BioHazardous Questions with Responses 101526.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- 36C25027Q0011_0001
About this file
This is a questions and answers document providing clarifications to bidders on solicitation 36C25027Q0011 for biohazardous and regulated medical waste removal, transportation, treatment, and disposal services for the Department of Veterans Affairs Veterans Health Administration, Veterans Integrated Service Network 10 (VA VISN 10) in Michigan.
The solicitation is a full and open competition (not set-aside) with a base period and four option years, running from January 1, 2027, through December 31, 2031. Services are required at eight locations: John D. Dingell VA Medical Center main campus (Detroit), and seven satellite clinics in Dearborn, East Jefferson, Piquette Street, Trenton, Pontiac, Southfield, and Macomb. The contract involves weekly pickup and transportation of a 48-foot refrigerated trailer from the main campus, on-call pickups at all locations within one business day of notification, and 24-hour emergency response capability. Contractor must maintain one pallet of 100 corrugated shipping boxes on-site, manage six large reusable bulk containers, and ensure all waste streams (regulated medical waste, sharps, pathological, antineoplastic/chemotherapy) comply with Michigan regulations and applicable treatment methods (incineration or autoclaving). Pricing is firm-fixed-price on subline items only; parent CLINs are administrative groupings with no separate pricing. Contractors must hold Michigan medical waste transportation registration and provide DOT hazardous materials training and OSHA bloodborne pathogens training to personnel. Prevailing wage requirements apply per Wage Determinations 2015-4839 (Wayne County) and 2015-4867 (Oakland/Macomb counties). Questions deadline was October 15, 2026; solicitation closes October 22, 2026, at 12:00 PM EDT with no extensions granted.
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BioHaz
| Question | VA Response | |
| Section B.2, CLINs 0001–0008 and option-year counterparts | ||
| The parent CLINs are listed at 12 MO with unit price and amount blanks, but every service is priced in the subline items beneath them. Should offerors leave the parent CLINs blank, enter $0.00, mark them "NSP", or price them? | Confirmed. Per PWS §16, the CLIN structure uses one parent CLIN per site with separately priced SLINs for each billable service/waste stream/container type (PWS §16, "one parent CLIN for each service location and separately identified subline items (SLINs) for each billable service"). The parent CLIN line (e.g., 0001) is administrative/summary only. Offerors shall not enter a price at the parent CLIN level; all pricing is entered at the SLIN level (0001A, 0001B, etc.), and the parent line total will be the sum of its SLINs. | |
| Section B.2 and PWS 16.2 | ||
| Section B.2 numbers the subline items 0001A–0001K, while PWS 16.2 numbers them 0001AA–0001AK. Which numbering will the contract and invoices use? | The governing numbering convention is the single-letter suffix shown in Section B.2 and confirmed in PWS §16: "The one-letter SLIN suffix remains the same in every period. Example: 0001A is the base-period main-campus trailer SLIN; 1001A is the same requirement in Option Year 1." The two-line appearance of "0001A / A" in the §16.2 table is a column/formatting artifact from the PDF conversion, not a separate numbering scheme. | |
| Section B.2, CLIN 0001H; PWS 7.2 | ||
| CLIN 0001H is 72 MO for the six large reusable bulk containers kept on site. Please confirm the unit is one container per month. | Bulk containers used to package sharps containers should remain on the trailers. The bidder should determine how they will bill for them. | |
| Section B.2, CLINs 0001A and 0001B; PWS 7.1 | ||
| PWS 7.1 requires an empty compliant trailer to be in place before the full trailer is removed. Please confirm that the cost of the second, rotating trailer belongs in CLIN 0001A and the weekly swap in CLIN 0001B. | The VA will only be charged for one trailer, the one in use. | |
| Addendum to FAR 52.212-1, Section 5 | ||
| Section 5 asks for a full breakdown of labor by labor category and of materials and consumables, and also says pricing entered anywhere other than the Price/Cost Schedule will not be accepted. May the breakdown be included in the Price volume PDF after the completed Price/Cost Schedule? | The restriction in Addendum §5 is intended to prevent pricing from being embedded in the Technical, Administrative, or Past Performance volumes, or submitted as an unauthorized extra attachment. The labor-category and materials/consumables breakdown should be included as supporting detail within the single Price/Cost Schedule volume/file, not as a separate standalone attachment outside the 4-file (or 6-file) package limit described in Addendum §3. | |
| FAR 52.212-2 (Section E.10); FAR 52.217-8 | ||
| For the evaluated six-month extension, should offerors assume Option Year 4 unit prices applied to half of the annual estimated quantities? | NO, an extension is not guranteed | |
| General |
Please share the incumbent contract number and, if available, the last 12 months of actual weights by site and waste stream. This is not a request for clarification of a solicitation requirement and falls outside the scope of questions the Government will address through this Q&A process. The Government does not release incumbent contract numbers or contractor-specific performance data.
The estimated quantities stated in the Price/Cost Schedule (Section B.2) and PWS Section 16.2 already reflect the Government's estimate of anticipated volume based on historical usage, and are the basis offerors should use for pricing. No additional historical weight data beyond what is already reflected in those estimated quantities will be provided.
Section D; Addendum to FAR 52.212-1, Section 4, items 2, 5 and 9 The WD Compliance Memorandum, the Appendix C Concurrence Table and the Appendix D Limitations on Subcontracting Compliance Worksheet are referenced but were not in the posted package. Please
| provide them. | All referenced attachments are open to the public on sam.gov |
| Section D |
The copy of Wage Determination 2015-4839 Revision 32 posted with the RFQ is cut off at the right margin and shows no wage rates. Please confirm the governing revisions of WD 2015-4839 (Wayne County) and WD 2015-4867 (Lapeer, Oakland, Macomb and St. Clair Counties), and repost a complete
| copy if possible. | The full documents are open to the public, you can also search the applicable WD if you are having document issues. |
| Addendum to FAR 52.212-1, Section 4, items 3 and 5; Section C.4 |
The RFQ is issued as full and open competition, yet the Administrative Volume requires VAAR 852.219- 75 and the Appendix D Limitations on Subcontracting worksheet, and FAR 52.219-14 is included at Section C.4. Do these requirements apply to this acquisition? If they do not, may offerors state "not
| applicable" in their place? | If not applicable to your quote indicate "Not Applicable" |
| PWS 7.2 and 12 |
Pathological and antineoplastic/chemotherapy waste must be incinerated, while regular RMW and sharps may be autoclaved. May all streams travel in the same weekly trailer if they are segregated and
| labeled by stream? | Follow State of Michigan and DOT regulations |
| PWS 14 |
PWS 14 states that the VA will identify the exact OSHA/DOT training or certification before solicitation release. Which training or certification is required? U.S. Department of Transportation (DOT) Under 49 CFR Part 172, Subpart H, employees who perform functions related to transporting regulated hazardous materials must receive applicable hazardous materials (HazMat) training.
DOT training generally includes:
General Awareness/Familiarization: Understanding applicable hazardous materials regulations.
Function-Specific Training: Training related to assigned duties, including packaging, marking, labeling, and preparing shipping papers, when applicable.
Safety Training: Recognizing hazards and protecting against exposure.
Security Awareness Training: Recognizing and responding to potential security risks.
In-Depth Security Training: Required for employees whose functions fall under an applicable security plan.
Training Frequency: Initial training is generally required within 90 days of employment or a change in job function. Until training is completed, employees may perform regulated functions only under the direct supervision of a properly trained and knowledgeable employee. Recurrent training is required at least once every three years.
DOT requirements depend on the waste classification, packaging, transportation circumstances, and the employee's assigned responsibilities.
2. Occupational Safety and Health Administration (OSHA) Under 29 CFR 1910.1030, employees with reasonably anticipated occupational exposure to blood or other potentially infectious materials (OPIM) must receive bloodborne pathogens training.
OSHA training generally includes:
Bloodborne Pathogens Awareness: Understanding the risks associated with HIV, hepatitis B, hepatitis C, and other bloodborne pathogens.
Personal Protective Equipment (PPE): Proper selection, use, removal, and disposal of gloves, gowns, and other protective equipment.
Safe Waste Handling: Proper segregation, containment, closure, labeling or color-coding, and removal of regulated medical waste.
Sharps Safety: Proper handling and disposal of needles and other sharps using approved puncture-resistant containers.
Spill and Exposure Response: Procedures for responding to spills, accidental exposures, incident reporting, and post-exposure medical evaluation.
Exposure Control Plan: Understanding the employer's written Exposure Control Plan and applicable workplace procedures.
Training Frequency: Training must be provided at the time of initial assignment to tasks involving occupational exposure and at least annually thereafter. Additional training is required when changes in tasks or procedures affect occupational exposure. Training must be provided at no cost to employees and during working hours.
3. Training Requirements by Job Function Collecting and segregating RMW: OSHA bloodborne pathogens training when occupational exposure is reasonably anticipated, along with facility-specific procedures.
Packaging and labeling RMW: OSHA training and DOT function-specific HazMat training when applicable.
Removing and moving RMW within a facility: OSHA training and site-specific waste handling procedures.
Transporting regulated hazardous materials off-site: DOT HazMat training when the employee meets the regulatory definition of a HazMat employee and the applicable requirements apply.
Preparing shipping papers or offering shipments for transportation: DOT function-specific training when applicable.
4. Additional Requirements Employers must also consider applicable state and local regulations, which may impose additional requirements for medical waste handling, storage, transportation, registration, or training.
Employees should be trained on their facility's medical waste management procedures, emergency response protocols, approved packaging methods, and applicable exposure prevention practices. Training records should be maintained as required by the relevant regulations.
PWS 13
The monthly activity report is to use a Government-provided Excel spreadsheet. Please provide the
| template. | This will be provided to the awardee at the award meeting. |
| Addendum to FAR 52.212-1, Section 4, item 10; PWS 9 and 11 |
[X] will act as prime contractor, with a Michigan subcontractor performing the transportation and treatment. May the DOT and medical waste transportation permits and the treatment facility registrations required by Administrative Volume item 10 be held by the subcontractor and facilities that physically perform each regulated activity, provided NEIE MWS submits copies of them and
| remains responsible for compliance? | This will be provided to the awardee at the award meeting. | |
| Section B.2, CLINs 0001K and 0002D–0008D; PWS 15 | ||
| The schedule includes authorized emergency or after-hours pickups at every site, but the PWS does not state a response time for them other than the general 24-hour standard in PWS 15. Please confirm the required response time for these pickups, and whether a pickup on a weekend or federal holiday is billed under these line items. | see the solicitation | |
| PWS Section 7 (Site 01), PWS 7.1 and 9; Section B.2, CLIN 0001B | ||
| The PWS requires the 48-foot refrigerated trailer to be physically pulled and exchanged each week, and CLIN 0001B prices 52 weekly pulls. The estimated Main Campus volume is about 264,000 pounds a year, or roughly 5,000 pounds a week, which is well below a full trailer load. Is the weekly exchange required, or may the refrigerated trailer remain on site as a stationary storage unit and be pulled on a less frequent schedule, such as when it is full? If a stationary trailer is acceptable, how should CLIN 0001B be priced, and would waste still be prohibited from being transferred into another vehicle at the VA site (PWS 9)? | No alternatives are acceptable. | |
| Who is the incumbent contractor for this requirement? | This is not a request for clarification of a solicitation requirement and falls outside the scope of questions the Government will address through this Q&A process. The Government does not release incumbent contract numbers or contractor-specific performance data. | |
| We are reviewing the requirements for the main hospital’s weekly refrigerated trailer service and the seven off-site sharps pickup locations. Please provide the exact pickup addresses for Dearborn, Southfield, and Macomb, which are listed as requiring COR confirmation. | Dearborn VA Clinic *5250 Auto Club Drive, Suite 300, Dearborn, MI 48126*Common VA Detroit CBOC location (requires CO/COR verification before use in solicitation). Southfield VA Clinic: 18000 W. 9 Mile Road, Suite 1500, Southfield, MI 48075-4009. Macomb VA Clinic was not identified in the PWS or records reviewed. Macomb -TBD, and once the clinic opens the address will be provided. | |
| The listed site visit was October 8, 2026, at 10:00 AM Eastern. Please confirm whether attendance was mandatory and whether any site visit notes or clarifications are available to prospective offerors who did not attend. Was attendance at the October 8 site visit mandatory for a quote to be eligible? | No, attendance at the site visit was not mandatory, and non-attendance does not affect quote eligibility. |
However, offerors are advised that no concessions, accommodations, or relief will be granted — whether during quote preparation, evaluation, or performance — based on an offeror's decision not to attend the site visit, or based on a claim that attendance would have revealed information, conditions, or clarifications that were not otherwise made available through the solicitation, the Q&A process, or written amendment. The site visit was offered as a courtesy to assist offerors in preparing their quotes; it was not the exclusive means of obtaining information necessary to understand the requirement, and it is each offeror's responsibility to submit written questions through the Q&A process identified in the solicitation if clarification is needed on any requirement.
Offerors are expected to submit a quote reflecting a complete and accurate understanding of the Performance Work Statement and all solicitation requirements, regardless of whether they attended the site visit. Any ambiguity, question, or need for clarification — including items an offeror believes may only have been apparent in person — should have been raised in writing during the established question period. The Government will not entertain post-award claims, protests, or requests for equitable adjustment premised on an offeror's non-attendance or on information allegedly only discoverable through physical presence at the site visit.
| We understand that questions are due October 15, 2026, at noon Eastern, and quotes are due October 22, 2026, at noon Eastern. Please advise of any amendments or changes to those deadlines. | It is the vendors' responsibility to monitor SAM.gov for any amendments | |
| Set-Aside Status | ||
| The SAM.gov notice and SF 1449 identify this acquisition as Full & Open, and the set-aside block is blank. However, the quote submission instructions make the following items mandatory, with exclusion if not provided: VAAR 852.219-75, VA Notice of Limitations on Subcontracting; the Limitations on Subcontracting Compliance Worksheet (Appendix D); and SDVOSB/SBA-certified joint venture documentation. FAR 52.219-14, Limitations on Subcontracting, is also included at C.4. These requirements apply to set-aside acquisitions. Please confirm whether this acquisition is intended to be set aside and, if so, under which program. If it remains Full & Open, will these submission requirements be removed by amendment? | This acquisition is not set aside | |
| Request for Small Business Set-Aside |
We respectfully request that the VA reconsider this requirement as a small business set-aside under FAR 19.502-2 and VAAR 819.70.
| • | Under Michigan's Medical Waste Regulatory Act (Part 138 of the Public Health Code, 1978 PA 368), any company that hauls medical waste collected at a Michigan site must hold a current registration with the Michigan Department of Environment, Great Lakes, and Energy (EGLE). |
| • | To our knowledge, none of the Michigan-based companies on EGLE's listing of registered medical waste services is a certified SDVOSB or VOSB. Under the limitations on subcontracting, an SDVOSB or VOSB prime would be required to perform at least 50% of the service with its own personnel, which would require its own Michigan registration. |
| • | SBA's Small Business Search identifies 27 small businesses registered under NAICS 562211, the NAICS code assigned to this solicitation, and EGLE lists seven Michigan-based registered medical waste transporters. |
| Based on the above, we believe there is a reasonable expectation that offers will be received from two or more capable small business concerns at fair market prices. | Any decision to restrict competition under VA's "Rule of Two" is a market-research and acquisition-strategy determination made by the Contracting Officer, not something altered in response to a single vendor comment. Adequate market research was performed to support the current Full & Open determination. No change to set-aside status. |
| Training Requirement |
PWS Section 14 states that the VA "shall identify the exact OSHA/DOT training or certification intended" and that the phrase "OSHA certification" is not sufficiently specific. To meet this requirement, we propose providing VA staff with:
| • | OSHA Bloodborne Pathogens (29 CFR 1910.1030) compliance training; and |
| • | U.S. DOT hazardous materials training (49 CFR 172.704) for VA staff who handle, package, label, load, and sign shipping papers for regulated medical waste. |
| Please confirm this meets the VA's intended training requirement. Please also confirm that virtual delivery is acceptable for the quarterly, annual refresher, new-employee, and off-site sessions.. | U.S. Department of Transportation (DOT) |
Under 49 CFR Part 172, Subpart H, employees who perform functions related to transporting regulated hazardous materials must receive applicable hazardous materials (HazMat) training.
DOT training includes:
General Awareness/Familiarization: Understanding applicable hazardous materials regulations.
Function-Specific Training: Training related to assigned duties, including packaging, marking, labeling, and preparing shipping papers, when applicable. Safety Training: Recognizing hazards and protecting against exposure.
Security Awareness Training: Recognizing and responding to potential security risks.
In-Depth Security Training: Required for employees whose functions fall under an applicable security plan.
Training Frequency: Initial training is generally required within 90 days of employment or a change in job function. Until training is completed, employees may perform regulated functions only under the direct supervision of a properly trained and knowledgeable employee. Recurrent training is required at least once every three years.
DOT requirements depend on the waste classification, packaging, transportation circumstances, and the employee's assigned responsibilities. 2. Occupational Safety and Health Administration (OSHA) Under 29 CFR 1910.1030, employees with reasonably anticipated occupational exposure to blood or other potentially infectious materials (OPIM) must receive bloodborne pathogens training.
OSHA training generally includes:
Bloodborne Pathogens Awareness: Understanding the risks associated with HIV, hepatitis B, hepatitis C, and other bloodborne pathogens.
Personal Protective Equipment (PPE): Proper selection, use, removal, and disposal of gloves, gowns, and other protective equipment.
Safe Waste Handling: Proper segregation, containment, closure, labeling or color-coding, and removal of regulated medical waste.
Sharps Safety: Proper handling and disposal of needles and other sharps using approved puncture-resistant containers.
Spill and Exposure Response: Procedures for responding to spills, accidental exposures, incident reporting, and post-exposure medical evaluation.
Exposure Control Plan: Understanding the employer's written Exposure Control Plan and applicable workplace procedures.
Training Frequency: Training must be provided at the time of initial assignment to tasks involving occupational exposure and at least annually thereafter. Additional training is required when changes in tasks or procedures affect occupational exposure. Training must be provided at no cost to employees and during working hours.
3. Training Requirements by Job Function Collecting and segregating RMW: OSHA bloodborne pathogens training when occupational exposure is reasonably anticipated, along with facility-specific procedures.
Packaging and labeling RMW: OSHA training and DOT function-specific HazMat training when applicable.
Removing and moving RMW within a facility: OSHA training and site-specific waste handling procedures.
Transporting regulated hazardous materials off-site: DOT HazMat training when the employee meets the regulatory definition of a HazMat employee and the applicable requirements apply.
Preparing shipping papers or offering shipments for transportation: DOT function-specific training when applicable.
4. Additional Requirements Employers must also consider applicable state and local regulations, which may impose additional requirements for medical waste handling, storage, transportation, registration, or training.
Employees should be trained on their facility's medical waste management procedures, emergency response protocols, approved packaging methods, and applicable exposure prevention practices. Training records should be maintained as required by the relevant regulations.
| Is historical waste volume data available by waste stream and facility location? | Yes, See solicitation estimated quantities. Historical volumes do not constitute a guarantee of future quantities. |
| Is the refrigerated trailer requirement mandatory for the entire performance period, or would an alternative compliant storage and collection arrangement be considered? | Yes, no alternatives. |
| Can the VA clarify any facility-specific requirements regarding incineration versus other approved treatment methods? | The facility suggested methods that are normally used however any disposal method approved by the state of Michigan can be used. |
| Are there incumbent service volumes or existing pickup schedules available to assist with pricing? | You can use the estimated quantities. |
| Are there any additional considerations for a prime contractor coordinating collection, transportation, and treatment through qualified and licensed operating partners? | No additional considerations than what is applicable |
| Parent CLINs: The B.2 Price/Cost Schedule includes priced parent CLINs (0001–0008, 12 MO) in addition to their sub-line items. Should parent CLINs be priced, or entered as $0 / “Not Separately Priced” with all costs carried in the SLINs? | Offerors should price the applicable SLINs. The parent CLINs function as location-level groupings and are not separately priced. The sum of the applicable SLINs will constitute the total value for that location |
| SLIN numbering: PWS Section 16.2 uses two-letter SLINs (e.g., 0001AA–0001AK), while Section B.2 uses one-letter SLINs (0001A–0001K). Please confirm that the B.2 schedule governs. | Offerors should price the applicable SLINs. The parent CLINs function as location-level groupings and are not separately priced. The sum of the applicable SLINs will constitute the total value for that location |
| CLIN 0001J: What is the average monthly consumption of corrugated boxes from the maintained 100-box pallet, so offerors can price the monthly replenishment? | Use the estimated quantities. |
| Labor breakdown: The instructions require “a full breakdown of labor (by labor category) and materials/consumables” while prohibiting pricing outside the Price/Cost Schedule. For firm-fixed-price unit-rate CLINs, where and in what format should this breakdown be provided? | The restriction in Addendum §5 is intended to prevent pricing from being embedded in the Technical, Administrative, or Past Performance volumes, or submitted as an unauthorized extra attachment. The labor-category and materials/consumables breakdown should be included as supporting detail within the single Price/Cost Schedule volume/file, not as a separate standalone attachment outside the 4-file (or 6-file) package limit described in Addendum §3. |
| Please provide the most recent 12 months of actual weights by waste stream and site, along with the current contract number and incumbent. The prior solicitation for this requirement estimated 11,090–14,482 lb./month for the main campus, while this solicitation’s estimates total approximately 22,000 lb./month. For pricing the firm-fixed-price unit-rate CLINs, can you share estimated annual quantities per waste stream (RMW, sharps, pathological, antineoplastic/cytotoxic, trace chemo) per location? | Use the estimated quantities provided in this soliciation. |
| The WD Compliance Memorandum, Appendix C (Amendment Concurrence Table), and Appendix D (Limitations on Subcontracting Compliance Worksheet) are referenced but were not included in the posted attachments. Please post them. | All referenced attachments are open to the public on sam.gov |
| The attached wage determinations (WD 2015-4839 Rev 32 and WD 2015-4867 Rev 35) are cropped, and the hourly rates are not legible. Please confirm that the versions published on SAM.gov govern. Please also confirm which WD applies to which sites. We understand WD 2015-4839 covers Wayne County (main campus, East Jefferson, Piquette, Dearborn, Trenton) and WD 2015-4867 covers Oakland/Macomb (Pontiac, Southfield, Macomb). | The full documents are open to the public, you can also search the applicable WD if you are having document issues. |
| The full text of VAAR 852.219-75 is not included in the solicitation. Should offerors use the current version from acquisition.gov? | This is not applicable to this requirement, this requirement is Full & Open Competition not set aside to SD/VOSB |
| This solicitation is Full & Open, and FAR 52.219-14(c) states that the limitation on subcontracting applies only to set-aside or sole-source awards. Please confirm whether VAAR 852.219-75 and the Appendix D worksheet are still required. If they are, will the 50% limitation be enforced against an unrestricted award? | This is not applicable to this requirement, this requirement is Full & Open Competition not set aside to SD/VOSB |
| Sites 02, 07 and 08: Please provide the exact addresses for Dearborn, Southfield, and Macomb, which the PWS shows as “COR will confirm.” Satellite addresses: Please provide or confirm the exact service addresses for the Dearborn, Southfield, and Macomb locations, which the PWS currently states will be confirmed by the COR. PWS Section 7, Sites 02, 07 and 08 |
PWS Section 7 says the COR will confirm the Dearborn, Southfield and Macomb addresses. Please
| provide them, since they determine which wage determination applies to each site. | Dearborn VA Clinic *5250 Auto Club Drive, Suite 300, Dearborn, MI 48126*Common VA Detroit CBOC location (requires CO/COR verification before use in solicitation). Southfield VA Clinic: 18000 W. 9 Mile Road, Suite 1500, Southfield, MI 48075-4009. Macomb VA Clinic was not identified in the PWS or records reviewed. The solicitation records only state, "Exact Macomb address COR will confirm." | |
| Training (PWS Section 14): The PWS states that the VA will identify the exact OSHA/DOT training or certification required. Please specify the required training and certification. | U.S. Department of Transportation (DOT) |
Under 49 CFR Part 172, Subpart H, employees who perform functions related to transporting regulated hazardous materials must receive applicable hazardous materials (HazMat) training.
DOT training includes:
General Awareness/Familiarization: Understanding applicable hazardous materials regulations.
Function-Specific Training: Training related to assigned duties, including packaging, marking, labeling, and preparing shipping papers, when applicable. Safety Training: Recognizing hazards and protecting against exposure.
Security Awareness Training: Recognizing and responding to potential security risks.
In-Depth Security Training: Required for employees whose functions fall under an applicable security plan.
Training Frequency: Initial training is generally required within 90 days of employment or a change in job function. Until training is completed, employees may perform regulated functions only under the direct supervision of a properly trained and knowledgeable employee. Recurrent training is required at least once every three years.
DOT requirements depend on the waste classification, packaging, transportation circumstances, and the employee's assigned responsibilities. 2. Occupational Safety and Health Administration (OSHA) Under 29 CFR 1910.1030, employees with reasonably anticipated occupational exposure to blood or other potentially infectious materials (OPIM) must receive bloodborne pathogens training.
OSHA training generally includes:
Bloodborne Pathogens Awareness: Understanding the risks associated with HIV, hepatitis B, hepatitis C, and other bloodborne pathogens.
Personal Protective Equipment (PPE): Proper selection, use, removal, and disposal of gloves, gowns, and other protective equipment.
Safe Waste Handling: Proper segregation, containment, closure, labeling or color-coding, and removal of regulated medical waste.
Sharps Safety: Proper handling and disposal of needles and other sharps using approved puncture-resistant containers.
Spill and Exposure Response: Procedures for responding to spills, accidental exposures, incident reporting, and post-exposure medical evaluation.
Exposure Control Plan: Understanding the employer's written Exposure Control Plan and applicable workplace procedures.
Training Frequency: Training must be provided at the time of initial assignment to tasks involving occupational exposure and at least annually thereafter. Additional training is required when changes in tasks or procedures affect occupational exposure. Training must be provided at no cost to employees and during working hours.
3. Training Requirements by Job Function Collecting and segregating RMW: OSHA bloodborne pathogens training when occupational exposure is reasonably anticipated, along with facility-specific procedures.
Packaging and labeling RMW: OSHA training and DOT function-specific HazMat training when applicable.
Removing and moving RMW within a facility: OSHA training and site-specific waste handling procedures.
Transporting regulated hazardous materials off-site: DOT HazMat training when the employee meets the regulatory definition of a HazMat employee and the applicable requirements apply.
Preparing shipping papers or offering shipments for transportation: DOT function-specific training when applicable.
4. Additional Requirements Employers must also consider applicable state and local regulations, which may impose additional requirements for medical waste handling, storage, transportation, registration, or training.
Employees should be trained on their facility's medical waste management procedures, emergency response protocols, approved packaging methods, and applicable exposure prevention practices. Training records should be maintained as required by the relevant regulations.
| Trailer: The prior solicitation required a 53-ft trailer, while this one requires 48-ft. Is a 53-ft refrigerated trailer acceptable if the dock accommodates it? | no alternatives are acceptable. |
| Parent CLIN pricing: The Price/Cost Schedule includes parent CLINs 0001–0008 (and corresponding option-year CLINs) with Unit Price and Amount fields, while the PWS describes the parent CLINs as location-level groupings with separately priced SLINs underneath. Please confirm whether the parent CLINs should be priced at $0.00 / N.C., with all pricing entered on the applicable SLINs, or whether the VA intends a separate monthly charge on the parent CLINs. | Offerors should price the applicable SLINs. The parent CLINs function as location-level groupings and are not separately priced. The sum of the applicable SLINs will constitute the total value for that location |
| Main-campus emergency/after-hours pickup – CLIN 0001K: Please confirm whether an authorized emergency or after-hours pickup requires the same complete 48-foot refrigerated trailer exchange and removal process as the routine weekly trailer pull, including positioning a compliant empty replacement trailer before removing the loaded trailer. Also, please confirm the required response/completion timeframe for CLIN 0001K. | |
| Refrigerated-trailer shore power: Is a dedicated electrical connection available at the John D. Dingell VA Medical Center for the refrigerated trailer while it is stationed onsite? If so, may the contractor use VA-provided electricity, and what voltage/connection is available? | The facility has services available upon request. |
| Main-campus corrugated box usage – CLIN 0001J: The PWS requires the contractor to maintain one pallet of 100 corrugated shipping boxes onsite. Is the intent that the contractor replenish boxes as used while maintaining the 100-box par level, with no specific annual consumption quantity guaranteed? If the VA has historical or estimated annual usage for these boxes, please provide it. | The PWS requires the contractor to maintain one pallet of 100 corrugated shipping boxes onsite |
| Certified weight documentation: May certified billable weights be obtained at the treatment facility upon arrival, provided the certified weight ticket is traceable to the specific VA pickup, location, waste stream, container count, tare weight, and manifest/shipping documentation? | Yes. |
| What are the intended contract start and end dates? The PWS says the exact period-of-performance dates "shall be inserted by the Contracting Officer before solicitation release." Can you confirm the base period and each option period's actual start and end dates? | The contract will start on January 01, 2027, and end on December 31, 2031. |
| What specific OSHA certification or training is required for contractor personnel? | U.S. Department of Transportation (DOT) |
Under 49 CFR Part 172, Subpart H, employees who perform functions related to transporting regulated hazardous materials must receive applicable hazardous materials (HazMat) training.
DOT training includes:
General Awareness/Familiarization: Understanding applicable hazardous materials regulations.
Function-Specific Training: Training related to assigned duties, including packaging, marking, labeling, and preparing shipping papers, when applicable. Safety Training: Recognizing hazards and protecting against exposure.
Security Awareness Training: Recognizing and responding to potential security risks.
In-Depth Security Training: Required for employees whose functions fall under an applicable security plan.
Training Frequency: Initial training is generally required within 90 days of employment or a change in job function. Until training is completed, employees may perform regulated functions only under the direct supervision of a properly trained and knowledgeable employee. Recurrent training is required at least once every three years.
DOT requirements depend on the waste classification, packaging, transportation circumstances, and the employee's assigned responsibilities. 2. Occupational Safety and Health Administration (OSHA) Under 29 CFR 1910.1030, employees with reasonably anticipated occupational exposure to blood or other potentially infectious materials (OPIM) must receive bloodborne pathogens training.
OSHA training generally includes:
Bloodborne Pathogens Awareness: Understanding the risks associated with HIV, hepatitis B, hepatitis C, and other bloodborne pathogens.
Personal Protective Equipment (PPE): Proper selection, use, removal, and disposal of gloves, gowns, and other protective equipment.
Safe Waste Handling: Proper segregation, containment, closure, labeling or color-coding, and removal of regulated medical waste.
Sharps Safety: Proper handling and disposal of needles and other sharps using approved puncture-resistant containers.
Spill and Exposure Response: Procedures for responding to spills, accidental exposures, incident reporting, and post-exposure medical evaluation.
Exposure Control Plan: Understanding the employer's written Exposure Control Plan and applicable workplace procedures.
Training Frequency: Training must be provided at the time of initial assignment to tasks involving occupational exposure and at least annually thereafter. Additional training is required when changes in tasks or procedures affect occupational exposure. Training must be provided at no cost to employees and during working hours.
3. Training Requirements by Job Function Collecting and segregating RMW: OSHA bloodborne pathogens training when occupational exposure is reasonably anticipated, along with facility-specific procedures.
Packaging and labeling RMW: OSHA training and DOT function-specific HazMat training when applicable.
Removing and moving RMW within a facility: OSHA training and site-specific waste handling procedures.
Transporting regulated hazardous materials off-site: DOT HazMat training when the employee meets the regulatory definition of a HazMat employee and the applicable requirements apply.
Preparing shipping papers or offering shipments for transportation: DOT function-specific training when applicable.
4. Additional Requirements Employers must also consider applicable state and local regulations, which may impose additional requirements for medical waste handling, storage, transportation, registration, or training.
Employees should be trained on their facility's medical waste management procedures, emergency response protocols, approved packaging methods, and applicable exposure prevention practices. Training records should be maintained as required by the relevant regulations.
| The PWS covers the John D. Dingell VAMC "and the supported locations." Can you confirm the full list of supported locations and addresses? | Facilities - John D. Dingell VA Medical Center- Main Campus- 4646 John R Street, Detroit, MI 48201; Dearborn site - 5250 Auto Club Drive, Suite 300, Dearborn, MI 48126; E. Jefferson -3245 E. Jefferson Ave, Detroit, MI 48207; Piquette St. -301 Piquette St. Detroit, MI 48202; Trenton -1640 Fort Street, Suite D, Trenton, MI 48183; Pontiac Site - Suites 208 & 212- 44200 Woodward Ave, Suites 202 &212 Pontiac, MI 48341; Southfield - TBD start date; and Macomb - TBD start date. |
| For the VAAR 852.219-75 subcontracting-limitations certificate required with the quote — is there a specific form or format you want it in, or will a signed statement work? | This is not applicable to this requirement, this requirement is Full & Open Competition not set aside to SD/VOSB |
| For the VAAR 852.219-75 subcontracting-limitations certificate required with the quote — is there a specific form or format you want it in, or will a signed statement work? | This is not applicable to this requirement, this requirement is Full & Open Competition not set aside to SD/VOSB |
| All though we intend to perform no less than 90% of the contract ourselves, can you confirm the following? |
Items below are not applicable as the Acquisition is Unrestricted.
| • | VAAR 852.219-75, VA Notice of Limitations on Subcontracting | |
| • | Joint Venture (JV) Eligibility Documentation | |
| • | Limitations on Subcontracting Compliance Worksheet (Appendix D). | |
| o | If it is required, where do I find Appendix D worksheet? | |
| This is not applicable to this requirement, this requirement is Full & Open Competition not set aside to SD/VOSB | ||
| Is the following a proper representation of the required format? | ||
| • | Vendor – Administrative Cover Page – 27Q0011 | |
| • | Vendor – Administrative SF 1449 – 27Q0011 | please see the solicitation |
| Trailer Exchange | ||
| • | PWS Section 7.1 states that the VA “ Before removing a filled trailer, position an empty compliant replacement trailer so the VA is never without required external storage.” | |
| • | Would the VA agree to a 2 hour turn around of the trailer provided that the trailer is in place during normal business hours. | |
| • | The current requirement requires the vendors to tie up two trailers for this contract, which would increase our cost to the VA. | Yes, two hours would be acceptable. |
| Who is the current incumbent/ contractor? | This is not a request for clarification of a solicitation requirement and falls outside the scope of questions the Government will address through this Q&A process. The Government does not release incumbent contract numbers or contractor-specific performance data. | |
| Can we have the contract copy/ last three invoices? | The Government does not release incumbent contract numbers or contractor-specific performance data. | |
| What is the budget for 2026? | Not information we are sharing | |
| Is there any possibility of extending the bid submission deadline? | No, there will be no extensions | |
| Can the VA provide the estimated contract value or anticipated annual expenditure for the services? | No | |
| Can the VA provide historical waste quantities by stream, container type, service location, and pickup frequency to support accurate pricing? | See solicitation estimated quantities | |
| Can the refrigerated trailer be connected to an external electrical power source at the main VA hospital? | Yes, upon request | |
| Can the VA provide photographs, specifications, dimensions, or other details of the bulk containers referenced in the solicitation? | No, but specifications are located in the solicitation, table 16.2 SLIN 0001AH | |
| Can the VA provide estimated monthly or annual waste quantities for the main hospital and each additional service location? | Please see solicitation estimated quantities | |
| Can routine pickups be performed on a recurring schedule instead of requiring an on-call pickup within one business day for every request? | No, all pickups are on call at all facilities | |
| Would the VA accept advance confirmation of pickup requirements, such as confirming at the beginning of each week whether a location needs service? | No | |
| Is there a minimum pickup quantity or minimum transportation charge that the VA will accept for individual service visits? | No, all pickups are on call at all facilities | |
| Can the VA provide the authorized waste streams for each individual location, distinguishing general regulated medical waste, sharps, biohazardous waste, and pathology waste where applicable? | See the solicitation | |
| Can the VA clarify the required pricing structure, including whether waste treatment and disposal must be priced per pound for each waste stream? | the bidder makes this determination | |
| Can the VA clarify the required supplies and minimum inventory levels, including the requirement to maintain pallet inventory of 100-core-gauge shipping boxes? | See the solicitation. | |
| Can the VA clarify the required bulk-container types, shipping boxes, and other containers for each waste stream, including applicable quantities and delivery requirements? | see the solicitation 16.2 | |
| How must prevailing-wage requirements be applied to travel time, short on-site visits, and work performed at multiple clinics? | You need to refer to the applicable WD information for this, the Government does not advise on such matters | |
| Confirm the required reefer trailer arrangement, the number of trailers, electrical power availability, and applicable container specifications. | see the solicitation. The bidder must determine how they are going to provide service. | |
| Please advise when responses to offerors' clarification questions are expected to be issued and whether the VA anticipates publishing responses or amendments applicable to all offerors before the proposal submission deadline. | It is the vendors' responsibility to monitor SAM.gov for any amendments | |
| Please clarify the requirements for waste manifests, electronic documentation, online account management, record retention, and submission of supporting waste tracking records. If a VA-designated platform or account is required, please identify the applicable system and access procedures. | see the solicitation | |
| Please clarify how prevailing wage requirements apply to employee travel time between service locations, travel to and from the contractor's facility, and short-duration visits to outpatient clinics, where applicable under the contract and governing requirements. | You need to refer to the applicable WD information for this, the Government does not advise on such matters | |
| Please confirm whether a 48-foot refrigerated trailer is mandatory or whether an alternative trailer or vehicle configuration that meets the VA's operational, safety, and service requirements would be acceptable. | See the solicitation no alternatives are acceptable | |
| Please confirm whether the contractor must use the designated waste dock exclusively for waste-related activities. During trailer exchanges, what arrangements may the contractor use to position the replacement trailer or vehicle without disrupting facility operations? | Yes, see the solicitation | |
| Please clarify the minimum inventory of supplies that the contractor must maintain or provide at each location, including any requirement concerning the quantity of shipping boxes maintained on site. Please also confirm the process for replenishment, delivery requests, and any required delivery turnaround times. | see the solicitation. The bidder must determine how they are going to provide service. | |
| Please clarify the required scope, format, submission deadlines, and data elements for quarterly analytical reports. Please also identify any required templates or supporting documentation not already specified in the solicitation. | This will be provided at the award meeting to the awardee only. | |
| Is there any flexibility available on the 24 Hrs emergency response considering the location distance, traffic etc? | see the solicitation | |
| Please provide or confirm the required container types, specifications, and estimated quantities for each waste stream and service location. Please also clarify any applicable requirements for shipping boxes, sharps containers, bulk containers, and other packaging materials referenced in the solicitation. | see the solicitation | |
| If a service location generates only a small quantity of waste, may the contractor establish a minimum pickup quantity or apply a minimum transportation or service charge, provided that the proposed pricing is clearly identified and permitted under the solicitation? | All pickups are on call only | |
| Please clarify the definition of an emergency service request and the applicable response-time requirements. Specifically, does the stated 24-hour period refer to acknowledgment of the request, arrival at the site, or completion of the pickup? Please also confirm whether emergency services are subject to a separate process or pricing arrangement from routine scheduled pickups. | please see the solicitation | |
| Please clarify whether the requirement for pickup within one business day of notification applies to every routine pickup request or only to specific service requests. Would the VA permit scheduled routine pickups while retaining the specified response requirement for urgent or unscheduled requests? | Yes, it applies to every route. | |
| Can routine waste pickups be arranged on a mutually agreed recurring schedule, such as weekly, biweekly, or another frequency based on actual waste generation, rather than requiring each routine pickup to be requested individually? Please clarify whether the VA will consider scheduled service where it meets all applicable contract requirements. | no, its on call only | |
| Please confirm the geographic boundaries of the required service area and whether the contract includes only the locations identified in the solicitation. If locations may be added, relocated, or removed during the contract term, please explain how such changes will be communicated and how any associated pricing adjustments will be handled. | Please see the solicitation | |
| To assist with estimating transportation, treatment, disposal, and equipment costs, please provide available historical or estimated waste quantities for each service location, broken down by waste stream, container type, and pickup frequency. If available, please also provide monthly or annual totals. | please see solicitation estimated quantities | |
| The solicitation indicates that waste transfers between vehicles are not acceptable. Please confirm whether this prohibition applies to all circumstances, including operational contingencies or trailer exchanges, and identify any permitted alternatives for maintaining uninterrupted service. | yes, all circumstances, except emergencies where the trailer has been disabled. | |
| When the refrigerated trailer occupies the designated dock, what arrangements should the contractor follow to deliver supplies or service the other locations? May supply deliveries be completed separately from waste pickups, or must these activities be coordinated during the same visit? | Please see the solicitation | |
| Please confirm whether the contractor is expected to provide two refrigerated trailers for the contract. Additionally, may the contractor propose a monthly rental rate for each trailer, and is the anticipated rental period continuous throughout the contract term? | There is no requirement to have two trailers there are other ways to accomplish this. The VA expects to pay for one trailer. A two hour turn around is an acceptable time frame to exchange the trailer. | |
| Please confirm whether an electrical power connection is available at the designated trailer location to operate the refrigerated trailer. If power is available, please identify any applicable connection specifications or site requirements. | Yes, it is available upon request. | |
| Please clarify the applicable emergency response requirements, including whether the specified 24-hour response period refers to acknowledgment of the request, arrival at the service location, or completion of the pickup. Please also confirm whether the VA distinguishes emergency requests from routine service requests and whether any separate response or service arrangements apply. | Please see solicitation. |
File details come from the government source that posted it. Updated .