LR Trash-Recyc Vendor Solicit Quest 6-10-20 2.docx

LR Trash & Recycle Vendor Questions & Answers from Solicitation:

Dated Jun 30, 2020

1. Will there be an opportunity for a site visit prior to bid submission? Yes, Site visit is July 7, 2020 at 9 am, 2200 Fort Roots Dr. NLR, AR 72114. Meet in the Bidg 1, Parking lot (west side). POC/COR Brian Green, 501-257-1137 or Brian.Green3@va.gov .

2.Confirm the quantity requirements for each container service type by location. As there is a discrepancy when comparing the CLIN structure and the Frequency of Schedule Services:

· CLIN 0005 states (13) 8 CY Recycling however only (11) are accounted for in the Frequency of Schedule Services; (1) of these (11) is listed as “trash/recycle, on call, NLR @ BLDG 200” so confirm if this is for temporary use, deployed at a time specified by the VA? If the intention is for a single container, used for temporary conditions, then can it be broken out into its own CLIN? PG 6 of 91, Paragraph h., states “Additional containers may be provided at the request of the COR to be “spotted” at locations to be identified by the COR at a later-time.” The government requests 11 8CY recycling containers.

3. Confirm the hours that services may be performed. Paragraph 3 states “Generally, work will be performed prior to the start of the Medical Center’s workday so that trucks and service will not interfere with the facility’s functions. It is preferred that all service is performed prior to 6am.” However, under Quality Assurance Plan on Paragraph 18 it states “The required services shall be delivered during the hours the normal working hours (3A-4:30P), while meeting the quality standards required.” Prior to 6am is preferred/requested but if situations arise that doesn’t allow the contractor to provide service, the service may be provided after 6am.

4. Which campus does CLIN 0004 apply to (This CLIN and the same requirement on PG 13 list both campuses but only [1] container)? Is this to be interpreted as a container for both facilities (thus [2] total containers)? Or would this be utilized as a temporary container deployed to either site at a specified time requested by the VA? Paragraph h., states “Additional containers may be provided at the request of the COR to be ‘spotted’ at locations to be identified by the COR at a later-time.” This will be utilized as a temporary container deployed to either site at a specified time requested by the VA.

5. Are there any refuse/recycling requirements at any of the (8) Outpatient Clinics within the Central Arkansas VA HCS? No

6. Is the Contract Manager required to be a Prime Contractor employee? The contract manager is not required to be a Prime contractor employee.

7. Can we clarify the requirement of the contractor listed #23. ADMINISTRATION Paragraph a. Facility Orientation? It states, “An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.” This should state “. The contractor shall be responsible for conducting orientation for ANY new employee(s) thereafter.

8. Is each 40 CY Recycling Open Top designated for a specific recycling disposal type (i.e., Scrap Metal)? #5. PERFORMANCE REQUIREMENTS, lists the three types of recyclable material on this contract as Scrap Metal, Pallets, & Plastic HPDE 1-5. No, recycling containers should allow for single stream recycling.

9. Government Statement page 11:

b. ALL equipment, maintenance and services will be supplied by the contractor.

Contractor concern: If subcontracting is allowed in accordance with FAR, VAAR and SBA regulations then the above statement makes it impossible to subcontract regardless of compliance. This statement in effect contradicts the FAR, VAAR and SBA regulations which allow subcontracting to a certain percent.

Contractor question: Does the statement B.1.b. pg 11 “ALL equipment, maintenance and services will be supplied by the contractor.”, which has the word ALL in capitalized BOLD print mean that the Government will not allow any subcontractor to provide equipment, maintenance or services as part of this contract? No, this means the government will not supply any equipment or maintenance for this contract.

10. Government Statement page 11:

Additional containers may be provided at the request of the COR to be “spotted” at locations to be identified by the COR at a later-time.

Contractor concern: The required notice and response time is not provided in this statement. Industry standard is 24-hour notice prior to service being required.

Contractor question: Can the Government please clarify on page 11 the extent of notice that will be provided to the contractor by the COR for containers to be “spotted”. The government will provide 24 hr notice for containers.

11. Government Statement page 9 and 10 of 91: CAVHS Trash Service Schedule

Dumpster

Load Dumpster

Contractor concern: The utilization of Five (5) x Eight-yard (8yd) Front End Load (FEL) dumpsters serviced five (5x) times a week is far from industry standards and in no way a best practice to the specific site where these five (5) FELs are located. The Government has taken a service approach that is nowhere near industry standard and is not seen in over 50 VAMC’s where we have visited or have direct knowledge of their service operation for solid waste.

Out of the 50 VAMC’s not a single one has more than two (2) FELs side by side. Anytime there is more than 2 FEL’s side by side (3,4,5…) that are serviced multiple times a week, in this case five (5) times a week, the industry standard is to transition over the compactor service.

The prior service contract did have a GOVERNMENT OWNED compactor at this specific site. That compactor broke and the government replaced that service with an open top and then transitioned to the 5 x 8yd FELs x 5 days a week. They did this against contractor recommendation, and it led to substantial issues through the years remaining on that contract. We know this because we are the contractor. As part of this new solicitation and service plan the hope was that the EMS Department would not want to have the issues that existed over the past contract and would ask that the contractor supply a compactor much the way they did at other sites on this new solicitation.

Unfortunately, The CAVHS EMS department is not changing the service plan and is insisting on a service plan that is against industry standard, is not seen at any VAMC, has caused numerous issues and was advised against by their current contractor.

These photos will help illustrate the issue as the Contracting staff is not the subject matter experts and relies on their assigned COR to fulfill that capacity. These same photos were shown to multiple industry experts as well as EMS chiefs and Solid Waste COR’s and the resounding response was “WHY?”.

We ask ourselves the same question, why is the government insisting on a service plan that has caused so many issues in the past when the solution (which was utilized by them in the past) is incredibly simple.

There are 5 x 8yd FELs serviced 5 times a week. That math equals 40yds of service a day at 5 days a week or 200 yards of service a week. You could provide the same service volume at 2 x a week with a 30yd compactor. The same type of 30yd compactor that used to be at this site.

The significant advantage of a compactor at a hospital is that it is an enclosed container. The spillage of waste is highly unlikely as the compactors are leak proof. In the era of Covid-19, why would the Government not want as many compactors in place as possible to avoid any infected waste from falling out of the FELs during service?

There are EMS Chiefs that offered to speak with the EMS chief for CAVHS or the Contracting Officer to offer input as to why the compactor approach makes sense. As a contractor, our contract is with the Contracting Officer. Issues we face become the contracting officer’s issues as well. I am hoping that the Contracting Officer for this Solicitation does not want to deal with continuing issues that are known to exist and takes the time to understand this critical issue and not only ask the COR why this approach is being utilized, but ask the Chief of EMS, the Director of the Hospital, other EMS Chiefs or ideally a subject matter expert in the industry as to why the approach of 5 x 8yd FELs x 5 days a week as opposed to the industry standard approach of a 30yd compactor x 2 days a week.

Contractor question: Can the Government please remove the 5 x 8yd FELs x 5 days a week at building 170 south/76 from the CAVHS Trash Service Schedule and replace with a Contractor Provided 30yd Self-Contained compactor serviced 2 x per week as this is the best practice, industry standard approach to this type of service volume at a specific location?

No, the government requests the 5 containers for this area. One of the main services utilizing this area is targeted to move into a new space prior to the end of next year, diminishing the amount of service required for that area.

12. Government Statement page 27 of 91 and corresponding CLIN pages:

NLR CAMPUS - 8 CY DUMPSTER, RECYCLING 13 CONTINERS, ESTIMATE 10 TONS PER MONTH

Refer to Trash Service Schedule Contract Period: Base POP Begin: 08-01-2020 POP End: 07-31-2021

Contractor concern: CLIN 0005 and all corresponding CLINs note a total of RECYCLING CONTAINERS as thirteen (13). However, the CAVHS Trash Service Schedule only accounts for eleven (11) RECYCLING CONTAINERS. The Government should clarify what the specific count is that is needed.

Contractor question: Can the Government please verify whether eleven (11) or thirteen (13) 8yd Recycling Containers are needed as part of this solicitation as the CAVHS Trash Service Schedule shows 11 and the CLIN asks for 13? The government requests 11 8yd recycling containers.

13. Government Statement page 29 of 91 and corresponding CLIN pages:

NLR AND LR CAMPUS - RETURN/REJECT FEE

Contractor concern: CLIN 0012 and all corresponding CLINs note NLR AND LR CAMPUS – RETURN/REJECT FEE. The government needs to clarify the intent of this fee. Is it for “recycling contamination” which is a reoccurring issue at these sites?

Contractor question: Can the Government please clarify if the RETURN/REJECT FEE found in CLIN 0012 is for the numerous contaminated recycling loads at this facility or if it is for a separate purpose? This fee is for any rejected recycling loads.

14. Government Statement page 29 of 91 and corresponding CLIN pages:

NLR AND LR CAMPUS - 10% FEE

Contractor concern: CLIN 0014 and all corresponding CLINs note NLR AND LR CAMPUS – 10% FEE. However, there is no supporting documentation in the solicitation to clarify what the 10% FEE is supposed to be for? The governments intent is unclear and needs to be explained in further detail or removed to avoid confusion.

Contractor question: Can the Government please clarify the intent of CLIN 0014 and all corresponding CLINs that note NLR AND LR CAMPUS – 10% FEE as the purpose of that fee is not clear in the review of the complete solicitation. This line item was removed.

15. Compactors - Where are they located and are the customer owned ? The compactor is located in LR at the north dock and is to be provided by the Contractor/subcontractor.

16. Recycle- Is the recycling single stream or cardboard? Both, the OT container at bldg. 76 is cardboard only all others are single stream recycling.

17. The Price/Cost Schedule of Pick up once per month, vice the Trash Pick-up Schedule of multiple times. Is a monthly cost requested for each CLIN identified? Monthly cost is requested for each CLIN.

18. Contractor Question: In the Solicitation document on Pages 8-12 the schedule for frequency of trash services and on pages 34-45 there is the price/cost schedule the number of services. They do not correspond with each other.

Which one will be the required quota?

ANSWER:

The service schedule should be the required quota. The price/cost schedule is for billing purposes. The cost schedule has the total number of containers and the estimated waste amounts per month and the service schedule provides requested frequency for service for each container.

19. Additionally the 14th entry on the price cost schedule is a 10% fee, what is that fee for?

Answer: The 14th item was placed on the pink sheet for internal usage to cover possible increases. It was never meant to be on the actual contract.

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