Attachment 2 - RESPONSES TO VENDOR QUESTIONS.docx

RESPONSES TO VENDORS’ QUESTIONS

1. Who is the incumbent on the current or previous contract.

Answer: Earth Smart Environmental Solutions, Inc is the current vendor for this contract.

1. What is the current obligation number for the last contract and the contract in place.

Answer: Contract number: GS-00F-099DA 36C25624F0031

1. CLIN xxx1 is quite expansive. Please elaborate what all it includes. Since it states Dispose in the requirements then there is additional CLIN’s for the disposal rate for each waste stream type.

Answer: These services are specifically listed in the line item C0001, these services will be the same as that for the main facility except it is only required two times a year.

CLIN xxx1 is a Qt of “1” and a UOM of Each. So is that the annual cost for the entire POP. If so when is that billed (beginning, middle, end) Answer: Like the services provided for the main campus, CLIN 0001 services should be invoiced monthly.

1. We formally request a site visit of the facility and ALL areas on the main campus that would be covered by this contract.

Answer: A site visit is scheduled for 4/18/24.

1. Please provide the generation qualities for the CBOB locations over the last 24 months.

Answer: CBOCs are considered to be (VSQG) Very small quantity generators and very rarely have hazardous waste or Universal waste. You may be required to go out to the facility on a need basis, but generally no more than 1-2 times a year.

1. Please provide the generation quantities for the main facility for the last 12 months.

Answer: The main facility is classified as a ( SQG) Small Quantity Generator. Generation of hazardous waste for last year was approximately 10,000-11,000 lbs per year and we generally generate approximately 900-1000lbs per month.

8. The SOW section 1.1.2 states Bi Monthly service. This word has two meanings. (two times a month and every 2 months) Which definition of the word is the VA utilizing here?

Answer: We require the vendor to provide at least to people to pick up waste at various locations throughout the facility and transport it to the main waste storage located here at the same facility twice a month. We require the vendor to provide and additional group to remove waste from the facility to an approved disposal site once a month. We require these days to be consistent therefore working out an approved schedule at the beginning. For example a typical monthly schedule may look like this: March 5, 2024: Waste pickup from various locations throughout the facility and transport to the main waste storage room. March 19, 2024: Waste pickup from various locations throughout the facility and transport to the main waste storage room & waste removal from the facility to an approved disposal site.

First collection will be transported over to the Main CAA. Second collection of the month will be transported over to the Main CAA. During the 2nd collection, all waste ( 1st and 2nd collections), will be manifested and removed from the site. However, there may be unscheduled collections upon the facility request.

1. The SOW section 1.1.2 states pick up in Building 100,102,103,104,104A,105,106,109,110, and one Exterior HW building. Are the collection locations located in one location at each building OR does the contractor have to walk the individual floors and remove waste from the cabinets on the individual med rooms on each floor?

Answer: Yes, in most cases the waste is transported to one area in the building by the staff. The vendor is asked to pick up waste from these specific locations. Building 100 has many pick up areas (SAAs). In building 100, the vendor is required to pick up waste in each medication room on each nursing unit, the laboratory and the west dock area. All other buildings generally only have one room location for pickup. However, occasionally the vendor will be asked to go to a specific room to collect due to safety and transporting concerns.

Section 1.1.2 of the SOW has been revised to reflect these changes.

1. Can you provide the shipment manifests from last 12 months shipments from ALL locations showing waste streams and quantities?

Answer: This information is updated monthly on the public website: https://rcrainfo.epa.gov

1. What is the facility Generator Status for the facility?

Answer: SQG – Small Quantity Generator

1. The current wall cabinets holding the P listed wastes who owns the wall cabinet?

Answer: MEDVAMC adopted to New Generator’s Rule, as a result, there is no longer a such thing as P listed waste for our small wall cabinets located in the medication rooms.

1. The current wall cabinets holding the Hazardous pharmaceuticals (U and D) listed wastes who owns the wall cabinet?

Answer: All wall cabinets are the responsibility of the facility, however, the container inside the cabinet is the responsibility of the vendor to change out when full. The vendor will have key access to open the cabinet and remove the container and replace the container. It is expected that the vendor understands to date and write the room number on the new containers being placed into the cabinets.

Section 1.1.2 of the SOW has been revised to reflect these changes.

1. Are NON RCRA (nonhazardous) pharmaceuticals included in this contract?

Answer: Yes.

Section 1 of the SOW has been revised to reflect these changes.

Section 4 of the SOW has been revised to reflect these changes.

1. Can the Government provide a list of all locations on each floor for each building by waste stream, type, and size of containers requiring service? None of this is in the SOW.

Answer: Yes, this will be provided to the vendor awarded the contract.

We can certainly review several of the medication rooms on the nursing units during the site visit. I don’t believe this is information that should be submitted to anyone other than the contractor that is awarded.

1. The SOW does not cover walking the floor to empty each container on each floor. However during the site visit it was directed that the expectation is a contractor to walk the floor (each floor, each building) and collect all waste from wall cabinets and drummed waste, every 2 weeks. And transport them to a centralized location. Then every monthly pick up all consolidated waste at the central pick up building Is this the expectation?

Answer: Yes Section 1.1.2 of the SOW has been revised to reflect these changes.

1. The contractor must transport all waste collected at induvial building listed on the campus. What method of conveyance is allowed to transport waste to centralized building.

Answer: Vendor can use a small U-Haul size truck, carts and dollies.

1. Can the government provide a list of all container types and sizes utilized for waste disposal in induvial floors and lab spaces?

Answer: Yes, this can be provided to the vendor awarded the contract. However, we generally work with overpacks, 55 gallon containers, 55 gallon steel drums, and 5 qrt RCRA containers for the wall cabinets and 8-12 quart RCRA containers for Bulk chemo. Generally 55 gallon drums and 30 gal drums are needed. Other labpacks and sizes may be needed depending on the type and amount of waste generated.

1. During the site visit it was stated that the government provided some of the container needed. However the SOW states the contractor will provide all container in SOW section 1.5. Please clarify this. If the government does supply containers which ones and what sizes?

Answer: The government will keep 5 qrt containers on site for emergencies but require that the vendor provide these for the wall cabinets.

1. Does the facility have a TCEQ registration number that can be provided. (TCEQ Solid waste registration number)

Answer: Yes, but removal of solid waste is managed by another department.

1. It was stated during the site visit in 2023 (previously cancelled solicitation) that Bulk Chemo waste covered under this contract. IS that the case since it is not listed specifically in the SOW.

Answer: Yes, the vendor will be required to remove bulk chemo waste.

Section 1 of the SOW has been revised to reflect these changes.

Section 4 of the SOW has been revised to reflect these changes.

1. Does the facility have a lists of all the waste streams removed for the facility listing DOT proper shipping names, RCRA codes, and TCEQ waste code number (8 digit) that are covered under this contract?

Answer: Yes, but these can be found on the Manifests, which is public information.

1. SOW Section 4.1.1 States an itemized invoice (Labor, Materials, Services provided) “ A complete invoice must provide bottom line figures for every ounce (in pounds) received by the contractor all material received under this contract must be accounted for per CLIN Code and/or Texas Waste Code”. There are no CLIN codes or Waste codes listed in the Solicitation or SOW. Please provide this data for proper quoting of the solicitation.

Answer: Waste Codes will be provided to the vendor awarded the contract.

1. Are the CBOC locations registered TCEQ generators?

Answer: CBOCS are vsqgs, are not required to be registered.

24. Is this a new requirement?

Answer: No.

25. Can you clarify the specific types of universal and hazardous waste that the contractor will be responsible for disposing of at the Michael E. DeBakey VA Medical Center and the Community-Based Outpatient Clinics (CBOCs)?

Answer: Both Michael E. DeBakey VA Medical Center and the CBOCS could possibly generate all Texas classified Universal waste, for example, paint and paint related items, lamps, batteries and others. Hazardous waste includes but not limited to pharmaceuticals, inhalers, pathology lab staining liquids like xylene and other chemicals, chemicals from research lab, items used by engineering such lubricating oils, and bulk chemo.

26. Are there any additional services or tasks beyond waste disposal that the contractor is expected to perform under this contract?

Answer: Yes, annually the vendor will be required to replace all containers in SAAs and date the container with the start accumulation date and room number. The vendor is required to manage all areas as required by RCRA regulations and ensure that proper labels are provided and placed on all containers. If there are new laws and regulations that require a change in the practice of managing the waste, the vendor will be required to assist with these requests.

Section 1.1.2 of the SOW has been revised to reflect these changes.

The vendor will be required to provide a 24 hours local emergency waste removal vendor for any unplanned accidental activity or accidental spills.

Section 8.12 of the SOW has been revised to reflect these changes.

27. Service Schedule and Frequency:

What is the frequency of hazardous waste disposal services at the Michael E. DeBakey VA Medical Center and the CBOCs, as outlined in the SOW?

Answer: We require the vendor to provide at least two people to pickup waste at various locations throughout the facility and transport it to the main waste storage located here at the same facility twice a month. We require the vendor to provide and additional group to remove waste from the facility to an approved disposal site once a month. We require these days to be consistent therefore working out an approved schedule at the beginning. For example a typical monthly schedule may look like this: March 5, 2024: Waste pickup from various locations throughout the facility and transport to the main waste storage room. March 19, 2024: Waste pickup from various locations throughout the facility and transport to the main waste storage room & waste removal from the facility to an approved disposal site.

First collection will be transported over to the Main CAA. Second collection of the month will be transported over to the Main CAA. During the 2nd collection, all waste (1st and 2nd collections), will be manifested and removed from the site. However, there may be unscheduled collections upon the facility request.

Section 1.1.2 of the SOW has been revised to reflect these changes.

28. How are collection schedules determined, and what factors influence the scheduling of pickups?

Answer: Contractors are asked to complete all work between the hours of 7:30am and 3:30pm. Collections day should be scheduled for one day only, twice a month, unless otherwise requested by the facility. The vendor will be required to provide a 24 hours local emergency waste removal vendor for any unplanned accidental activity or accidental spills.

Section 3 of the SOW has been revised to reflect these changes.

29. Responsibilities and Compliance:

· Can you elaborate on the specific regulations and standards that the contractor must adhere to when handling universal and hazardous waste, as mentioned in the SOW?

Answer: We are required to follow Texas state regulations, Federal and Houston local regulations for managing all waste. The vendor should be well educated in understanding these regulations and understand how to manage and classify waste.

Specific state, federal, VA regulations are specified in section 1 of the SOW has been highlighted in red.

· Are there any permits or licenses required for the contractor to fulfill the requirements of this contract, as stated in the SOW?

Answer: The vendor should be well aware of all permits and licenses that are required by law and regulations of Houston local government & Texas: Texas Department of Health Services http://www.dshs.texas.gov/, and Federal: The U.S Department of Transportation (USDOT) https://www.transportation.gov/ and the U.S Environmental Protection Agency (EPA) http://www.epa.gov/ . At the least transporters should have the following: EPA ID number (Permit) Title 40 CFR Part 263 , DOT ID Number (Permit) 49 CFR Parts 173, 177, and 178 and 30 TAC 335.6(d), 335.11, and 335.91–335.94.

This is specified in sections 8 and 9 of the SOW.

Section 8.9 of the SOW has been revised to reflect these changes.

30. Inclement Weather and Unscheduled Services:

· How does the SOW address the management of waste collections during periods of inclement weather or other unforeseen circumstances?

Answer: The government will communicate with the vendor to manage these circumstances.

This is specified in section 1.3 of the SOW has been highlighted in red.

Section 1.3 of the SOW has been revised to reflect these changes.

· What procedures are outlined in the SOW for requesting and billing unscheduled waste disposal services, such as those required for special events or emergencies?

Answer: There will be specific line item for ‘special waste’ or waste not routinely collected.

31. Containers and Transportation:

Can you provide details on the types of containers and transportation methods specified in the SOW for the collection, storage, and transportation of universal and hazardous waste?

Answer: We generally work with overpacks, 55 gallon containers, 55 gallon steel drums, and 5 qrt RCRA containers for the wall cabinets and 8-12 quart RCRA containers for Bulk chemo. Generally 55 gallon drums and 30 gal drums are needed for aerosols. Other labpacks and sizes may be needed depending on the type and amount of waste generated.

This is specified in section 1.5 of the SOW has been highlighted in red.

Section 1.5 of the SOW has been revised to reflect these changes.

How does the SOW ensure compliance with container requirements and transportation standards?

Answer: Container and transportation compliance should follow that required by DOT (DOT 49 CFR, State (TCEQ 30 TAC 335 ) and Federal (EPA 40 CFR RCRA) regulations.

This is specified in section 1.5 of the SOW has been highlighted in red.

Section 1.5 of the SOW has been revised to reflect these changes.

Section 8.11 of the SOW has been revised to reflect these changes.

32. Record-Keeping and Documentation:

· What provisions are outlined in the SOW for the tracking and management of manifests and bills of lading for materials removed under this contract?

Answer: Manifests are provided on day of removal.

· How does the SOW address the accuracy of waste manifests and the provision of proof of receipt to the Contracting Officer Representative (COR)?

Answer: Waste manifests are reviewed by the vendor and govt before signing on removal date. If there are any discrepancies found thereafter, govt will contact the vendor and expect corrections to manifest before sending through the electronic reporting system. Manifests are public through the electronic reporting system: https://rcrainfo.epa.gov

Section 2.2 of the SOW has been revised to reflect these changes.

33. Contractor Work Hours:

· As stated in the SOW, what are the standard work hours for the contractor at the Michael E. DeBakey VA Medical Center and the CBOCs?

Answer: Contractors are asked to complete all work between the hours of 7:30am and 3:30pm. Collections day should be scheduled for one day only, twice a month, unless otherwise requested by the facility. The vendor will be required to provide a 24 hours local emergency waste removal vendor for any unplanned accidental activity or accidental spills.

Section 3 of the SOW has been revised to reflect these changes.

Section 1.1.2 of the SOW has been revised to reflect these changes.

Section 8.12 of the SOW has been revised to reflect these changes.

· Are there any provisions in the SOW for after-hours or unscheduled work, and how are such requests handled?

Answer: These events must be immediately reported to contracting and will need special approval to do so.

This is specified in section 1.3 and 1.4 of the SOW has been highlighted in red.

34. What is the amount of waste? Can be in lbs and/or tons?

Answer: We use lbs.

Section 4 of the SOW has been revised to reflect these changes.

35. Can we get a better description of this waste stream (CLIN 1039 – Slam Pack Non-Controlled Pharmacy 55 gal/drum)?

Answer: This is also referred to as Non-DOT/Non-RCRA Regulated Materials (Pharmaceuticals)