36C25925Q0659 0003.docx

Q&A Solicitation # 36C25925Q0659

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

09-02-2025

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25925Q0659

X

X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 09-11-2025 5:00 PM MDT

LOA# 575-3650162-6160-850300-2580 0100501Z4

The purpose of this amendment is to extend the hour and date specified for receipt of offer and to provide answers to the questions received.

All offers are to be sent via email to heather.chase2@va.gov and received no later than 5:00pm MST on Thursday, September 11, 2025.

See continuation pages regarding questions received and their corresponding answers.

Questions and Answers below are referencing RFQ 36C25925Q0659:

1. Who is the incumbent and what is the contract / obligation number?

A. This is a new base plus four (4) option years requirement. This requirement has not previously been awarded and therefore there is no incumbent.

2. Can you clarify what is meant by 'Base Year' and 'Option Year' in regards to when the contract has begun? Does that mean VA Salt Lake will decide year by year whether they would like to continue?

A. The intent is to continue the contract for the full 5 years, but funds are obligated one fiscal year at a time by the VHA. Each year there is a review process to ensure needs are met, but our intent would be to continue utilizing the product for a full 5 years.

3. 'Funding available for the procurement' is often mentioned. Would it be possible to know how much funding is available for this procurement?

A. Funds are obligated each fiscal year to meet the specified amount within the contract. We have to validate each fiscal year that the funds are provided and available and are tied to our budget.

4. Is there a site visit?

A. No, a site visit is not available at this time. See attached pictures regarding waste pallets and storage area.

5. Attachment B shows estimated quantities. While the price cost schedule only lists a price for 4 / QT. on CLIN 0001. What happens if the estimated quantities exceed the values listed in the Attachment B table?

A. If the estimated quantities exceed the values listed in the table, funds will be increased via modification.

6. The CLIN lines are very confusing. 0001 and 002 are for 2 different facilities with the values listed as estimates in Attachment B Packaging and supplies, however there are no values for the supplies needed (5 GL drum, 430 GL Drum Super sack, etc.).

A. The quantities for CLIN 0001 are listed in Attachment A. This is a one-time quantity of what currently needs to be picked up and disposed of; located at the off-site warehouse. CLIN 0002 (Attachment B) are estimates of the quarterly pick-ups.

7. Are there limitations to subcontracting?

A. Yes, please review sections: C.6 VAAR 85.219-74 Limitations On Subcontracting and E.1 Addendum to FAR 52.212-1 Instructions to Offerors paragraph: General Standards of Responsibility.

8. What is 0003 CLIN to be used for? Does the VA expect a breakdown cost for each waste type listed in Attachment A/B per pound and then charged per pound?

A. CLIN 0003 is for the transportation piece of the service. All invoices need to include a breakdown cost for each waste type per pound and then they should be charged per pound.

9. CLIN 0004 looks to the pricing for disposal of the items in estimated quantities in Attachment A?

A. CLIN 0004 is for the quarterly pickup (Attachment B) after the one-time service (Attachment A) is completed.

10. Does the Facility have a pharmaceutical formulary to show hazardous and non-hazardous pharmaceutical for disposal per RCRA? This will need to be provided to dispose of the items listed in Attachment A and B?

A. Yes, formulary can be provided. Most of our non-hazardous pharmaceuticals are sent off through our Regulated Medical Waste (RMW) contract for disposal.

11. Section 11.4 of the SOW states” The Contractor shall properly containerize all lab-packs….” What is the historical qualities of Lab pack items shipped versus waste stream items?

A. Unfortunately, we are not able to furnish this data due to not having any contract in place for the past few years.

12. Does the VA have copies of EPA waste manifests that have been shipped for the last 12 months that can be provided?

A. No, due to turning in through the local hazardous waste facility where they are commingled for destruction. See attached documentation to show quantities that have been turned in.

13. Section11.7 of the SOW states “There shall be no penalty or increased costs of service rates should a medical center or CBOC require more or less than the estimated pickups or disposal volume outlined in the schedule of costs.” Please explain this. Does this mean that the VA expects a contractor to charge a flat rate for the waste disposed of in Attachment B and if the quantities are greater to not be able to recoup the cost of disposal? I.E. the Attachment B line for P-listed is 24# per year and the VA ships 50# in a year. The price is flat and fixed?

A. Yes, the price is flat and fixed.

14. Section 11.8 of the SOW states “…..Locations will submit an inventory a minimum of 7 business days prior to pick up shipment and ask the Contractor to provide a cost estimate and how each waste stream will be packaged for transport…. “ What is the Contractor cost estimating here? Since the price is listed in CLIN 0001-0004?

A. This was added to cover unexpected costs for items that we do not have previously had on station and therefore do not have current waste determinations completed.

15. Can you provide the shipping manifests for the last 12 months to show quantities shipped from the WCHCS?

A. We are unable to provide shipping manifests due to turn-in being conducted at the local hazardous waste facility and co-mingled within their lab packs for disposal. See attached documentation to show quantities that have been turned in.

16. The cost of analytical testing varies greatly. In order to provide better pricing that reflects the needs of the VA, can you please provide how many and what types of analytical testing that the site has performed on waste over the past 12 months?

A. No analytical testing has been conducted within the last 12 months. Analytical testing should be minimal; however, we do have at least one that will need to be done for waste determination for proper disposal. Majority of waste determinations will be done by the facility and verified with the awardee to ensure agreement.

17. In the SOW under item 11.7 on page 12, the following "There shall be no penalty or increased costs of service rates should a medical center or CBOC require more or less than the estimated pickups or disposal volume outlined in the schedule of costs." This is the only mention of CBOCs in the solicitation (3 questions a-c follow).

a. Only two POP are listed - WCHCS and Grand Junction off-site, are there any other locations?

A. No other locations as our outlying clinics (CBOCs) turn in through the main facility. Maintenance is conducted mainly through the management companies, and they handle those universal and construction wastes as part of their lease agreements. Majority of waste handled at the outlying clinics is RMW and pharmaceutical waste. Majority is expired which is handled by the pharmacy and returned to the main facility for turn in through our 3rd part return system, non-hazardous pharmaceutical waste through RMW contract, or as hazardous waste that will be part of this contract.

b. Will we not be able to request a modification if there are additional locations added?

A. If additional locations are added, additional line items will be added via modification(s).

b. Will we not be able to request a modification if the amounts greatly exceed the Estimated Amounts provided on page 22 of the SOW?

A. If amounts greatly exceed the estimated amounts provided in the SOW, funds will be increased via modification.

18. What was the spend for these services in 2023, 2024, 2025 (YTD)?

A. Average was the maximum allowable of $10,000 per year paid through purchase card to local county hazardous waste facility.

19. Can we get a picture of the pharma waste for the one-time disposal event (include a close of the pallets, cases or cartons on the pallets and an example of the contents)?

A. See attached Zip files. Pallet Quantities pdf has a breakdown of what is being turned in that is expired from our Pharmacy Cache and at the offsite warehouse.

20. Does the site have copies of profiles or recent analysis for their wastes streams that can be used as a reference for the new waste profiles? Or will new waste determinations need to be made for all waste streams?

A. New determinations that the facility and contractor agree are correct will need to be initially done due to lack of contracts being in place for many years. Waste determinations were done face to face with personnel from the county hazardous waste facility and documented at that time.

21. Can we get a picture of the Central waste Accumulation area?

A. See attachments.

Q. Can we get picture(s) of the individual waste containers for each waste stream?

A. We are unable to supply pictures as Lab packs were utilized at the local county hazardous waste facility and then consolidated with other facilities for destruction.

22. What types of light bulbs are most commonly sent for recycle/disposal?

A. Majority are 4-foot standard fluorescent and green tipped bulbs, some round and shorter length fluorescent bulbs along with standard incandescent bulbs. LED bulbs are currently recycled by Unicor and would not be part of the contract.

23. What types of batteries are most commonly used on site and sent for recycle/disposal?

A. Majority are alkaline and we are seeing more utilization of lithium batteries. Lead acid batteries are turned in for recycling locally and would not be included in this contract.

24. 3.3 The Contractor shall be required to provide initial hazardous waste orientation training to the WCHCS personnel, based on the Contractor’s processes. The Contractor shall possess the necessary technical expertise and resources required by this solicitation to be considered for contract award.

-What level of hazardous waste training is expected to be provided to WCHCS Personnel? How many WCHCS Personnel will need to be trained?

A. This will be to ensure that we have personnel identified at the facility that are familiar with the contractor’s processes (packaging) and have the proper training to sign the DOT manifest documents. At this time there is only one (1) individual to be trained, however we may need future training as we add staff.

25. 3.4 The Contractor shall provide cleanup and disposal materials and support for spills/releases of hazardous wastes, and universal wastes that happen on station. Not to include any remediation waste.

-Will the cost associated with the cleanup and disposal of unplanned spills/releases need to be built into the quarterly service costs or will spill and cleanup projects be assessed, quoted, and approved on a per project basis?

A. They will be assessed, quoted and approved per project basis as necessary. However, to date there have been no unexpected uncontrolled release for clean-up.

26. 3.6 The COR for each facility’s healthcare system will arrange for routine (non-emergency) waste pickup based upon rate of generation. However, out-of-cycle pickups may be required for episodic events.

-Will the cost associated with out-of-cycle pickups need to be built into the quarterly service costs or will these services be invoiced separately?

A. Episodic events would be assessed, quoted and approved per incident as necessary.

27. 13.1 Contractor shall have a centralized waste tracking system that can be used via the internet and that can export all hazardous waste data to the VA via a Microsoft Excel spreadsheet, or other manner approved by the COR(s). The centralized tracking system will include a database for all waste characterizations and waste analytics, universal bill of lading for universal wastes, methods of final (end) disposal, certificates of disposal, and invoice copies.

-What level of complexity or user interface is expected for the centralized waste tracking system? Would an interactive/shared cloud storage system be sufficient?

A. The Government must have ready access to all waste characterization, analytics and manifests; universal bill of lading or manifest systems that are web based (interactive/shared cloud storage system) would suffice to meet the standards for cradle to grave (facility to destruction facility) documentation.