ESBD_File_324020_Addendum #1- Pre-Proposal Questions-Sign In Sheet-Attach B-FINAL-06022023.pdf

Texas State University

Addendum #1

RFP# 754-Waste Hauling Services-2023

02 June 2023

Addenda #1-#754-Waste Hauling Services-2023-Pre-proposal sign in sheet-Questions & Answers.

Q1. Please provide more definitive information regarding the number and the durations of the requests that are outside or beyond the RFP scope of work.

A1. Per Section 5.3.5, the number and duration of events outside SOW will vary based on annual and/or seasonal special events scheduled (residence hall move in-move out, football game tailgating activities, new student orientation, board of regents meetings) and can be negotiated and scheduled accordingly with TXST designated representative only.

Q2. Are there any Sunday pickups for any type of container(front load, compactor, open top, etc.)

A2. No.

Q3. Timing of award-RFP states decision made in August, with start date 09/01/2023.

Purchasing 350k worth of equipment, 30 days lead time is difficult to acquire equipment.

Would Texas State (TXST) consider a 60-90 day lead time?

A3. Based on anticipated award in July 2023, University will work with contractor(s) during the transition.

Q4. RFP indicates TXST will dictate MRF disposal site. What is the current MRF location?

Would TXST consider alternative suggestions?

A4. Per Section 5.5.13, all trash collected by contractor shall be hauled to and disposed of at a disposal site licensed by the State of Texas. Disposal site shall have adequate capacity to accommodate all waste disposal requirements of TXST. Current MRF location is being determined by current contractor and in accordance with State of Texas requirements. TXST is open to consider any MRF disposal site that is licensed by the State of Texas and that meets TXST standards.

Q5. On Attachment B, there are several descrepancies in comparison to RFP. Page #1 indicates 7- 35 cubic yard and on page two there’s additional 5-35 cubic yard. Top of page 2 is incomplete.

A5. Page 2 of attachment B that indicates 5-35 cubic yard self contained compactors is deleted and removed from RFP. Top 2 lines of page 2 are deleted and removed from RFP.

Q6. On schedule A, the front load containers. Does this include 9-8 cubic yard containers for OCC? On this list, which ones are MSW and which ones are single stream? Or are all the containers MSW?

A6. The 9-8 cubic yard OCC recycling containers are included in schedule A- recycling roll offs tab 3 are provided by contractor, and serviced by TXST employees. Attachment A contains 3 sheets (excel workbook tabs). The front load dumpster page is list of all front load containers for solid waste only. The compactors page contains the list of compactors of various sizes for solid waste only and 2-40 cubic yard Pakforce recycling compactors with receiver boxes. The recycling roll offs page contains the list of 9 OCC recycling containers serviced by TXST and list of 12 roll offs for campus solid waste and recycling needs.

Q7. On all compactors and temp roll offs can you provide 12 months of data, with frequencies and tonnages?

A7. TXST does not record or archive volume data or frequencies for compactors or roll offs.

Q8. Is there a map with locations for all front load, compactors, and open top?

A8. There is not a comprehensive map with detailed locations. However, in Attachment A “Container List”, there is a column titled “TXST Map Location” on each tab which references the map locations of each building. Link to campus map below:

https://gato-docs.its.txst.edu/jcr:ead5c19d-071d-46d7-b374-a589bae3d559/2022-2023- Parking-Map_20220808.pdf

Q9. Please explain TXST personnel in collecting waste and recycables so we can understand and know how best we can support them.

A9. TXST Grounds & Waste Management Operations Department has 1 supervisor, 1 head technician, and several other dept employees who handle solid waste and recycables management campus wide. https://www.facilities.txst.edu/grounds.html

Q10. Section 5.5.9 & 5.3.10 seem to be somewhat conflicting. Are compactors required to be washed after each service or on request?

A10. Section 5.5.9, sentence #1 is amended to the following: “Self-contained compactors shall be thoroughly cleaned and disinfected when needed or as requested by designated TXST representative at the time of each haul and return.”

Q11. On schedule B, there are 12 35-yard self-contained compactors listed for pricing. There are 7 listed under (F) on page one and an additional 5 listed on page 2. The RFP references 7 35-yard self-contained compactors. Please clarify if there are twelve (12) or seven (7) 35-yard self-contained compactors. If there are seven (7), will schedule B updated?

A11. There are 7-35 cubic yard compactors campus wide. Refer to Question and Answer #5 for further information.

Q12 What preferred time would the University prefer the respondent to haul front loads, roll-offs, and compactors?

A12. TXST preferred pick up and return times are before 6 am and/or after 3pm.

Q13. Are the two recycling compactors listed on Attachment A, both OCC? Or is one OCC and the other SSS (Single Stream Recycling)?

A13. 1 compactor is for OCC and the other compactor is for card stock/paper stock only.

Q14. In the case of an emergency such as natural disaster, will selected contractor be responsible for debris and waste disposal campus wide?

A14. TXST will contact designated contractor(s) first. However, the University reserves the right to select a different contractor should the contractor not be available.

https://gato-docs.its.txst.edu/jcr:ead5c19d-071d-46d7-b374-a589bae3d559/2022-2023-Parking-Map_20220808.pdf https://gato-docs.its.txst.edu/jcr:ead5c19d-071d-46d7-b374-a589bae3d559/2022-2023-Parking-Map_20220808.pdf https://www.facilities.txst.edu/grounds.html

Q15. Are we correct in assuming that the two 40cy stationary packers are for single stream recycling and all the self-contained compactors are for waste/landfill?

A15. Yes.

Q16. Section 5.4.1 States “Normal working hours for Texas State University are from 8:00 a.m. to 5:00 p.m. Monday through Friday. Please note that Contractors must be sensitive to the progress of classes and residents living in residential buildings (dormitories) and the need to minimize noisy or disruptive activities during these times. A proposed container collection schedule shall be submitted to Texas State for approval.” Can services only be performed inside the University’s normal working hours? Does the university have a preferred container collection schedule that we could reference when creating ours? Can we service at night if we avoid residential buildings?

A16. Refer to Question and Answer #12. Services during “night” times are only permitted during special events (residence hall move in/ move out) approved by TXST designated representative or if special request is made to do so by TXST designated representative. All other scheduled services are during normal business hours or preferred pick up and haul off times.

Q17. On Attachment B, there is a space for 25 cubic yard roll off pricing. This is a fairly uncommon roll off size. Does the University currently utilize 25cy’s?

A17. No. 25 cubic yard roll off container is deleted and removed from attachment B and

RFP.

Q18. Regarding the line item below, is this referring to open top roll offs? If so, can the Haul Fees be broken out by size (20cy, 30cy and 40cy roll off containers)?

A18. Refer to response Question and Answer #5 for top 2 lines of attachment B. Refer to Attachment B, Section H for fees broken down for roll offs by size and provide response accordingly.

Q19. Section 6.1 refers to the maximum annual price escalation for the 2 renewal options.

Will the University accept price adjustments based on a consumer price index?

A19. No.

Q20. Will University’s renewal options be exercisable with or without Contractor’s agreement? a. Is pricing for the renewal periods determined/agreed to at the time of renewal?

A20. No. See section 1.5 for renewal terms and conditions. a. See section 6.1 of the RFP.

Q21. 5.5.7 provides that each year, “All front load containers will be replaced with new, freshly painted, and clean units that are in good condition and dent free.” Given the cost of procuring new containers each year, will University allow Contractor to inspect, repair or refurbish containers as needed, instead of replacing them?

A21. Yes.

Q22. Paragraph 1.B, Sample Agreement, provides “all services previously performed by Contractor on behalf of the University and included in the description of the Work, shall become part of the Work subject to the terms and conditions of this agreement.” Can University please provide clarity on this point? Does this include work performed under prior contracts between University and Contractor?

A22. It will depend on awarded vendor to this RFP. No, it does not include work performed under prior contracts.

Q23. 5.4.6 States “Failure to provide service on a timely basis will constitute grounds for termination of contract. Compactor and roll-off service shall be provided as scheduled and emergency haul offs within twenty-four (24) hours.” Because emergency hauls legitimately cost more than scheduled service, can we propose rates specific to “emergency hauls offs within 24 hours”?

A23. No.

Q24. 5.5.14 states “Contractor shall randomly service the campus one day per month in which only Texas State waste is collected and taken directly to landfill or other weight station facility. From this, a monthly report on the actual weight of waste collected on that day’s run, along with the specific containers emptied, will be generated, and provided to Texas State.” Is the University asking for all containers (regardless of service schedule) to be serviced on that day? In order to keep costs down, would the University consider less frequency (i.e. quarterly or semi-annually)?

A24. No. Only scheduled containers will be weighed that day or as requested by designated representative(s). No other time frequencies will be considered at this time.

Q25. 5.3.2- Does TXST permit company logos on our FL/RO containers?

A25. No.

Q26. Paragraph 5.3.9 requests frontload containers modified to provide a large door at the bottom front for cardboard…. “Texas State staff will do cardboard collection.” Is the Contractor hauling cardboard, or is the University? Will the University provide schematics for the design of these containers?

A26. TXST is hauling off cardboard. TXST is unable to provide schematics for the design of this container.

Q27. Paragraph 5.5.1 of the RFP provides that the Contractor is responsible for making repairs to equipment. This is certainly our expectation for wear and tear as well as damage that we cause. Will the University be responsible for the cost of repair for damage to contractor’s equipment that occurs while the equipment is in University’s care, custody and control?

A27. Per section 5.5.1, contractor shall supervise and be responsible for all repairs, maintenance, and coordinating of all portions of service(s) to containers to the satisfaction of TXST designated representative.

Q28. The RFP requires an Owner’s Protective Liability Policy. Will University accept a comprehensive CGL policy instead? If not, what coverage is lacking from a CGL policy that is included under an Owner’s Protective Liability Policy?

A28. Yes. The Commercial General Liability policy is accepted. OPL is the term broadly used to allow all types of commercial, residential, or other project specific terms and conditions to be accepted.

Q29. 5.5.7 requires compactor units to be checked and refurbished annually in September. Is September a hard and fast date, or would the University consider another month based on mutual agreement?

A29. TXST will consider another month if it does not interfere with TXST special events and activities calendars campus wide.

***Additional amended note(s) added are as follows: ***

In section 3.1 of RFP, Respondents qualifications and references is equal to 60% of score rating.

Furthermore, Cost of proposed goods or services is 40%.

In Section 5.3.10 of RFP, the driver must return compactor, plug in all hoses, plug in electrical plug, turn on key, and turn on compactor and run a full cycle to ensure compactor is returned to its original condition and operation as when it was picked up to empty.

A revised Attachment B is attached to RFP and replaces original attachment B from 05/11/2023.

ATTACHMENT B

RECYCLING/ SOLID WASTE COLLECTION & DISPOSAL REQUIREMENTS

FREQUENCY OF COLLECTION (PER WEEK)

A. FRONT LOAD DUMPSTER BIN VOLUME

1 2 3 4 5 6

4 CU. YD. $______ $______ $______ $______ $______ $_____

6 CU. YD. $______ $______ $______ $______ $______ $_____

8 CU. YD. $______ $______ $______ $______ $______ $_____

B. 30 CUBIC YARD SINGLE STREAM RECYCLING ROLL OFF CONTAINER

C. 8 CUBIC YARD OCC RECYCLING ROLL OFF CONTAINER MONTHLY RENTAL FEE

D. TWO-40 CUBIC YARD 2.5 PAKFORCE COMPACTORS MONTHLY RENTAL FEE WITH 40

YARD RECEIVING BOXES.

$______ EACH MONTH

E. TWO-40 CUBIC YARD 2.5 PAKFORCE COMPACTORS MONTHLY HAULING FEE WITH 40

YARD RECEIVING BOXES.

$______ PER HAUL

F. SEVEN (7) 35 CUBIC YARD SELF-CONTAINED COMPACTORS

1. MONTHLY RENTAL FEE $ _________

2. PULL AND RETURN $ _________

G. ONE (1) 30 CUBIC YARD SELF-CONTAINED COMPACTOR

2. PULL AND RETURN $ __________

H. ROLL-OFF SERVICE 20 CU. YD. 30 CU. YD. 40 CU. YD.

1. DELIVERY CHARGE $______ $______ $______

2. PULL & RETURN $______ $ ______ $______

RECYCLING/ SOLID WASTE COLLECTION & DISPOSAL REQUIREMENTS

I. THREE (3) 25 CUBIC YARD SELF-CONTAINED COMPACTORS

2. PULL AND RETURN $ __________