Addendum 1 Questions and Answers.pdf

COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT

SOLICITATION QUESTIONS AND ANSWERS

Solicitation: RFP # 2026000169 Solicitation Name: Medication Management and Disposal

Vendor Question #1: Can CDPHE share any expectations or estimates regarding expansion including:

a. Estimated number of new sites annually

b. Geographic priorities

c. Historical expansion trends

CDPHE Answer #1:

a. Estimated number of new sites annually: CDPHE is currently not looking to expand to new sites in this contract, unless it is deemed necessary. That said, CDPHE will occasionally need to relocate collection sites that are not being properly maintained, or fall out of compliance with program standards. This may happen once or twice a year.

b. Geographic priorities: CDPHE has locations in 62 out of 64 Colorado counties, and is prioritizing maintaining current locations.

c. Historical expansion trends: Since the execution of the last RFP, the program has expanded from 162 to 174 collection sites.

Vendor Question #2: Can CDPHE provide annual liner usage data by size to assist in pricing projections?

CDPHE Answer #2: About 5-10% of our facilities use the 20x14x20 bundle sizes, which support an older model of receptacle. The other 90-95% use the 16x16x20 bundles.

Vendor Question #3: Hazardous Waste Transporter Requirement Clarification The RFP indicates that the Offeror must be a Registered Hazardous Waste Transporter and possess a minimum of three (3) years’ experience as a hazardous waste transporter if transporting medications acquired from approved collection sites.

a. If an Offeror does not directly perform transportation services but instead utilizes a properly licensed and registered hazardous waste transporter as a subcontractor (with all required credentials, registrations, CDL/HazMat endorsements, and background checks), would this satisfy the minimum requirements outlined in Sections V.B and V.C?

b. If so, should the Offeror provide documentation of the subcontracted transporter’s qualifications, registrations, and experience within the proposal submission?

CDPHE Answer #3: Our current vendor utilizes FedEx and UPS to ship and return bundles as needed.

The Offeror may utilize these services, but must be authorized to receive, maintain custody of, and oversee the destruction of medical waste in accordance with 49 CFR 107.113.

Vendor Question #4: How does the current process for liner replacement work? Current workflow?

CDPHE Answer #4: Currently, replacement bundles are automatically shipped directly to collection sites when a bundle is received. Collection Sites may also reach out to CDPHE directly to request additional bundles as needed. If any issues occur with incorrectly shipped bundles (inconsistent liners, inconsistent seals, or lost bundle components) or lost bundles, the vendor works with the collection site to provide replacement components and bundles as needed, and loops in CDPHE for awareness and follow up.

Vendor Question #5: Can CDPHE share any other specific information regarding volumes such as:

a. Annual pounds collected by year (historical trend)

b. Average liners per site per year

c. Liner size distribution by percentage

d. Average weight per liner

e. Number of take-back events annually

f. Average liners used per take-back event

CDPHE Answer #5:

a. Annual pounds collected by year (historical trend): 70,000 lbs. or more

b. Average liners per site per year: 11

c. Liner size distribution by percentage: See answer 2

d. Average weight per liner: 37 lbs.

e. Number of take-back events annually: CDPHE is not hosting take-back events at this time. If take-back events are implemented, they will be implemented as budget allows. The vendor is responsible for the provision of additional bundles for each collection site participating in events.

f. Average liners used per take-back event: This varies by collection site and surrounding population, but CDPHE anticipates 2-4 additional bundles per site depending on site location.

Vendor Question #6: Can CDPHE share any of the following information regarding program management?

a. Who currently manages liner servicing?

b. Current reorder workflow:

c. Historical site closures per year:

d. Historical number of relocations per year:

CDPHE Answer #6:

a. Trilogy MedWaste

b. See answer #4

c. Estimated one or two

d. Estimated one or two

Vendor Question #7: Can CDPHE clarify whether current funding is appropriated general funds, grant funds or a combination?

CDPHE Answer #7:

The Colorado Household Medication Take Back Program is funded through appropriated general funds.

Vendor Question #8: Collection Receptacle Specifications Clarification Exhibit C indicates that contractor-supplied collection receptacles shall be 18” x 20” x 48” and manufactured by the Porter’s Group.

a. In the event that expansion of permanent collection sites is required, would CDPHE consider receptacles from an alternative manufacturer that meet or exceed the State’s security, durability, DEA compliance, and regulatory requirements?

b. If equivalent alternatives may be considered, please clarify whether the Offeror should include technical specifications and documentation demonstrating equivalency within the proposal.

CDPHE Answer #8: Yes, collection receptacles from alternative manufacturers would be considered as long as they meet or exceed program requirements. If alternative receptacles are being proposed, cost of bin purchase and placement must still be included along with bin specifications. Collection bundles must be provided to the specifications of the new receptacles, to ensure that bundles will fit in the chosen receptacle.

Vendor Question #9: Exhibit C Draft SOW -- Standards and Requirements #8 – This section reads “Contractor-supplied collection receptacles shall be 18” deep x 20” wide x 48” tall in size and manufactured by the Porter’s Group per the specifications included as Exhibit D.” However, Exhibit D is the list of current collection sites, and does not include any details on these required specifications.

Can you clarify that these kiosk units must be produced only through the Porter’s Group, what the required specifications are, and in particular what the current graphics list in terms of Accepted and Not Accepted items?

CDPHE Answer #9: Answered in #8

Vendor Question #10: Can you share total poundage for one year across all sites, total boxes for one year across all sites, and/or average weight per box across all sites?

CDPHE Answer #10: Answered in #5

Vendor Question #11: Exhibit C Draft SOW -- Standards and Requirements #4 — Is it acceptable to have kiosk boxes delivered by the common carrier directly to a company-owned location that is both a DEA registered reverse distributor and a medical waste incinerator? This allows kiosk boxes to be destroyed on-site without the need for a “delivery manifest” or process to transport the waste off-site.

If the model outlined in the previous question is utilized, is it still required for the bidder to be a hazardous waste transporter?

CDPHE Answer #11: If bundles, when shipped as full from collection sites, are shipped directly to a medical waste incinerator owned by the Offeror and chain of custody for bundles can still be tracked and confirmed, this additional efficiency would be beneficial to the program. See answer #3 for additional details on common carriers.

Vendor Question #12: Exhibit C Draft SOW – Sub Activity #5 – Would the state consider operational alternatives to the use of “security seal tags” and opening every kiosk box to verify that the liner does not show evidence of tampering, or is are these fixed requirements?

CDPHE Answer #12: Bundles must be secure and checked to ensure they have not been tampered with.

CDPHE is open to alternative process proposals, as long as these requirements are met, and all bundles are managed and destroyed in accordance with DEA requirements for medication takeback programs.

Vendor Question #13: Exhibit C Draft SOW – Primary Activity #4 – would the state be open to an auto-replenishment model to replace the need for the sites to reorder manually?

CDPHE Answer #13: Yes, currently auto-replenishment is utilized for most of our collection sites. That said, sites may occasionally need to order additional bundles manually due to increased kiosk use or the hosting of take back events, so a manual reorder process would still be needed in some cases.

Vendor Question #14: Exhibit C Draft SOW – Primary Activity #7 Part d – Would it be our responsibility to contact the site to valid license renewal or can this be confirmed through direct DEA database confirmation?

CDPHE Answer #14: As the primary contact responsible for a DEA compliant process, often the Offeror is the first contact to note the need for a DEA license renewal. It works well to have the Offeror contact the site directly, but CDPHE should be copied in on communications so that CDPHE staff is able to follow up and confirm compliance.

Vendor Question #15: Does the state anticipate increases in funding over the 5-year period?

CDPHE Answer #15: CDPHE does have additional funding that can be allocated to this contract in the event that services or volume increase. That said, CDPHE does not anticipate increases in funding, and is not planning to greatly expand the scope of the existing program.

Vendor Question #16: Who is the current vendor providing services?

CDPHE Answer #16:See answer #6

Vendor Question #17: What is the current pricing?

CDPHE Answer #17:

Bundles are currently $150 per for each collection site, regardless of size.

Vendor Question #18: Will the collection receptacles provided by the current vendor that are currently being utilized remain at the site locations if a different vendor is awarded the bid or would the awarded new vendor be required to provide each site location a new collection receptacle?

CDPHE Answer #18: Current collection receptacles will stay in place. Bundles provided must meet specific size requirements, as these are the size requirements of the current receptacles.

Vendor Question #19: Are you able to provide a picture of a collection receptacle and inner liners that are currently being utilized?

CDPHE Answer #19: All existing sites have receptacles in place that will stay in use with our new vendor. Currently we have two types of receptacles in the field: an older receptacle which utilizes the 20x14 x20 bundles, and the newer receptacles which are 18” deep x 20” wide x 48” high, which takes the 16x16x20 bundles. Both bundles hold a 40 gallon liner. The schematic for the newer receptacles has been provided.