Addendum 3 Hazardous Final.pdf

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

PROCUREMENT DEPARTMENT

ADDENDUM NO. 3

DATE: December 15, 2023 TO: All Offerors FROM: Angela Caldwell, Contracting Officer TOTAL PAGE(S): 4 pages (not including attachments) SOLICITATION TITLE: Hazardous, Solid & Pharmaceutical Waste Management Disposal

Services for Higher Education Institutions

SOLICITATION NUMBER: 71412403

I. CLARIFICATIONS AND ADDITIONAL INFORMATION

Due date for proposals is being extended to January 12, 2023 by 3:00 PM.

Attachment A – Attendance Roster for the non-mandatory pre-proposal meeting on November 11, 2023.

II. REQUESTS FOR INFORMATION

1. Is there a SWaM % goal or requirement for this RFP?

Virginia Tech Response: No, but Virginia Tech encourages majority firms to utilize SWaM to the greatest extent possible.

2. Can you provide additional details about the level of training expected from item 14, on page

11 of this RFP?

Virginia Tech Response: It is expected that the bid-winning companies will provide informal training regarding any specific company requirements for handling, packaging, segregating, etc. any substances offered for disposal.

3. Could you please make the pricing schedule into an excel file?

Virginia Tech Response: An Excel spreadsheet titled V2 Contract Pricing Sheet has been uploaded to our designated portal for the convenience of each vendor. When submitting your proposal please fill out the spreadsheet and return with your submission.

4. What is the average shipment for each site? What is each site's pickup frequency?

Virginia Tech Response:

Virginia Tech (VT)

Frequency Waste Volume Main campus (including Roanoke Campus)

Every 4-6 weeks ~24,000 lbs.; 19 cubic yards; 30-40 bulk drums; 40-50 labpacks 2-3 personnel onsite, 3-4 days

Occoquan Monitoring Lab (Manassas, VA)

~Quarterly 3 drums; 8 labpacks 2 personnel onsite, >1 day

All other Virginia Tech sites Annually Dependent on research initiatives 2 personnel onsite, >1 day / each site

*Do attempt to coordinate sites based on proximity to each other*

Virginia Commonwealth University (VCU) Frequency Waste Volume

2 LQGs and 1 SQG Labpack alternating between these sites monthly

Bulk drums and pharmaceutical waste monthly

University of Virginia (UVA) Frequency Waste Volume

Labpack and drum shipment Alternating every 5 weeks

50-70 drums; 5,000-7,000 lbs. in labpacks

James Madison University (JMU) Frequency Waste Volume

2 SQGs onsite 2-3 times / year 2 personnel onsite <1day William & Mary University (WMU)

Frequency Waste Volume 3-4 pickups per year <5500lbs

3 personnel onsite <2 day George Mason University (GMU)

Frequency Waste Volume Fairfax campus Prince William campus Woodbridge campus

Every 4 months Every 4 months Every 4 months

Straight truck Straight truck Few lab packs

Radford University (RU) Frequency Waste Volume

1 SQG

2 VSQGs

Quarterly As needed

10-15 labpacks 2 personnel onsite, <1 day

5. What is the anticipated total value of this contract?

Virginia Tech Response: This cannot be forecasted for this contract.

6. Can vendor’s negotiate T&C upon award?

Virginia Tech Response: Terms and conditions shall be negotiated before an award is made.

7. Please confirm if all vendors are to submit a standardized travel cost by zone, day, or the like. Or, should vendors each submit their own proposed costs?

Virginia Tech Response: Please refer to #20 of this addendum for the discussion of the travel rates. An Excel spreadsheet titled V2 Contract Pricing Sheet has been uploaded to our portal. Each vendor shall fill out this spreadsheet and return with their proposal submission.

8. Please confirm if annual price increases will be accepted within the contract.

Virginia Tech Response: Yes, price increases can be requested with each renewal period.

9. Regarding Section VIII SOW, 1-C, “responsible for any and all spills” – How is this requirement going to be qualified? We are confident we can handle any spill situation encountered, how can we demonstrate this in our response?

Virginia Tech Response: Please submit any SOPs for spill incident response. Virginia Tech will review SOPs and will address any concerns or questions with individual companies.

10. Regarding Section VIII SOW, 7, “per diems” do you consider and approve of per diem costs applied to multi-day lab packs?

Virginia Tech Response: Virginia Tech does not consider per diems for scheduled multi-day lab packs. This is only allowed “If, during pick-up or delivery, the Contractor’s personnel (e.g.

drivers/chemists/technicians) are required through some fault of Virginia Tech to stay overnight (e.g. supplies are not readily available at the site).

11. Regarding Section VIII SOW, 14 “training” How do you define the training requirement for this section? What type(s) of training is/are expected?

Virginia Tech Response: It is expected that the bid-winning companies will provide informal training regarding any specific company requirements for handling, packaging, segregating, etc. any substances offered for disposal.

12. Regarding “Supply costs”, Supply costs are listed in the pricing schedule however, Section

VIII SOW, 1-H, “All rates shall be reflective of the all-inclusive cost for providing these services” Please define “All inclusive”. When would supply costs be incurred?

Virginia Tech Response: Labpack pricing is “all inclusive”, but we may need to purchase various supplies (drums, boxes, vermiculate, etc..) on an as-needed basis. These prices will be reflected in the “supplies” category.

13. Regarding Section VII SOW, 4-E, “30 days” and “180 days”, although often not an issue, RCRA federal regulation allows end facilities 365 days from receipt of materials to provide final paperwork. Is there a reason for this shortened timeline? Can this be edited to match the federal regulation?

Virginia Tech Response: Historically, generators using the previous contract had issues with prompt disposal, as well as waste being shuffled between 10-day transfer stations while waiting for a place in the final TSDF’s disposal queue. This caused issues with maintaining proper records or even being able to locate waste at times. This stipulation was built into the contract to ensure that the contract users were able to maintain proper records, received records in a timely manner, and ensured the waste met its final disposal disposition in a timely manner.

With the industry still experiencing a disposal backlog due to many factors, we (the users) would prefer to maintain a more stringent timeline. However, we understand that the 30 and 180-day timelines may at times be difficult to maintain. Receiving final paperwork can be negotiated up to 270 days (instead of 180).

14. Do the other Universities mentioned in this RFP (UVA, VA Commonwealth, William & Mary, James Madison, George Mason) require lab pack services? How frequently? What is the estimated time/personnel onsite for each?

Virginia Tech Response: See table in response to Question 4.

15. In section 1H of the Scope of Work, it is noted that rates shall be all-inclusive, however, labor and supplies are listed as separate line items. What should vendors consider in the “all-inclusive” line-item pricing?

Virginia Tech Response: Labpack pricing is “all inclusive”, but we may need to purchase various supplies (drums, boxes, vermiculate, etc..) on an as-needed basis. These prices will be reflected in the “supplies” category.

16. Can you clarify the time frame requested for return of CDs?

Virginia Tech Response: See response to Question 13.

17. Are vendors required to provide CDs from 3rd party (downstream) vendors or will a completed CD from our TSDF be sufficient?

Virginia Tech Response: As long as the agencies using this contract are able to ensure any and all waste has been disposed properly and are able to reconcile records to the original manifests, this is acceptable.

18. Would VHEPC consider adding a column to the pricing sheet to allow vendors to add comment and/or wastestream qualifiers applicable to the line items?

Virginia Tech Response: Yes, this is acceptable. We do reserve the right to ask for further information, if comments or qualifiers make pricing comparisons difficult to score.

19. Page 5, Section 1 (General), B, last sentence “The Contractor shall remit, to the agency requesting the waste disposal services, certificate(s) of disposal within thirty-days (30) of final waste recycling or disposal” - if a vendor has documentation available in an online portal, would agents of VHEPC obtain them via this method?

Virginia Tech Response: Electronic methods, such as email attachments or through provided online portals, are acceptable.

20. Please provide travel rates per mile in the chart below.

Type of Vehicle Mileage Cost per mile Straight Truck 0-100

101-250 250+

Tractor Trailer 0-100 101-250 250+

Travel Rates (per mile)

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

ATTENDANCE ROSTER

NON-MANDATORY PRE-PROPOSAL CONFERENCE

RFP Number 71412403

Date: 11/9/23 Time: 2:00

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Attachment A

In person Attendance.pdf