RFI UK-Wide Integrated Waste Management Services

Questions & Answers / Clarifications

This document provides responses to questions and clarifications regarding the RFI 2, likely related to a waste management services contract.

• Hazardous Waste Breakdown: The government will provide a breakdown of individual hazardous waste streams, including EWC codes, to ensure representative pricing.
• Incumbent Equipment: Information on incumbent-owned equipment will not be provided due to proprietary reasons. Offerors must propose their own technical solutions and equipment.
• HR Data (TUPE): ELI data for HR teams will be sent directly to HR representatives. Offerors should request HR team contact details during the RFI process for smooth TUPE handling.
• International Catering Waste: This will be a separate CLIN, and the PWS and Offer Sheet will be updated accordingly.
• Mobilization Period: A 60-day mobilization period is provided for the contractor to prepare for full operational capability by the contract start date of May 1, 2027. No service performance is required during this period.
• Past Performance Relevancy: Relevancy criteria (scope, scale, complexity) must be met individually by each contract reference; they cannot be combined cumulatively.
• Pricing: Offerors are required to propose a price for all line items, and anticipated cost escalation for option years can be included.
• 'Not Applicable' Responses: Performance elements rated 'Not Applicable' by a customer reference will be considered neutral and will not be viewed negatively. However, such ratings do not demonstrate experience in that area.
• Workload Figures: Listed workload figures are estimates based on historical data for offeror planning and pricing purposes only; they are not guaranteed quantities.
• Temporary Increases in Service Demand: The government cannot provide forecasts for temporary increases due to OPSEC. Offerors must base pricing on estimated historical workload data.
• Site Weights and Tip-Site Tickets: Submission is preferred in electronic format (scanned PDF). Hard copies are only acceptable on an exception basis.
• RAF Croughton Glass Bottle Bank: Alternative bins or solutions are not acceptable for this specific requirement.
• Out-of-hours Call-outs: Historical data indicates 10 or fewer such call-outs in the past 12 months across RAF Lakenheath and RAF Mildenhall. This is for planning purposes only.
• Site Access: Estimated processing time for individual base access passes is approximately 180 days. Escorted entry will be required until passes are issued.
• Site Visit Attendance: The government can accommodate 3 people per bidder for site visits.
• Commercial Waste Pricing: The Offer Sheet template cannot be modified. The government requires a Firm-Fixed-Price (FFP) on a lump-sum basis, and offerors are responsible for assessing requirements and proposing a single, all-inclusive price.

These clarifications address bidder questions and provide specific guidance on pricing, past performance evaluation, contract requirements, and submission formats, impacting how offerors prepare their proposals.

Form / Attachment / Pricing Sheet

This document, "Appendix A.xlsx", provides estimated workload data for waste management services across several Royal Air Force (RAF) bases. It details the types and quantities of waste generated at each location, serving as a crucial reference for potential bidders to understand the scope and scale of services required.

This appendix is broken down by RAF base (RAF Alconbury, RAF Mildenhall, RAF Molesworth, Det 6-Heathrow, Blenheim Crescent, RAF Fairford, RAF Croughton, RAF Welford, RAF Lakenheath and Feltwell). For each location, it itemizes:

• Municipal Solid Waste (Non-Recyclables): Includes general waste, food waste, construction & demolition debris, mattresses, unscheduled waste, and bulk waste.
• Recyclables: Lists materials such as wood, glass, and mixed dry recyclables.
• Liquid Waste: Details quantities for sewage, grease traps, road gullies, and other liquid waste streams.
• Hazardous Waste: Specifies types and quantities of hazardous materials.
• Military Family Housing Waste: Differentiates waste from family housing areas.

Quantities are provided in units of UK Tons or Liters, with specific items listed for each category.

This data is essential for bidders to accurately estimate the volume and types of waste management services needed for each base. It directly informs resource allocation, equipment requirements, and operational planning, enabling bidders to develop comprehensive and competitive proposals.

Form / Attachment / Pricing Sheet

This document, "Appendix B.xlsx", details the tasks and estimated frequencies for waste management services across various Royal Air Force (RAF) bases. It serves as a reference for the scope and schedule of services required.

• Locations: Lists specific buildings and areas within RAF Lakenheath, Feltwell, Mildenhall, Alconbury, Molesworth, Croughton, Blenheim Crescent, Fairford, Welford, and Det 6-Heathrow.
• Tasks: Specifies the type of waste service, such as FEL (likely Facility Environmental Logistics or similar), skip services (e.g., 30 m3 ro-ro, 8 m3), truck services (e.g., 6,000 Gallon, 3,000 Gallon), 240ltr Food Waste bins, 140ltr Glass Waste bins, and specific waste types like "Municipal", "Bulk", "Liquid", "Food Waste", "Glass", "Green Waste", and "CAT 3 Bin".
• Quantities/Sizes: Indicates the volume or size of containers and the number of units required.
• EWC Codes: Provides European Waste Catalogue codes for waste classification.
• Frequency: Details how often the service is to be performed (e.g., Daily, Weekly, Monthly, Quarterly, Annually, Bi-Weekly, Ad-hoc, On Request).

This appendix is crucial for bidders to understand the detailed requirements and expected service levels for waste management operations at each listed RAF base. It outlines the specific locations, types of waste, container sizes, and service frequencies, which are essential for developing accurate proposals and pricing. Bidders should carefully review the requirements for each location to ensure they can meet the specified service demands.

Other / Unclassified

This document provides feedback and clarifications in response to a Request for Information (RFI) previously posted on SAM.gov on September 4, 2025. It addresses differences between US government contracts and UK contracts, and clarifies key contract terms relevant to potential bidders.

• Firm Fixed Price (FFP): Offerors are expected to propose their own escalation rates for subsequent option years to account for business risk.
• Indefinite Delivery Indefinite Quantity (IDIQ): This contract type allows the Government to order services on an as-needed basis. All services will be priced on an FFP basis, and proposed pricing must be firm-fixed and not subject to revision after award. Proposals must include pricing for all items in the Offer Sheet.
• Price Increases: Proposals should account for perceived business risk, including expected price increases from market inflation. The contract will include a Request for Equitable Adjustment (REA) clause to address significant, unforeseen external conditions.
• Federal Acquisition Regulation (FAR): FAR clauses and provisions are mandatory for US Federal Government contracts and cannot be removed or added.

Request for Information (RFI)

This RFI is issued by the 48th Contracting Squadron (48 CONS) at Royal Air Force (RAF) Lakenheath, United Kingdom, to conduct market research for UK-Wide Integrated Waste Management Services (IWMS) at U.S. Visiting Forces (USVF) locations across the UK. This notice does not constitute a solicitation, and no commitment by the Government should be inferred. The government is seeking to determine firms capable of providing these services.

The scope of work includes providing all personnel, equipment, containers, tools, materials, vehicles, supervision, and other items and services necessary for integrated waste management, encompassing solid (including recycling), non-hazardous, and hazardous liquid waste collections and removal. Services are required at various USVF locations across the UK, including RAF Lakenheath, Feltwell, Mildenhall, Alconbury, and others. The contractor must adhere to contract standards, UK laws and regulations, international agreements, Status of Forces Agreements (SOFA), and relevant environmental guidance.

Responses to this RFI are due by 03 February 2026, 1400 GMT, and must be submitted electronically as an attachment via email to the Points of Contact (POCs) listed, with the subject line "Response to IWMS RFI". Only electronic responses will be accepted. The RFI requests feedback on draft documents including a draft PWS, Appendices A & B, Sections L&M, an Offer Sheet, and a Past Performance Questionnaire.

Prospective offerors must be registered in the System for Award Management (SAM) prior to award of any Federal Government contract. No specific set-aside information is provided in this RFI.

All documents provided are draft and subject to change before a formal solicitation is released. No reimbursement will be made for costs associated with providing information for this RFI.

Solicitation / RFP / RFQ

This document provides instructions for preparing proposals in response to a Request for Proposal (RFP) for Integrated Waste Management Services (IWMS) for United States Visiting Forces (USVF) in the UK. The government intends to award a single Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

• Proposals must demonstrate a thorough understanding of the services required and plans to implement the Performance Work Statement (PWS).

• Offerors must describe their technical approach, management plan, environmental permits and compliance, and vehicle/equipment management plan.

• Past performance information is required, including details on at least two but no more than five relevant contracts.

• Contract Type: Indefinite Delivery, Indefinite Quantity (IDIQ)

• Period of Performance: May 1, 2027, through April 30, 2035.

• Pricing: Firm-Fixed-Priced (FFP) basis. Foreign pricing must be in British Pounds Sterling (£), exclusive of VAT.

• Proposals must be submitted in three volumes: Technical, Past Performance, and Price.

• Key deadlines:

  • Questions due: May 6, 2026, 1600 GMT
  • Proposal due: May 27, 2026, 1600 GMT

• Evaluation Criteria: Performance-Price Tradeoff (PPT), where performance is more important than price. Technical will be evaluated on an acceptable/unacceptable basis. Factors include Technical, Past Performance, and Price.

• Prospective companies must be registered in the System for Award Management (SAM).

• Offerors must demonstrate possession of required UK Environmental Agency (EA) permits or provide a plan to obtain them.

• Information submitted must not exceed specified page limits for each volume.

• All official correspondence should be submitted via email to 48CONS.PKB.Refuse@us.af.mil.

• A site visit may be planned; details will be provided separately.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing integrated waste management services (IWMS) at U.S. Visiting Forces (USVF) locations across the United Kingdom.

• Services: The contractor shall provide all personnel, equipment, containers, tools, materials, vehicles, supervision, and other items necessary for solid (including recycling) and non-hazardous/hazardous liquid waste collection and removal.

• Locations: Services are required at RAF Lakenheath, Feltwell, Mildenhall, Alconbury, Blenheim Crescent, Det 6, Croughton, Fairford, Molesworth, and Welford.

• Waste Streams: Includes Municipal Solid Waste (MSW), recycling, food waste (including CAT 1 and CAT 3), in-flight bladder relief device waste, sewage screening/rag, green waste, construction and demolition debris (C&D), hazardous waste, and waste electrical and electronic equipment (WEEE).

• Mobilization: A 60-day mobilization period is required for personnel and equipment setup, clearances, training, and familiarization.

• Services must comply with applicable UK laws and regulations, international agreements, Status of Forces Agreements (SOFA), and Overseas Environmental Baseline Guidance Document (OEBGD).

• Performance objectives include minimizing missed collections (no more than 2 validated customer complaints per month for most services, 1 for unscheduled/emergency collections), and timely response to emergency liquid waste collection (within 4 hours).

• Waste must be disposed of at permitted facilities, with appropriate documentation (e.g., waste transfer notes, landfill site tip tickets).

• Containers must be maintained in good, workable condition, free of leaks, and kept clean.

• The PWS applies to USVF locations across the United Kingdom.

• Specific details regarding collection areas, schedules, and workload factors are referenced in Appendices A and B.

• Regulatory Compliance: Strict adherence to UK waste management regulations, environmental permitting, and hazardous waste disposal requirements is mandatory.

• Reporting: Monthly reports detailing disposal activities, costs, weights, and waste hierarchy are required.

• Security: Contractor personnel must comply with installation security requirements, including obtaining necessary passes, decals, and badges. Background checks and specific training may be required.

• Personnel: Contractor personnel must present a neat appearance and be easily recognizable.

Form / Attachment / Pricing Sheet

This document is an offer sheet (Excel file) that outlines the CLINs (Contract Line Item Numbers) and their associated descriptions, units of issue, and estimated quantities for various waste collection and disposal services. It serves as a template for bidders to provide their pricing for each CLIN across multiple ordering and option periods.

• CLINs: Detailed breakdown of services such as Municipal Solid Waste Collection, Food Waste Collection, Recyclable Collection, Hazardous Waste Collection, Liquid Waste Collection, and specialized services like Unscheduled Items Pick-up and Container Relocations.
• Locations: Services are specified for various RAF bases including Lakenheath/Feltwell, Mildenhall, Blenheim Crescent, Croughton, Fairford, Alconbury, Molesworth, Welford, and Det 6-Heathrow.
• Quantities & Units: Estimated annual not-to-exceed (NTE) quantities and units of issue (e.g., Months, Each, Tons, Weeks) are provided for each CLIN and location.
• Pricing Structure: The sheet includes columns for Unit Price and Extended Total for each ordering and option period, indicating that bidders must submit pricing in UK pounds.
• Estimated Quantities: A note clarifies that all quantities under specific CLINs (marked with an asterisk) are estimated.

This offer sheet is critical for bidders as it defines the specific services required, the locations where services will be performed, and the structure for submitting pricing proposals. Bidders must use this template to accurately quote their prices for each line item, ensuring their offer aligns with the government's estimated needs and the defined performance work statements (PWS) referenced for each CLIN.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback from organizations that have had direct experience with a contractor. This information is crucial for the government's evaluation of a bidder's ability to perform on a proposed effort, specifically for the UK Wide Integrated Waste Management Services (IWMS) opportunity.

• Contract Identification: Details about the contract being reviewed (Contractor, Cage Code, Contract Number, Program Title, Period of Performance, Contract Value, Description of Work).
• Customer/Agency Identification: Information about the entity that received the services.
• Respondent Identification: Details of the person completing the questionnaire.
• Performance Information: A detailed rating scale (Exceptional to Unsatisfactory) and specific questions covering areas such as management, personnel, quality control, problem resolution, responsiveness, communication, and overall performance. It also includes specific questions about managing multiple regions, waste volume, and subcontractor performance.

Bidders should be aware that their past performance will be evaluated using this questionnaire. They should ensure that their references are prepared to complete this form accurately and promptly. The questions focus on critical aspects of service delivery, management, and responsiveness, which will directly influence the source selection decision. The questionnaire also includes specific criteria related to the scope of the IWMS PWS, such as managing multiple regions and handling specific waste volumes, which bidders should address in their proposals and ensure their past performance references can validate.