversion and that vendors will not be required to absorb conversion, equipment, or increased service frequency costs within existing unit pricing.

Confirmed.

34 The solicitation states: “Contractor must be a permitted, licensed and insured transporter for regulated medical waste with U.S. Department of

Transportation (DOT) as well as each state they propose services. Contractor shall clearly identify any proposed subcontracting of regulated medical waste removal services. Contractor shall submit all licenses and permits for collection, transportation and disposal of RMW for West Virginia, Maryland, District of Columbia, Kentucky, Ohio, and Virginia. Contractor shall hold party status to U.S. DOT Special Permit 16279. The contractor must be an established business in operations and licensed in all states for a minimum of five (5) years prior to the submission of their proposal and be able to provide references from other healthcare facilities.”

Please confirm that this requirement applies only to offerors that are directly permitted, licensed, and insured to transport regulated medical waste, and that the Prime Contractor must hold all required state transportation permits and U.S. DOT Special Permit 16279 in its own name. Further, please confirm that proposals relying on pass-through or brokerage arrangements, where the Prime Contractor does not hold the required transportation permits and DOT Special Permit authority, would not meet the solicitation requirements.

The prime contractor or a first-tier subcontractor may demonstrate their licensing by submitting evidence of the contingent subcontracting agreement along with the quoter's response. If a subcontractor's license is being used to meet this licensing requirement, detailed information must be provided on how the prime contractor will ensure compliance with the subcontracting limitations requirements.

35 The Statement of Work notes that “quantities for sharps are estimated, but replacement and incineration will be needed per facility,” and the pricing schedule includes both autoclave and incineration treatment options. Please clarify whether the VA’s intent is to prefer or require incineration-based treatment at certain facilities as a means to reduce the risk of waste misclassification and to support the compliant management of regulated medical waste and sharps together with non-hazardous pharmaceutical waste and trace chemotherapeutic waste through a single, controlled treatment process.

Additionally, please identify whether any VISN 5 facilities are expected to require incineration-only treatment going forward so that pricing and operational assumptions may be aligned accordingly.

VISN 5 facilities located in WV are required incineration-only treatment.

36 Do any of the sites require any specialized equipment, such as cart stackers (Balitmore VA has one on site). No. A cart stacker is not required.

37 Is the VAMC DC moving from the RMW roll off to containers and will they provide a storage area for containers. We did not see any reference to the medical waste roll off.

A 30-yd container at DC is required for RMW. SOW updated accordingly.

38 Plesae clarify that the pick up at the Baltimore VAMC is Daily M-F (5Week) it shows both daily and weekly in the solicitation. At BAL, Pickup of RMW by contractor from internal locations is 7 days a week. Pickup from central location for disposal by contractor is done weekly.

39 Please clairfy which sites currently have reusable sharps programs, which sites intend to move to them and which sites will require the labor to excahnge the containers

DC and HUN only.

40 Currenlty Loch Raven does not use reusable sharps (bid shows they do), is it their intention to move to them? No. Loch Raven will stay with disposable sharps. SOW updated accordingly.

41 Please clairfy that we are only to provide red bags as packaging for our containers, not throughout the facilities for collection. The contractor will provide red bags for packaging and throughout the facilities for collection. Quantities to be provided by facility at

TO level. NTE amount to be provided/month. There are various sized bags utilized at each location.

42 Also pls review the labor by hour. It should be by day week or month. The hours of 260 are low for these services. Contractor to determine the number of contractor staff needed to perform the full service exchanges and the time needed to perform the service at the task order level. For full service facilities HUN- currently 1 contractor staff, 2 days a week, 7 hrs each day to perform full exchange duties. DC- Currently, 3 contractor staff, M-F 9-6:30, Saturday and Sunday 4 hours each day for full exchange duties. BAL-

Currently , minimum 1 contractor staff 7-3:30 shift, 1 contractor staff 3:30p-11p and 7a-7p on Sat and Sun. --For BPA RFQ purposes this hourly rate should be a fully-burdened hourly rate to conduct this type of service and the weekly/monthly required amount of hours will be determined at the task order level. The full-service hourly clins have been adjusted to reflect a quantity of 1 (one) hour for the quoter to provide a fully-burdened hourly rate for each location.

v2 1/22/2026