FA2521-07-R-8507 RefusePre-ProposalQuestionsAnswers(5Mar08).doc

FA2521-07-R-8507

Refuse Collection and Disposal

Questions and Answers

1. Is it possible to get a copy of the current collection schedule? I understand that the new requirement requires the contractor to collect at an 80% volume schedule, but the current government approved schedule information would be useful.

Answer: Schedules are not available since current contracts are performance based and the standard states “containers shall not overflow”.

2. Please reference Appendix B. Can the government provide historical data to show the number of Roll Off services provided at Cape Canaveral AFB, Patrick AFB and Kennedy Space Center for the last year?

Answer: All available historical data has been provided.

3. Please reference the PWS, paragraph 1.4.1. Most of the current containers on the sites appeared to be oxidized, dull, rusty, and in need of paint. Because of this, they appeared to be many different shades of brown in color. Different color lids were also noted. Will the government require all containers to be freshly painted to the requirement's "the same shade of dark brown" at the start of the contract?

Answer: Current condition of containers is not relevant. Offeror must comply with the requirements of this solicitation to include the standards in the Performance Work Statement (PWS).

4. Will the current containers on site be acceptable to the government if they are used on the next contract in their current condition?

Answer: Current condition of containers is not relevant. Offeror must comply with the requirements of this solicitation to include the standards in the Performance Work Statement (PWS).

5. Please reference the SF form 1449, block # 28. This states that the contractor is required to return this document and return 1 copy to the issuing office. The instructions to offerors, Addendum to 52.212-1 provide instructions to submit the original and 3 copies of the Cost/Price Volume II, which include the 1449. Can you clarify this contradiction?

Answer: Amendment will be issued to correct SF Form 1449. Follow the instructions set forth in Section L and M of this solicitation.

6. Since this requirement is set aside for HubZone small business, will the prime contractor be required to provide a minimal of 50% of the labor cost if the successful certified HubZone contractor does intend to subcontract work out to a non qualified (non HubZone small businesses)company?

Answer: This requirement, being a competitive total HubZone Program set-aside is governed by the rules of the Small Business Administration. You can find more information at http://www.sba.gov/hubzone or contact your local Procurement Technical Assistance Center.

7. In reference to the above question, how would the subcontract plan between the a HubZone small business to a non-qualifying company be policed, or monitored to insure that a greater portion of the labor cost is not being provided by the non-qualifying company?

Answer: Reference response to question no. 6.

8. During the site visit, I noticed a few containers that were apparently over loaded, and obviously overweight according to the Department of Transportation's standards. Will the contractor be required to service any Roll Off containers that are too heavy to transport on roads and highways, depending on the governing authority?

Answer: If performance is conducted in accordance with the standards set forth in the contract, no container shall ever overflow, therefore this would not be an issue.

9. If the contactor attempts to service a Roll Off container and finds that is blocked, overloaded, or too heavy, will the contractor be able to invoice the government for the service to cover the extra labor and other operating expenses?

Answer: The contractor will be provided names and numbers of authorized representatives of the government that would need to be contacted if such an incident arose. However, this has never been an issue in the past, nor do we expect it in the future.

10. If funding for this project is de-obligated due to a reduced mission requirement, privatization, or and other reason, will the government allow the contractor to negotiate a claim to cover his investment in unneeded equipment, (trucks and containers) that he will obligate himself to purchase at the beginning of the contract?

Answer: All changes to awarded contracts will be conducted in accordance with the Federal Acquisition Regulation and supplements thereto.

11. If funding for this project is de-obligated due to a reduced mission requirement, privatization, or and other reason, will the government allow the contractor to negotiate a claim to cover other fixed costs that will be distributed among the different service fees in an attempt to recover his fix cost expenses, including, but not limited to Project Manager salaries, vehicle insurance, vehicle registration fees, and other support costs that will not lower as a result in reduced service?

Answer: All changes to awarded contracts will be conducted in accordance with the Federal Acquisition Regulation and supplements thereto.

12) 1.2.11 MFH Solid Waste, during the site visit it was noted that there were many houses with multiple 40 gallon containers set out, some had 3 or more, is there a limit to how many containers one MFH unit can set out?

Answer: Each housing unit is issued 3 containers. However, performance must be provided to meet the standards of the PWS therefore, all trash shall be collected and disposed of accordingly.

13) 1.2.2.3 Regulated Food Waste, there is no definition of this waste stream in Appendix A, could one please be provided?

Answer: Amendment will be issued to add this definition. Disposal of USDA Regulated Food Waste. Garbage and unused food originating outside of the U.S. must be handled according to USDA requirements to prevent the dissemination of foreign pest and diseases that pose a danger to U.S. public health and agriculture. These requirements are specified in 7 CFR 330; advance notification requirements for vessels entering U.S. ports are contained in 7 CFR 330.111. Refer to the U.S. Department of Agriculture for additional information as stated in the PWS.

14) 1.2.2.3 Regulated Food Waste, please confirm that we will receive a minimum of 48 hours notice for the placement of the container for this waste stream as well as 48 hours notice for the collection and removal of the waste.

Answer: The PWS outlines the requirement clearly.

15) 1.4.1 Bulk Containers, does the Government consider the incumbents containers to be in satisfactory condition and sufficiently well maintained to meet the standards set out in this section?

Answer: Current condition of dumpsters and roll-offs is not relevant. Offeror must comply with the requirements of this solicitation to include the standards in the Performance Work Statement (PWS).

16) 1.4.1 States that in addition to ensuring all container lids are closed after servicing the container, the Contractor is also responsible for closing them “whenever they are observed to be open”. Does this mean that whenever they are observed to be open by the Contractor, or is it the Government’s intent to call the Contactor to make a specific trip to close a lid whenever they see one open?

Answer: The contract requirement standard states that the lids to containers following service shall be closed. The government would not make specific calls to close container lids, but will take appropriate actions to identify the reason for the problem.

17) 1.5 Special Events/Projects, the servicing of the Malabar Annex container is included under this section and Section B “Price Table” of the solicitation document, both indicates that service of this location will be paid for as a special event. However, Appendix B-2 page 24 shows that this container is to be serviced prior to 80% capacity. Please clarify whether the Government QAP will call for this can to be serviced and authorize payment under X00203 or are we to schedule the service ourselves and charge for each service under this ELIN?

Answer: Amendment will be issued to correct standard from 80% capacity to once bi-weekly in regards to monthly CLIN X002AC. X00203 applies to unit price in regards to Special Events CLIN X002AF as requested by the government. This is outlined in the PWS.

18) 1.6.1 Off Base Disposal, there appears to be a conflict in this clause, in the second and third lines it states that the Government will be billed directly for disposal fees from the County landfill, then in 6th line it states “The contractor shall be responsible for any … fees associated with the use of the off base disposal locations…” please clarify?

Answer: There is no conflict. Disposal “tipping” fees will be billed directly to the appropriate installation by the Brevard County Landfill. Contractor shall be responsible for any additional amounts associated with permits or fees (charges) which are required for the performance of the required services. Examples: Brevard County charges a contractor a permit fee to enter the landfill with their vehicle or the contractor required to pay a fee for a license or permit to pick up and dispose of green waste at an off site recycling facility.

19) 1.6.4 the last line states “Any disposal costs incurred for recyclables shall be included in the contract price.” As this paragraph only refers to metals taken to DRMO, please confirm that the DRMO does not intend to charge for the metals.

Answer: DRMO is on the installation and will not charge.

20) 4.4 and 4.4.3 please confirm that the requirement that “contractor vehicles shall be used solely for…. Performing services in this PWS” only applies to the “primary” vehicles and not the backup vehicles referred to in 4.4.3

Answer: All contractor vehicles shall be used solely for “the intended purpose of performing services” which is interpreted as the appropriate type of vehicle for the requirement must be used. For example, you may not use a pick up truck to collect refuse in Military Family Housing or a front end loader to move a rolloff. How you manage and maintain your fleet is up to you but no vehicles without appropriate registration and insurance will be allowed on government property. Contractor is responsible for complying with the standards set forth in the PWS.

21) Appendix B, Historical workload data. In addition to the number of lbs of regulated waste generated annually could you also please provide the number of times the 2-cyd containers were serviced at each facility during the corresponding periods?

Answer: No data available.

22) Appendix B, Historical workload data. The roll off tonnage for Patrick AFB is considerably higher than the other locations. Was this driven by one-time projects or is the number given a historical average that should continue during the life of the forthcoming contract.

Answer: Historical average over 4 years. It is not consistent from year-to-year.

23) Appendix B-1. We respectfully request that the Government provide the current container service schedules for each facility. We understand the performance based service requirement of this contract and that historical container service frequencies may not be indicative of future requirements. However these schedules would greatly assist in estimating vehicle requirements and preparing our cost estimates.

Answer: No schedules are available.

24) Appendix B-1 p20 Bldg CX18 and CX46, what is Non-Hazardous Blast Media? Does it have special disposal requirements? What is the density of this material?

Answer: No special disposal requirement. Densities are variable.

25) Appendix B-1, could you please provide historical service frequencies for rolloff containers that are to be serviced prior to reaching 80% capacity?

Answer: No. Historical service frequencies do not exist for roll-offs.

26) Item X001AC and X003AC. Why is there a monthly charge line item for this service, when it is a requested service, which will be paid for under X00101 and X00301 respectively? Also this Line Item does not exist for PAFB.

Answer: Amendment to be issued to add CLIN for PAFB. All regulated food waste containers will be placed at beginning of contract period and shall be maintained according to PWS requirements. Due to the unknown quantity and frequency, QAP will call for pick-up and disposal as needed. Line items in pricing table are used to not just place calls for special events but to address budget cost of adding/deleting requirements. All items in Section B must be complete to be considered for award.

27) Item X001AG please clarify what number should be inserted as the Unit Price. Is it the total of individual service pricing for Item #’s X00101 through X00112 on the Section B Price Table for the Basic Year? If this is correct then this Item will only reflect the pricing for one of each type of service listed on the Section B Price Table. This question also applies to X002AF and X003AD

Answer: Amendment to be issued to correct. Lump sum amounts will be filled in by the Government at time of award which will indicate the “Not to exceed” funded amount obligated on that CLIN for the purpose of placing calls for special services based upon the unit prices identified in the price table.

28) X002AG we are confused as to what is meant by a lump sum for this line item. If the unit price were the unit price for either a 30 cy or 40cy rolloff provided in Section B ELIN X00205 or X00206 then i) how many of each ELIN would make up the lump sum? ii) Won’t this service also be priced under 0002AF? iii) Answer: Amendment to be issued to correct. Lumps sum amounts will be filled in by the Government at time of award which will indicate the “Not to exceed” funded amount obligated on that CLIN for the purpose of placing calls for concrete/asphalt container special services based upon the unit prices identified in the price table. The obligated amount will be dependent on the awarded contracts unit prices and the historical workload.

The hauling of concrete and asphalt waste is usually done in a 20cy rolloff for which there is no pricing category in X002

Answer: Amendment to be issued to add items for pricing these containers.

29) During the briefing at the site visit we were advised that submittal due date for the complete Volume 1 of our proposal “Present and Past Performance” was 6 Mar ’08. However, the only reference to this date in the solicitation documents is the requirement in Section L, A (8) Questionnaires, that the “Completed questionnaires should be submitted to the Contracting Officer by 6 Mar 08.” These will be sent directly from the POC’s at our reference contracts. There is no indication in the solicitation that the completed Volume 1 should be submitted prior to the Offer due date set out in block 8 of the 1449 (02.00pm 17 Mar 2008). Please clarify.

Answer: Amendment to be issued to correct the oversight. However, due to amendment, submission of Volume I and Volume II will be changed to read 17 Mar 2008 at 2:00PM (local time).

30) Please confirm the Current Prime Contractor and contract value per contract period.

Answer: Patrick AFB: Waste Pro; Cape Canaveral AFS/Kennedy Space Center: Space Gateway Support Any information relating to a current contract must be requested through the Freedom of Information Act process.

31) Please confirm the number of containers below:

Answer: All container information available is specified in the solicitation documents.

i) CCAFS - Industrial FEL cans -

199 with the majority being 6 & 8 yards

On-Board ships-

3 x 8 yards

Metal Recycling-

13 cans (varies from 2 through 6 yds)

Food Waste Containers – 2 x 2yds

General Purpose Cans- 3 x 55gal

Roll-Off- 9 x (20-30yds)

ii) PAFB - Industrial FEL cans -

94 with the majority being 6and 8 yards

Compactor - 1 x 30yd self-contained

Regulated Food Waste Containers – 1 x 2yd (incinerated w/48 hr notice)

General Purpose Cans- 96-55gal

Roll-Off-

7 x (20-30yds)

Multi-Family Units -

iii) KSC - Industrial FEL cans -

227 with the majority being 6 and 8 yards

Regulated Food Waste Containers – 1-2yd (incinerated w/48 hr notice)

Bulk Roll-Off- 2 x (30yds) Green Waste/C&D

32) Disposal Tracking System: Is it only the Tipping Fees that are tracked and invoiced separately between the (3) facilities, or is the overall refuse collection effort billed to each respective agency in respect to the scope of work?

Answer: As stated in the solicitation, each installation will issue separate delivery orders for services. Therefore, all refuse efforts shall be kept separate and invoiced as directed on the individual delivery order. Disposal “tipping” fees are billed directly to the installation from Brevard County Landfill therefore these must be tracked and provided to the appropriate installation.

33) Please confirm that the contractor cannot store any equipment at the storage location?

Answer: Definition of equipment in your question? PWS paragraph 3.1.1 states “”can be used for storage of excess dumpsters and roll offs used on Patrick AFB”.

34) On page 3 of 4 Paragraph 5 of the solicitation it says that the proposal cannot be more than 10 pages and is to be spiral bound, is there a limit on size of the proposal submitted on 17 MAR?

Answer: Question reference is unclear. The solicitation is over 120 pages long and there is no specific Paragraph 5 and cannot locate . The stipulation in Section L is that Volume I may not exceed 45 pages in length. There is no page limitation on Volume II.

35) Please clarify on page 105 of 120 (Volume 1 Present/past performance (factor1) says 45 page limit? Confirm this is the 6 MAR Past Performance information.

Answer: Yes.

36) Page 4 of PWS, 1.6.4 talks about recyclable scrap metal, but it does not address C&D (construction and demolition) and Green Waste, as to who pays the costs for tipping fees. Please confirm who is responsible for these tipping fees, i.e. the contractor--factored into the proposal, or the GOV reimbursable.

Answer: PWS paragraph 1.6.3 states tipping fees for asphalt and concrete disposal shall be included in the unit price for the service.

37) How many times a week do the containers need to be serviced per location?

Answer: This is a performance based requirement in which the government is not instructing the contractor as to how many times containers need to be serviced per unit of time, per location. The contractor must follow the requirments of the PWS.

38) Approximately how many special events occur per year?

Answer: Information contained in the RFP is the best information the government has provided.

39) Regulated food waste historical annual quantity is listed in pounds. The quantity for all three locations average from 2 lbs to 12 lbs per week assuming the 2 yard containers are serviced at least once per week. How often do these container need service?

Answer: PWS paragraph 1.2..2.3 states “Waste shall be collected and removed within 48 hours fron notification by the QAP”. No scheduled pick up is required.

40) On the MFH will the refrigerators have the CFC's evacuated out of the unit?

Answer: Refrigerators should not be disposed of through this contract instrument, but in the case that it did occur, the CFC’s would be evacuated from the units before pick-up by the contractor.

41) Are there any provisions for bidding year to year for the potential in extreme fuel cost increase that would be above the normal 3% CPI increase?

Answer: No.

42) If not can we look at renegotiating the contract year to year if fuel has doubled in one year?

Answer: Firm fixed price contracts cannot be renegotiated after award.

43) Are there any provisions for acts of God like a Hurricane? There will obviously be additional collection requirements. Is there an adjustment that can be made in these circumstances?

Answer: See Special Events CLIN’s and PWS.