S205--WASTE REMOVAL SERVICES ***The Department of Veterans Affairs is Seeking to Engage in Interactive Communications Among Self-Performing SDVOSB/VOSB Only***

Sources Sought 36C24921Q0041 Page 2 of 2 This is a Sources Sought Notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is IAW FAR Part 10 Market Research; engaging with industry to obtain information regarding the availability, capability, challenges, cost associated with Waste Removal Services. The Department of Veterans Affairs, Network Contracting Office(NCO) 9, hereby seeks ***ONLY SELF-PERFORMING SDVOSB/VOSB*** to engage in interactive communications in reference to the contents of the below Statement of Work. These communications will assist NCO 9 in the development of a future requirement that creates improved opportunities for ***SELF-PERFORMING SDVOSB/VOSB*** in obtaining a fair proportion of Government contracts. It will also aid in understanding cost associated with these services as incurred by Companies that SELF-PERFORM all aspect of work required throughout the life of a contract. These communications will focus on challenges, expectations, fair opportunities, competition, and availability to meet this requirement at the Memphis VA Medical Center. The Government anticipates establishing a solicitation followed by award, as a result of these communications, a Five(5) Year BPA to a ***SELF-PERFORMING SDVOSB/VOSB*** capable of providing Waste Removal Services utilizing all company internal assets at the Memphis Veterans Affairs Medical Center located at 1030 Jefferson Ave, Memphis, TN 38104-2127. THIS SOURCES SOUGHT NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested ***SELF-PERFORMING SDVOSB/VOSB*** may identify their interest in engaging in interactive communication by responding to this requirement no later than November 19, 2020 at 11:00AM, Central Standard Time (CST). Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. A determination of Full and Open Competition After Exclusion of Sources will be based upon the responses received to this notice, as in hereby seeking ***ONLY SELF-PERFORMING SDVOSB/VOSB***. This determination is solely within the discretion of the Government. Interactive communications established will assist NCO 9 in improving opportunities for ***SELF-PERFORMING SDVOSB/VOSB*** who are committed to building a valuable relationship with the Department of Veterans Affairs solely by utilizing all company internal assets in the performance of this work. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this source sought notice. Only written responses from SELF-PERFORMING SDVOSB/VOSB will be considered for this opportunity to assist NCO 9. SELF PERFORMING is defined as, an applicant that can provide 100% of the work without utilizing any Subcontractors. All responses from SELF-PERFORMING SDVOSB/VOSB will be fully considered. This will be determined by the interested parties providing their company capabilities and business plans that clearly demonstrate the use of internal assets. As a result of these communication, the Government shall determine the best method of fulfilling this requirement. ***ONLY SELF-PERFORMING SDVOSB/VOSB are encouraged to respond. Those interested in interactive communications are encouraged to furnish information by email only with 36C24921Q0041-RESPONSE TO SOURCE SOUGHT NOTICE - WASTE REMOVAL SERVICES - INTERACTIVE COMMUNICATION in the subject line. Any documents submitted, will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to SELF-PERFORM WASTE REMOVAL SERVICES that satisfy the requirements listed within this notice to Contract Specialist, Olonzo Haynes by email at contact@example.gov . The capability documentation should include general information and technical background describing in detail, the prospective contractor's capabilities and experience that will demonstrate their ability to support this requirement and licenses to work on this equipment. A valid Company structure or business plan that explains in detail how they are categorized as a SELF PERFORMING SDVOSB/VOSB. Point of Contact: Olonzo Haynes, Contract Specialist e-mail above. NAICS code: 562111 and SBA Sized Standard is $41.5M. PSC S205 NOTE: Any respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/. ?.## STATEMENT OF WORK STATEMENT OF WORK WASTE COLLECTION, REMOVAL, AND DISPOSAL SERVICES (Regular Waste) 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 Veterans Affairs (VA) Medical Center, 1030 Jefferson Ave, Memphis, TN; VA Nonconnah Clinic (onsite Memphis Campus), 1698 Nonconnah Blvd, Memphis, TN; HBPC (onsite Memphis Campus), 1980 Nonconnah Blvd, Memphis, TN (onsite Memphis Campus) and VA Medical North Clinic, 3461 Austin Peay, Memphis, TN (offsite). The Contractor shall perform to the standards outlined within the contract as well as all local, state, and federal regulations. Period of Performance: Ordering Period 1: 1/01/2021 9/30/2021 Ordering Period 2: 10/1/2021 9/30/2022 Ordering Period 3: 10/1/2022 9/30/2023 Ordering Period 4: 10/1/2023 9/30/2024 Ordering Period 5: 10/1/2024 9/30/2025 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. Unscheduled Collections: The Contracting Officer may require the Contractor to make unscheduled collection, disposals, and relocation of containers for special events on other occasions. The Contractor will respond within 12 hours of the event. Unscheduled services shall be by separate delivery order. 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. 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. 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. Cubic Yard Capacity: The Government reserves the right to change the cubic yard capacity of containers and the frequency of collections during the performance of this contract. The 35CY s are compactor types, all others are open top types. CMS# VC410 is the only Government Furnished Equipment (GFE). 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. Containers shall be of uniformed color and numbers assigned for identification purposes. They 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 remaining eight months, or as they become malodorous or unsanitary as determined by the COR. Contractor Replacement of Government-Owned Containers: In the event a Government-owned compactor breaks down, the Contractor shall provide a replacement at no additional cost until the Government Owned compactor is repaired. The size of this container shall be identical to the unserviceable only being temporarily replaced. Size and Type of Containers: Containers to be furnished by the Contractor shall be comparable in design and fabrication to containers manufactured by Dempster 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. Size and Type of Vehicles: The pick-up and hauling vehicle shall incorporate a leakproof 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. 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. 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. Disposal: The Contractor shall transport and dispose of all solid waste at a licensed disposal site selected by the Contractor. 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. Reports and Records: The Contractor shall provide a monthly report detailing total tonnages of refuse collected. 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. 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 place 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, Ground Floor Building 1.during regular business hours or CEG5 after hours, Police can also be reached at +1 (555) 000-0000 extension 5595. Holidays: Any potential Contractor s that do not provide services on Federal Holiday s shall provide collections outlined in note below if the Federal Holiday falls on a scheduled pickup day. Contractors are responsible for rescheduling pickup per the guidance outlined. Federal Holidays observed by the VA are: 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. In this event, prior coordination shall be made with the COR. NOTE: 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. 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. 0 (Zero) Deficiencies permitted. (Invoices associated with these delivery orders shall not be accepted until all deficiencies are corrected.) 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). Government Remedies: The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (OCT 2018), for Contractor's failure to perform satisfactory services or failure to correct non-conforming services. 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 also be cause for termination. Security Incident Investigation 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 COR 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. 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. 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. 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. The Vendor/Contractor will wear their identification badge above the waist ensuring it remains visible during performance of services outlined above while on VA premises. While on the premises of the VA Medical facility and/or CBOC s videos, pictures or voice recordings are prohibited. The Contractor shall provide to the contraction officer and/.or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior (VA10176 & VA10203) for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. END OF STATEMENT OF WORK RFI ANSWERS - WASTE REMOVAL-MEMPHIS VAMC What are the acceptable hours of operations for Contractor to service containers? 0730 1600 CST. Is there a pricing matrix attachment referencing CLINs for vendors to price? NO pricing CLIN s were in the original RFQ @ monthly rates PG 6 of 71, 15, Equipment Maintenance: Is it the Government s intent to have the Contractor maintain (painting, repair, etc) all GFE? If so, is there a CLIN provided for these costs? (YES) on lease Equipment only (NO) for GFE PG 9 of 71, 24. Security Incident Investigation: What is the rationale that pictures cannot be taken on site? In the event of a hampered collection due to a VA vehicle blocking a container, it is pertinent that the Driver is able to record a picture of the obstruction to accurately and efficiently report it to the VA Site POC. This is a common practice across VAMCs. If a incident or accident occur on VA property the VA Public Affairs office and the VA Police will complete the report and all photos will be taken and attached to the report only the VA Police and Public Affairs office gives the authorization if any other photos are taken. PG 49 of 71, (e): What is the rationale requiring all licenses and certifications to be in the prime contractor s name only? - Any hauling or landfill permits would be registered under the name of the subcontractor which is common practice Liability ( the owner of the contract should be the license and certificate holder) Page 5 #7 Of this list which Containers are owned by the Government? VC410 Page 5 #9 Compactors are not typical of containers that sit in the yard for extra use due to expense. If one of the compactors was to go down for service is the Government ok with placing a 30yd open top in its place while be fixed? YES Page 6 #12 States the contractor shall collect debris placed at collections stations such as tree branches, sacks, cartons etc. The types of containers for services are not rear load and the driver will not have a way of loading containers of waste. Is this the VA s intention? The Debris will be collected and place in the RO Container Can the Government be providing weights for the compactors and open tops for at least the last 6 months? YES-all Tons outlined below are monthly estimates. On page 5, section 7, the services list 2 Compactors and 2 Open-top containers with their respective frequency. Contractor Concern for accurate pricing submittal, we would need to know the type of waste included in each container as well as the average weights since that may vary by load. Recycle Avg Est. 11 Tons Waste Avg Est. 53 Tons RO Avg Est 16 Tons Contractor Question for each RO and CO container listed, what material will be disposed? Also, for each unit, what are the historical disposal weights per month? RO Debris Plastics, Pallets, Furniture, other items construction debris, no food waste, Bio waste. no Hazardous Material CO Food waste, daily non confidential office papers, Recycle Avg Est. 11 Tons Waste Avg Est. 53 Tons RO Avg Est 16 Tons On page 5, section 7, there are 2 Compactors listed. During the site visit I observed 3 in use. There was a green MSW compactor with a tipper and a blue cardboard compactor located at the Dock location. One additional blue compactor located at the spinal center. Page 5 Section 7 the 2 Compactors listed are dedicated as Waste Service Yard and Spinal Cord SCI Contractor Concern to ensure we submit proper pricing and provide the appropriate service; we need to know the entire scope of work (if not presented). The SOW has the scope of work for the contract Contractor Question Will the additional compactor (not listed) require service in this solicitation. If so, what material will it contain? Can you provide the haul frequency and average weight for this material per month as well? The other Blue compactor in question is for recycling of cardboard in the Service Yard once a week Wednesday s END OF RFI ANSWERS Sources Sought 36C24920Q0091 CLARIFICATION TO STATEMENT OF WORK Section B.1 Statement of Work Item # 7: Specifically States This section is correctly identified and remains unchanged. There are two 35CY Compactor type as identified in the above chart as VC410 Government Furnished Equipment (GFE) and VC411. These are the only two compactor types associated with this requirement. VC410 Green Compactor with Tipper (1st Compactor/GFE) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - VC411 Trash (2nd Compactor) NOTE: The above two compactor are the only compactors associated with this requirement, all other containers are open top types. For clarification purpose only the next compactor is not a part of this requirement and is associated with cardboard only. The labeling on this container created an issue; however, this label is company specific and associated with its own contract for recycling. VC410 Cardboard Compactor NOTE: This recycle compactor is not to be included as part of your quote and does not exist in the SOW as recycling is on its own contract. Your quote shall consist of Solid Waste and Construction debris only as outlined in the original chart. Per the answers posted to the RFI Question # 11 as outlined below, is hereby being corrected to reflect the correct answer as a result of the confused it posed. Contractor Question Will the additional compactor (not listed) require service in this solicitation. If so, what material will it contain? Can you provide the haul frequency and average weight for this material per month as well? The other Blue compactor in question is for recycling of cardboard in the Service Yard once a week Wednesday s The other Blue compactor in question does not require service in this solicitation. It is serviced on a recycling contract that is not a part of this SOW. END OF CLARRIFICATION TO STATEMENT OF WORK END OF SOURCES SOUGHT NOTICE