Q_A 2-24-21.pdf

Questions and Answers Solicitation FA282321Q4002 24 February 2021

Q1. Could you please tell me if the Combined Synopsis/Solicitation posted as solicitation number FA282321Q4002 will be a follow-on requirement to any work performed currently or in the past, or will this be a new requirement?

A1. The requirement advertised in solicitation FA282321Q4002 is a follow-on to the current contract

FA282316C4001.

Q2. When is a site visit scheduled?

A2. SITE VISIT CLARIFICATION: The Government does not intend to facilitate or offer a site visit for this requirement. As the refuse receptacles are varied in distance and location, it is not feasible for the Government to facilitate a site visit to the receptacles themselves. Additionally, the locations of each receptacle for this requirement can already be found in Appendix A and B of the Performance Work Statement (PWS). To facilitate effective communication between the Government and interested parties, the Government intends to provide answers to questions as they are received, as opposed to waiting for the questions due date to pass. Interested parties are highly encouraged to submit questions regarding any additional information required in order to be able to develop an offer.

Note: Questions and Answers documents (Q&A)s are cumulative. Reviewing the most recently dated version will show any and all questions and answers addressed up to the date referenced on the document.

Q3. When are questions due for the solicitation?

A3. Paragraph D10 of the solicitation covers formal communications, to include questions. It states that they are due no later than 10 calendar days prior to offer due date which is 1 March 2021.

Q4. Will you grant a 2 week extension for offers due?

A4. The Government anticipates adequate competition with the time frame currently allotted, therefore we do no plan on granting an extension at this time. If, in the future, it appears that adequate competition may not be obtained, we will consider an extension.

Q5. In reviewing the container type, size and service frequencies shown in Table A2 – Tasks & Estimated Frequencies against the quantities on Attachment 4 Refuse Bid Schedule we noted the discrepancies shown on the following table. Could you please correct the discrepancies so bidders have accurate quantities for equipment purchase and pricing?

A5. Table A2 of the PWS has been corrected to match the Bid Schedule and attached in Amendment 2 to the solicitation.

Q6. Table A2 – Tasks & Estimated Frequencies shows the following container locations that have service levels that are not listed on Attachment 4 Refuse Bid Schedule:….. Please correct these entries in Table A2 or if they are correct please add these service types to the Attachment 4 Refuse Bid Schedule.

A6. Corrected to reflect actual requirement

Q7. Please provide the Size, Type and Service Frequency information for Building # 724 - TLF Postal Point listed in Table A2 – Tasks & Estimated Frequencies.

24 February 2021

A7. Building has been removed from Appendix A2

Q8. Attachment 4 Refuse Bid Schedule. Please confirm that the line “Roll off containers disposal fees –

107.50 TN per Month” is to be used for pricing the disposal of Construction Debris (Appendix A ITEM 1 Construction Debris 1290 Tons Annual).

A8. CORRECT

Q9. PWS 1.1.2 Bear Proof container requirement states that the Contractor shall provide 8 Bear Proof containers per contract year. However the quantities of Bear Proof Containers in each line Item on Attachment 4 Refuse Bid Schedule does not change from year to year? Shouldn’t the quantity of Bear Proof containers in the Line Items increase each year and shouldn’t there be an offsetting decrease in normal 8CY containers?

A9. Attachment 4 Refuse Bid schedule has been amended to reflect increase in Bear Proof cans and decrease in standard 8 yd cans.

Q10. PWS 1.1.2. Bear Proof Waste Container requirement states “The Guardian by Bearicuda part # DMP108FL ….This contract requires 40 such containers at start up to be placed in accordance with Appendix A.” Bearicuda is currently quoting a 12 to 18 week lead time for an order of 40 containers.

Accordingly, these containers are not available for contract startup, would the government please adjust this requirement to allow for manufacturer’s lead time.

A10. PWS para 1.1.2 has been amended to read “20 weeks after contract start up”

Q11. PWS 1.1.2. Bear Proof Waste Container section further requires that the Contractor provide 8 additional Bear Proof containers per year within 14 calendar days of request. Bearicuda does not keep these containers in inventory and again quoted 12 to 18 weeks for future deliveries. Would the government please modify this requirement to allow for the manufacturer’s lead time.

A11. PWS para 1.1.2 has been amended to read “20 weeks”.

Q12. PWS 1.1.2 Bear Proof Waste Containers, would the government please provide a Line Item in each contract out year for the addition of extra 8 CY Bear Proof containers, the Line Item UoM should be each to allow for pricing of the cost of the additional Bear Proof containers over the remaining term of the contract.

A12. The line item in each out year indicates an increase of the 8 bear proof cans as EA following the correction to question 11 above.

Q13. PWS 5.0 Appendices states “Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement or amendment giving rise to the increase in cost of performance.” Please confirm that the 15-calendar day limitation does not apply to requests for reimbursement of Wage Determination pay adjustments which have a 30-day limitation.

A13. Adjustments due to changes in DOL Wage Determinations will be handled in accordance with FAR 52.222-43(f), as it will be included in the contract.

24 February 2021

Q14. PWS APPENDIX A line 18 shows a monthly Quantity of 85 for On Call roll off container services. The actual historic average over the current contract has been 59 per month, with a one time high of 79 and a low of 36 in a month. It is important that bidders have the correct historic average so that they can allocate their cost of equipment and personnel correctly.

A14. PWS Appendix A, line 18 workload is estimated based on known or anticipated growth. Quantity is 85 per month.

Q15. The solicitation does not provide a due date and time for this proposal. Can the Government please provide one?

A15. The due date and time for this solicitation is March 1st, 2021 at 2:00 p.m. Central Standard Time, as seen in the “General Information” section of the Beta Sam posting.

Q16. Can the Government please confirm that Offeror Teammates (subcontractors) can provide past performance information as part of the proposal submission?

A16. In accordance with paragraph C3, it is allowable so long as the instructions/requirement for the consent letter is adhered to.

Q17. Past Performance References: Comment: Are the page limitations for each individual reference?

A17. In accordance with the quotation preparation instructions offerors are allowed 4 pages per past performance reference (Attachment A) and 10 additional pages to allow for submitted on any other past performance information. Attachment B and Attachment D are part of Volume II but are not counted in the page limitations.

Q18. Does the Offeror need to complete Attachment A in its current PDF form?

A18. Paragraph A5 of the RFQ identifies MS Word, Adobe PDF, and MS Excel as being acceptable. Please stay aware of the 4 page limit.

Q19. Can the Offeror convert Attachment A to a word file and complete it in that form to ease in expanding the content to 4 pages?

A19. Yes, see answer 18 (A18)

Q20. PWS 1.5 States “The monthly invoice shall be submitted to the government COR no later than three (5) workdays following the month of service…” Can the Government please clarify if the timeframe should be 3 workdays, or 5 workdays?

A20. The timeframe should be three (3) work days. The PWS has been updated to reflect this correction.

Q21. PWS 2.1 states “The contractor shall develop and maintain a quality control program to ensure custodial services are performed IAW commonly accepted…” Since this is a contract for Refuse Collection Services, is the reference to custodial services an error.

A21. The PWS has been updated to reflect “ISWM practices.”

24 February 2021

Q22. Table A1, Item 7 states 15 8cy 5xweek service. In Table 2A, we counted only 10 8cys that are serviced 5x week. Which amount does the government want the bidders to bid on?

A22. Contractors are expected to complete Attachment 4 Refuse Bid Schedule, as this is what will be utilized to determine the Total Evaluated Price (TEP) and ultimately help determine who is awarded the contract.

Q23. Table A1, Item 8 states 81 8cy 3xweek service. In Table 2A, we counted only 75 8cys that are serviced 3x week. Which amount does the government want the bidders to bid on?

A23. Please reference the answer to question 22.

Q24. Table A1, Item 9 states 62 8cy 2xweek service. In Table 2A, we counted only 44 8cys that are serviced 2x week. Which amount does the government want the bidders to bid on?

A24. Please reference the answer to question 22.

Q25. Table A1, Item 10 states 108 8cy 1xweek service. In Table 2A, we counted only 127 8cys that are serviced 1x week. Which amount does the government want the bidders to bid on?

A25. Please reference the answer to question 22.

Q26. Table A1, Item 11 states 58 4cy 1xweek service. In Table 2A, we counted only 52 4cys that are serviced 1x week. Which amount does the government want the bidders to bid on?

A26. Please reference the answer to question 22.

Q27. Table A1, Item 12 states 34 2cy 1xweek service. In Table 2A, we counted only 28 2cys that are serviced 1x week. Which amount does the government want the bidders to bid on?

A27. Please reference the answer to question 22.

Q28. Table A1, Item 13 states 68 8cy cardboard 1xweek service. In Table 2A, we counted only 31 8cys cardboard that are serviced 1x week. Which amount does the government want the bidders to bid on?

A28. Please reference the answer to question 22.

Q29. Table A1, Item 14 states 22 8cy cardboard 2xweek service. In Table 2A, we counted only 14 8cys cardboard that are serviced 2x week. Which amount does the government want the bidders to bid on?

A29. Please reference the answer to question 22.

Q30. PWS 1.1.10 Vehicle Weighing. “The contractor shall submit a monthly report IAW paragraph 1.5.

which includes weight tickets reflecting the disposed tonnage figures, date of disposal, and type of vehicle and cost of landfill tipping fees. The contractor shall be paid in accordance with separate contract line item per contract Schedule. Please confirm that the government will reimburse the actual disposal costs incurred regardless of the Unit Price the contractor bids on Line Item x001, 1001, et seq.

specifically the “107.5 tons of Roll off containers disposal fees” and the “385.4 tons of Refuse Disposal Fees”. For example, if the contractor collects 400 tons during a given month and the disposal facility charges are $25,000 for that month, the government would reimburse the contractor $25,000.00

24 February 2021 regardless of the Unit Price amount the contractor bid for x001 for Rolloff and Refuse Disposal Fees. b) If this is correct, then it seems that the Unit Price for this Line Item for all years should be factored out or extended by the government for price evaluation purposes. This would avoid a contractor entering an unrealistically low price for the line item, to keep their price down, when the government would still be required to reimburse the contractor based upon the submitted disposal invoice. There have been numerous contractors in this space over the past several years who try to “game the system” by doing this exact thing. They bid a low tonnage amount on the bid sheet, and then submit the actual, higher priced invoices for reimbursement after contract award. In order to combat, the Government has been utilizing Not To Exceed amounts for the disposal CLINs for each year so that this Line Item will not be manipulated for price evaluation purposes.

A30. Contractors are expected to complete Attachment 4 Refuse Bid Schedule with the amounts that they are offering for disposal on a “per ton” basis. At the end of the month, the contractor will submit weigh tickets reflecting the disposed tonnage figures, date of disposal, and type of vehicle and cost of landfill tipping fees. The Contractors will invoice, and be paid for the tonnage disposed at the rates offered in Attachment 4 Bid Schedule and ultimately included in the contract.

Q31. Bear Proof Containers. Are there any lock bars on the containers? If so, what type?

A31. PWS para. 1.1.2 details the container requirements. Please refer to the manufacturer’s literature for more detailed specifications.

Q32. PWS 1.1.3.1. PWS only lists permanent cans and doesn’t list floater cans and there appears to be numerous extra containers. How many extra unscheduled roll offs (20cyd, 30cyd, and 40 cy) roll offs are needed for the contract?

A32. No more than 20.

Q33. PWS 1.1.3.1; Att4 Bid Scheduled.

a) If the Government calls to relocate a half full roll-off to another building, can the awarded contractor charge a haul fee under the “Provide service to roll off containers” line item?

b) If the answer is no, will the Government consider adding a relocate line item for RO and FEL containers?

A33a. The PWS does not currently allow for separate haul fees for unscheduled pickups and special events. Should a container need to be moved as identified in the question, the contractor would expect to be invoiced for a servicing in accordance with Attachment 4 Bid Schedule.

A33b. The Government does not plan to adjust the line items at this time.

Q34. PWS 1.1.2. This needs to be very specific as bear proof containers can vary in specifications and cost. All bidders should be on the same playing field in terms of this requirement. Will the government please provide what requirements the bear proof containers need to meet?

A34. PWS paragraph 1.1.2 details the container requirements. Please refer to the manufacturer’s literature for more detailed specifications. No alternatives have been approved as of this solicitation.

Q35. PWS 1.1.1.2.

24 February 2021

a) Question: Will the government provide pictures of each compactor?

b) Question: What are the voltage for each compactor?

A35a. The Government is not able to provide pictures at this time.

A35b. Industry Standard, 600V, 3 Phase, 30 Amp

Q36. PWS 1.12. Does the government want all cans to be bear proof at some point during this contract?

A36. The Government does not anticipate all cans being bear proof at any time during this contract.

Q37. PWS 1.1.1.1. Contracts similar to this size requires primary trucks to me no older than 3 years old.

a) Question: Is there a certain age that the collection trucks need to be?

b) Question: Is this a requirement for this contract?

A37a. Please reference PWS paragraph 4.11.4 for vehicle requirements.

A37b. Please reference PWS paragraph 4.11.4 for vehicle requirements.

Q38. PWS 1.1.1.1. Storing vehicles on base would greatly expedite service to the Government and save cost to the Government. Can the awarded contractor please store vehicles on the base?

A38. Please reference PWS paragraph 3 for vehicle storage.

Q39. PWS 1.1.1. The storage of extra containers would greatly expedite service to the Government and save cost to the Government. Can the awarded contractor please store extra containers for the Eglin contract ONLY on the base?

A39. Please reference PWS paragraph 3 for container storage.

Q40. PWS 1.2.

a) Question: How many roll-offs are designated for scrap metal?

b) Question: Where does the scrap metal go and who received the rebate?

A40a. Two (2) A40b. Currently it is transported to an off base recycle center where it is received for free. Contractor bills against roll off servicing line item. Currently neither the contractor nor the government receives rebates or payment for material.

Q41. PWS 1.2. Where does the cardboard get delivered, and who pays for the processing fee/receives rebate (if any)?

A41. Eglin AFB Recycling Center, Bldg 582. No fees or rebates are involved.

Q42. PWS 1.1.3.3-1.1.3.5. Are there any Government Provided Containers?

A42. Two (2) cardboard gable top roll offs.

Q43. PWS 1.2.6. Composting. Who pays the tonnage at the Wright Landfill?

A43. Wright Landfill is associated with Eglin AFB through formal agreement. Contractor will dump without fees, weight tickets are provided.

24 February 2021

Q44. Att 4 Refuse Bid Schedule. Will the 6 Month Extension be included in the price TEP?

A44. Yes, Section B4 of the solicitation document states that it will be included as a part of the TEP.

Additionally, FAR 52.217-5 states "the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement."

Q45. PWS 4.4.3.1. Will the contractor be able to invoice for hurricane container moves and relocates?

A45. As the containers are contractor owned, the opportunity to relocate them in anticipation of a hurricane will be afforded to the contractor at no cost to the Government. Should a relocation be necessary for an exercise or special event, an invoice would be anticipated as identified in answer 33a.

The following questions have been summarized for posting.

Q46. Will the government please revise the bid schedule to have the bid schedule, Table A1 and Table A2 all agree in terms of frequency, container size, function and quantity?

A46. Table A1 in the PWS is historical data only as identified above the table. The Bid Schedule represents quantities and frequencies that are expected to be on the next contract. Therefore, we do not see a reason to revise Table A1. Table A2 lists current buildings and container types/sizes and estimated frequencies of pick up. There may be instances where the Bid Schedule lists MORE containers than on Table A2 and this is due to known or anticipated increases in quantity. The locations in Table A2 represents what the contractor can expect to service on day one of the contract, but the Government reserves the right to increase the quantities in Table A2 to match the quantities on the Bid Schedule.

Therefore, we do not see a reason to revise Table A2 at this time.

Q47. How will the awarded contractor invoice the regularly scheduled FFP collection? (a) Do we invoice all of the "X" number for 8YD 1 x wk, 2 x wk, 3 x wk, etc by the bid unit price and quantity, no more no less? (b) Or, does the monthly quantity fluctuate for actual work performed for regularly scheduled collections?

A47a. Lines 10-29 are fixed prices that the contractor will bill on a monthly basis. The prices essentially represent an “up to” quantity. There may be times when the exact quantity of service is not provided due to various reasons, but the final price established for these lines will be the Firm-Fixed Price that is billed on a monthly basis. Lines 30 and 31 will be priced at a per-ton rate and billed and payed according to actual tonnage disposed as verified each month by weigh tickets.

A46b. The monthly amount billed and paid for regular service will not fluctuate per month. The amounts for disposal fees will vary based on the tonnage disposed.

Q48. If the answer to (Q47b) is bid by the actual quantity collected, then we feel there is an issue (with pricing the requirement).

A48. The answer to 47a should clarify the concerns under question 48.

Q49. If the Government's answer to Q48 is "we need these collections in case of future growth, surge requirements, Acts of God etc.", AND the Government does not wish to remove these extra collections

24 February 2021 in their entirety, would the Government list these extra collections in an Unscheduled Refuse Collection line item?

A49. The answer to 47a should clarify the concerns under question 49.