Responses_to_Questions_from_Contractors_AMENDMENT_8.docx

RESPONSES TO QUESTIONS FROM CONTRACTORS

Email from RAS Enterprises dtd 12/21/2015

· Make the Clins respective to what is actually being done, i.e. one cost per haul, meaning if it is Refuse; then X dollar amount for the haul which includes all tonnage AND the tonnage is reported at the end of each month with the Invoice so you have validation what is hauled and how much tonnage associated with each haul (it varies) This issue is addressed in the new pricing pages and the amendment.

· For example a recycling roll off, with cardboard is billed as just the haul (no tonnage) because the recoverable value of the cardboard is credited to the GOV, so our cost to haul it has nothing to do with the tonnage in the haul – that is up to the Facility to maximize the cardboard recycling so the GSA Facility maximizes their reimbursement.

This issue is addressed in the new pricing pages and the amendment

· Also, there is a monthly rental fee for having the 30 CY roll off being positioned at a facility each month, and that cannot be reimbursed via a monthly estimated tonnage This issue is addressed in the new pricing pages and the amendment

Questions from ASI Waste Email dtd 12/16/2015

Thank you for holding a pre-bid confernence for this solicitation, I think it was very helpful. Most of my questions were presented yesterday at the prebid. I was able to survey the locations, and would like to suggest to ensure an apples to apples bid comparison as well as to ensure the scope is clear, the following be added to the information pages for each of the locations:

1) Service Specifics

a. Waste Stream (Trash, Recycling, or Compost)

i. Container Size

ii. Number of containers

iii. Frequency of pick up for the containers

2) Very important to specify which locations are compactors

3) It is also important to clarify the if the GSA is providing the compactor or if the contractor needs to provide it.

4) Would you consider removing organics from this solicitation, since there is only one building requiring the service. There are limited options for composting, and it would be more advantageous for the GSA to maintain their service they have there. I know one of the other providers in the marketplace could not access the contaieners with their trucks.

5) Can we be provided access cards for all buildings to access at night. Most trash and recycling services in the City are provided on night routes.

a. I am also checking to see if there is a City Ordinance about service times for waste and recycling collection. I am assuming it is all done at night now…

6) My other questions were related to the pricing pages, and it sounds like it will be clarified that the units will be MONTHS for the regularly scheduled services and EACH for the extra pick-ups. There should be a line for the following for the extra pick ups for each location:

a. Solid Waste Extra Pick Up _________ EA

b. Recycling Extra Pick Up _________ EA

7) My understanding is that the City of Chicago has a tax they place on each container per month. Is the GSA exempt from this tax? If not will a line item be added for this to the pricing schedule?

All Questions are address in the Amendment

Questions from Advanced Disposal Email dtd 12/3/2015 from Brenda

1. Can you provide number of hauls per month of the compactor containers by building?

This information is provided on the Building information sheet by pick-ups per week.

2 Lack of clarity of Unit Price as it relates to actual roll off hauls.

Addressed in the amendment.

a. Can you please assist in the following inconsistencies by section(s): if you look at the B2.1 Offer For Monthly Services, Location #1 (US Customhouse) Price submittal page it asks for Unit Price for 3 tons (commercial conversion) of 6yd (assumed service level of 2x week as listed in (#4) Miscellaneous notes), but still unconfirmed…This sheet does not match up to the levels listed in exhibit 6.1 Building information sheet. This sheet for the US Customhouse states 2 tons of trash for the month and 1 ton of recycling. Yet there are no recycling containers listed in this sheet, but they list a 3 yr. average of 14.83 tons of recycled. This example has been followed at other buildings as well…Please advise

3. Can you please confirm the number of actual pick ups (per week) as it pertains to the commercial containers at each building. The trash and recycling data does not include the number of pick ups at each building.

4. Can you confirm the type of compactors are used at each building. There are two different types of com[actors, Self contained (wet trash) and stationary (dry waste or recycling) units. Due to the amount of compactors needed in this RFP this is a major cause for capital concern to provide the most competitive price possible.

5. Do you have any information as to Advanced Disposal’s FOIA request sent on 11/16/2015 asking for current contract is place for waste and recycling services.

6. Provision for building located at 219 S. Dearborn which states; ‘considering replacing (4-dock boxes) with 20 yd open top with smaller recycling compactor’). They actually use 4-dock boxes for recycling, the 20 yd open top is used for waste – on call.

7. Can provide number of containers and service levels (scheduled pick ups) of composting materials at 219 S. Dearborn and 77 W. Jackson?

8. Does compactor rental need to be included in Unit price per month, or can that be submitted separately?

The above questions and concerns are all addressed in the amendment and revised pages.

Questions from Corporate Waste Solutions E-mail dtd 12/02/2015

1. Who is the current contractor?

The waste hauling for each building is handled by the building’s custodial contractor and in most cases is a subcontract. The two services are not currently covered under the same contract.

2. What is the current contract price?

Currently the pricing for trash hauling in each building is under our custodial contracts and the pricing is not itemized. There is no cost for our recycling services.

3. Did the previous contract include the same items as this contract? If not, how does it differ from this contract?

The current contract does not include trash; the services are currently contracted separately. The current recycling contract is not an expense contract, it is a sales contract. We do not pay the contractor for hauling.

4. The Pricing Sheet has a line item for the cost of trash removal services; however, it does not include a line item for the cost of recycling removal services. There is a cost to remove the recycling material from each building. Are the buildings assuming that the costs for recycling services are free? Should we add our own line item for the cost of recycling services?

This issue is addressed in the revised pricing pages and the amendment.

5. On Page 28 g-ii, the solicitation states that regardless of market conditions, the contractor must pay the Government a minimum of $15.00/ton for any grade of recyclable material. It seems that all buildings have “single stream” recycling (mixed recyclables). Regardless of market conditions, a rebate for mixed materials is rare and not likely something we can offer especially for buildings with rear loads since this material is picked up on a route and mixed with other buildings materials. If the material is sorted, we can offer a rebate on materials. Please advise.

This issue is addressed in the Amendment.

6. The contract line items for additional recycling for 6 of the buildings ask for an average cost per pick-up for various miscellaneous recyclables. What designates one pick-up (i.e. Is it a to trip to collect that particular item, such as pallets, at all 6 buildings)?

One pick-up is for one building, these will be as ordered by the COR for the particular building.

7. Does the Government own any of the containers at any of the buildings? Page 30 says there are 2 compactors located at the loading dock that are owned by the Government. In which building are these located?

This is clarified in the amendment.

8. For the Dirksen Courthouse, Exhibit 6.3 states that there is a separate contract for the compactor rental and maintenance that expired 5/30/15. Is there already a new contract for these items or does the offeror need to include these in the price?

Addressed in the Amendment

9. The Additional Pick-up contract line item for each building (except building 9) does not specify the type of container that will be used for the additional pick-up. The price could vary significantly depending on type of container being serviced (i.e. servicing a 30 yard compactor versus a 2 yard container).

This issue is addressed in the new pricing pages. All buildings do not have an on call container. Any additional pickups will be charged at the per pick up pricing.

10. Exhibit 6.9 states in Part 2 that only recycling pick-ups are included in this contract for the Harold Washington Center. Part 3 says only trash services are included. Please clarify which service is currently being provided.

This location is for recycling services only. This issue is addressed in the amendment.

11. Should the Monthly Recycling Proceeds Statement be detailed by building and submitted to each building’s property manager or is the requirement merely to send one statement to the CO that includes the proceeds for all nine buildings combined?

Separately to each building’s property mananger. Please note that some locations have the same Property Manager.

12. When are the service tickets due (e.g. monthly)?

Monthly

13. How do you currently get proceeds amounts for front or rear load containers?

All proceeds are returned to the government in percentages.

Questions from Hamilton Inc, E-mail dtd 11/20/2015

I believe the primary reason for the additional containers is because there was a historic need due to regular over-fill of the primary container. A sight inspection will determine if a larger primary container or more frequent pick-ups will alleviate the need for the additional containers.

b) If they are temporary containers for occasional use, should pricing be included for these containers on the pricing sheet line for Trash Pick-Up & Disposal/Removal, for each building? (Please note that it would be more cost effective for the Government to collect a unit price for one delivery, one haul, and a 7-day rental of a temporary roll off container, and subsequently order temporary containers throughout the performance period on an as-needed basis versus including an estimated annual cost in the awarded contract.)

Containers specific to a project within the building may be priced this way under the project contract. The additional containers listed are for regular over-fill of the primary containers which may be alleviated with a larger container or additional pick-ups.

c) If they are temporary containers for occasional use, and pricing is to be included in proposals, how many instances of requested temporary roll off containers should be included for each year?

N/A these will be contracted out separately on a per-project basis.

d) If they are not temporary, are these containers expected to be on site 365 days per year?

Please see above for answer.

e) If they are not temporary, how many hauls are expected each year for these containers at each building? If anticipated needs are unknown, how many hauls for these containers have been made each year, for the last 3 years? You may want to ask the building for the historical haul data, I do not have this information.

We need to go to the property Manager for this information.

2) The Historical Tonnage provided for 2014 is significantly less than 2013 and 2012 for nearly every building. Do the Historical Tons Per Year for Trash and Recycle in 2014 represent a full 12 months? If not, how many days or months are represented in that 2014 figure?

2014 data is accurate and representative of the entire year. The decline in totals is due to both a move toward more electronic-based work functions and a decline in daily building occupancy due to increased telework models Yes, the Historical Tons Per Year represent a full 12 months. Due to changes in our building usage, such as telework and/or mobility our Tonnage has decreased significantly.

3) Does the “Additional Pick-Up” Price on the pricing sheets intended to represent a single trash container pickup, or all the trash containers located at a site, if multiple containers are present at the site?

It is intended for single container pick-ups.

4) The Harold Washington Building notes state only Trash service is needed, but the Pricing Sheets show that only Recycling service is needed. Does this solicitation include trash, recycling, or both at the Harold Washington Building?

Only Recycling, this was misstated in the Solicitation and will be/is corrected by the amendment.

5) Section C10, part b of the SOW (page 30) states that the Government will furnish two compactors located at the “loading dock”. If the Government is furnishing two compactors, which buildings are they located at?

JCK and Metcalfe, this is detailed in Exhibit 6 for each building respectively.

6) Please confirm that the resulting contract will allow the Contractor to implement the most efficient refuse, recycling, and compost collection method that meets the needs of each site, regardless of whether the container sizes and number match the information included on Exhibit 6 – Building Information Sheets.

This is a legal issue, I believe, but my answer is that this is why the site visits are encouraged. The current size and number of containers listed at each site is to give an idea of what is currently being utilized. If better methods are found to be more suitable, they are welcome.

Yes

7) What is the expected Performance Period for this solicitation?

The Period of Performance is expected to be 3/1/2016 through 2/28/2017 with four 1 year option periods.

8) In our experience, Bid Guarantees and Performance Bonds are not typical for refuse and recycling collection contracts. They are most often used to ensure a contractor will complete a construction type contract within a specific timeframe, within a specific budget. Can you please confirm that the Contracting Office intends to require a Bid Guarantee and Performance Bond for waste collections included in this contract?

Bid Guarantees and Performance Bonds are required for the trash portion of the contract only.

This is answered in the amendment

10) Can you please explain the statement on page 28, Section 2.g.ii: “Regardless of the market conditions, the Government will not bill the Contractor less than $15.00 per ton for any grade of recyclable material.” For example, if at some future time, the PPI published price for paper is $10.00 per ton, and the quoted % of Material Value Returned the Government is 80% in the final contract (calculating a rebate of $8.00 per ton), then the Contractor must pay the Government a minimum of $15.00 per ton, and absorb the loss, even though commodity values are outside its control?

Brenda, this is from the Sales Portion of the contract and you would need to explain this.

11) Our site survey observations identified only Alkaline Batteries for recycling. Can it be assumed that collection of batteries for recycling will include ONLY Alkaline-type batteries? Inclusion of other battery types such as Lead Acid, Nickel, Lithium, and Mercury can pose health hazards for personnel, and may combust during transport if mixed together in the collection bins.

Need to clarify this with Rebecca Olson and the PMs.

12) At the Dirksen Courthouse, how many carts (or loads) of Compost are currently picked up each week? Is this number expected to remain relatively constant over the anticipated 5 year Period of Performance?

We need to ask the PM. I will send him an email and cc you.

13) Plastics #1 – 7 is allowable in the regular single stream recycling collections. Can you please define “Commercial Plastic” included in the Additional Recycling Services section of the pricing sheets?

Clarify the definition of this material with Rebecca Olson

14) Is the Contractor required to pay the City of Chicago Refuse Container Permit Fees? Or, is the Federal Government exempt from City of Chicago Refuse Container Permit Fees?

Yes, the Contractor is required to pay the fees. It is not assumed that we are exempt.

Questions from RAS Enterprises LLC, E-Mail dtd 11/16/2015

1. CLIN PRICE STRUCTURE: Please note that the pricing structures for all locations (beginning on PAGE 13) are in terms of estimated tons per month, and a price equated to the estimated tons for both Municipal Solid Waste (MSW) and Recycling (REC). The corresponding equipment the vendor must field begins on PAGE 94.

a. Could we reconsider the pricing structure to afford the Vendor:

YES, this means the pricing pages and some of the spec language needs revising.

i. Monthly Rental of purchased equipment (the containers are provided by the vendor who must purchase them)? Or is the GOV asking the vendor to cost the purchased equipment via an estimated tonnage – creating a situation where a fixed cost (rental and for that matter hauling) with a variable reimbursement, i.e. CLIN tonnage in which the figure is an estimate only therefore a variable reimbursement?

No, we will be revising the pricing pages.

ii. Cost per haul for Compactors and Roll Offs (open tops): The CLINs “lump” all costs into a cost per Landfill ton, therefore the vendor must estimate (using a GOV estimate), the fully burdened labor hours, the cost for rental of the equipment, the cost per operating hour for equipment, AND the cost per actual landfill tonnage – to an estimated tonnage?

No, because we are changing the line items.

iii. Cost per lift for Front Load (FEL) Containers. How do we estimate the cost per FEL container in terms of land fill tonnage that is only measured at the Landfill for Compactors and Roll Offs? How do we invoice this cost? Please note that a single truck will not service the (9) GSA locations, as they would be serviced via an existing FEL Route in proximity of the GSA Location, i.e. different service vehicles servicing the GSA Locations on a particular service day?

This will have to be answered at a later date, we are researching this item.

iv. For example, LOCATION 1, the CUSTOMHOUSE; the CLIN for the entire month is for 1 Trash pickup and disposal, 2) Recycling Single Stream, and 3) Additional Pick up. In reference to ii & iii above, PAGE 94 lists 1 x 6 CY FEL, and 1 x 20 CY Roll Off (on call).

The type of equipment required at each location is to be determined by the offeror.

1. What is the recycling being put in to for haul to the Material Recovery Facility (MRF)?

This will be determined by the provider.

2. The MISC Notes: state BLDG Generates more trash than the container can hold 2 x per week” The provider will determine the type and size of equipment.

3. Which container is 2 x per week? The 20 CY Roll Off or the 6 CY FEL?

The current equipment will be changed out and the amount it holds will depend on what is provided.

v. Could the GOV develop a listing (common to these types of contracts) where we can readily see what containers are fielded at which locations, the current service frequencies for each container and clearly delineate what type of trash is going into what type of container (recycle vs MSW)? As is, this is very difficult to cost/bid.

Again, the new contractor will determine the type of equipment. Currently our equipment is rented from our current contractor.

vi. Additionally, please review PAGE 96 Location 3 the Dirksen Courthouse. On Page 967 the vendor must provide a “roll off 30 CY Compactor” (is it an open top/roll off, or a compactor requiring electrical power to compact?). The vendor also has to provide a 20 CY Roll Off on call, 4 x dock boxes, that is being considered to be replaced with a 20 CY open top with a recycling compactor)? This is all very confusing and we cannot identify the actual requirement without clarification from the GOV, especially given the fact that PAGE 16 has a reimbursement (CLIN) Structure of 1) 13 Tons of Refuse, 2) Compost (no mention of the compost container required), 3) Recycling of 5 tons, and again 4) Additional pick up (of what container when we have MSW, recycling, and Compost all listed.

The potential offeror should conduct a site visit to adequately determine the type of equipment necessary at each location.

The above issues are addressed in the amendment and the revised pages.

Questions from Corporate Waste Solutions Email dtd 11/19/2015 from Kristina

· Does the building own the compactor? No.

· How frequently is the garbage picked up? 1 time/wk

· How many people work at 536? About 700. The 9th floor will be built out by 2017, which will increase the population.

· How many tons of trash are picked up/month? About 6 tons

· How often does the building order a dumpster? At least 2 times/yr. Verify with the CO whether this dumpster pricing is supposed to be included in your regular pricing.

How frequently does the garbage get picked up? 2-3 times/week How many tons/month? About 2

FARC

How frequently does the garbage get picked up? 2 times/wk

One more question. Email Dtd .11/19/2015 from Patrick J. O’Connor 536 S. Clark How many times per week are the 4-2.0 yard containers picked up for recycling? Daily