S205--Waste, Solid, and Recycling | Dayton, Chillicothe, Columbus, and Cincinnati VA Medical Facilities

Amendment / Modification

• The deadline for this solicitation has been extended to January 20, 2026, at 1:30 PM EST. All responses must be emailed to Joshua.Kovar@VA.gov.

• Appendix B: Vendor Acknowledgment and Concurrence Table will replace the SF1449 form.

• Clarifications have been provided regarding Contract Line Item Numbers (CLINs) for waste, solid, and recycling services at various VA Medical Facilities (Chillicothe, Cincinnati, Ft. Thomas, Dayton).

• Specific CLINs for dumpster rental fees and pickup services have been identified for different container types and locations.

• Past Performance Questionnaires (PPQs) are due with the proposal responses, and the previously stated due date of January 1, 2026, was incorrect due to this amendment. Information regarding the incumbent contractor and previous contract value was provided in Amendment #1.

• Response Date/Time/Zone

• Forms (SF1449 replaced by Appendix B)

• CLINs for services at Chillicothe, Cincinnati, Ft. Thomas, and Dayton VA Medical Facilities

• Past Performance Questionnaire (PPQ) due date

• The proposal deadline has been extended to January 20, 2026, 1:30 PM EST.

• Bidders should use Appendix B instead of an SF1449.

• CLIN information for specific services has been clarified.

Questions & Answers / Clarifications

This document provides responses to industry questions regarding Solicitation 36C25026Q0172 for Solid Waste and Recycling services at VA Medical Facilities in Dayton, Chillicothe, Columbus, and Cincinnati.

• Requirement Type: This is a renewal of an existing contract currently performed by Hamilton Alliance (Contract # 36C25022P0651).
• Compactor Ownership: Only the compactor at Dayton Building 330 is government-owned; all others are contractor-provided.
• CLIN 002AB & 002AC Pricing: These containers are priced per month as a rental fee, as they must be kept onsite and picked up on-call.
• Proposal Submission: Vendors are required to submit quotes for all sites and services; proposals for select sites will not be considered.
• Subcontracting: The prime contractor (awardee) cannot spend more than 50% of the total contract value with a non-similarly situated entity. The prime is responsible for ensuring subcontractors' small business status if they are not SAM registered.
• Contract Structure: This is an IDIQ contract, not a BPA. Task orders will be issued for each station per fiscal year.
• Appendix A: References to "Appendix A" in the PWS should be directed to "ADDENDUM A: SCHEDULES, TONNAGE ESTIMATES, AND CONTAINER FEES."
• Recycling Responsibility: The awarded vendor is responsible for the completion of the requirement, including disposal. Disposal costs count towards Limitations on Subcontracting.
• Historical Data: Estimated yearly volumes for each facility are listed in the "Price-Cost_Schedule" (X0001, X0005, X0009, X0013, where X represents the year).
• Excluded Waste: The scope is limited to solid waste and recycling streams. Regulated, medical, hazardous, or pharmaceutical waste streams are excluded.

This Q&A clarifies key aspects of the solicitation, including contract renewal status, equipment ownership, pricing structures, submission requirements, subcontracting rules, contract type, document references, and scope exclusions. Bidders must address all sites and services. The response date remains January 16, 2026, 13:30 Eastern Time.

Solicitation / RFP / RFQ

This solicitation is for commercial items, issued as a Request for Quotation (RFQ), for solid waste and recycling services for VHA VISN 10 Southern Ohio VA Facilities located in Chillicothe, Cincinnati, Columbus, and Dayton. The procurement is under NAICS code 5621111 (Solid Waste Collection) with a small business size standard of $47.0 Million and FSC/PSC S205 (Housekeeping – Trash/Garbage Collection).

The contractor shall provide personnel, equipment, tools, materials, vehicles, supervision, licenses, and permits necessary for refuse removal and recycling services. This includes compliance with all applicable local, state, and federal regulations, and responsibility for all landfill fees and permits. The government reserves the right to add or remove facilities, increase or decrease containers, pick-ups, and tonnage.

• Contract Type: Firm-fixed price

• Period of Performance: Base Period (04/01/2026 – 03/31/2027) with four Option Years.

• Guaranteed Minimum: $40,000.00

• Maximum Total Value: $3,250,000.00

• Response Date/Time: 01-16-2026 13:30 EASTERN TIME, NEW YORK, USA.

• Submission: Signed and dated quotes must be submitted on letterhead stationery or as otherwise specified in the RFQ. Quotes must include solicitation number, time for receipt, quoter's name/address/phone, technical description, warranty terms, price, and "Remit to" address.

• Evaluation: Comparative evaluation of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors include Administrative, Technical, Past Performance, and Veterans Involvement.

• Key Deadlines: All questions due by QA Deadline. Quotes due by 1/16/2026 at 1:30 PM EST.

• Set-Aside: Small Business (SBA)

• A Price-Cost Schedule Excel file (Price-Cost_Schedule_26Q0172.xls) must be completed and submitted with the quote.

• Site visits are strongly suggested and allocated dates/times are provided for various facilities.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) used by the Department of Veterans Affairs, Network Contracting Office 10 to gather information on offerors' past performance for the Solid Waste and Recycling requirement for VA Facilities in Chillicothe, Cincinnati, Columbus, and Dayton, Ohio. The PPQ is a critical component of the source selection process, helping the government verify an offeror's ability to perform the proposed effort.

• Section 1: Contract Identification: Details about the contract being reviewed (Contractor, Cage Code, Contract Number, Type, Program Title, Description, Period of Performance, Dollar Value, Work Performed, Award type, Contractor's Role).
• Section 2: Customer or Agency Identification: Information about the customer or agency where the work was performed.
• Section 3: Respondent Identification: Details of the person completing the questionnaire.
• Section 4: Performance Information: A rating scale (Exceptional to Unsatisfactory) and specific questions to assess the contractor's performance in areas such as management, personnel, quality control, schedule adherence, problem resolution, and responsiveness. It also includes questions about cure notices and willingness to re-award.

Potential bidders should be aware that their past performance will be evaluated. This questionnaire is sent to organizations that have had first-hand experience with the offeror. Bidders should encourage their past clients to complete this form thoroughly and promptly, as the information gathered is crucial for the source selection and will become part of the official record. The deadline for responses is January 1, 2026, 1:30 pm EST. Responses can be emailed to Joshua.Kovar@VA.gov.

Form / Attachment / Pricing Sheet

This document is a Vendor Acknowledgment and Concurrence Table. Bidders must complete this table to indicate their acknowledgment and concurrence with the solicitation terms, conditions, and any amendments. It serves as a formal confirmation of receipt and agreement.

• Original Solicitation: Acknowledgment of the base solicitation.
• Amendments: Acknowledgment of each amendment (e.g., Amendment 1, Amendment 2).
• All Terms and Conditions: Overall concurrence with all terms.
• Concurrence (Yes/No): A mandatory field for each item.
• Authorized Signature, Date: Fields for official vendor sign-off.
• Solicitation No., Company Name, SAM UEI, Point of Contact: Fields to identify the specific solicitation and the responding vendor.

Completion and submission of this table are critical. Failure to acknowledge all amendments or indicate concurrence may result in proposal rejection. Bidders must clearly state any exceptions or deviations in their quote. This document ensures the government has confirmation that vendors have reviewed and agreed to the solicitation's terms and conditions.

Form / Attachment / Pricing Sheet

This document provides the detailed pricing schedule for the Solid Waste Disposal and Recycling Services opportunity. Bidders are instructed to enter their pricing in Column H of the 'Price Quote Tab'. The document outlines how CLIN (Contract Line Item Number) and SLIN (Sub-Line Item Number) pricing is derived and provides specific instructions for filling out the pricing sheet.

• Instructions: Offerors must enter pricing in Column H. SLIN pricing is calculated as K3 = G3*J3. CLIN pricing is the sum of SLINs for a given period. Column K (NSP data) and other cells besides Column J are not editable. Pricing is required for all Periods of Performance and all CLINs/SLINs unless an alternative quote is provided. Placeholder pricing of $.01 is used for formatting and formula verification, not as a price expectation.
• Price Sheet: Details various services including Solid Waste Disposal, Recycling Services, Rental Fees for different types of containers (compactors, roll-offs, open tops), and Haul Fees across multiple VA Medical Centers (Chillicothe, Columbus, Cincinnati, Dayton). It also includes "On Call / Emergent Pickup Fees".
• Periods of Performance: The pricing is detailed for the Base period (2026-2027) and four subsequent Option Years (OY1: 2027-2028, OY2: 2028-2029, OY3: 2029-2030, OY4: 2030-2031).
• Totals Sheet: Provides a summary of price evaluations for the Base period and each Option Year, broken down by location (Chillicothe, Columbus, Cincinnati, Dayton) and a grand total. It also includes a "Price Evaluation 2" with a discount rate applied.

This document is critical for bidders to understand the cost structure of the services required and to accurately prepare their pricing proposals. Failure to price all line items as instructed will result in an incomplete and ineligible submission. Bidders must pay close attention to the specific instructions for pricing derivation and submission requirements.