Questions and Answers.docx

Questions and Answers from Previous Solicitation Amendment to a Previous Combined Solicitation

Questions and Answers:

· The RFQ requires 2 pallet pickups per month. Can the VA provide any historical or estimated data on the average number of pallets per pickup, total annual pallets, or typical volume/weight per haul?

The average pallet accumulation per week on the high end is estimated at 12 each. To note: medical, administrative, cleaning supplies, equipment deliveries, Prosthetics, etc. may change and drive the number from time to time.

· For the 8-yard compactor and 30-yard roll-off are the additional quantities included in the firm-fixed quote, or are they subject to separate billing/contract modification if exceeded? If exceeded, would any additional pickups be at the same unit rate?:

The additional jobs (12 additional for the compactor; 6 additional for 30-yard) were added in order to provide flexibility based on the needs of the facility throughout the year. The awarded vendor should anticipate completing jobs based on the regular frequency stated in the SOW but understand that the facility will likely reach out for additional pickups throughout the year as needed. The vendor should notify the facility, in advance, if they will exceed the allotted number of pickups for the year. In that case, a modification will be discussed and can be issued for additional pickups. The modification MUST occur prior to the new additional pickups being executed.

· The monthly rate should consider revenue from recycled baled cardboard. Can the VA provide any historical estimates for bailed cardboard volume, weight, or tons per bi-weekly pickup to help accurately factor this?:

The facility doesn’t have the capability for weight measurement on baled cardboard. The average is one bale every two weeks.

· Disposal Fee per Ton (Line 0004/1004/etc.) The line item is "Disposal Fee per Ton" with quantity 120 EA and notes approx. 4 tons per haul (up to 30 hauls/year). Should the offer quote a per-ton rate, or a flat rate per haul assuming 4 tons? If a haul exceeds 4 tons, is the overage billable at the quoted per-ton rate?:

Per ton rate, as there few variables that could drive the weight during the pick-up i.e. pallet weight vs. old system furniture, weather/rain/snow could be a potential factor, etc. The quantity of 120 tons over a one-year period should be sufficient while allowing flexibility for heavier/lighter pick up. The vendor may only invoice, in arrears, for the actual amount of tons picked up during that month. A discussion between the vendor and Contracting Officer and facility should be had to determine if a modification is needed to add a higher quantity – as needed.

· For monthly invoicing in arrears, what documentation is required for actual tons (e.g., weigh tickets) on the 30-yard roll-off disposal fees, or for any unscheduled additional pickups?

All pertinent charges (i.e. weigh in ticket, etc.) should be included during monthly invoicing. The vendor is responsible for ensuring and certifying their invoice is accurate in the system when submitting their invoice each month. The invoices should be broken down into each of the line items included in that period of performance so the facility can easily verify all costs are in line with the agreed upon rates in the contract.

· Please clarify the quantity of 168 for line item 0001 (and 1001, 2001, 3001, 4001).

The quantity of 168 jobs is correct. 3 jobs/hauls per week for 52 weeks = 156; with 12 additional jobs that may or may not be used at some point during the year = 168.

The intention of adding 12 more jobs is to provide flexibility throughout each year since some months may need more hauls than others. If some (or none) of the additional 12 jobs are used during the year, a decrease modification to de-obligate those funds will be discussed at the end of the year.

· Please clarify the quantity of 120 for line item 0005 (and 1005, 2005, 3005, 4005).

The quantity of 120 tons is correct. We found that the line item 0003 was for the costs associated with sending personnel and transport to and from the site as well as other fees associated. However, past performance with other vendors indicated that we also needed to take into consideration that there were added costs for the heavier hauls. Therefore, the costs directly associated per ton should be factored in as line item 0005. This structure enables the station and vendor to be flexible throughout the year based on increased and decreased need.

· Does line item 0004 mean another 30-yard dumpster is needed?

No, line items 0004 and 0005 correspond to each other. There is only one (1) 30-yard dumpster needed but one line item (0005) is for the tons per haul and the other line item (0004) is for all other associated costs with each haul/job.

· Are the compactor and baler self-contained?

Both are bolted (stationary) to the ground with a detachable container for dumping (Compactor only/8-yarder) and for solid waste only not packaging nor dry recyclables

· What are the dimensions of the current compactor? Current cardboard baler?

Compactor: 91” (W) x 81” (L) x 120” (H) Baler: 81” (W) x 56 (L) x 102” (H). The hydraulic Cylinder stand at 48”

Current layout for compactor (right) and baler (left):

Baler: Compactor:

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