5-1-26 VenQ_A_ and Dept Responses.pdf

DOR TEMPLATE for VENDOR SOLICITATION QUESTIONS SUBMISSION

# QUESTION SECTION

NUMBER

SECTION

TITLE

PAGE

NUMBER(S)

EXACT TEXT (IF

APPLICABLE)

DEPARTMENT'S RESPONSE/ANSWER

1 Can the Department clarify whether additional commonly used container sizes

(such as 96-gallon containers) may be included in vendor pricing, even though they are not explicitly listed in Attachment K? Additionally, as some agencies may currently utilize 96-gallon containers, how should vendors address pricing for these existing service configurations to ensure continuity under the resulting contract?

2.1.1.B /

Attachment

K

Locking

Containers /

Cost Sheets

6, 68–70 approximately 32 and

62–65 gallon sizes

Vendor pricing for 96-gallon containers is now included in the pricing being requested. See Addendum 2.

2 On-Demand shredding services are commonly utilized as one-time purge services, where agencies have banker boxes or loose materials rather than requiring container delivery in advance. Additionally, as this contract may be utilized by other agencies through DMS, these service types may vary widely.

Can the Department clarify whether vendors may provide and price on-demand services based on box count, volume, or purge-based service models, rather than being limited to container-based pricing and delivery?

2.1.1 Work

Requirements –

On-Demand

Services

6 On-Demand shredding services allows for offices to request locking bins…

Our definition for on-demand services has been changed to reflect bulk shredding or occasional shredding services that do not require

Contractor to provide security bins or a recurring pickup schedule. Cost will be based on pound with a Stop Fee. See Addendum 2.

3 Can the Department clarify expectations regarding the duration that on-demand containers may remain at agency locations prior to pickup? Specifically, is there a maximum timeframe for container retention, and are vendors permitted to establish reasonable limits or additional charges for extended use of containers that remain on-site for prolonged periods?

2.1.1 Work

Requirements –

On-Demand

Services

6 On-Demand shredding services allows for offices to request locking bins…

See answer to question # 2.

4 Can the Department clarify whether vendors may incorporate a minimum service charge per visit within their pricing structure, or if pricing must be strictly limited to per-bin rates plus a single stop fee?

Attachment

K

Cost Sheets 68-70 “one ‘Stop Fee’ associated with each service call”

Per the Attachment K Cost Sheet, the FDOR requests that there be a single “Stop Fee” to be charged for each service call. Any and all fees with exception of the charge per bin associated with the service shall be inclusive in this single “Stop Fee”. This “Stop Fee” shall remain the same throughout the duration of the contract. Note that the FDOR will neither accept nor pay for service charges for fuel adjustments.

5 Can the Department confirm whether the six (6) pricing scenarios provided are intended to reflect actual service expectations, or if they are solely for evaluation purposes and may not reflect typical service volumes at FDOR locations?

3.15 Contract Award 19-20 six (6) service

scenarios… basis for award

These scenarios are for evaluation purposes only. Actual service volumes will be determined by the needs at each FDOR location. The number of scenarios have been reduced to three since on-demand will be priced separately. See Addendum 2.

6 Can the Department clarify whether there are any limitations on the number of containers that may be deployed at a location, particularly for on-demand or low-volume service situations?

2.1.1.B Locking

Containers

6 Contractor will be required… to supply locking containers at no charge

See answer to question # 2. Also, per 2.1.1 B, "The number, size, location and frequency of pickup of containers will be documented in a purchase order. Changes may be made by the Department to the size and number of containers with up to five working days of notice." Again, the definition of on-demand has been change and providing bins is now optional. See addendum 2.

7 Given that vendors may have recently submitted Customer Reference Forms for the same services under a prior solicitation, can the Department confirm whether previously submitted reference forms may be reused, or if references are required to complete and resubmit new forms for this solicitation?

4.7 References 24 The reference process has changed since the last time the services were bid and awarded. Please use the new forms and process as outlined in

Section 4.7. Also, in Section 2.2, Company Qualifications, References shall be from clients receiving services within the last three years. See

Addendum 2.

8 96 gal bins are not mentioned See answer to question # 1.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

9 Box price is not permitted "Box" is not defined in this ITB. For on-demand services a cost per pound is being requested. See Addendum 2.

10 Trip fees - confusing since they may or may not be elected by the state, but we are counting on making our money, including those.

See the answer to question # 4.

11 Counties - need a sheet where we can indicate which counties and what rate rather than making separate sheets for each county

If pricing for each county will be exactly the same, then this will be acceptable. However, if pricing is different per county, separate sheet will be required. See Addendum 2.

12 References - clarify whether a written reference is required or just the name, address and company of the reference

Please see the answer to question # 7

13 Price Construction - plus signs are very confusing - not really sure what it means Please see the revised Price Sheet included in Addendum 2.

14 Question/Answers released so close to Bid opening - difficult to restructure answers with such limited time - please release answers sooner than 4/27.

Schedule was adjusted via Addendum # 1.

15 If a location has multiple containers but only presents a portion of them for service at the time of the scheduled stop, how should the contractor bill? Is billing based on the number of containers serviced or the number of containers assigned to the location under the purchase order? Additionally, does the contractor have authority to recommend or remove unused containers from service locations to maintain route efficiency?

2 Scope of work 6 Per Section 2.4 B, All bins will be serviced and invoiced during the scheduled pick-up frequency regardless of their fullness. Department staff are responsible for monitoring their needs and to work with the

Contractor to adjust number of bins and/or frequency as appropriate.

16 Section 2.2D states that contractors must accept credit cards, while Section 2.6 states contractors are encouraged to accept credit cards but may not charge fees.

Please clarify whether contractors may require payment via ACH or check rather than credit card.

2.2 D & 2.6 Scope of Work 7 & 9 The previous ITB (25/26-40) did have a Section 2.2D, but this was removed in the current ITB document. Section 2.6 (page 10) has been revised in the current ITB to reflect that credit card acceptance is not mandatory. Bidders are required to indicate on their Attachment K Cost

Sheet if they will accept the card or not.

17 Please clarify that the contractor is to service only the locking containers (Section

1.B) and not the homemade bins that can be located at the various desks in an office? If the answer is yes can we charge an extra material charge by the box or a flat fee as it takes more time for our technicians?

Scope of work 6 Contractors are to provide and service only containers provided by the contractor and listed on the Purchase order issued by the individual locations.

18 If customer references were previously submitted in March of 2026 are they required to be submitted again?

Section 4.7 Submission of

Bids

24 See answer to question 12.

19 Regarding quantity break pricing: In the small office example with 6 (32-gallon) containers and 2 (65-gallon) containers, would pricing be based on the total of 8 containers, or would each container size qualify for its own separate quantity break?

Attachment

K

Cost Sheets 70 Each sized container has its own quantity break(s).

20 For on-demand services (excluding purge jobs) where multiple bins remain on-site, can we implement a bin rental fee for any service scheduled less frequently than monthly?

Attachment

K

Cost Sheets 70 See answer to question 2 above.

21 Is the 9:00 AM–4:00 PM timeframe applicable to all buildings, or only to specific locations or facilities?

Section 2 Scope of work 6 All locations.

22 Are contractors required to provide collection bins for On‑Demand services? Our company currently provides bins only for scheduled services occurring on an

8‑week cycle (or more frequent). Please clarify whether bin provision is mandatory for On‑Demand service requests as defined in this section.

Section

2.1.1

Scheduled or

On-Demand On-

Site Shredding

Services

6 For the purposes of this contract, On‑Demand Mobile

On‑Site Shredding

Services refers to a pickup schedule that may fluctuate and be requested when bins are near full capacity.

On‑demand services may also be for a single occurrence

See answer to question 2 above.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline

23 Is a new detailed quote required annually, or does the initial contract‑period quote satisfy this requirement for the duration of the contract?

Section 2.8 Performance

Measures and

Financial

Consequences

10 Pick‑up must be made within 24 hours of the agreed‑upon workday and time for pick‑up.

Not required annually. An updated quote will be required if service frequency or number of bins are adjusted.

24 How will the Department address situations where contractors are unable to perform service within the required 24‑hour window due to unforeseen operational issues (e.g., vehicle breakdowns requiring rescheduling)?

Highlight language that addresses notification and agreed upon rescheduled date.

25 How should contractors manage attempted service when the customer’s office is unexpectedly closed with no prior notice? Our company typically assesses an

Attempt‑to‑Service charge in these situations. Please clarify whether such charges are permissible under the contract.

No

26 Can you define “unreasonably”? If an agency requests, for example, 15 bins, but when we service, they only have 5 full, we still bill for all bins on-site. It is based on the number of containers provided, not the number serviced.

Section

2.1.1.B –

Locking

Containers

6 Contractor(s) shall not unreasonably limit the number of containers at any particular site.

Requesting agencies shall work with the

Contractor to establish the number, size, and locations for all collection containers

Pricing is based on the number of containers provided and scheduled for pick-up.

Questions will only be accepted up to the date and time specified in the solicitation Timeline of Events. The Q A's will be posted on the Vendor Bid System on date specified in Timeline