ANSWERED QUESTIONS FOR WASTEPAPER RECYCLING.docx

ANSWERED QUESTIONS FOR WASTEPAPER RECYCLING

What types of mixed paper are being disposed of? Is this waste disposed into gaylords? Small to large cardboard boxes. No gaylords are used.

Is the cardboard wastepaper on the floor of the trailer or in gaylords? On floor of trailer

How many gaylord boxes are currently being used? N/A

How much volume and (or) weight is produced for pick-up per month? 4-5 50ft trailers a month

Are there any pictures of the current conditions of the contents of the wastepaper trailers? This would add in the bidding process I.e. removal of excess or surplus at start of contract. N/A

1. Project Scope: Could you please specify the required services to be performed by the contractor/ sub- contractor when removing waste? For instance, who is collecting the waste and placing it in the gaylord container or trailers? Are VA personnel placing the waste in the trailers or the contractor/ sub-contractor will have to collect the waste from a place within the VA and bring the waste to the trailers themselves and place it in? I ask because part of the SOW states that waste will be placed into a gaylord container, which is a cardboard box, not a 53 feet trailer, then in another section the SOW it states that the VA will segregate and place all cardboard inside trailer on floor. The VA staff will collect and deposit all cardboard into the 53 ft trailer. Items will be cardboard and mixed paper. There is no need for a Gaylord Box.

Also, outlined in Section D-1 of the QASP, it states that tile and grout cleaning and sealing will be monitored, is this an additional service that is being requested with the waste removal from the contractor/ sub- contractor? Please disregard any mention of grout.

This information will allow me to obtain accurate pricing for services to be rendered to the VA.

2. Contract Flexibility: The prime contractor thoroughly sought viable sub- contractors to utilize for this project, it was determined that no waste company (small business set aside) has 53 feet trailers. Would the VA be open to two trailers at 22 feet that add up to 44 feet? In other words, instead of three 53 feet trailers, it would be six 22 feet trailers, two at each of the three locations described in the SOW. Requirement is for enclosed 53 ft trailers. No substitution will adequately meet the need.

3. SF1449- When submitting the SF1449, are contractors to us the SF1449 provided within the solicitation, only? I ask because it appears as if it is a page missing from this form unless I am mistaken. My apologies in advance if so. Yes, Please submit a complete SF 1449 along with your quote on a company header.

4. Environmental Compliance: In our commitment to environmental sustainability, we would like to know if there are any specific environmental standards or certifications that we need to adhere to in the course of paper waste removal and disposal. No specific standards, just certification of tonnage removed monthly.

5. Express Warranty & Acknowledgements: What express warranty is the VA CO referring to when asked to include this warranty when submitting the bid/ proposal requested in Section E.1- (b- 5)? Regarding Acknowledgements, such as Solicitation Amendments, would the VA CO want a separate word doc stating that the contractor/ sub-contractor acknowledges Solicitation Amendments? Or would the VA CO require that submission be presented in another form? Amendments would be on a separate document and signed by the vendor awarded the contract.

6. Proposal Clauses & Attachments: Clause C.7 for FAR52.212-5, is the VA CO requesting that this section be added when submitting the bid/ proposal? If not, can the VA CO please specify what part of the Sections within the Solicitation document are to be included in the bid/ proposal and what parts are not to be included? Please include the Clause as stated, include all relevant information.

7. Insurance: Are there any insurance required as part of performing this contract? Yes, proof of the company being insured is a requirement.

8. Security Clearance: Will the VA CO be requesting the contractor/ sub- contractor’s employee(s) performing the services to go through a background check? If so, will the VA be conducting the background checks, or will the contractor be responsible for service employee(s) background checks? No VA will not be requesting background checks.

9. Contract Duration: Could you clarify and confirm the proposed duration of the contract for the paper waste removal project? Understanding the timeframe will assist us in formulating a comprehensive bid and service plan. Removal services will be on an annual basis; your quote should be for the Base year and 4 option years

10. Representations & Certifications (FAR 52.212-3): Section E.6 (b)(1), does the offeror/ prime contractor have to provide a separate word document verifying that their representations and certifications are currently posted electronically at FAR 52.212-3, have been entered or updated in the last 12 months, and that they are current, accurate, complete, and applicable to this solicitation? Section E.6 (c)- (v) concerning Reps & Certs, is the offeror/ prime contractor expected to fill out each component of this section (because this RFQ falls under a service contract) and submit it as an attachment with this bid/ proposal? Please submit separately verifying representations and certifications.

11. Payment & Invoicing: It is stated that three copies of the invoice, including the original invoice, should be sent to a physical address for proper invoicing. This is a two-part invoice question: 1) If the prime contractor business banking information is registered on SAM’s, would the prime contractor still be required to invoice monthly? And if so, 2) can the invoice be one electronic invoice? Invoices are to be submitted as requested, paper and electronically through the VA Payment System IPPS.

In addition, is the VA open to not paying monthly in arrears, instead paying when service is to be performed? For example, if contract services begin on April 1, 2024, can the VA pay on the 1st or the 15th of the month of service, not the month after? VA will pay monthly as it is a consistent process.

12. Site Visits: Will there be an opportunity for prospective bidders to conduct site visits to better understand the logistics and conditions of the paper waste removal locations? If so, please provide details regarding the schedule and any specific requirements for site visits. No site visits are planned, this is providing containers for collection and removal at 3 locations between our two campuses.

13. Reporting and Documentation: What are the reporting and documentation expectations for the successful bidder? We would like to ensure that our reporting systems align with the information requirements of the Department of Veterans Affairs. Submit payment in a timely manner and send tonnage report to COR monthly.

14. QASP Plan Clarification: The contractor has its own management KPI’s that measure and evaluate each sub- contractor’s performance. Would the VA CO like the contractor to submit these performance measure documents with the requested documentation of weekly tonnage reporting? No additional KPI’s are required, please submit documentation monthly.

Section D-4 (Contracts Documents, Exhibits, or Attachments) are the performance measures being evaluated: Removal of cardboard and/ or various grades of wastepaper in a timely manner & Timely submission of reports the only two KPI’s or are there additional performance metrics? These are the only 2 KPI’s.

15. Submission Clarification: Are electronic submissions acceptable, and if so, what is the preferred method? Yes submissions should be electronically in PDF form sent to Natasha.Mixon@va.gov

16. Bid or Proposal: Can the VA CO clarify if this solicitation response is a bid for a quote only (just pricing- no capability statement or attachments included) or a complete proposal (with capability statement and attachments included) that is required to be submitted to obtain this contract or properly respond to this RFQ? Please include price, and capability statement.

Once the trailers are picked up on a weekly basis do you currently have a storage facility for the recycled paper product? After trailers are picked up they are to be returned the same day. We have no on site storage other than the container provided by the contractor What is the average weights on each trailer from past loads? Annually we average 4-5 tons per month Who is the incumbent and what is the current contract value? 36C24719C0068, Ajanta Consulting, LLC -$80,232.92 Does the one-time fee for the enclosed 53' trailer apply to the base year only, or does it also cover the option years? Includes the option years Should the pricing (amount) for the weekly pickups be provided for just one (1) week or for the entire 52-week duration? 52 Weeks Is the estimated pickup frequency once a week for all three (3) trailers, or is it once a week for one full trailer with an additional trip if needed for the others? Yes all 3. If additional trip is needed we would like a 24hr turnaround.

For the weekly pickups, what is the distance between the pickup location and the delivery location? 3 miles difference (2 to Freedom Way and 1 to 950 15th st) What are the specifications required for the trailer? Specifically, do you prefer a trailer that is at least 10 years old or newer? 53ft enclosed trailer I don’t see anywhere in the solicitation where it needs to be dumped? Can we use any paper recycling facility? Totally up to the contractor to identify the recycling facility.