Question and Answer Waste Removal Services - VAMC Memphis

Added: Sep 02, 2015 11:10 am Modified: Sep 08, 2015 3:49 pmTrack Changes Questions and Answers: Solicitation Number VA249-15-Q-0750

Please confirm that recycling is not part of this solicitation.

Response: Single Stream Recycling is not a part of this solicitation

Is there any Government provided equipment in this solicitation?

Response: There is (1) Government provided 30 cubic yard compactor, per this solicitation.

Regarding the 35 yard Compactor at the Medical Center - Service Yard:

Is a Self-Contained Compactor required at the Service Yard? Or a Stationary Compactor?

Response: This is a Self-Contained Compactor.

What is the historical tonnage for the 35 yard compactor hauls at the Service Yard for the last 12 months?

Response: 9/1/2014 through 8/13/2015, Total number of hauls this period, was 157. Total tonnage collected was 505.3 tons.

The Map for the Medical Center Location indicates a total of two compactors; however, Section 7 of the Statement of Work indicates 3 compactors. How many compactors are required under this solicitation?

Response: This is a typographical error. There are only two compactors associated with this solicitation.

The third compacter is provided by our (Single Stream Recycling) contract.

Regarding the two (or one, depending on answer to Q4) 35-yard compactors at the Medical Center - Spinal Cord location: How many times were each of the compactors at the Spinal Cord location hauled, for each month, in the last 12 months? The service frequency provided is only "On-Call".

Response: Total number of hauls 9/1/2014 through 8/13/2015, was 23.

Are Self-Contained Compactors required at the Spinal Cord location? Or two Stationary Compactors?

Response: Yes, 1 Self-Contained Compactor is required.

What is the historical tonnage for the two 35 yard compactor hauls, by compactor, at the Service Yard for the last 12 months?

Response: There is only 1 one Self-Contained 35 yard compactor in the Service Yard, per this solicitation.

Total tonnage collected was 505.3 tons

Regarding the 30 yard Open Top Container at the Service Yard: How many times was the open top at the Service Yard hauled, for each month, in the last 12 months? The service frequency provided is only "On-Call".

Response: Total number of hauls 9/1/2014 through 8/13/2015, was 3.25 hauls. Total hauls for this period was 39.

What is the historical tonnage for the open top hauls at the Service Yard for the last 12 months?

Response: 9/1/2014 through 8/13/2015, total tonnage collected was 41.76 tons

Regarding the 30 yard Open Top Container at the PMMR: How many times was the open top at the PMMR hauled, for each month, in the last 12 months? The service frequency provided is only "On-Call".

Response: Total number of hauls 9/1/2014 through 8/13/2015, was 4 hauls. Total hauls for this period was 48.

What is the historical tonnage for the open top hauls at the PMMR for the last 12 months?

Response: 9/1/2014 through 8/13/2015, total tonnage collected was 88.32 tons.

What was the solicitation and contract number of the last award for similar service?

Response: All Freedom of Information Act (FOIA) related information, as it relates to The Department of Veterans Affairs can be accessed at http://www.va.gov/oal/business/pps/foia.asp.



What was the spend for the final Option Period of the most recent contract for similar service to this solicitation?

Response: All Freedom of Information Act (FOIA) related information, as it relates to The Department of Veterans Affairs can be accessed at http://www.va.gov/oal/business/pps/foia.asp.



Who is the incumbent contractor for providing solid waste removal at the Memphis VAMC and Clinics?

Response: All Freedom of Information Act (FOIA) related information, as it relates to The Department of Veterans Affairs can be accessed at http://www.va.gov/oal/business/pps/foia.asp.



Can you please provide the historical frequency as to how often the below listed On-Call compactors/containers are serviced?

Response: Spinal Cord (Compactor) - 35 Cubic Yard (23) Hauls, 9/1/2014 - 8/31/2015

Engineering (Compactor) - 30 Cubic Yard (48) Hauls, 9/1/2014 - 8/31/2015

Service Yard (Open Top) - 30 Cubic Yard (39) Hauls, 9/1/2014 - 8/31/2015

Please note: The time frame for submitting questions in regards to this solicitation is closed. No further questions will be answered.

Quotes must be received by Friday, September 11, 2015 by 11:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0750 - Service Contract for Waste Removal Services - VAMC Memphis. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.

Added: Sep 02, 2015 11:10 am This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued.

Solicitation number VA249-15-Q-0750 is issued as a Request for Quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular.

This requirement is Total Service-Disabled Veteran-Owned Small Business Set-Aside. The NAICS is 562111 and the small business size standard is $38.5 Million. In accordance with VAAR 852.219-11, any SDVOSB submitting a quote for this action must be verified for ownership and control and is so listed in the vendor information pages database (http://www.vetbiz.gov) - upon submission of quote. Only qualified offerors may submit bids.



The Service Contract Act is applicable to this solicitation. Reference the following link for Wage and Determinations for WD 05-2495 (Rev.-19)

http://www.wdol.gov/wdol/scafiles/std/05-2495.txt?v=16



Introduction: The government anticipates awarding a Firm Fixed Price award, lowest price technically acceptable (LPTA). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation requirements.

Description of Services: The Memphis VAMC has a requirement for a service contract for a contractor to provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform refuse services at the Memphis VA Medical Center, 1030 Jefferson Ave, Memphis, TN. 38002 and VA Community Outreach Clinic (South), 1056 East Raines Road, Memphis, TN. 38116 and VA Community Outreach Clinic (North), 3461 Austin Peay Highway, Memphis, TN. 38127 The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations. See the Statement of Work (SOW) for complete details.





Place of Performance: Memphis VAMC, 1030 Jefferson Avenue, Memphis, TN 38104.

Period of Performance: Base and four option year contract.

Base Year: October 1, 2015 - September 30, 2016

Option Year 1: October 1, 2016 - September 30, 2017

Option Year 2: October 1, 2017 - September 30, 2018

Option Year 3: October 1, 2018 - September 30, 2019

Option Year 4: October 1, 2019 - September 30, 2020

The following clauses and provisions apply to this solicitation:

52.204-7, System for Award Management [SAM]

52.212-1, Instructions to Offerors-Commercial

52.212-3, Offeror Representations and Certifications-Commercial Items

52.212-4, Contract Terms and Conditions-Commercial Items

52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items

52.216-1, Type of Contract

52.217-8, Option to Extend Services

52.217-9 Option to Extend the Term of the Contract

52.219-14, Limitations on Subcontracting

52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside

52.233-2, Service of Protest

52.233-3, Protest after Award

52.222-3, Convict Labor

52.228-5, Insurance - Work on a Government Installation

52.232-19, Availability of Funds for the Next Fiscal Year

52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration

52.232-39, Unenforceability of Unauthorized Obligations

852.203-70, Commercial Advertising

852.219-10, VA Notice of Total Service-Disabled Veteran Owned Small Business Set-Aside

852.232-72, Electronic Submission of Payment Requests

852.233-70, Protest Content/Alternative Dispute Resolution

85.233-71, Alternate Protest Procedure

852.237-70, Contractor Responsibilities

852.270-1, Representatives of Contracting Officers

52.252-1, Solicitation Provisions Incorporated by Reference:

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (es).



52.252-2, Clauses Incorporated by Reference:



This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es).



Full text can be obtained at http://www.acquisition.gov/far/index.html

Submission of Quote:

The offeror shall shall submit their quote on company letterhead and shall include unit price, total , unit qty and item description as specified above, as offered discounts, proposed delivery time, name, address, and telephone number of the offeror, firm's DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document. All prospective bidders must include appropriate references which must include all applicable company information.



The offeror should provide past performance evidence. The past performance evaluation results is an assessment of the offeror's probability of meeting the solicitation requirements. This assessment is based on the offeror's record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements.



Past performance information may be obtained through other sources known to the VA and the Federal Government.



In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past. Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability "unknown" shall be considered "acceptable."



All questions should be emailed to Victoria.Rone3@va.gov, by Friday, September 4, 2015 by 11:00am CST. The subject line must specify VA249-15-Q-0750 - Service Contract for Waste Removal Services - VAMC Memphis. All responses to questions will be incorporated into a written amendment posted to the Federal Business Opportunities website (www.fbo.gov). Offerors are encouraged to monitor the Federal Business Opportunities website with respect to this solicitation because any amendments to this Solicitation will be posted on the website (www.fbo.gov). There will be no automated email notification of amendments.



Quotes must be received by Thursday, September 10, 2015 by 11:00am CST. Email your quote to Victoria.Rone3@va.gov. The subject line must specify VA249-15-Q-0750 - Service Contract for Waste Removal Services - VAMC Memphis. There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered.



In addition, the quote should be broken down as such:



Base Year: 10-01-2015 - 09-30-2016 $

Option Year 1: 10-01-2016 - 09-30-2017 $

Option Year 2: 10-01-2017 - 09-30-2018 $

Option Year 3: 10-01-2018 - 09-30-2019 $

Option Year 4: 10-01-2019 - 09-30-2020 $

Total For Base & Option Year $





The solicitation package will be posted on FedBizOpps, which can be accessed at www.fedbizopps.gov.



The Government will not provide paper copies of the solicitation. Telephone, written, or facsimile, requests, for the solicitation package will not be honored. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check www.fedbizopps.gov frequently.



DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or enter into the award a contract to any firm or its affiliates or otherwise pay for the information provided in this synopsis.





STATEMENT OF WORK

FOR REFUSE COLLECTION

(Regular Waste)



1. Description of Services: The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision, and other items and services necessary to perform refuse services at the Memphis VA Medical Center, 1030 Jefferson Ave, Memphis, TN. 38002 and VA Community Outreach Clinic (South), 1056 East Raines Road, Memphis, TN. 38116 and VA Community Outreach Clinic (North), 3461 Austin Peay Highway, Memphis, TN. 38127 The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations. All landfill fees shall be paid by the contractor.



2. Routes/Schedules Submittals: The contractor shall establish vehicle routes and collection schedules that meet the requirements of Memphis, VA Medical Center. They must be submitted to the contracting officer five (5) calendar days prior to start of contract performance. The contracting officer must approve the submittals prior to the contractor starting work. The contractor shall collect all refuse, garbage. No changes are allowed to the schedule or haul route without contracting officer approval.



3. Unscheduled Collections: The contracting officer may require the contractor to make unscheduled collection, disposals, and relocation of containers for special events or other occasions. The contractor will respond within 12 hours of the event. Unscheduled services shall be by separate delivery order.



4. Inclement Weather Schedule: The contractor shall collect refuse during periods of inclement weather. In cases of severe weather, the Contracting Officer's Representative (COR) may authorize exceptions. When exceptions are granted, the contractor shall make up all missed collections within 24 hours after the severe weather has terminated, unless the COR authorizes additional time.



5. Route Parameters: The contractor shall establish routes to the facilities through the route detailed by each COR. Collection shall be made at the time scheduled. Collection outside these hours shall require prior approval of the COR.



6. Points of Collection: The contractor shall position bulk containers for customer ease in depositing refuse. This may require repositioning of containers from time to time. The contractor shall also position containers to minimize interference with emergency vehicles, normal traffic flow, adjacent parking areas, sidewalks, roadways, overhead utilities, trees, and other potential obstructions.



7. Cubic Yard Capacity, Locations and Frequency of Deliveries: The contractor will provide the following listed quantity, type, and number of containers, at the various sites. The government reserves the right to change the cubic yard capacity of containers. The government may also change the frequency of collections.





Quantity/Description Location: Pick Ups



1- 35 Cubic Yard Compactor Medical Center - Service Yard M-W-F

2- 35 Cubic Yard Compactor Medical Center - Spinal Cord On-Call

1- 30 Cubic Yard Open Top Medical Center - Service Yard On-Call

1- 30 Cubic Yard Open Top Medical Center - PMMR On-Call

1- 8 Cubic Yard Dumpster North Clinic (CBOC) Once Weekly

1- 8 Cubic Yard Dumpster South Clinic (CBOC) Once Weekly



8. Government-Approved Containers: Collections of refuse in all areas shall be from contractor-provided, government-approved containers. The schedule of container locations and container sizes included in this contract are specified for the purpose of locating adequate receptacles for anticipated refuse generation. The Contractor is authorized to vary such containers and locations as deemed necessary providing the overall quantity and size of containers remains the same and such changes are coordinated with and approved by the COR. Relocation of containers under this provision will not result in a change in contract price nor require a written modification to the contract. The Contractor containers shall be of uniformed color and numbers assigned for identification purposes. "Only" Contractor provided containers, shall be maintained and/or repainted to prevent rust or unsightly appearance. Cleaning of containers shall be the responsibility of the contractor. At a minimum. All containers shall be washed and cleaned inside and out once a week during the months of June, July, August, and September, and once a month the other eight months, or as they become malodorous or unsanitary or when determined by the Contracting Officer.



9. Contractor Replacement of Government-Owned Containers: In the event a government-owned compactor breaks down, the Contractor shall provide a replacement container at no additional cost until the Government Owned compactor is repaired. The size of this container shall be determined by the Contracting Officer.



10. Size and Type of Containers: Containers to be furnished by the contractor shall be comparable in design and fabrication to containers manufactured by Dumpster Brothers, Inc.; Lodal, Inc; A.E. Rausenbach, Inc.; or equal. The containers are to be equipped with top lids and side doors. Stop latches and release chains are to be open on all three (3) yard and over top-loaded containers. The latches must hold lids open at stops approximately 30 degrees, 60 degrees and 90 degrees, for the conveniences of the user. All larger containers shall be leak proof and containers used for putrescible waste shall be drain-fitted with a threaded plug to facilitate washing. Latches on end doors shall be spring-loaded so the doors will latch automatically when closed.



11. Size and Type of Vehicles: The pick-up and hauling vehicle shall incorporate a leak-proof body with replaceable door seals and shall be fully enclosed. Vehicles shall be equal to or comparable in design and specification to the equipment manufactured by Dempster Brothers, Inc.; Lodal, Inc.; A.E. Rausenbach, Inc.; or equal. To prevent unreasonable delay in servicing collection stations caused by breakdown of mechanical containers handling vehicle, a standby vehicle with duplicate handling mechanism shall be provided by the Contractor. A mechanically operated cover shall be incorporated on the vehicle to operate in such a manner as to protect the container in dump position from the wind and to prevent the spillage of materials across the back of the truck during dumping operations. Adequate measures will be taken at all times to prevent spillage or scattering of the truck contents by wind or other means.



12. Maintaining Containers and Collection Area: The contractor shall return the containers to their original location after servicing, in an upright position with the lids securely in place (closed). The contractor will also be responsible for immediately cleaning up any spills, debris, etc., which may occur during servicing of containers. All refuse on the ground within ten feet of the container, whether spilled by the contractor or placed there by VA personnel, shall be picked up by the contractor during collection. The contractor shall collect debris placed at collection stations; for example, tree branches, sacks, cartons, boxes, cans, tied bundles, or other containers. The contractor will be responsible for keeping collection areas free of refuse and debris.



13. Weighing of Vehicles: All vehicles used in the collection of refuse shall be weighed on state certified vehicle scales at the landfill. Incoming and outgoing vehicle weights shall be recorded on weight tickets provided by the operator at the weigh station.



14. Disposal: The contractor shall transport and dispose of all solid waste at a licensed disposal site selected by the contractor.



15. Equipment Maintenance: The contractor shall maintain all contractor and government provided containers ensuring they are free of unpleasant odors, dirt, debris, and pests. All containers must remain in good, workable condition. They must remain easily accessible to customers. The contractor shall perform all cleaning, painting, repair and other maintenance tasks. The tasks cannot be performed at the VA facility, trucks and trailers used for hauling and collecting shall be washed as required to ensure they are free of odor, dirt and debris, and pests.



16. Reports and Records: The contractor shall provide a monthly report detailing total tonnages of refuse collected.





17. Insurance: The contractor shall provide worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. General Liability: Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property Damage Liability: Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.





18. Offeror's Qualification: Offers will be considered only from the Offers who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible. Upon request of the Government, Offers shall be able to show evidence of the reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service in the volume called for under this contract.



19. Contractor Personnel: The number of Contractor's personnel shall be adequate to perform daily work efficiently and maintain required standards. The Contracting Officer may require, in writing, the Contractor to remove from the work any employee the Contracting Officer deems incompetent, careless or otherwise objectionable. Truck drivers shall present a valid operator's permit and shall be thoroughly acquainted with and comply with station traffic regulations. If any issues arise during contracted services the contractor's personnel shall report directly to the VA Police located in room CEG19, during regular business hours or CEG5 after hours, Police can also be reached at (901) 523-8990 extension 5595.



20. Holidays: Collections will be provided as noted. If holidays are allowed and pickups are rescheduled these are the Federal Holidays that are defined for this contract: New Year's Day. Martin Luther King, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. There are requirements where the Contractor may be required to provide services on one, any, or all of these holidays.



21. If a scheduled pickup day falls on a Federal Holiday, Monday through Thursday, the pickup shall be rescheduled to the next business day. If the federal Holiday is on a Friday, then the pickup shall be rescheduled to the Thursday BEFORE the Federal Holiday. The Contractor shall verify with the COR if there is any uncertainty of the day of the week being observed. Conflicts shall be resolved by the Contracting Officer.



22. Service Delivery Summary: The contractor service requirements are summarized into performance objectives that relate directly to contract essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to contract success.



Performance Objective Performance Threshold

Collect and Dispose of Solid Waste in accordance with the established schedule. No more than 1 Customer Complaints monthly.

Maintain equipment in good workable condition. Trucks should be washed and free of odors. No more than 2 Customer Complaints monthly.

Perform unscheduled collections required by the contracting officer in accordance with paragraphs #3. O Deficiencies permitted. (Delivery order shall not be accepted until all deficiencies are corrected.)



23. Quality Assurance: The government will periodically evaluate the contractor's performance by the COR monitoring performance to ensure services are received. The COR will evaluate the contractor's performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from VA personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).



24. Government Remedies: The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (FEB 2002), for contractor's failure to perform satisfactory services or failure to correct non-conforming services.



25. Security Requirements: The Medical Center has protective services by members of the VA Police Unit. The Contractor shall comply with all posted traffic regulations as well as any verbal directive given by a VA Officer. Failure to comply with the safety regulations on VA facility grounds may be cause for termination.



26. Security Incident Investigation



a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s).to which the contractor/subcontractor has access.



b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.



c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.



d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.